Provider File Maintenance QRG
Quick Reference Guide
NOTE: This information will be updated with the implementation of the new provider enrollment system, which is scheduled for April 2026. To stay informed about the transition effort, sign up for Florida Medicaid Health Care Alerts.
As of November 2, 2018, Florida Medicaid providers are able to upload provider file change requests via their secure Web Portal account, in lieu of fax submissions.
Providers seeking more information about provider file maintenance uploads associated with the implementation of the self-service environment may refer to this quick reference guide (QRG).
Effective February 4, 2019, all Medicaid provider file change requests must be submitted via the Florida Medicaid Secure Web Portal. Providers can enter changes to their address, group membership, Electronic Funds Transfer (EFT) account, and Electronic Data Interchange (EDI) Agreement in their secure Web Portal account. All other change request types must be submitted using the Trade Files Upload panel in the secure Web Portal.
Uploading Files
Users assigned with the Trade Files role are able to upload documents through the File Upload panel via the Secure Web Portal when submitting a file maintenance. Access the File Upload panel by visiting Secure Web Portal and use the appropriate account credentials. From the Secure Web Portal landing page, select Trade Files, then Upload.
The following requests may be submitted through the File Upload panel:
- Acute Hospital Care at Home Attestation (only for General Hospitals)
- Inactive Medicaid Provider Response Statement
- New Location (providers can request additional locations through the New Location Code (NLC) Wizard. Additional guidance on the NLC Wizard can be found on the NLC Wizard QRG)
- Practitioner Collaborative Agreement
- Surety Bond
- Update B-Notice (solely when responding to a B-Notice)
- Update License/Certification
- Update Name/Specialty (use for name, specialty, or taxonomy updates)
- Update National Provider Identifier (NPI) (must include the National Provider Identifier Registration Form)
- Update Owners
- Update Tax ID
- Voluntary Termination
Users must comply with the following in order to avoid processing delays:
- Ensure they are logged into the correct Secure Web Portal account that is associated with the Florida Medicaid Provider ID they wish to update. Provider file change requests can only be submitted under the provider’s Secure Web Portal login.
- Refrain from combining multiple provider file change requests into a single submission. Each request must be uploaded separately.
- Select the appropriate document type for the change request.
To successfully upload a required document via the File Upload panel, select Choose File, search for the appropriate document, then select Upload.
Successful uploads will generate a confirmation message containing a communication tracking number (CTN). The CTN is used for tracking purposes, as well as verifying the status of the provider change request. Providers should allow five (5) business days for processing. If after five (5) business days the file has not been updated, please call the Provider Enrollment Contact Center (PECC) at 1-800-289-7799, Option 4, and provide the CTN.
Providers requesting taxonomy updates after 03/01/2022, must upload using the Update Name/Specialty request type. Providers must ensure they are selecting and submitting a taxonomy code that is appropriate for their specialty. The Taxonomy Master List (TML) is helpful when determining the appropriate specialty taxonomy for a provider.
Users who have submitted NPI change requests may view a snapshot via the Secure Web Portal. From the Secure Web Portal landing page select Providers, then demographic maintenance. Next, select NPI. These steps will allow users to view any NPI change requests.
Note: Providers requesting to modify an NPI Crosswalk used to bill claims with date of service prior to 03/01/2022, should upload a completed NPI Registration form found on Enrollment Forms.
Users who do not have Trade Files as an option via their Secure Web Portal account must contact their account administrator. The administrator may assign additional permissions to delegates using the Account Management application in the Secure Web Portal.
Acceptable File Types
The self-service environment only accepts documents as either Portable Document Format (PDF) or Tagged Image File Format (TIFF).
Additional Resources
AHCA Adopted Rules
Adopted Rules - Florida Medicaid Forms
Adopted Rules - Provider Enrollment Policy
Florida Medicaid Contact Information Sheet
Support
Training
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