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Tips to expedite the Medicare enrollment process

Medicare enrollment application forms (CMS-855A, CMS-855B, CMS-855I, CMS-855O, and CMS-20134) submitted to First Coast must be completed with accurate information and have all supporting documentation attached. Provider Enrollment will review submitted applications and issue a letter requesting additional information and/or documentation, if necessary. The following suggestions address the most common reasons First Coast requests additional information and/or documentation.

  1. Ensure the name on your National Provider Identifier (NPI) application matches your legal name/legal business name.

    Access the following website address or phone number to validate that the legal business name the Internal Revenue Service (IRS) has for you (CP-575) matches the business name registered with the National Plan & Provider Enumeration System (NPPES): 1-800-465-3203 for TTY services.

    Applying for an NPI is a separate process from requesting enrollment in the Medicare program. CMS requires that providers and suppliers obtain their NPI prior to enrolling in Medicare. Every enrollment application must include your NPI. If your NPI is not submitted, your enrollment into the Medicare program will be delayed.

    First Coast will issue a development letter to the contact person named in Section 13 of the enrollment application to request the NPI, or if there is no contact person listed, the letter will be issued to the correspondence address.

  2. Attach a copy of your Internal Revenue Service (IRS) CP-575 form.    

    The IRS CP-575 is the form received from the IRS granting the employer identification number (EIN). This IRS form reflects your legal business name. It also provides proof of your employer tax identification number (TIN), which is required for Medicare records.

    Medicare records must have a written confirmation from the IRS validating your TIN with your legal business name. Acceptable tax documents must be generated or pre-printed by the IRS. Examples of acceptable documentation are IRS CP-575, IRS Form 8109 and IRS substitute letter 147C. A W-9 is not acceptable documentation.

  3. Attach a copy of your Electronic Funds Transfer (EFT) Authorization Agreement (CMS-588).

    First Coast requires this form if you are submitting an initial provider enrollment application or a change to an existing Medicare provider number that has not previously been set up for EFT. Remember to also include a copy of a voided pre-printed check or confirmation of account on bank letterhead. If you choose to send in a bank letterhead, it must consist of the name on the account, routing number, account number, account type, bank officer's name and signature.

    Note: For an organization or Part A provider, the legal business name on the voided check or bank letterhead must match what is reported to the IRS and enrollment file exactly. For an individual, the first and last name must match what is reported to the Social Security Administration (SSA) and enrollment file exactly.

    Bank accounts cannot be jointly held.

    Be aware that with the EFT authorization, Medicare can send payments directly to your financial institution whether claims are filed electronically or on paper.

    Note: First Coast has determined that some banks may not use the routing number located at the bottom of your pre-printed check but may use the automated clearinghouse (ACH) number located elsewhere on the check. Please check with your bank for the proper number to report as the routing number on your EFT form.

  4. Read each section of the application form(s).

    For each section of the provider enrollment forms, CMS has provided detailed instructions. Ensure that, where applicable, boxes are checked, signatures (in ink) are provided, and all required fields have been completed.

  5. Include copies of all professional and business licenses.

    Examples include, but are not limited to:

    Licenses, certifications and registrations required by your state, city and / or county boards (e.g., State of Florida Professional License, FDA Mammography Certification, CLIA, Diabetes Education Certificate)

  6. Obtain other helpful information
    1. Within the instructions in the “Medicare enrollment application” itself. See “Tips,” and Section 12 or 17 “Supporting Documents.”
    2. From your Medical Association or Medical Society.
    3. At the CMS website
    4. At the Florida State Requirements website
    5. At the Florida Department of Business and Professional Regulations website 

  7. Send completed provider enrollment applications to:

    Medicare Provider Enrollment
    P.O. Box 3409
    Mechanicsburg, PA 17055-1849