NCTracks Update: New NPI Authorization Code Request Process

A Message from NCTracks

    NC Medicaid staff has requested that we share the following message regarding NCTracks with our NCMS members to make sure you are aware of the changes in the process to request an NPI authorization code.

Update to NCTracks NPI Authorization Code Request Process

To prevent unauthorized users from accessing the NCTracks Provider Record without provisioning, we are implementing a new process for requesting an NPI authorization code. Previously, providers were able to receive the authorization code associated with an NPI, which is required to complete the Currently Enrolled Provider (CEP) Registration process and OA Change process, by calling the NCTracks Call Center and giving the NPI and Employer Identification Number (EIN) or Social Security Number (SSN).

There is now a new process with enhanced security features for providers to receive the authorization code. This new process may also be used if the provider received an authorization code and the system stated the authorization code and NPI combination is invalid.

In order to request the authorization code associated with an NPI, providers should call the NCTracks Call Center (800-688-6696) prepared to offer the following information, which is used to verify the caller’s identity and relationship to an NCTracks provider:

  • Full name
  • Contact phone number
  • Their NCID
  • Their role with their employer
  • Their employer’s NPI
  • The name and phone number of another person with a managing relationship under their employer’s NPI
  • Employer’s last Remittance Advice (RA) date and check amount

The caller must also provide the following data items relating to the NCTracks provider they are requesting the authorization code for:

  • NPI related to the authorization code being requested
  • Reason for requesting the authorization code

Additionally, per the NPI type, the caller must also supply the following:

  • Individual NPI: the SSN, date of birth and two items from the list below:
  • Taxonomy code from the record
  • Provider license or certification number
  • Trading Partner name
  • Affiliation name
  • Graduation date
  • Board certification date
  • Organizational NPI: the EIN, last RA check amount and two items from the list below:
  • Taxonomy code from the record
  • Organization license or certification number
  • Trading Partner name
  • Affiliation name
  • Board certification date

Once the caller provides the required information, the NCTracks Call Center Agent will document and send a request to the Provider Relations Team. The Provider Relations Team will review and validate the information provided by the caller. The agent will then call the Managing Relationship(s) if the NPI relates to an organization. Once all information is verified, the Provider Relations team will contact the original caller with the authorization code details.

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