Getting Started

1. Complete Background Check
2. Create an OH|ID Account
3. Complete Required Training
4. Obtain an NPI Number
5. Set-up Payee ID
6. Miscellaneous
7. Gather Information and Documents
8. Complete and Submit Application
9. Application Review
10. Final Approval Letter

Getting Started

Congratulations on making the decision to become an Independent Provider!

Please answer the following questions:

• Are you at least 18 years old?
• Are you able to read, write, and understand English?
• Are you able to easily gain access to the original or copy of your social security card, birth certificate, HS diploma or GED, driver license or state ID, bank account information, and/or proof of vehicle insurance (if applicable)?

If you answered YES to all, please proceed with the Independent Provider Certification process!

If you have any questions, please contact Clermont County’s Provider Liaison Colleen Feds at cfeds@clermontdd.org or 513-236-4892.

We look forward to working with you soon!

1. Complete Background Check

• Select a convenient Webcheck Location. Check for appointment requirements, current fees, and accepted payment types.
• OR, Call Clermont County Board of DD at 513-732-4998 to schedule your background check. Ask about current fees and accepted payment types.

Important Information

• Must present a valid form of identification (driver’s license, state ID, or passport)
• You will need a BCI and/or FBI background check(s). *An FBI check is NOT required if you have lived in Ohio for 5 or more years
• On the application, request results be sent directly to:
  Provider Certification Ohio Department of DD
  30 E. Broad Street, 13th Floor
  Columbus, Ohio 43215

• On the application, the BCI Reason Code is 5123:169
• On the application, the FBI Reason Code is 5126.28
• The results of a background check can take up to 45 days to be completed and sent to the Ohio Department of DD (DODD).

2. Create an OH|ID Account

• Go here to set-up your OH|ID account
• Once that is complete, log in and follow prompts to subscribe to the DODD app

Important Information

• Your OH|ID account will give you access to the eMBS application so you can bill provider service claims
• Your OH|ID account & My DODD subscription will give you access to the MyLearning application so you can complete required DODD training
• Your OH|ID account will give you access to the PNM Module so you can start the new provider application
• Bookmark website & document your OH|ID Username, OH|ID Password, and OH|ID Number (starts with 7) somewhere safe.
  

3. Complete Required Training

Independent Initial Training Course through the DODD MyLearning App

• Sign in to your OH|ID account to: Log In | OH|ID | Ohio’s State Digital Identity Standard
• Select ‘Go To MyLearning’
• Select ‘Independent Provider- Initial’ square
• Follow down the page and follow instructions in each section

Important Information

• Print/Scan or save digital copy of transcript to upload to your application later

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CPR and First Aid

• Clermont County Board of DD hosts a CPR/First Aid training course through the US Safety organization once a month at our office building/Wildey Center in Batavia. Contact Colleen Feds at cfeds@clermontdd.org or 513-236-4892 for more information.
• Or, contact local organizations that offer CPR/First Aid training and certifications. There is a list located on Clermont County’s Provider Website.

Important Information

• There will be a fee associated with the training and/or certification
• Training is typically held in-person or through a hybrid method of online training and an in-person skills assessment
• Keep certifications current to maintain your Independent Provider certification
• Create a digital copy of your certification to upload to your application later

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EVV/Sandata Training

• Sign Up here to get started on the training.
• Only applicants for Homemaker/Personal Care (HPC) or Waiver Nursing services are required to complete EVV training.
  • Use “9999999” in the Medicaid number field when signing up for training.

Important Information

• You will need to update your EVV/Sandata account with your Medicaid ID# once your Provider Certification application has been approved.
  
  

4.  Obtain an NPI Number

• Go here to create a new account, which will allow you start the process to apply for a NPI (National Provider Identifier) Number.
• Once you create a new account, go back here and sign in.
• Follow prompts to apply for a NPI number.

Important Information

• Search for taxonomy codes.
• It may take a couple days to receive an email with your NPI number.
  
  

5.  Set-Up Payee ID

• Go here OhioPays | Ohio.gov and sign into your OH|ID account.
• Complete a ‘New Payee Registration.’

Important Information

• It may take several days to receive an email with your Payee ID.
• Once you receive the email with your supplier ID, print out the email/save a digital copy to add to your application later.
• Print out a W-9 form and sign up with pen.
  
  

6.  Miscellaneous

• If you are a registered nurse (RN) or licensed practical nurse (LPN) and will be providing healthcare services to DODD clients, please contact the Provider Liaison at cfeds@clermontdd.org or 513-236-4892 for additional certification requirements.
• If you will be providing transportation services,
  • You will need to show proof of valid vehicle insurance (for the vehicle you will be driving).
    • Save a digital copy to upload to your application later.
  • Provide a Driving Abstract through the Ohio Bureau of Motor Vehicles (BMV).
• Order one here.
• Save a digital copy to upload to your application later.
  
  

7.  Gather Information and Documents

Gather Information

• What provider services do you need to apply for with your certification? If you have already been matched with a client, ask the SSA which services you need.
• View types of services here: Services | Department of Developmental Disabilities (ohio.gov)
• NPI Number

Gather Documents

• Social Security Card
• Birth Certificate
• High School Diploma, GED, or Proof of College
• Driver’s License or State ID
• Proof of Vehicle Insurance (if providing transportation services)
• Driver’s Abstract (if providing transportation services)
• DODD’s Initial Provider Training Certificate
• CPR Certification
• First Aid Certification
• EVV Training Certification
• Payee ID Email
• Signed W-9 Form

Important Information

• Digitally save each item separately. Name each file so it identifies the item.
• Other documents may be required depending on services you selected to provide.
• W-9 form must be signed with pen.
  
  

8.  Complete and Submit Application

It’s time to submit your application on the PNM portal! Applying is the easy part, if you have completed all the required steps above and have all the correct documentation. You have 10 days to complete the application process. If you are missing parts, be sure to complete those as soon as possible so you do not have to restart the application process.

• Go to the PNM portal
• Log in with your OH|ID username and password
• Accept the Terms and Conditions
• Select ‘NEW PROVIDER’ on the right side
• Select ‘CLICK HERE FOR MORE APPLICATION TYPES’

• Select ‘MEDICAID WAIVER (DODD)’
  • It is extremely important you chose the correct application type!
    

• Select ‘INDEPENDENT’ if you are wanting to be an Independent Provider. Select ‘AGENCY’ if you are wanting to be an Agency.
• Complete required fields in application.
• Upload any requested documents.

Important Information

• Review all information prior to submitting. A misspelling or incorrect number could result in the application getting rejected.
• Once you submit your application, you will pay a non-refundable fee of $125 for Independent Providers.  If you are NOT prompted to pay the fee, that means no fees are required for applications at this time.
  

9.  Application Review

DODD reviews applications on a first-come, first-served basis. This process may take up to 30 days. DODD will communicate to you through the email you provide them. They will contact you if they need further documentation to process your application.

• You may NOT provide services until you receive your final approval letter.

   

10.  Final Approval Letter

You will receive your certification letter from DODD via email once your application is approved.

Congratulations on your certification! Your certification is valid for 3 years.

Let’s finish up the process to get you started for your first day:

• Update EVV/Sandata with your Medicaid ID since you entered in 9999999 for the training sign up
  • Once the training is complete, you will receive an email with instructions with your next steps and registering with eTRAC
  • Go to the eTRAC portal to view your EVV/Sandata ‘Welcome Kit’
    • Could take up to 24 hours to get welcome kit
    • Document your EVV/Sandata log-in credentials
• Sign up for DODD’s Health and Welfare Alerts here
• If already matched with a client,
  • Download EVV/Sandata app or request device.
  • Download GT Independence App (if client has a self-waiver).
  • Create documentation sheets for your intended services with your client
  • Establish a claim submission schedule.
• Contact the Clermont County CSS Administrative Assistant at 513-732-4847 or jdaugherty@clermontdd.org to notify us of your certification. This will grant you access to:
  • Clermont County Provider Database (a running list of certified providers)
  • Provider Search emails (the current process for matching clients to providers).
  • Provider News emails (provides information on continuing education opportunities, guidance with new rules, regulations, information, etc.).