Change of Vendor form?
Answered

Hi, how do I create a "change of vendor" (COV) form/letter?  Please see context below.  I am trying to receive ERAs for United HealthCare/Optum through Simple practice instead of through my former online billing service.

Thanks!

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Hi Sarah Parsons,

Your payment report enrollment for payer 'United HealthCare' was rejected for the following reason(s):

  • The payer rejected the enrollment due to the provider is linked to another clearinghouse to receive ERAs. Please ask the provider to submit the COV (change of vendor).

Please correct this information. If necessary, contact this payer to verify the information on your enrollment and re-submit.

Our support team doesn't have the ability to provide more information for rejected enrollments.

The enrollment transaction reference ID is 247198513 with NPI number 1679729677.

18 comments

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    Monika

    Hi Rana and Mary, 

    Please reach out to our Customer Success team via email by clicking the "Get Help" button.

    The Change of Vendor (COV) letter should be sent to our team as an attachment to the email request. Once we have this from you, our team will send it to out to our to have our clearinghouse complete the enrollment process on their end. 

    Important Note: Please send this to us via email and by using the "Get Help" button. Emails and requests sent to 'support@simplepractice.com' are unmonitored, and will not receive a reply.

    Also, to avoid any delays and/or errors in processing, please don't send this directly to payers or our clearinghouse. 

    Edited by Monika

    Hi Rana and Mary, 

    Please reach out to our Customer Success team via email by clicking the "Get Help" button.

    The Change of Vendor (COV) letter should be sent to our team as an attachment to the email request. Once we have this from you, our team will send it to out to our to have our clearinghouse complete the enrollment process on their end. 

    Important Note: Please send this to us via email and by using the "Get Help" button. Emails and requests sent to 'support@simplepractice.com' are unmonitored, and will not receive a reply.

    Also, to avoid any delays and/or errors in processing, please don't send this directly to payers or our clearinghouse. 

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    Denise Hutchins

    Hi Sarah!  I just did my letter today!  Optum is sneaky with getting you to sign up with their vendor, Payspan.  So, if you can provide me your email address, I'll send you a (redacted) copy of what I used.

     

    Denise

    Hi Sarah!  I just did my letter today!  Optum is sneaky with getting you to sign up with their vendor, Payspan.  So, if you can provide me your email address, I'll send you a (redacted) copy of what I used.

     

    Denise

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    Lori Capone

    HI

    I have had similar issues. Can I have a copy of the letter as well?

     

    HI

    I have had similar issues. Can I have a copy of the letter as well?

     

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    Monika

    If you received a rejection message: "The payer rejected the enrollment due to the provider is linked to another clearinghouse to receive ERAs. Please ask the provider to submit the COV (change of vendor)."

    This means our clearinghouse worked with the Insurance Payer to determine that your Tax ID has been linked to a different clearinghouse. In this case, they will require that you submit a Change of Vendor (COV) form so that they can switch your clearinghouse for back to our clearinghouse.

    The letter to our clearinghouse should include the following information:

    At the top, include your nameaddress, and today's date.

    Then, include a short paragraph stating the following: 

    "Please update my enrollment with [INSURANCE PAYER] to receive payment reports through SimplePractice. Below is the requested information:

    1. TIN (tax ID number): 
    2. NPI:
    3. Payer Name: 
    4. Payer ID: 
    5. Clearinghouse / Company Name / User Id: Eligible, inc. GATE0164"

    Lastly, sign and print your name at the bottom.

    Important Note: Please reach out to our Customer Success Team via email by using the "Get Help" button.

    To avoid any delays, this COV should be sent only to our team as an attachment in an email request. Once our team has this this from you, we will send it to our clearinghouse and they will complete the enrollment process on their end. 

    Please do not email support@simplepractice.com--this an unmonitored email address and it will not receive a reply.

    Edited by Monika

    If you received a rejection message: "The payer rejected the enrollment due to the provider is linked to another clearinghouse to receive ERAs. Please ask the provider to submit the COV (change of vendor)."

    This means our clearinghouse worked with the Insurance Payer to determine that your Tax ID has been linked to a different clearinghouse. In this case, they will require that you submit a Change of Vendor (COV) form so that they can switch your clearinghouse for back to our clearinghouse.

    The letter to our clearinghouse should include the following information:

    At the top, include your nameaddress, and today's date.

    Then, include a short paragraph stating the following: 

    "Please update my enrollment with [INSURANCE PAYER] to receive payment reports through SimplePractice. Below is the requested information:

    1. TIN (tax ID number): 
    2. NPI:
    3. Payer Name: 
    4. Payer ID: 
    5. Clearinghouse / Company Name / User Id: Eligible, inc. GATE0164"

    Lastly, sign and print your name at the bottom.

    Important Note: Please reach out to our Customer Success Team via email by using the "Get Help" button.

    To avoid any delays, this COV should be sent only to our team as an attachment in an email request. Once our team has this this from you, we will send it to our clearinghouse and they will complete the enrollment process on their end. 

    Please do not email support@simplepractice.com--this an unmonitored email address and it will not receive a reply.

  • 0
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    Elizabeth Wilmer

    This same issue occurred with me today. I am switching from MCP to SP and Optum/UHC stated that they rejected it and that I had to send a change of vendor request. Thank you for the above example. What address do I send the above letter to?

    Thank you, 

    Elizabeth Wilmer

    This same issue occurred with me today. I am switching from MCP to SP and Optum/UHC stated that they rejected it and that I had to send a change of vendor request. Thank you for the above example. What address do I send the above letter to?

    Thank you, 

    Elizabeth Wilmer

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    Gillian

    Hi Elizabeth, you'll want to reach out to our team for further assistance. 

    Hi Elizabeth, you'll want to reach out to our team for further assistance. 

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    Mary Kay Carstensen

    Hello,

    I am also trying to sign up for ERA delivery from Optum/UHC and cannot find out where to send the COV.  In other EHR software, the clearinghouse asks for the letter and then takes care of sending the letter to Optum/UHC.  Is this not the practice for Eligible?

    Has anyone found the fax or address to send the letter to?  I've been working on finding this for too long!!!

    Thanks!

    Hello,

    I am also trying to sign up for ERA delivery from Optum/UHC and cannot find out where to send the COV.  In other EHR software, the clearinghouse asks for the letter and then takes care of sending the letter to Optum/UHC.  Is this not the practice for Eligible?

    Has anyone found the fax or address to send the letter to?  I've been working on finding this for too long!!!

    Thanks!

  • 0
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    Rana M. DeQuattro

    I'm having the same issue. Please help! Nobody from Simple Practice has responded to my question. I didn't even get verification that SP received it. Please help! Very frustrated as I've been trying to resolve this for 2 weeks.

    I'm having the same issue. Please help! Nobody from Simple Practice has responded to my question. I didn't even get verification that SP received it. Please help! Very frustrated as I've been trying to resolve this for 2 weeks.

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    Rana M. DeQuattro

    By the way, I have contacted All Savers/United several times. They either don't know what I am talking about regarding the COV or the call gets dropped. Today they told me they have a new phone system. It rerouted my calls to another company called Independent Health while I was on hold. Their phone system has a problem. I'm at my wit's end. Also, why is this necessary if I already have an account with Payspan? Someone mentioned that they use Payspan on this thread.

    By the way, I have contacted All Savers/United several times. They either don't know what I am talking about regarding the COV or the call gets dropped. Today they told me they have a new phone system. It rerouted my calls to another company called Independent Health while I was on hold. Their phone system has a problem. I'm at my wit's end. Also, why is this necessary if I already have an account with Payspan? Someone mentioned that they use Payspan on this thread.

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    Cynthia Johnson

    i too am having this same problem with Optum/UHC. I was transferred to 8 different people over a period of 2 hours. They finally told me I needed to contact the UHC EDI support team. I received  the following  letter from them today.

    Thank you for contacting UHC EDI Support regarding changing clearinghouse vendors. To initiate a change of clearinghouse or vendor, please contact your new clearinghouse or vendor to begin the process and advise them that you would like to change the ERA delivery destination to their company. Your clearinghouse or vendor will then discuss the paperwork they may need you to complete to begin the process.

     

    Your enrollment is via your clearinghouse or vendor, therefore, there is no paperwork to complete directly with UnitedHealthcare.

    So now what do I do?

    i too am having this same problem with Optum/UHC. I was transferred to 8 different people over a period of 2 hours. They finally told me I needed to contact the UHC EDI support team. I received  the following  letter from them today.

    Thank you for contacting UHC EDI Support regarding changing clearinghouse vendors. To initiate a change of clearinghouse or vendor, please contact your new clearinghouse or vendor to begin the process and advise them that you would like to change the ERA delivery destination to their company. Your clearinghouse or vendor will then discuss the paperwork they may need you to complete to begin the process.

     

    Your enrollment is via your clearinghouse or vendor, therefore, there is no paperwork to complete directly with UnitedHealthcare.

    So now what do I do?

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    Monika

    Hi Cynthia and Rana, 

    I have followed up with you regarding this via email. Please take a look and let me know if you have any questions. You can attach the COV to the email I sent you and our clearinghouse will complete the enrollment process on their end.

     

    Edited by Monika

    Hi Cynthia and Rana, 

    I have followed up with you regarding this via email. Please take a look and let me know if you have any questions. You can attach the COV to the email I sent you and our clearinghouse will complete the enrollment process on their end.

     

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    Elizabeth Dimino

    Hi Monika

    Can you send me your email as well?  I am trying to resolve the same dilemma with Optum.  I can send you the letter making the COV request.

    Thanks!

    Hi Monika

    Can you send me your email as well?  I am trying to resolve the same dilemma with Optum.  I can send you the letter making the COV request.

    Thanks!

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    Ruth

    Hi Elizabeth - I’ve created a help request on your behalf so a member of our team can investigate your enrollment further. They’ll be reaching out to you over email.

    Hi Elizabeth - I’ve created a help request on your behalf so a member of our team can investigate your enrollment further. They’ll be reaching out to you over email.

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    Izabela Lomnicki

    Hello i got the same message and where do I find this change of vendor form? haven't received an answer and UBH/optum has no idea.. they told me to contact Simple practice but no one is helping and want this done already. please help. 

     

    • The payer rejected the enrollment due to the provider is linked to another clearinghouse to receive ERAs. Please ask the provider to submit the COV (change of vendor).

    Please correct this information. If necessary, contact this payer to verify the information on your enrollment and re-submit.

    Our support team doesn't have the ability to provide more information for rejected enrollments.

     

    Edited by Izabela Lomnicki

    Hello i got the same message and where do I find this change of vendor form? haven't received an answer and UBH/optum has no idea.. they told me to contact Simple practice but no one is helping and want this done already. please help. 

     

    • The payer rejected the enrollment due to the provider is linked to another clearinghouse to receive ERAs. Please ask the provider to submit the COV (change of vendor).

    Please correct this information. If necessary, contact this payer to verify the information on your enrollment and re-submit.

    Our support team doesn't have the ability to provide more information for rejected enrollments.

     

  • 0
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    Yolanda Winfield

    Have you signed up with Optum pay? They may be able to help. 

    https://myservices.optumhealthpaymentservices.com/registrationSignIn.do

    Have you signed up with Optum pay? They may be able to help. 

    https://myservices.optumhealthpaymentservices.com/registrationSignIn.do

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    Elizabeth Dimino

    So the simple answer is to write a letter with the following information.  Attach it and email it to Simple Practice who will take it from there.  Monika is in the thread above and is a good contact to respond to in the thread directly.  She or Ruth will email you directly with directions.  As usual Optum makes life very complicated for providers!

    The letter to our clearinghouse should include the following information:

    At the top, include your nameaddress, and today's date.

    "Please update my enrollment with [INSURANCE PAYER] to receive payment reports through SimplePractice. Below is the requested information:

    1. TIN (tax ID number): 
    2. NPI:
    3. Payer Name: 
    4. Payer ID: 
    5. Clearinghouse / Company Name / User Id: Eligible, inc. GATE0164"

    Lastly, sign and print your name at the bottom.

    So the simple answer is to write a letter with the following information.  Attach it and email it to Simple Practice who will take it from there.  Monika is in the thread above and is a good contact to respond to in the thread directly.  She or Ruth will email you directly with directions.  As usual Optum makes life very complicated for providers!

    The letter to our clearinghouse should include the following information:

    At the top, include your nameaddress, and today's date.

    "Please update my enrollment with [INSURANCE PAYER] to receive payment reports through SimplePractice. Below is the requested information:

    1. TIN (tax ID number): 
    2. NPI:
    3. Payer Name: 
    4. Payer ID: 
    5. Clearinghouse / Company Name / User Id: Eligible, inc. GATE0164"

    Lastly, sign and print your name at the bottom.

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    Izabela Lomnicki

    thank you! do we need to include that Eligible, inc. GATE0164"???? not sure if that is part of what should be included and is the clearinghouse CHC1? and company name? simple practice?

    thank you! do we need to include that Eligible, inc. GATE0164"???? not sure if that is part of what should be included and is the clearinghouse CHC1? and company name? simple practice?

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    Elizabeth Dimino

    Yes on the Eligible Inc Gate0164

     

    The staff at SP will walk you through but contact Monika or Ruth via this thread

     

    Yes on the Eligible Inc Gate0164

     

    The staff at SP will walk you through but contact Monika or Ruth via this thread