MAPP Health Home Tracking System End-User Access

In order to access the MAPP HHTS specific steps must be taken in the MAPP application. Prior to performing these steps, it is important for an organization to understand the MAPP roles and to identify the staff that require access to the MAPP. HHTS This section provides information needed to provide staff with access to the MAPP HHTS.

Once the user has an active HCS account and has registered for Multi–Factor Authentication, there are additional steps that must be completed for an end–user to gain MAPP HHTS access. These steps are:

  1. assignment of an appropriate MAPP role (see your MAPP Gatekeeper); HCS Coordinator);
  2. complete required training.

Frequently Asked MAPP Health Home Tracking System Questions

The MAPP HHTS is a role–based system. These roles govern what information may be read or edited, and what functions may be performed in MAPP HHTS. The MAPP HHTS includes several roles.

Role Description
MAPP Screener able to lookup a Medicaid member in MAPP HHTS to determine if a member is already in assignment, outreach or enrollment status with a Health Home.
Managed Care Plan Worker able to lookup a Medicaid member´s assignment, outreach or enrollment status. Additionally, the MCP worker will have the ability to submit Health Home assignments for their plan members, download Health Home assignment, outreach and enrollment activity for their plan members and download billing roster information for their plan members.
Health Home Worker able to lookup a Medicaid member´s assignment, outreach or enrollment status. Additionally, the HH worker will have the ability to assign Health Home members to downstream Care Management Agencies; accept or reject assignments from DOH and MCPs; review, modify and accept outreach and enrollment records from the CMA, download Health Home assignment, outreach and enrollment activity for their members and accept, review and upload/download billing roster information for their members.
Care Management Agency Worker able to lookup a Medicaid member´s assignment, outreach or enrollment status. Additionally, the CMA worker will have the ability to accept or reject assignments from HHs; create and modify outreach and enrollment records for their members, download Health Home assignment, outreach and enrollment activity for their members and create and upload/download billing roster information for their members.
MAPP Read Only able to lookup a Medicaid member in MAPP HHTS to determine if a member is already in assignment, outreach or enrollment status with a Health Home. Additionally, the Read Only user will be able to view information for their members in MAPP HHTS but not create, accept or upload information to MAPP HHTS.
MAPP Gatekeeper has been delegated authority to grant access to the MAPP HHTS for staff from your organization. The MAPP HHTS Gatekeeper must be adequately informed of the MAPP HHTS to ensure that only authorized and appropriate staff have access to the MAPP HHTS.
MAPP LGU/SPOA Referrer able to access the Children´s Referral Portal and create a referral assignment for a member.
MAPP CMA/HH Referrer able to access the Children´s Referral Portal and create a referral assignment for a member. Additionally the CMA/HH Referrer has access to other screens in order to lookup a Medicaid member and determine if the member is already in assignment, outreach or enrollment status with a Health Home.

Prior to assigning a role to the MAPP HHTS, you should consider the following:

  • What are the staff person´s general responsibilities related to assignment acceptance, tracking outreach and enrollment, care management, and billing? Will staff be required to enter or edit data or will they only be required to view or read data?
  • What level of access to data protected by HIPAA, HITECH and other New York State laws does the staff person require?
  • What are the programmatic requirements or regulations for staff related to the completion of a particular function? What experience, certification, or background must staff have to perform these functions? Is the MAPP HHTS role consistent with these requirements?
  • What is the one most appropriate role for the staff member? Are multiple roles required? If yes, each time the staff person accesses MAPP HHTS, the staff person must carefully select the appropriate role to perform the required responsibilities. This may necessitate additional staff training.
  • Based on the assigned MAPP HHTS roles, will the organization be able to perform all required responsibilities within MAPP HHTS?
  • What process will be implemented to monitor and modify role assignments? Who will be responsible for this?
  • The MAPP Single Point of Contact and the respective leadership and management at your organization will work together to review the capabilities of each MAPP HHTS role and determine the appropriate role to be assigned to each of your organization’s staff members.
  • Once the staff and the respective role have been determined, your organization can proceed to the next step of creating HCS User Accounts.

The MAPP HHTS Gatekeeper for your organization is responsible for maintaining MAPP HHTS role assignments for staff at your organization in the MAPP HHTS application. This includes adding new users, updating MAPP HHTS roles, and removing MAPP HHTS roles. A high level explanation of each of these processes is provided below. The MAPP HHTS Gatekeeper will participate in a required training course that will cover the details for these processes.

Once the HCS User Account is created for a staff member, the MAPP HHTS Gatekeeper for your organization will assign MAPP HHTS Roles. This process will occur in MAPP. Your organization´s MAPP HHTS Gatekeeper will perform the following steps to complete this process.

  1. Enter staff member´s HCS user id.
  2. Update staff member´s contact information.
  3. Assign appropriate MAPP HHTS user role (i.e., Worker, Screener, Read Only).

An email will be generated to the staff member, as well as the MAPP Customer Care Center, to report the new user role assignment and outline the training requirements for that role. Each staff member must complete the required training prior to accessing the MAPP HHTS.

To verify the MAPP HHTS Gatekeeper for your organization please contact the MAPP Customer Care Center.

The MAPP HHTS Gatekeeper for your organization is responsible for maintaining MAPP HHTS role assignments for staff at your organization in MAPP HHTS. This includes adding new users, updating MAPP HHTS roles, and removing MAPP HHTS roles. A high level explanation of each of these processes is provided below. The MAPP HHTS Gatekeeper will participate in a required training course that will cover the details for these processes.

Adding or Modifying MAPP HHTS Role for an Existing User

Periodically, an organization may find the need to add or modify the role assigned to a staff member. There are several steps that an organization must complete to update staff access to the MAPP HHTS.

  1. Organization identifies staff member who requires a new or additional role for the MAPP HHTS. HCS Coordinator will assign appropriate MAPP HHTS role (i.e., Gatekeeper or MAPP Single Point of Contact) to staff member, if appropriate. Note: Health Homes and Managed Care Plans must notify the NYSDOH Privacy Office if there are any changes to the MAPP Gatekeeper. The Health Home or Managed Care Plan will be required to submit an updated DEAA.
  2. MAPP HHTS Gatekeeper for organization will update staff member´s contact information in the MAPP HHTS and assign appropriate MAPP HHTS role (i.e., Worker, Screener, Read Only).
  3. An email will be generated to the staff member, as well as the MAPP Customer Care Center, to report the new user role assignment and outline the training requirements for that role. Each staff member must complete the required training prior to accessing the MAPP HHTS.
Removing a Role for an Existing User

When a staff member leaves an organization or is reassigned, it is the organization´s responsibility to update the staff member´s HCS account and MAPP HHTS roles. There are several steps that an organization must complete to update staff access to the MAPP HHTS.

  1. Organization identifies staff member who no longer requires role for the MAPP HHTS.
  2. Note: Health Homes and Managed Care Plans must notify the NYSDOH Privacy Office of the removal to the MAPP HHTS Gatekeeper. The Health Home or Managed Care Plan will be required to submit an updated DEAA.
  3. If the staff member remains employed by the organization, the HCS Coordinator will remove any HCS role assignments (i.e., Gatekeeper or MAPP Single Point of Contact).
  4. If staff member is no longer employed by the organization, the HCS Coordinator will remove any HCS role assignments (i.e., Gatekeeper or MAPP Single Point of Contact) and delete the HCS User Account.
  5. MAPP HHTS Gatekeeper for organization will "end-date" or remove MAPP role.
  6. MAPP HHTS Gatekeeper will email the MAPP Customer Care Center of change.

The MAPP HHTS Gatekeeper for your organization is responsible for maintaining MAPP HHTS role assignments for staff at your organization in the MAPP HHTS application. This includes adding new users, updating MAPP HHTS roles, and removing MAPP HHTS roles. A high level explanation of each of these processes is provided below. The MAPP HHTS Gatekeeper will participate in a required training course that will cover the details for these processes.

Once the HCS User Account is created for a staff member, the MAPP HHTS Gatekeeper for your organization will assign MAPP HHTS Roles. This process will occur in MAPP. Your organization´s MAPP HHTS Gatekeeper will perform the following steps to complete this process.

  1. Enter staff member´s HCS user id.
  2. Update staff member´s contact information.
  3. Assign appropriate MAPP HHTS user role (i.e., Worker, Screener, Read Only).

An email will be generated to the staff member, as well as the MAPP Customer Care Center, to report the new user role assignment and outline the training requirements for that role. Each staff member must complete the required training prior to accessing the MAPP HHTS.

To verify the MAPP HHTS Gatekeeper for your organization please contact the MAPP Customer Care Center.

The "Security Administration Tab for Gatekeepers" provides each organization with the flexibility to add, update and delete MAPP HHTS user accounts. Staff who require access to the Worker, Screener, or Read Only roles must contact their respective MAPP HHTS Gatekeeper for access to MAPP HHTS. Please ensure that your staff know who the MAPP HHTS Gatekeepers are for your organization. The process for assigning the MAPP HHTS Gatekeeper role will continue to be handled by the Department of Health (DOH). Below are the procedures for requesting an addition, deletion, or modification to the MAPP HHTS Gatekeeper role.

Adding or Removing a MAPP HHTS Gatekeeper

  • The existing MAPP HHTS Gatekeeper will request the addition or removal of a MAPP HHTS Gatekeeper by completing the MAPP Gatekeeper Add or Remove Request form.
  • Completed forms must be emailed to the Health Home Project Team. (Refer to the DOH Health Home email below).

Organizations that do not have a MAPP HHTS Gatekeeper

  • The Health Commerce System (HCS) Coordinator for the organization will submit the Request for New MAPP Gatekeeper form
  • Each organization is strongly encouraged to have two MAPP Gatekeepers.
  • Completed forms must be emailed to the Health Home Project Team. (Refer to the DOH Health Home email below).

Please email completed forms to the Health Home email web form (link below) under the subject: Medicaid Analytics Performance Portal (MAPP) https://apps.health.ny.gov/pubdoh/health_care/medicaid/program/medicaid_health_homes/emailHealthHome.action.

Special Note for Health Homes and Managed Care Plans

Please note Health Homes and Managed Care Plans are required to submit an updated Data Exchange Application & Agreement (DEAA) that includes the names of the designated MAPP HHTS Gatekeeper. This form must be submitted to the DOH Privacy Office at: Doh.sm.Medicaid.Data.Exchange@health.ny.gov

The DOH will complete the request to add or remove a Health Home or Managed Care Plan Gatekeeper once the DEAA has been approved by the DOH Privacy Office. It is the responsibility of each organization to ensure that MAPP role assignments are accurate and up-to-date.

The MAPP Single Point of Contact will serve as the project manager and change leader who will support and guide all of your organization´s transition activities. The MAPP Single Point of Contact will:

  • serve as the project manager for your organization´s implementation of MAPP;
  • be the single point of communication with MAPP project team;
  • provide periodic updates to internal and external stakeholders on the organization´s vision for, and benefits of, using MAPP;
  • work collaboratively with your organization´s HCS Coordinator to ensure appropriate MAPP role assignments in the HCS for all staff who will use MAPP;
  • keep track of all aspects of the implementation and monitor your organization´s progress;
  • creatively address issues and concerns as they are identified by staff;
  • within your organization, build a culture of teamwork into all aspects of the transition;
  • monitor and support staff´s timely completion of MAPP training; and
  • ensure additional training is created and delivered to staff related to business practices that may have changed due to the implementation of MAPP.

Special Note

To facilitate communication, the NYSDOH has defined two specific MAPP Roles in the HCS. These roles are the MAPP Single Point of Contact and the MAPP Gatekeeper. The HCS Coordinator for your organization will follow the process described in the Assigning MAPP Single Point of Contact and Gatekeeper Roles document.

To assist your organization´s efforts, the project team offers the following support options:

  • MAPP HHTS Implementation and Use Questions

    Available to all users with questions related to the implementation and use of the MAPP HHTS.

    Please submit questions regarding MAPP to the Health Home email web form (link below) under the subject: Medicaid Analytics Performance Portal (MAPP) Users may also call the Health Home Provider Support Line: 518–649–4335
  • MAPP Customer Care Center

    The Customer Care Center is also prepared to assist you in reaching the appropriate contact should you have programmatic or HCS questions. The Customer Care Center can be reached at the following: