table of contents - Minist¨re de la sant© et des soins de longue dur©e

Electronic Data Transfer Reference Manual

Ministry of Health and Long-Term Care Registration and Claims Branch July 2010 Version 1.0

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Electronic Data Transfer Reference Manual Table of Contents

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Table of Contents SECTION 1: INTRODUCTION.................................................................................................................1-1

OVERVIEW OF THE EDT SERVICE ..............................................................................................................1-1 Telecommunication Options ...............................................................................................................1-1 EDT Applications ................................................................................................................................1-1

HOW THE EDT SERVICE WORKS ...............................................................................................................1-3 Reports and Output Files....................................................................................................................1-4

BENEFITS OF EDT ....................................................................................................................................1-6 Medical Claims....................................................................................................................................1-6 Overnight Batch Eligibility Checking ...................................................................................................1-7

SECTION 2: TECHNICAL REQUIREMENTS .........................................................................................2-1 INTRODUCTION .........................................................................................................................................2-1 MINIMUM TECHNICAL REQUIREMENTS........................................................................................................2-1 SOFTWARE ENHANCEMENTS .....................................................................................................................2-4 CHOOSING A SOFTWARE VENDOR .............................................................................................................2-5

SECTION 3: EDT REGISTRATION.........................................................................................................3-1 CLIENT TYPES ..........................................................................................................................................3-1 INSTRUCTIONS..........................................................................................................................................3-1 EDT TEST ENVIRONMENT .........................................................................................................................3-3

SECTION 4: EDT PROCEDURES...........................................................................................................4-1 LOGGING ON ............................................................................................................................................4-1 SENDING CLAIMS FILES.............................................................................................................................4-6 SENDING OBEC FILES..............................................................................................................................4-9 DOWNLOADING FILES..............................................................................................................................4-12 DELETING FILES .....................................................................................................................................4-15 SENDING FILE(S) TO AN EDT USER .........................................................................................................4-16 LOGGING OFF........................................................................................................................................4-20

SECTION 5: SUPPORT ...........................................................................................................................5-1 MINISTRY OF HEALTH EDT SUPPORT ........................................................................................................5-1

Types of Calls .....................................................................................................................................5-1 Passwords ..........................................................................................................................................5-1 Forgotten User ID and/or Password ...................................................................................................5-2 Ministry of Health Claims Payment Inquiries ......................................................................................5-2

I&IT TECHNICAL SUPPORT ........................................................................................................................5-2 SECTION 6: APPENDICES .....................................................................................................................6-1

APPENDIX A: MINISTRY OFFICE LISTINGS ..................................................................................................6-1 APPENDIX B: SYSTEM STATUS MESSAGES ................................................................................................6-2 PASSWORD MESSAGES .............................................................................................................................6-2 LOG ON/OFF MESSAGES...........................................................................................................................6-3 MENU LOG MESSAGES ..............................................................................................................................6-3 DOWNLOAD/DELETE MESSAGES..........................................................................................................6-3 UPLOAD MESSAGES ...............................................................................................................................6-3 APPENDIX C: GLOSSARY ..........................................................................................................................6-7

Electronic Data Transfer Reference Manual Introduction

Section 1: Introduction Overview of the EDT Service The Electronic Data Transfer (EDT) service is a vehicle for the electronic transmission of files to and from an authorized EDT user’s mailbox to the ministry’s mainframe computer via the Government of Ontario Network (GONet). EDT is a secure method of sending and receiving information; only authorized users with a registered EDT User ID and password can access the ministry’s EDT service. The EDT service is available 24 hours a day, seven days a week with the exception of weekly scheduled system maintenance Sunday mornings between the hours of 1:00 am and 5:00 am. The cut-off date for claims submission is the 18th of the month, however, as a benefit, claims received by EDT after the 18th may be processed until the month-end mainframe computer cut-off date, where time and volumes permit. It is important that supporting documentation be mailed or faxed to your local ministry office the same day the file is transferred since EDT provides quick transmission of claims files. Refer to Appendix A for mailing addresses and fax numbers of local ministry offices. The ministry is investigating the transfer of supporting documentation using the EDT service. Effective January 1, 2003, providers registering with the ministry for the first time must submit claims via EDT. If these providers join an existing group submitting on diskette, they must submit their solo and group claims via EDT. If a new group is formed, the providers who registered with the ministry on or after this date must submit claims via EDT. Please refer to Regulation 552 of the Health Insurance Act: http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_900552_e.htm#BK16

Telecommunication Options Telecommunication service and associated costs/terms are the responsibility of each EDT user. A computer with appropriate communication software is required to access the EDT service and billing software is also required. The following are the current telecommunication methods available to access the EDT service:

Direct Dial External Network Access (ENA)

Refer to Section 2 - Technical Requirements for further information on these methods. EDT Applications There are currently two applications within the EDT service that the ministry offers: Medical Claims and the Overnight Batch Eligibility Checking (OBEC).

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1. Medical Claims This application replaces diskette or paper claims submission method and allows registered users to electronically submit (upload) files of medical claims for processing via the EDT service. In turn claim reports (Batch Edit, Error Report and Remittance Advice) are sent back electronically from the ministry to the registered user’s EDT mailbox. Some primary care reports and Academic Health Sciences Centres (AHSC) governance reports are also sent via EDT. You can also send and receive electronic files to and from other registered EDT

users by accessing the User to User functionality within the EDT service. It is recommended that batches be maintained at a manageable size and that claim files be uploaded on a regular basis. The ministry recommends daily submission which will ensure early processing of claim files and quick return notification from the ministry of any rejected claims. The ministry’s Technical Specifications Interface to Health Care Systems manual outlines the way in which data must be formatted in order for the ministry to receive claim data for processing and for the receipt of claim reports. Specifications are very technical and are intended to be used by a vendor or IT technical support to ensure the data coming to and from the ministry is in a format the EDT service can receive/send. The manual is located on the ministry’s website at: http://www.health.gov.on.ca/english/providers/pub/ohip/tech_specific/tech_specific_mn.html 2. Overnight Batch Eligibility Checking (OBEC) The OBEC application is one of the methods available to access the Health Card Validation (HCV) system. OBEC enables health care providers or groups to verify the eligibility/status of a patient’s health number/version code before a health service is provided. Eligibility is verified against the ministry’s database based on the date the file is submitted and a response file is returned to the user the next business day. OBEC helps to reduce eligibility and version code claim rejects. OBEC does not provide the correct health number or version code. A formatted file of health numbers/version codes is sent to the ministry for processing; there is a limit of 50,000 records per file. Files that do not follow the naming convention documented in the Technical Specifications Interface to Health Care Systems manual will result in a file containing one record for each record submitted. Refer to the HCV Reference Manual for a list of the response codes. The HCV manual is located on the ministry’s website at: http://www.health.gov.on.ca/english/providers/pub/ohip/ohipvalid_manual/ohipvalid_manual.pdf

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How the EDT Service Works The EDT service is a vehicle used to electronically transmit files to and from the ministry’s mainframe and other authorized EDT users. Users log on to the EDT service to upload (send) claim files and OBEC files to the ministry for processing or to upload a file to another authorized user. Claim related reports (including primary care and AHSC governance reports) and OBEC response files from the ministry, and files from other users, are sent back electronically to the authorized user’s EDT mailbox. Users must then log on to the EDT service to download (receive) these reports or files. Files must first be downloaded before they can be read by the user's billing software, OBEC application software or the appropriate software for the file format for user to user files (i.e. a word processing package, a spreadsheet package). The contents and format remain exactly as transmitted from the user or from the ministry's mainframe computer. The following chart outlines the upload and download process:

`

Claim File OBEC File

Provider’s PC

Communications and billing software

modem

Long distance call or ENA connection

upload

download

File Reject messageBatch EditsError ReportsOBEC ResponseRemittance Advice (RA)

Primary Care ReportsAHSC Governance Reports

MOHLTC

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Reports and Output Files Once a claim or an OBEC file has been uploaded (sent) to the ministry’s mainframe, a number of reports and/or files will be delivered to the user’s EDT mailbox by the ministry, where they are available for download. There are also other reports (such as primary care and AHSC governance reports) that are sent out on a regular basis from the ministry and are available for download. The following reports and files are sent by the ministry:

File Reject (Rej) – This file is normally sent within a few hours of claims file submission if the ministry has rejected an entire claims file. This means the file has been transferred correctly but the file does not meet current Ministry of Health and Long-Term Care (MOHLTC) technical specifications.

Batch Edit (BE) - This report is normally sent within 24 hours of claims file submission. This is your receipt that the ministry received your file; however, it does not guarantee payment of the submitted claims. If claims are uploaded on a weekend, holiday or at month-end, the Batch Edit is delivered on the next claims processing day.

Error Report (ER) - This report is normally sent within 48 hours of claims file

submission. If claims are uploaded on a weekend, holiday or at month-end, the Error Report is delivered at the end of the next claims processing day.

Remittance Advice (RA) – This report is normally delivered within the first week of the

month. The RA is produced during a three-to-four day period at the end of the month and is delivered when month-end processing is completed.

Response File (OBEC) – OBEC files received by the ministry by 4:00 pm are processed

overnight and the response file is sent by 7:00 am the following morning.

Primary Care Reports – These reports are generated and delivered to registered primary care physicians and groups within the first week of the month. The reports generated consist of enrolment/consent and are in eXtensible Markup Language (XML) format.

These reports include: Consent/Enrolment Reports

Enrolment Report Patient Summary Outside Use Report (Patients with Signed Consent)

Academic Health Sciences Governance Reports (AHSC) – These reports are generated

monthly and sent to the user ID generated for the governance at time of registration. Claim reports are delivered to the designated EDT User ID specified at time of registration in Part C (Fee-for-Service Claims Submission) of the Application for GONet EDT Service form (form # 3274-84). Groups with alternate funding agreements must adhere to their agreements regarding the redirecting of output reports. The form is located on the ministry’s website at: http://www.health.gov.on.ca/english/providers/forms/form_menus/ohip_prof_fm.html

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Users must regularly log on to the EDT service and download the above files to their

computer where the billing software can read them. These reports are the only notification that users will receive of rejected files, batches or claims from the ministry. Rejected files, batches and claims must be resubmitted to be considered for payment.

Copies of the downloaded files are kept by EDT in the user’s mailbox for 5 days. Users can download the files again if necessary, for example, if a report became corrupted or lost. Copies of the downloaded files will be deleted after the 5 days. Claim (including primary care and AHSC governance reports) reports and OBEC reports and user-to-user files not downloaded expire in 95 days and will be deleted from the user’s mailbox.

LOCUMS: Registered EDT user's claims output will be sent through EDT no matter what claims submission method is used. For example, if medical claims are submitted on diskette the output will still be sent through EDT.

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Benefits of EDT Medical Claims

▪ Claim files can be sent anytime.

▪ The EDT service is available 24 hours a day, 7 days a week except for weekly scheduled maintenance Sunday mornings between the hours of 1:00 am and 5:00 am.

Please ensure that any automated EDT accesses are able to accommodate a system’s

non response during these maintenance periods. Within a few hours of claim file submission, the ministry will send a File Reject Message

if the entire claims file was rejected. Therefore, the same claim file can be corrected and resubmitted during the same monthly cycle.

When a file is accepted, a Batch Edit Report is usually sent within 24 business hours to

acknowledge receipt of each batch submitted and whether each batch has been accepted or rejected. Batches that have been rejected can be fixed and resubmitted during the same monthly cycle.

Error Reports are normally sent within 48 business hours of claims file submission,

therefore rejected claims can often be resubmitted during the same monthly payment cycle.

Remittance Advices are available earlier, usually within the first week of the month

which allows prompt reconciliation of accounts. Each claims report can be delivered to another authorized EDT user’s mailbox (e.g.

billing agent) with the exception of some primary care reports. Eliminates the need for diskettes or paper claims and associated costs.

EDT is a more environmentally friendly option than diskettes or paper.

Access to the EDT service is available from any location with your own EDT User ID

and password, provided the computer system meets the EDT technical requirements.

Locums can use the same EDT User ID to submit claims for services rendered in a location anywhere in the province as long as that location meets the EDT technical requirements.

EDT provides a secure environment to transfer files between EDT users; large files (e.g. referral information) can be transferred quickly and securely instead of faxing the information.

Software can be programmed so that starting the submission of claim files can be as

simple as a “touch of a button” (scripting).

The ministry does not recommend programming/scripting the password process.

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Overnight Batch Eligibility Checking OBEC allows a health care provider/group to:

Validate the health number/version code before a health service is provided, reducing the

potential for claim rejection. Check a health number before health service is provided; files submitted by 4:00 pm each

day are processed overnight and a response file returned to the EDT designated mailbox by 7:00 am the next business day.

Discuss any health number discrepancies with patients before or during their office visit

identifying where direct billing may be necessary. Further EDT information and application forms can be found on the ministry’s website at:

http://www.health.gov.on.ca/english/providers/pub/ohip/edtguide/edt_mn.html

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Electronic Data Transfer Reference Manual Technical

SECTION 2: TECHNICAL REQUIREMENTS Introduction

Specific technical specifications are required for authorized EDT users to send (upload) medical claims and OBEC input files, and to receive (download) the claim reports (output) (including primary care and AHSC governance) and OBEC response files sent electronically from the ministry to a designated EDT user's mailbox. The requirements are listed in the ministry’s Technical Specifications Interface to Health Care Systems Manual located on the ministry website at: http://www.health.gov.on.ca/english/providers/pub/ohip/tech_specific/tech_specific_mn.html The specifications are very technical and are intended to be used by a vendor or I&IT technical support individual. If you experience technical problems with the EDT service, the first point of contact is your I&IT technical support or vendor. If your I&IT support or vendor requires technical assistance from the ministry, they may contact the ministry’s Service Support Contact Centre (SSCC) at:

1-800-262-6524 or in Kingston call 613-548-7981

Minimum Technical Requirements The ministry recommends the following minimum technical requirements to use the EDT service. Clients may experience connection and other problems if they don’t meet the “minimum technical requirements”.

1) Personal Computer (PC):

With communication software With internal or external modem

- Recommended minimum baud rate of 33,600 - Modem standards: v34, v32, v22bis, v90v42bis - It is important to configure all modems; recommended modem settings: Compression: OFF and Hardware Flow Control: ON. For most systems, this means turning RTS/CTS: on and turning XON/XOFF: off. File transfers may fail if hardware flow control is not used.

Older PCs may not meet the minimum technical requirements – platforms such as Vista and Windows 98 will likely not work. If you have a MAC, speak to your vendor.

2) Communication Connections:

Telephone line with the capability of handling data communications - Multi-line telephone systems may not support a modem. A separate

line may need to be installed. - The call waiting feature may cause transmission interruptions.

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There may be features on some telephone lines that may interfere with data transmissions.

3) Communication Software

Terminal emulation package must be compatible to VT100 Must have one of the following file transfer protocols:

- ZMODEM (most commonly used protocol) - KERMIT - YMODEM (rarely used) - XMODEM (rarely used)

An example of most commonly used communication software is HyperTerminal which is currently bundled with Windows XP.

Keyboard Definitions for Communication Software Many of the EDT screens use function keys to navigate or perform specific actions/activities (e.g. in the Download File Menu, F9 = Delete). To use the function keys, users must ensure their communication software is set up accordingly. For many communication software packages, the F1 through F4 keys will work correctly. Higher numbered function keys will not likely be defined as required for the EDT service. Alternatively, pressing ESCAPE followed by the appropriate number key may be used as identified below:

Function Key Alternative Keystrokes

F1 Escape + 1 F2 Escape + 2 F3 Escape + 3 F4 Escape + 4 F5 Escape + 5 F6 Escape + 6 F7 Escape + 7 F8 Escape + 8 F9 Escape + 9 F10 Escape + 0

The F5 to F10 keys may not be supported under VT100 terminal emulation, therefore only the alternative keystrokes should be used.

Special characters such as ESCAPE may need to be represented by the appropriate American Standard Code for Information Interchange (ASCII) characters so that the computer can interpret them. Consult your communication software manual/documentation for specific details on how to define your keyboard.

4) Telecommunication Access Method

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One of the following telecommunication methods must be chosen to access the EDT service:

4.1 Direct Dial (ministry recommended)

An ordinary telephone line and a dialup modem that will directly connect the user to the Government of Ontario Network (GONet) Log On screen.

Requires no set up fees or monthly administrative fees, however, long distance charges from your location to Kingston will apply. You can choose the long distance carrier with the best rate (discount carriers may not support modem use)

The telephone number for the EDT Production and/or Test environment will be provided to the user after the EDT registration process.

4.2 External Network Access (ENA)

A connection to the GONet via a modem and a ministry approved supported network. A Transmission Control Protocol/Internet Protocol (TCP/IP) address is required

(provided to the user after the EDT registration process).

5) Billing Software

If billing software is used by health care providers or groups, the billing software must conform to the ministry’s Technical Specifications Interface to Health Care Systems Manual for electronic input and output files (sometimes referred to as machine readable input (MRI) and machine readable output (MRO)) and have the capability to: - create and send (upload) claim and/or OBEC files to the ministry for processing - receive (download), read and process the following MRO reports/files:

File Reject Message (Rej) Batch Edit (BE) Error Report (ER) Response files (OBEC) Remittance Advice (RA) Primary Care Reports (if applicable) AHSC Governance Reports (if applicable)

Compression Software for RA File compression is available to registered EDT users for the monthly RA report. File compression is not mandatory to use for RAs. However, EDT users who are participating in one of the various primary care models must receive the primary care reports in compressed/zipped (e.g. PKZIP) format. The compressed format can reduce the size of the file. EDT users who receive large RA reports (over one megabyte) will benefit from file compression. EDT will not accept inbound compressed files at this time.

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Compression software is required to “un zip” or “extract” the file. The file extension for compressed files is .zip. The report can take less time to download, require less time on the line and potentially reduce your long distance cost. To register to receive the RA in compressed format, contact the Service Support Contact Centre (SSCC) at:


Refer to the ministry’s website for further information on file compression: http://www.health.gov.on.ca/english/providers/pub/ohip/edtguide/file_compression.html

Software Enhancements

Vendors may offer the following software enhancements:

Programming/Scripting

Many communication software packages allow users to automate the communications

process, but it is important to know how to log on and change your password as passwords expire every 35 days.

The ministry does not recommend scripting for password changes.

Scripts can be written to automatically upload or download files.

Claim files uploaded that miss a ministry processing deadline because of failure of automated scripts are the user’s responsibility.

It is important that log on/off and change password screen commands are used for scripting

as identified in the section: Minimum Technical Requirements – 3) Communications Software – Keyboard Definitions on page 2-2.

Scripts should be thoroughly tested to ensure that automated scripts are working correctly. A

test environment is available within the EDT service for testing the scripts.

For scripting and billing software technical support, contact your vendor.

Automated Reconciliation Billing software can be programmed to provide automated reconciliation of:

Batches from the Batch Edit Report

Rejected claims from the Claims Error Report

Monthly Remittance Advice Billing software can also be programmed to provide automated:

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Submission of OBEC files on a regular basis.

Choosing a Software Vendor The ministry does not promote any vendor over another, and therefore, does not provide a list of vendors. If you are looking for a software vendor or switching vendors you may wish to consider the following suggestions:

Contact your professional association for a list of vendors Talk to your colleagues who have already registered for EDT Request that your vendor supply a list of clients for reference

Suggested Vendor Questions

Can you upgrade my current billing software to read and create the file formats necessary for

EDT? Is there any additional cost for the upgrade? How often do you upgrade/maintain software for any new products/issues? How long will it take to upgrade my billing software? Do you have the capability of using compression software? If you cannot upgrade my current billing package do you have a billing software package that

will give me what I need for EDT? Do you sell the other communication equipment that I need for EDT? Do I pay for each customer support call/service?

Suggested Vendor Training Questions:

Do you provide training? Is the training included in the purchase or upgrade price? How many staff members will receive training? Is there a time limit on the training? Is the training available in the future? Are manuals provided? Are they easy to understand?

Suggested Vendor Support Questions:

Is there 24 x 7 I&IT support available? Is your I&IT support available in-house or do you have a 3rd party for technical support? Are there any extra costs for on-site calls? What is the cost of a service contract? Do you charge for travel time? Are there any other hidden/additional charges?

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Your EDT Checklist

These are the minimum EDT technical Requirements. Your claims software must be able to:

Create an electronic claims input file Process the electronic reports

• File Reject Message • Claims Batch Edit Report • Error Report • Remittance Advice (RA) • Compressed RA • Primary Care Reports (if applicable) • AHSC Governance Reports (if applicable)

Your OBEC software must be able to:

Create an electronic OBEC input file Process the electronic OBEC output file

Your telephone line must be capable of handling data communications Your communications software must have:

One of the required file protocols (ZMODEM, YMODEM, XMODEM, or KERMIT)

Choose one of these access methods: Direct Dial requirements are:

A PC A modem A telephone

ENA through TCP/IP requirements are:

A PC A connection to the GONET via a ministry approved

supported network TCP/IP address received from Ministry of Health and

Long-Term Care (MOHLTC)

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Electronic Data Transfer Reference Manual EDT Registration

Section 3: EDT Registration The following describes the steps required to register with the ministry for the EDT service and the EDT test environment.

Billing software/upgrade(s) and communication connections must be ready BEFORE registering for EDT. Payment schedules and methods will not change when you register for the EDT service.

Client Types Solo Providers

The provider must complete the Application for GONet Electronic Data Transfer (EDT) Service (form # 3274-84)and complete and sign the Electronic Data Transfer (EDT) Undertaking and Acknowledgement (form # 3279-84). Groups The group must complete one Application for GONet Electronic Data Transfer (EDT) Service (form # 3274-84) and one Electronic Data Transfer (EDT) Undertaking and Acknowledgement (form # 3279-84). Each affiliate of the group must sign the Electronic Data Transfer (EDT) Undertaking and Acknowledgement (form # 3274-84) if applicable (Academic Health Science Centres are currently exempt from completing this form). The Electronic Data Transfer (EDT) Undertaking and Acknowledgement Signature Page (form # 3343-84) can be used for additional signatures, if required. A group will receive one EDT User ID per group number. If you have a solo practice and are part of a group practice, you can register your solo practice for EDT and the group can register the group practice for EDT. The ministry will assign an EDT User ID for each. Independent Health Facilities (IHF) The IHF must complete one Application for GONet Electronic Data Transfer (EDT) Service (form # 3274-84) and one Electronic Data Transfer (EDT) Undertaking and Acknowledgement (form # 3279-84). Each provider affiliated with the IHF must sign the EDT Undertaking and Acknowledgement. The Electronic Data Transfer (EDT) Undertaking and Acknowledgement Signature Page (form # 3343-84) can be used for additional signatures, if required.

Instructions

Download the appropriate forms from the ministry’s website: Application for GONet Electronic Data Transfer (EDT) Service (form # 3274-84), EDT Undertaking and Acknowledgement (form #3279-84) Electronic Data Transfer (EDT) Undertaking and Acknowledgement Signature Page (form # 3343-84) (if required)

Or call 1-800-262-6524 to have copies mailed to you.

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1. Following the instructions on the Application for GONet Electronic Data Transfer (EDT) Service form, complete parts A, B, D and E.

The security code word asked for in part B, is used to verify the identity of the caller contacting the ministry’s Service Support Contact Centre. It is recommended that the selected word be something easily remembered but avoid using a word that is easily identified with you.

If you would like to re-direct your output reports to another valid EDT User ID that is not your own complete part C. For example, if a billing agent reconciles your claims, your output files could be sent to their EDT User ID. Note: Automatic redirects are not available for primary care enrolment/consent reports.

Groups with alternate funding agreements must adhere to their agreements regarding the redirecting of output reports.

Billing agents and vendors must complete parts A, B and E. OBEC is not available to billing agents at this time.

2. Complete and sign the EDT Undertaking and Acknowledgement form. Return the completed forms to:

Ministry of Health and Long-Term Care

EDT Registration P.O. Box 68

Kingston ON K7L 5K1

Or fax to 613-545-4470 3. The ministry will mail an Approval Notification for GONet Electronic Data Transfer (EDT)

Service (form # 3276-84) containing your EDT User ID (GONet ID) and an initial temporary password. To access the GONet EDT Service this temporary password must be changed when you first log on to the GONet EDT Service. A Notification of Change for GONet Electronic Data Transfer (form #3277-84) will be included for any future changes to your information such as address, security code word, mailbox or name change.

For registration assistance:

• Contact the ministry’s Service Support Contact Centre (SSCC) at 1-800-262-6524 or in Kingston call 613-548-7981

• Refer to the ministry website at:


To assist users who are transitioning from diskette or paper to EDT, the ministry will send claim output reports via both EDT and their current format for three months after

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approved registration. Three months after approved EDT registration, paper and diskette reports will be stopped and reports will be sent via EDT only.

With the implementation of Primary Care reporting in November 2009, a three month window was provided for primary care physicians to receive EDT and paper format enrolment/consent reports until March 1, 2010. Effective March 1, 2010, paper enrolment/consent reports will no longer be available.

EDT Test Environment

An EDT test environment is available which allows testing of connectivity and automated scripts for log on, log off, uploads and downloads. It does not perform any tests or edits on files that are uploaded and it does not produce any output reports. A Request for Access to the Test Environment for Electronic Data Transfer (EDT) Service (form # 3292-84) must be completed and returned to the ministry. You will receive an Approval Notification for GONet Electronic Data Transfer (EDT) Service (form # 3276-84) containing your Test User ID (GONet ID) and an initial temporary password to access the Test Environment. As of November 2009, a test environment is available for physicians/vendors to perform eXtensible Markup Language (XML) testing for primary care reports.

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Electronic Data Transfer Reference Manual EDT Procedures

SECTION 4: EDT PROCEDURES Refer to Appendix B for a list of system status messages for the EDT screens and menus.

The screens in this section may look different depending on the user’s communication software.

Logging On Log on procedures to the GONet EDT service for the production and test environments are described below for Direct Dial Access and ENA. For technical specification requirements refer to the Technical Specifications Interface to Health Care Systems Manual: http://www.health.gov.on.ca/english/providers/pub/ohip/tech_specific/tech_specific_mn.html All user IDs consist of 8 alpha/numeric characters (e.g., MOHXXXXX) where:

the first three alpha characters are MOH for production IDs or HTU for test IDs. the last five alpha-numeric characters are randomly assigned by the GONet EDT system

1. For Direct Dial Access:

Turn your modem on and start your communication software. The direct dial telephone number for the production and test environments will be provided upon EDT registration.

For External Network Access (ENA)

Use your communications software or Clinical Management System (CMS) defined

procedure to activate your system's EDT Connection. Your communication software should be pre-set and configured to connect directly to the EDT Service Log On Screen.

The following log on screen will display:

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@@@@@@@ @@@@@@@@ /@@@@ @@@ @@@@//// @@@@////@@@@ /@@@@@ @@@ @@@@@ @@@@@ /@@@@@ /@@@/@@ @@@ @@ @@@@@@ @@@@@@ /@@@@@@ /@@@ /@@ @@@ @@@@@@@@ @@@@@@@@@@ @@@@@@ @@@@@@ @@@@@@ /@@@@@@ /@@@ /@@ @@@ /@@@ @@ ///@@ /@@@@@ //@@ /@@@@@ /@@@@@ /@@@ /@@ @@@ /@@@@@@@@@ /@@ //@@@@ /@@ //@@@@ /@@@@ /@@@ /@@@@@ /@@ /@@ //@@@@@@@@ //@@@@@@@@@@ /@@@ //@@@@ //@@@@@@@@ /@@@@@ /////// ///////// /// //// //////// ///// GOVERNMENT OF ONTARIO NETWORK ELECTRONIC DATA TRANSFER SERVICE userid <ENTER> To log on to the system. userid -np <ENTER> To log on and set a new password. Unauthorized Access to this System is Prohibited. Please log on

If you are accessing the Test environment, the Log On Screen and all other screens will be displayed with “TEST NETWORK” written under the “ELECTRONIC DATA TRANSFER SERVICE” title.

2. At the GONet screen, key your GONet EDT Production User ID (e.g. MOHXXXXX) or

your GONet Test User ID (e.g. HTUXXXXX) at the “Please log on” field and press <enter>. 3. The following message will be displayed: password? ###############

Key your GONet password and press <enter>.

First Time Users:

i. Key the temporary password found on your Approval for Notification of GONet EDT Service (form # 3276-84).

ii. The following Password Screen will automatically display when a new user logs on for the first time or if a user’s current password has expired. Passwords expire every 35 days and must be changed regularly.

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userid -np <ENTER> To log on and set a new password. Unauthorized Access to this System is Prohibited. Please log on mohxxxxx Password ? The following list describes the password change mask. The letter in the string describes the type of character that must be entered for the new password. V -> aeiou C -> bcdfghjklmnpqrstvwxyz X -> any character N -> 1234567890 A -> abcdefghijklmnopqrstuvwxyz B -> space character S -> ! \”# $ % &’()*+,-./ : ;<=>?@[\\]^`{|} ~_ L -> a-z 0-9 XXXXXXXXXXXXXXXX Enter a new password

This screen describes the password mask that defines which characters may be used in a password. The current mask is set with 16 x’s (x=any character) and is shown on the second last line of this screen.

iii. The system will then prompt you to enter a NEW password. Key your NEW password and press <enter>. You will be asked to verify your NEW password. Re-enter your NEW password and press <enter>.

Select your password carefully so that it is easy to remember. Ministry staff cannot see or look up your password if you have forgotten it.

Your password must:

be changed regularly (passwords expire every 35 days).

be a minimum of 8 characters and a maximum of 16 characters.

not contain any double characters (e.g., “woodchuck” is not acceptable).

The same password cannot be used for up to 14 occurrences.

Some passwords, such as ministry and MOHCLAIM, are restricted by the GONet EDT service.

Password management and confidentiality are your responsibility. You will be held responsible if access is gained by an unauthorized individual using your user ID.

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If you do not use the GONet EDT service for 90 days, your User ID will be deactivated. To reactivate you User ID, contact the ministry’s Service Support Contact Centre at:


4. If you are in the EDT Test environment skip to step 5. If you are in the EDT Production

environment the Log On Status Screen will appear as follows:

mohxxxxx logged in at 2009-06-21 13:05:09 last login 2009-06-15 10:15:10 ********************************************************* Welcome to the Government of Ontario, Electronic Data Transfer (EDT) Service This area is used to display important information for EDT users. If you have any questions or concerns, Please contact the Service Support Contact Centre toll-free at 1-800-262-6524 or in Kingston call 613-548-7981

Press <RETURN> to continue ->

This screen shows the date and time of your last log in and provides a message 10 days before your password is due to be changed.

Press <enter> to log on to the EDT service.

5. The GONet EDT Main Menu will be displayed:

Government of Ontario Electronic Data Transfer Service

Main Menu

1. Download File 2. Send File to an EDT User 3. Ministry of Health Menu 4. Log Off

Please Select a Service > Enter the number of the function you require and press “enter” to continue.

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Misuse of this network access could result in termination of participation in the GONet EDT service.

3 attempts to enter your User ID and password will be allowed. If you are

unsuccessful, you will be disconnected from the GONet EDT Service and you will have to reconnect and try again. The GONet Log On screen will display.

5 consecutive unsuccessful log on attempts will result in your account being

revoked. To reinstate your account, contact the ministry Service Support Contact Centre at:


How to change your password: At the EDT Log On screen:

Key your user ID, press <space>, key -np and press <enter> Enter your current password and press <enter>

Main Menu Functions

You can access a menu item by selecting the function number or by entering the function command from any menu. For example, to download a file, key ‘1’ or ‘DOWNLOAD’ and press <enter>.

Number Function Command Description of Function

1. Download file DOWNLOAD - displays “Download File

Menu”, used to download ministry reports (e.g. Claims Error) or delete files in your mailbox

2. Send File to an EDTUP -displays “Send File to an EDT EDT User User” screen used to send

(upload) files to another authorized EDT user

3. Ministry of Health MOHMENU - displays Ministry of Health

Menu Menu used to send (upload) claim or OBEC files 4. Log Off LO - exit the GONet EDT service

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Sending Claims Files To send (upload) a claim file to the ministry for processing, begin at the GONet EDT main menu.

1. Key ‘3’ at the “Please Select a Service” prompt and press <enter>. The Ministry of Health Menu will be displayed as follows:


Ministry of Health Menu

1. Send Claim File 2. Send OBEC File 3. Return to Main Menu 4. Log Off

Please Select a Function > Enter the number of the function you require and press “enter” to continue.

2. The following options are available on this menu. You can access a menu item by

selecting the function number or by entering the function command as listed below.

Number Function Command Description of Function 1. Send Claim File MOHCLAIM - displays the ‘Send Claim File’ screen 2. Send OBEC File MOHCARD - displays the ‘Send OBEC File’ screen 3. Return to Main Menu EDTMENU - returns to the EDT Main Menu 4. Log Off LO - exits the GONet EDT service

3. To send a claim file, key ‘1’ or ‘MOHCLAIM’ at ‘Please Select a Function’ field and press <enter>.

4. The “Send Claim File” screen (MOHCLAIM) will be displayed:

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MOHCLAIM Government of Ontario 2009-06-07

Electronic Data Transfer Service Send Claim File

From: MOHXXXXX

To: hepclaim

Subject: Claim Submission File

File Format: T (T=Text, B=Binary)

File Name:

Protocol: Z (X,Y,Z,K)

Press ENTER to accept; or press F3 to cancel.

This is an EDT Production environment screen. In the EDT Test environment, the screen ID, MOHCLAIM will read HTUCLAIM and the ‘From’ field will be populated with the user’s test ID (HTUXXXXX).

5. The “From”, “To” and “Subject” fields are automatically populated and cannot be

changed and are as follows:

From: automatically populated with your GONet EDT User ID To: automatically populated with ‘hepclaim’ to send claim file to the ministry

for processing Subject: automatically populated with ‘Claim Submission File’

Fill in the last three fields as follows: (these are mandatory fields and must be filled in).

File Format: Will be blank or populated with the last value keyed.

Key ‘T’ for a text (ASCII) file or ‘B’ for a binary file

File format ‘B’ is not recommended for sending claims. The ministry recommends using ‘T’ for file format and Protocol ‘Z’ for best result to send claims.

File Name: Key in the name of your file to be uploaded Protocol: Will be blank or populated with the last value keyed.

Key in your file transfer protocol. Possible values, depending on your software, are: X, Y, Z or K

A system error message will be displayed if any of the fields are missing information:

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“Invalid File Format, must be T or B” “Missing File Name, field cannot be empty” “Invalid Protocol: must be X, Y, Z or K”

6. Press <enter> when all the fields have been filled. 7. The following message will be displayed:

“Please begin your upload now”

8. Initiate the file transfer from your communications software. Check your software

manual for further information. 9. After initiating the file transfer process, your communications software will usually

prompt you for the path and filename of the file that is to be transferred. Follow the instructions in your communications software. The status of your file transfer should display in a status box during the transmission.

The box below is only an example of a status box. Your status box may differ, depending on your communications software.

Sending

File Name: HA123456.001 File Size: 648 Bytes sent: 598 % completed: 92% Sending . . .

10. After successful completion of the file transfer, you will be returned to the Ministry of Health menu.

11. If the file transfer is unsuccessful, you are returned to the Send Claim File screen

(MOHCLAIM) where another file transfer can be tried. Or you can press F3 to exit the Send Claim File screen and return to the Ministry of Health Menu.

If you receive the message: “Failed: File <Filename> could not be delivered” a problem exists with the EDT service. Contact the Service Support Contact Centre for assistance at: 1-800-262-6524 or in Kingston call 613-548-7981

If you disconnect the file transfer before completion, the file will not be delivered to the mailbox and the transaction will be cancelled.

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Sending OBEC Files To send (upload) an OBEC file to the ministry for processing, begin at the GONet EDT Main Menu.

1. Key ‘3’ at the “Please Select a Service” prompt on the Main Menu and press <enter>. The Ministry of Health Menu will be displayed as follows:





2. The following options are available on this menu. You can access a menu item by selecting the function number or by entering the function command as listed below.

Number Function Command Description of Function 1. Send Claim File MOHCLAIM - displays the ‘Send Claim File’ screen 2. Send OBEC File MOHCARD - displays the ‘Send OBEC File’ screen 3. Return to Main Menu EDTMENU - returns to the EDT Main Menu 4. Log Off LO - exits the GONet EDT service

3. To send an OBEC file, key ‘2’ or ‘MOHCARD’at ‘Please Select a Function’ field on the

Ministry of Health menu and press <enter>. 4. The ‘Send OBEC File’ screen (MOHCARD) screen will be displayed:

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MOHCARD Government of Ontario 2009-06-07 Electronic Data Transfer Service

Send OBEC File

From: MOHXXXXX

To: hepcard

Subject: OBEC Submission File


File Name:



This is a production screen. In the EDT Test Environment, the script command/screen ID (MOHCARD) would read HTUCARD and the ‘From’ field will be populated with the user’s test ID (HTUXXXXX).

5. The ‘From’, ‘To’ and ‘Subject’ fields are automatically populated and cannot be changed

and are as follows:

From: automatically populated with your GONet EDT user ID To: automatically populated with ‘hepcard’ to send file to ministry for

processing Subject: automatically populated with “OBEC Submission File”

Fill in the last three fields as follows: (these are mandatory fields and must be filled in).

File Format: Will be blank or populated with the last value keyed. Key ‘T’for a text (ASCII) file or ‘B’ for a binary file File Name: Key in the name of file to be uploaded Protocol: Will be blank or populated with the last value keyed. Key in your file transfer protocol: X, Y, Z or K

A system error message will be displayed if any of the fields are missing information:

“Invalid File Format, must be T or B” “Missing File Name, field cannot be empty” “Invalid Protocol: must be X, Y, Z or K”

6. Press <enter> when all the fields have been filled.

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7. The following message will be displayed:

“Please begin your upload now” 8. Initiate the file transfer from your communications software. Check your software

manual for further information. 9. After initiating the file transfer process, your communications software will usually

prompt you for the path and filename of the file that is to be transferred. Follow the instructions in your communications software. The status of your file transfer should display in a status box during the transmission.

The box below is only an example of a status box. Your status box may differ, depending on your communications software.

Sending File Name: OBEC01.001 File Size: 648 Bytes sent: 598 % completed: 92% Sending…

10. After successful completion of the file transfer, you will be returned to the Ministry of Health Menu.

11. If the file transfer is unsuccessful, you are returned to the Send OBEC File screen where

another file transfer can be tried. Or you can press F3 to exit the Send OBEC File screen and return to the Ministry of Health Menu.

If you receive the message: “Failed: File <Filename> could not be delivered” a problem exists with the EDT service. Contact the Service Support Contact Centre for assistance at: 1-800-262-6524 or in Kingston call 613-548-7981

If you disconnect the transfer before completion, the file will not be delivered and

the transaction will be cancelled.

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Downloading Files To receive your claims related reports, your primary care reports, your AHSC governance reports, your OBEC response file or a file sent to you from another EDT user you must download them from your EDT mailbox and then use your software to read the files. To do this you must select the ‘Download File’ function from the main menu. The function is also used to delete files from your mailbox (see the section following this for instructions about deleting files).

1. At the Main Menu key ‘1’ (Download File) or ‘DOWNLOAD’ at the ‘Please Select a Service’ and press <enter>.

2. The ‘Download File Menu’ screen (DOWNLOAD)’ will be displayed:

DOWNLOAD Government of Ontario 2009-06-21 Electronic Data Transfer Service

Download File Menu

Mailbox: mohxxxxx UNDELIVERED:( 2 ) SEL STAT ITEM SUBJECT Size(K) DATE TIME 1 U BA0111.023 CLAIM BATCH ACKNOWLEDGME 504 20-Jun-2009 13:59 2 U PA123456.058 REMITTANCE ADVICE 504 20-Jun-2009 14:02 3 D EC123456.067 ERROR REPORT 504 19-Jun-2009 09:12 PROTOCOL: Z end ... Place “*” next to the item to select it for DOWNLOAD or DELETE PFKEYS: 3-EXIT 4-BACK 6-FORWARD 8-SELNEW 9-DELETE 10-DOWNLOAD

The following is a description of the fields on the ‘Download File Menu’ screen. Field Name Field Description Mailbox Your User ID

• Production User ID = mohxxxxx • Test User ID = htuxxxxx

UNDELIVERED Number of messages not downloaded on the current screen SEL File number of displayed files (up to 10 files can be displayed at a time)

STAT Status of Files: U = Undelivered (file has not been downloaded) D = Delivered (file has been downloaded) Undelivered files are listed first, followed by the Delivered files

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Field Name Field Description ITEM File name assigned to the file by the sender SUBJECT The file subject is used by the sender to further identify the

contents of the file.

SIZE (K) Size of the file in kilobytes DATE Date the file was delivered or downloaded TIME Time (24 hour clock) the file was delivered or downloaded end… Files are displayed in increments of 10 or less. End will be

displayed if there are less than 10 files or there are no additional files to be found.

more or and….. Files are displayed in increments of 10 or less. More will be

displayed when there are exactly 10 files or more than 10 in the mailbox.

PROTOCOL File transfer protocol used to download files - A value of X, Y,

Z or K is required. Input will be saved as the default for the next time you select the download function.

F3 (or ESC +3) Exit, returns to the Main Menu F4 Scrolls to the previous 10 entries in the mailbox list F6 Scrolls to the next 10 entries in the mailbox list F8 Selects all undelivered files listed on the current screen, up to 10

files, to be included in a download batch. An asterisk (*) is placed next to each selected file.

F9 Deletes selected files - You will be prompted to confirm if the

selected files should be deleted. F10 Download selected files If the function keys do not operate as indicated in these procedures, please refer to

section 2 – Technical Requirements – Keyboard Definitions for more information.

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3. The files in your mailbox are numbered from 1 to 10 for each page. The SEL field is used to indicate whether a particular field has been selected. Select the file or files you want to download by using the tab key to place the curser in the SEL field next to the file(s) to be downloaded and keying an ‘*’. If you want to select all undelivered files listed on the current screen press F8 or ESC 8.

4. Press F10 or ESC 0 to begin the download process. The following message will be

displayed: “Please prepare for download”. If more than one file is being downloaded, you will be prompted each time.

5. If your communication software is set for auto download the files will begin

downloading. If not, initiate the download from your communication software. Check your software manual for further information.

The STAT field for the downloaded file(s) will change to “D” for Delivered and the file(s) will move to the bottom of the list.

6. After the files(s) have been successfully downloaded, you will be returned to the Main Menu. If you wish to download another file(s) key ‘1’ at the ‘Main Menu’ and press <enter>. Repeat steps 2 to 5.

7. If the download is unsuccessful, you will be returned to the Download screen to retry. Press F3 or ESC 3 to exit. If you receive the message: “Failed Cannot Retrieve Mail Message” a problem

exists with the EDT service. Please contact the Service Support Contact Centre for assistance at:


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Version 1.0 4 - 15

Deleting Files

1. At the Download File Menu screen, select the file or files you want to delete by using the tab key to place the curser in the SEL field next to the file(s) to be deleted and keying an ‘*’.

2. Press F9 or ESC 9 to delete. The following message will be displayed:

“Are you sure you want to DELETE selected files? (YES/NO)”

3. Key ‘YES’ and press <enter> to delete the selected files.

To cancel the delete function key ‘NO’ and press <enter>. If YES is entered, the files are removed and the deleted files are no longer displayed on the Download File Menu.

If the files could not be deleted, the following message will be displayed: “The

selected files could not be deleted.” This message indicates a problem with the GONet EDT service. Please contact the Service Support Contact Centre at:


DOWNLOAD Government of Ontario 2009-06-21 Electronic Data Transfer Service

Download File Menu

Mailbox: mohxxxxx UNDELIVERED:( 2 ) SEL STAT ITEM SUBJECT Size(K) DATE TIME 1 U BA0111.023 CLAIM BATCH ACKNOWLEDGME 504 20-Jun-2009 13:59 2 U PA123456.058 REMITTANCE ADVICE 504 20-Jun-2009 14:02 3 D EC123456.067 ERROR REPORT 504 19-Jun-2009 09:12 PROTOCOL: Z end ... Place “*” next to the item to select it for DOWNLOAD or DELETE PFKEYS: 3-EXIT 4-BACK 6-FORWARD 8-SELNEW 9-DELETE 10-DOWNLOAD


Sending File(s) to an EDT User This function can be used to send/receive files to and from other authorized EDT users. If you want to receive files from an authorized user, you will need to provide them with your EDT User ID and obtain the EDT User ID from other EDT user(s) to whom you want to send files. An invalid EDT user ID will not be accepted.

1. At the Main Menu, key ‘2’ (Send File to an EDT User) at the ‘Please Select a Service’ field and press <enter>.


Main Menu

1. Download File 2. Send File to an EDT User 3. Ministry of Health Menu 4. Log Off

Please Select a Service > Enter the number of the function you require and press “enter” to continue.

2. The ‘Send File to an EDT User’ (EDTUP) screen will be displayed:

EDTUP Government of Ontario 2009-06-07 Electronic Data Transfer Service

Send File to an EDT User

From: MOHXXXXX

To:

Subject:


File Name:



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This is an EDT Production environment screen. In the Test environment, the screen ID (EDTUP) will be the same. The ‘From’ field will be populated with a user’s test ID (HTUXXXXX) and the ‘To’ field must be populated with the HTUXXXXX user ID the file is being sent to.

3. The ‘From’ field will be automatically populated and cannot be changed.

From: automatically populated with your GONet EDT user ID • Production User ID = MOHXXXXX • Test User ID = HTUXXXXX

Fill in the last five fields as follows: (these are mandatory fields and must be filled in.)

To: key in destination GONet User ID Subject: key a subject name File Format: blank or populated with the last value received.

Key ‘T’ for a text (ASCII) file or ‘B’ for a binary file File Name: key in the name of file to be uploaded Protocol: blank or populated with the last value received X, Y, Z or K

All fields on the screen must be populated.

A system error message will be displayed if any fields are missing information:

“Invalid To: field, please re-enter” “Subject Field must be present, press enter” “Invalid File Format, must be T or B” “Missing File Name, field cannot be empty” “Invalid Protocol, must be X, Y, Z or K”

4. Press <enter> when all the fields are completed. The following system message will be displayed:

“Please begin Your Upload now”

5. Initiate the file transfer from your communications software. Check your software manual for further information.

6. After initiating the file transfer process, your communications software will usually prompt you for the path and filename of the file that is to be transferred. Follow the instructions in your communications software. The status of your file transfer should display in a status box during the transmission.

The box on the next page is only an example of a status box. Your status box may differ, depending on your communications software.

Version 1.0 4 - 17


Sending

File Name: INFORM.NES File Size: 648 Bytes sent: 598 % completed: 92% Sending…

7. After successful completion of the file transfer, you will be returned to the Main Menu.

8. If the file transfer is unsuccessful, you are returned to the Send File to an EDT User screen (EDTUP) where another file transfer can be tried. Or you can press F3 or ESC 3 to exit the Send File to an EDT User screen and return to the Main Menu.

9. If delivery to the MOH claims mailbox fails you will see the message: “File <Filename> could not be delivered”. This message means there is a problem with the GONet EDT service. For assistance, contact the Service Support Contact Centre at 1-800-262-6524 or 613-548-7981.

If you disconnect the file transfer before completion, the file will not be delivered to the mailbox and the transaction will be cancelled.

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Logging Off

1. From the Main Menu or the Ministry of Health Menu, key ‘4’ or enter ‘LO’ and press <enter>.





2. Exit your communication software. Check your software manual for details.

Hang up before logging off or long distance charges will continue until the system automatically hangs up. Ensure that you discontinue your Direct Dial connection before you have completed the log off procedures or long distance charges will continue.

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Electronic Data Transfer Reference Manual Support

Section 5: SUPPORT Ministry of Health EDT Support If you have questions on EDT contact the ministry’s Service Support Contact Centre (SSCC) at:

1-800-262-6524 or in Kingston call 613-548-7981 The desk is staffed from 8:00 am until 5:00 pm, Monday to Friday, to answer questions pertaining to the EDT service. After business hours an answering service is available and your call will be returned the following business day. Types of Calls

I have forgotten my EDT user ID password. Could you please reset it? I’m having trouble downloading my reports. I submitted a claims file last night but the Batch Edit Report is not in my mailbox.

Should you make a call to the ministry’s SSCC you will be asked for the following information:

name phone number MOHLTC provider or group number (MOHLTC billing number) EDT User ID unique security code word you provided to the ministry date and time the problem occurred summary of the question/problem and filename if applicable have you had this problem before

If you do not use the GONet EDT system for 90 days, your user ID will be de-activated. If this happens contact the Service Support Contact Centre for assistance.

Passwords Password guidelines are provided to assist in the selection and maintenance of a secure password:

• select something easy to remember • don’t write your password down • your password is confidential and should not be shared • password should never be the same as your User ID • your password should be a minimum of 8 characters and a maximum of 16 characters • form a compound word from two smaller words (e.g. SOURTEA) • mix upper and lowercase letters (e.g. sOuRtEa) • remove all vowels from a common word (e.g. MANHATTAN = MNHTTN)

Version 1.0 5 - 1

Electronic Data Transfer Reference Manual Support

• use the first or last letters from each word of a phrase (e.g. TO BE OR NOT TO BE = TBRNTB)

• incorporate special characters (any&DAY) • combine letters and numbers such as the name and birth date of a friend (e.g. JOE1064) • not use progressive passwords (e.g. number1, number2); identification of a common

string usually results in the breaking of the password by outsiders Forgotten User ID and/or Password If you have forgotten your User ID or Password call the SSCC and have your unique security code word ready to enable staff to verify your identity. Once your identity has been verified, you will be given a temporary password that will allow you access to the GONet EDT service. This password must be replaced with one of your choosing the next time you log on the GONet EDT service. If you have forgotten your security code word, you will be asked to send in a signed request for the ministry to release your current security code word or provide a new security code word. Ministry of Health Claims Payment Inquiries Business inquiries concerning payment or non-payment of specific claims should be directed to your local ministry district office (Appendix A). I&IT Technical Support Any questions regarding your computer setup (hardware, software), or connection should be referred directly to your vendor or I&IT technical support. If your system uses “scripts” to automate log on and file transfers, problems with these activities should also be directed to your vendor or I&IT technical support.

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Electronic Data Transfer Reference Manual Appendices

Section 6: Appendices

Appendix A: Ministry Office Listings Or go to the ministry website at: http://www.health.gov.on.ca/english/public/contact/ohip/ohip_claims_offices.html

OFFICE

MAILING ADDRESS

FAX NUMBER Toronto

P.O. Box 1700 Station A Toronto, Ontario M5W 1G9

416-314-7487

Oshawa

P. O. Box 635 Oshawa, Ontario L1H 8L4

905-434-3718

Mississauga

201 City Centre Drive Suite 300 Mississauga, Ontario L5B 2T4

905-896-6025

London

P. O. Box 5700 Station A London, Ontario N6A 4L6

519-675-2691

Hamilton

P. O. Box 2280 Hamilton, Ontario L8N 4C8

905-521-7605

Ottawa

Fuller Building 75 Albert Street, 7th Floor Ottawa, Ontario K1P 5Y9

613-327-3246

Kingston

P. O. Box 9000 Kingston, Ontario K7L 5A9

613-545-4399

Sudbury

199 Larch Street 8th Floor, Suite 801 Sudbury, Ontario P3E 5R1

705-675-4015

Thunder Bay

435 James Street South Suite 113 Thunder Bay, Ontario P7E 6T1

807-475-1424

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http://www.health.gov.on.ca/english/public/contact/ohip/ohip_claims_offices.html


Appendix B: System Status Messages

Password MessagesMESSAGE EXPLANATION ACTION

New password matches a password previously used

The same password cannot be used for up to 14 occurrences. Your password must not be repeated with a previously used password.

Enter a password that meets the guidelines set out in this manual (refer to Section 5 – Support: Passwords).

New passwords do not match

When you change your password, you will be prompted to re-enter your new password. This message will appear if you do not enter the exact character sequence as the original entry.

Re-enter the new password exactly as you entered it the first time.

Password entered must be at least minimum length specified.

Your password must be a minimum of 8 characters, and a maximum of 16 characters.

Enter a password with a minimum of 8 characters (refer to Section 5 – Support: Passwords).

Password cannot have identical characters together

The password must not have two identical characters beside each other, for example, the word “addition” is not valid.

Enter a password that does not contain double letters (refer to Section 5 – Support: Password).

Illegal new password; similar to registered User ID

The system will not accept your password as it is too similar to a registered EDT User ID.

Re-enter another password (refer to Section 5 – Support: Password).

Contact your System Administrator, password change required

You need to contact the SSCC for assistance with your password change.

Call the Service Support Contact Centre at 1-800-262-6524 or in Kingston call 613-548-7981.

Contact your System Administrator, cannot change your password

You need to contact the SSCC for assistance with your password change.


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Log On/Off MessagesMESSAGE EXPLANATION ACTION

Contact your System Administrator, number of log on errors have exceeded your limit

You are allowed three attempts to enter your EDT User ID and password correctly before you are disconnected from the GONet EDT service. Five consecutive unsuccessful log on attempts will result in your EDT User ID being revoked.


Log on is not Allowed - Contact your System Administrator

After 5 consecutive log on attempts, GONet denies access. You must obtain assistance from the Service Support Contact Centre to successfully log on again.


Log on is not Allowed at this time - Automatic Disconnect

System error Call the Service Support Contact Centre at 1-800-262-6524 or in Kingston call 613-548-7981.

Log on is not Allowed at this port - Automatic Disconnect

You are not able to log on to this port. Call the Service Support Contact Centre at 1-800-262-6524 or in Kingston call 613-548-7981.

Invalid Log on - Access Denied

This message means you have attempted to log on incorrectly.

For log on procedures (refer to Section 4 - EDT Procedures.

Inactive User Tried to Log on

This message could be a result of trying to log on again after receiving the message “Log on not allowed - Contact your System Administrator”. This message could occur if you have not accessed the GONet EDT system within 90 days.


Log on Error Limit Exceeded - Automatic Disconnect

You are allowed three attempts to enter your EDT User ID and password correctly before you are disconnected from the GONet EDT service. Five consecutive unsuccessful log on attempts will result in your EDT User ID being revoked.


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Menu Log MessagesMESSAGE EXPLANATION ACTION

Exceeded Log on Threshold

The GONet EDT system currently allows for 20 log on attempts per day. This message means you have exceeded that number of log on attempts.

Access the GONet EDT system on the next calendar day.


Invalid Input, please re-enter

You have keyed something the system will not accept.

Re-key appropriate input.

Terminal Session Idle - Automatic Disconnect

You will automatically be disconnected from the EDT system after five minutes has lapsed without any activity.

Log in again.

You are not authorized for this service; please make another selection.

You have selected a function you have no authority to use.

Press return to continue.

Invalid selection entered

You keyed the wrong selection number from the menu.

Re-key the correct selection number.

Contact your System Administrator, selection unavailable


Command entered is not a registered system command.

You keyed a number/letter that the system will not accept.

Re-key the correct selection number.

Contact your System Administrator, cannot transfer to application


Invalid Key Pressed, please use F3 or ENTER key only

You have pressed a key the system won’t accept.

Press F3 or ENTER to complete the function.

Invalid Data was found in the Command field

You may be attempting to Delete a file but you may not have selected a file to delete or you may have entered an invalid character in the command field.

Check the command field entry.

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Download/Delete Messages

MESSAGE EXPLANATION ACTION

File Transfer Failed The file did not reach the specified destination. You may also receive this message if you have aborted the file transfer.

Ensure that the file transfer protocol you are using matches the file transfer protocol entered on the screen.

Ensure that both your hardware and software are set for hardware flow control.

Ensure the baud rate setting in your software matches your modem.

Ensure you are using the correct option:

T for ASCII text files or B for compressed and non-ASCII text files.

After checking the above settings, try the transfer again. If failure occurs again, call the Service Support Contact Centre at 1-800-262-6524 or in Kingston call 613-548-7981.

Please Prepare for Download

This message appears when all conditions have been met to begin the download of file(s) you have selected.

Invoke your communications software to download the file(s).

File Successfully Downloaded

The file has been transferred to your PC.

Access file through your personal software.

The Selected Files Have Been Deleted

The files you selected have been successfully deleted.

No action

The Selected Files Could Not be Deleted

The files you selected have not been successfully deleted.

Follow the procedures in Section 4 – EDT Procedures: Deleting Files to be sure you haven’t missed a step.

Call the Service Support Contact Centre at 1-800-262-6524 or in Kingston call 613 548-7981.

Failed Cannot Retrieve Mail Message

System Error Call the Service Support Contact Centre at 1-800-262-6524 or in Kingston call 613-548-7981.

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Upload MessagesMESSAGE EXPLANATION ACTION

Please Begin Your Upload Now

This message appears when all conditions have been met to either Send File to an EDT User, Send Claim File or Send OBEC File.

Invoke your communications software.

File Transfer Failed The file did not reach the specified destination. You may also receive this message if you have aborted the file transfer.

Ensure that the file transfer protocol you are using matches the file transfer protocol entered on the screen. Ensure that both your hardware and software are set for hardware flow control. Ensure the baud rate setting in your software matches your modem. Ensure you are using the correct option: T for ASCII text files or B for compressed and non-ASCII text files. After checking the above settings, try the transfer again. If a file transfer failure occurs again, call the Service Support Contact Centre at 1-800-262-6524 or in Kingston call 613-548-7981.

File <filename> TRANSFER SUCCESSFUL

File has been successfully delivered to the specified mailbox.

No action

File <filename> COULD NOT BE DELIVERED

File could not be delivered. Call the Service Support Contact Centre at: 1-800-262-6524 or in Kingston call 613-548-7981.

Invalid TO: field, please re-enter

The destination EDT ID keyed in this field is not correct, or the field has been left blank.

Check your destination ID in the TO: field. Re-key correct EDT ID.

Subject Field must be present, press enter

Subject field has been left blank. Check Subject field and key a subject if blank.

Invalid File Format, must be T or B

An unacceptable character was keyed in this field.

Change character to T for text or B for binary.

Missing file Name, field cannot be empty

File field must have a file name. Name field has been left blank.

Key a file name in this field.

Invalid Protocol, must be X, Y, Z or K

The modem character keyed here is incorrect.

Check your modem character and make sure it’s either X, Y, Z or K. Re-key correct modem character.

To User ID <DestID> DOES NOT EXIST

You may see this message when using either Send File to an EDT User, Send Claim File or Send OBEC File.

Check the destination EDT ID keyed in the TO: field. Re-key the correct EDT ID or contact destination user to obtain the correct EDT ID.


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Appendix C: Glossary Baud Rate The speed at which data transfers between two devices, such

as between two computers connected via a modem.

Billing Agent An agent authorized by a health care provider, or a group of health care providers, to prepare their claims data on machine-readable media for processing by the ministry and/or to reconcile payment data on machine-readable media provided by the ministry.

Bits Per Second (BPS) A measurement of data transmission speed.

Communication Software A type of software used to establish a connection and exchange data with another computer.

Compressed File A file that has been reduced in size by converting to a more compact format.

Downloading The process of receiving a file from another computer.

Electronic Data Transfer (EDT)

An Ontario government service that allows authorized users to transfer files (via a modem and telephone line) from their computer to government mainframe computers. The ministry currently offers two EDT applications: medical claims and Overnight Batch Eligibility Checking (OBEC) of health cards.

External Network Access (ENA)

A connection to the GONet via a modem and a ministry approved supported network.

File Transfer The process of using communications to move or transmit a file from one computer to another, using a protocol which has been agreed upon.

File Transfer Protocol (FTP)

A list of communications parameters (settings) and standards that govern the transfer of information among computers using telecommunications. Both computers must have the same settings and follow the same standards to avoid errors.

Government of Ontario Network (GONet)

The interface designed by the Ontario government that is used to upload/download (send/receive) files.

Log Off The process of terminating a connection with a computer system or peripheral device in an orderly fashion.

Log On The process of establishing a connection with, or gaining access to, a computer system or peripheral device.

Mailbox Users have a mailbox on the EDT service where files are sent from the ministry or other users. This mailbox can only be accessed by using the authorized ID and password. Files will remain in the mailbox until they are downloaded, deleted or expired.


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Modem A device that allows communication between two computers through telephone lines.

Output A file sent from the ministry's mainframe in response to an input file.

Overnight Batch Eligibility Checking (OBEC)

Allows an authorized user to electronically send a formatted file of health numbers/version codes to the ministry for validation before a health service is provided.

Password A security tool used to identify authorized users of a computer program or computer network and to define their privileges, such as read-only, reading and writing or file copying.

Protocol A set of standards for exchanging information between two computer systems or two computer devices.

Report A printed output that usually is formatted with page numbers and headings.

Script Files A program written to automate the communications process to allow unattended access when uploading or downloading. An automated script may include the keystrokes necessary to log on, upload, download and log off.

Security Code Word A confidential word selected by the user to assist in verifying the user to the ministry.

TCP/IP Transmission Control Protocol/Internet Protocol-an industry standard set of rules used to send data in the form of message units between computers over the Internet - ministry is moving toward TCP/IP as the standard communication protocol.

Upload The process of sending a file to another computer.

User Identification (User ID)

Access to the EDT service is restricted to authorized users with the appropriate ID and password.

XML The term ‘XML’ refers to eXtensible Markup Language which is a recognized international standard for the encoding of data exchanged between third parties. It is widely used in both private and public sectors and is an official standard of the Government of Ontario. XML was chosen as an encoding standard due to its ease of implementation and the flexibility it offers the end user when modifying reports.

Documents

table of contents - Minist¨re de la sant© et des soins de longue dur©e