Prior Approval Roster Search

Providers and third-party Billing Services can search for Prior Approval (PA) Rosters through ePACES for Transportation rosters ONLY. If your facility is set up to enter transactions for multiple Providers, be sure that the Provider Name and ID displayed above the left-hand menu is correct for the transaction that you are searching for.

Navigating the PA Roster Search Page

When the PA Roster link is selected from the left-hand menu, you will be required to enter the criteria of your search for the PA Rosters where the provider selected is either the Billing/Requesting Provider or Ordering/Prescribing Provider. After selecting the Provider type, you can filter the PA Rosters by entering the additional criteria before submitting the search request. Some data fields will provide you with a listing of possible options from which to choose. These are available through drop-down list boxes ( ).

You can enter a Prior Approval Number in the PA Number text box and submit the search by clicking the Search button. This will bring up the PA Roster in the result table if the provider you selected is either the Billing/Requesting Provider or the Ordering/Prescribing Prover. If you do not know the PA Number you can also filter your search request by the additional fields.

• PA Number: The Prior Approval Number for the Roster.

• Client ID: This is the 8-digit alphanumeric Medicaid assigned ID for the patient. Based on the value entered here, ePACES will retrieve the patient information from the database and display it for confirmation that the correct value was entered.

• PA Type: The Type of Prior Approval Roster.

• Status (Header): The Prior Approval Roster Final Status.

• Item/Procedure Code: Identifying the services that are being requested for the patient.

• Rate Code: The Rate Code used on the Prior Approval Roster.

• Submitted Date Range (To/From): The Range of dates to begin and end the search of Prior Approval Rosters.

• Effective Dates (To/From): The date range for the approved period of service.

• Provider Number: This is the 8-digit numeric New York State Medicaid ID and the 10-digit National Provider ID (If registered with New York State Medicaid).  If you have selected Billing/Requesting Provider above then this would be the Ordering/Prescribing Provider on the PA Roster otherwise if you've selected the Ordering/Prescribing Provider this will be the Billing/Requesting Provider on the PA Rosters.

• License Number: This is the numeric license number of the Provider. If you have selected Billing/Requesting Provider above then this would be the Ordering/Prescribing Provider on the PA Roster otherwise if you've selected the Ordering/Prescribing Provider this will be the Billing/Requesting Provider on the PA Rosters.

• Sort Field: This is the field that sorts the resulting list of Prior Approval Rosters that are returned when the Search button is clicked.

Search Results

The resulting list will show based on the criteria entered by clicking the submit button. By default the list will be sorted by Sort Field that was selected in the criteria. The table will initially show up to the first 10 items with a maximum return of 500 records.

The and buttons will allow you to page between the list of records if more than 10 records have been returned.

The Download Roster button will place a request to receive comma delimited files to be retrieved from the Prior Approval Downloads page. This will create file(s) based on the same criteria that was used to select the list displayed.

When clicking on a Client ID that has a link a new window will open with a detailed view of the PA Roster. The detail views available are: