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Last Modified: 7/23/2019 Location: FL, PR, USVI Business: Part A, Part B

Secure Documentation FAQ

Q: What types of requests and forms can be submitted, requested, and retrieved through SPOT’s Secure Documentation? What are the submission requirements?
A: The secure documentation feature allows users to request and retrieve a variety of documents from First Coast as well as submit secure documentation to First Coast’s e-documentation system. Secure documentation forms submitted after 6 p.m. ET during weekdays, at any time during a weekend, or on First Coast Service Options’ corporate holidays will receive a receipt date that reflects First Coast’s next business day.
Please allow 48-72 hours before checking the status of your request. For more information, please refer to The SPOT: User Guide pdf file

How to request documentation

To request documentation, select “Request Documentation” from the “Secure Documentation” menu.
From the drop-down menu, select one of the following and follow the form instructions:
Demand letters
1099 Form
CBR (Comparative Billing Report)
PDS (Provider Data Summary)

How to submit documentation

The following forms are available for electronic submission through SPOT:

Secure documentation -- Part A forms:

Additional development response - Respond to ADR requests for prepay claims
Additional development response for TPE-related inquiries
Provider Audit & Reimbursement
Credit Balance Report
Electronic Data Interchange enrollment form
Feedback on the SPOT - Questions and suggestions about SPOT
General inquiry request - Questions about Medicare program/policies

Secure documentation – Part B forms:

Additional development response - Respond to ADR requests for prepay claim
Additional development response for TPE-related inquiries
Electronic Data Interchange enrollment form
Feedback on the SPOT - Questions and suggestions about SPOT
General inquiry request - Questions about Medicare program/policies
MSP overpayment form - Voluntary refund of an overpayment for an MSP claim
Non-MSP overpayment form - Voluntary refund of an overpayment for a Non-MSP claim
Overpayment redetermination request - Appeal of an overpayment decision
1. Select ‘Submit documentation’ from the Secure Documentation submenu
2. The ‘Submit Secure Documentation’ form will appear. Selections will differ based upon the line of business of the profile selected. The image below is a Part B menu.
Part B secure documentation
3. Select the form you need from the list. Required fields will be marked with a red *, and directions will be listed at the top of the page of each form.

Submission guidelines: ADR form (Part A/Part B)

The additional documentation response (ADR) form should be used to respond to claim ADR requests for prepay (i.e., non-finalized) claims.
You must include a copy of the ADR request letter you received from the First Coast Service Options as well as any requested documentation in your submission. All documents must be submitted in PDF format (8MB maximum)
Only one submission per ADR request letter will be accepted, and the processing of your claim will be based upon the information in your submission.
Note: If the receipt date of your response is not within the timeliness guidelines of the date listed in the ADR letter, or if you did not include a copy of the ADR letter and/or any of the requested documentation in your submission, your service or claim may be denied.
Submissions on weekends, holidays or after 6 p.m. ET weekdays will receive a receipt date that reflects the next business day.
The Part A and Part B versions of the ADR form are identical with the exception of the ICN/DCN fields
The SPOT’s ADR form should not be used to respond to any of the following:
Documentation requests from other operational areas (e.g., EDI, provider enrollment)
Post-payment medical review documentation requests
Pre-payment/post-payment ADR requests for non-First Coast claims
PWK submissions
Appeal ADR requests
ADR requests from the ZPIC
ADR requests from the RAC
ADR requests from the SMRC

Submission guidelines: ADR for TPE-related inquiries (Part A/Part B)

The additional development response (ADR) for TPE inquiries should be used to respond to targeted probe and educate program-related claims.
You must include a copy of the ADR TPE request letter you received from the First Coast Service Options as well as any requested documentation in your submission. All documents must be submitted in PDF format (8MB maximum)
Only one submission per ADR request letter will be accepted, and the processing of your claim will be based upon the information in your submission.
Note: If the receipt date of your response is not within the timeliness guidelines of the date listed in the ADR letter, or if you did not include a copy of the ADR letter and/or any of the requested documentation in your submission, your service or claim may be denied.
Submissions on weekends, holidays or after 6 p.m. ET weekdays will receive a receipt date that reflects the next business day.
The Part A and Part B versions of the ADR form are identical with the exception of the ICN/DCN fields
The SPOT’s ADRs for TPE-related claims form should not be used to respond to any of the following:
ADR requests for prepay (i.e., non-finalized, non-TPE related) claims
Documentation requests from other operational areas (e.g., EDI, provider enrollment)
Post-payment medical review documentation requests
Pre-payment/post-payment ADR requests for non-First Coast claims
PWK submissions
Appeal ADR requests
ADR requests from the ZPIC
ADR requests from the RAC
ADR requests from the SMRC

Submission guidelines: MSP overpayment refund form (Part B)

This form is for a voluntary refund of an overpayment for a Medicare secondary payer (MSP) claim
If specific patient and claim data are not available for all related claims due to statistical sampling, please indicate methodology and formula used to determine amount and the reason for overpayment in support documentation.
All documents must be submitted in PDF format (6MB maximum)
The processing of your request will be based solely on the information included in your submission
Submissions on weekends, holidays or after 6 p.m. ET weekdays will receive a receipt date that reflects the next business day.

Submission guidelines: Non-MSP overpayment refund form (Part B)

This form is for a voluntary refund of an overpayment for a Non-MSP claim
If specific patient and claim data are not available for all related claims due to statistical sampling, please indicate methodology and formula used to determine amount and the reason for overpayment in support documentation.
All documents must be submitted in PDF format (6MB maximum)
The processing of your request will be based solely on the information included in your submission
Submissions on weekends, holidays or after 6 PM ET weekdays will receive a receipt date that reflects the next business day.

Submission guidelines: Overpayment redetermination request (Part B)

This form is to appeal an overpayment decision
You must upload a copy of your demand letter as part of your submission.
If multiple ICNs are affected by this request, please upload a complete list and associated claim information. All documents must be submitted in PDF format (6MB maximum)
The processing of your request will be based solely on the information included in your submission
Submissions on weekends, holidays or after 6 p.m. ET weekdays will receive a receipt date that reflects the next business day.

Submission guidelines: General inquiry request form (Part A/Part B)

The purpose of this form is to submit questions regarding the Medical program
Support documentation is optional.
All documents must be submitted in PDF format (6MB maximum)
The processing of your request will be based solely on the information included in your submission
Submissions on weekends, holidays or after 6 p.m. ET weekdays will receive a receipt date that reflects the next business day.

Submission guidelines: SPOT feedback form (Part A/Part B)

The purpose of this form is to submit questions or comments regarding the SPOT
The processing of your request will be based solely on the information included in your submission
Submissions on weekends, holidays or after 6 p.m. ET weekdays will receive a receipt date that reflects the next business day.

Submission guidelines: Credit balance report (Part A)

The purpose of this form is for Part A providers to submit their credit balance report (CMS-838)
Users must click the link provided on the form to access the CMS-838 form and complete it
The form must be submitted in PDF format
Submissions on weekends, holidays or after 6 p.m. ET weekdays will receive a receipt date that reflects the next business day.
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First Coast Service Options (First Coast) strives to ensure that the information available on our provider website is accurate, detailed, and current. Therefore, this is a dynamic site and its content changes daily. It is best to access the site to ensure you have the most current information rather than printing articles or forms that may become obsolete without notice.