MAPP Health Home Tracking System (HHTS) Organizational Access

The Medicaid Analytics Performance Portal (MAPP) Health Home Tracking System (HHTS) is accessed through the Health Commerce System (HCS). The HCS is a secure web portal managed by the NYSDOH.

In order to access the MAPP HHTS, Health Homes, Managed Care Plans (MCP), and Care Management Agencies (CMA) must have a HCS organizational account. Health Homes and Managed Care Plans are automatically set up when they are approved by the State. There are several steps that a CMA must complete in order to be set up in the HCS.

Affiliation is a core component of the MAPP HHTS. The MAPP HHTS uses affiliations to determine the official relationships among organizations. The affiliations are used to determine which members an organization may see and which organizations may receive referrals and assignments.

Frequently Asked Questions

The following steps must be completed for a Health Home to gain access to the HCS.

  1. Organization designated as a Health Home.
  2. Data Exchange Application and Agreement (DEAA)
    • The NYSDOH Privacy Office will work with the Health Home to complete and submit a DEAA.
  3. HCS Director and HCS Coordinator
    • Health Home identifies staff to serve as HCS Director and HCS Coordinator for the Health Home organization. A description of these roles is provided in the What staff members within my organization should be assigned the role of HCS Director and Coordinator?
    • Health Home submits HCS Director and HCS Coordinator Account Request form to NYSDOH.
    • NYSDOH generates account requests.
    • Health Home HCS Director and HCS Coordinator returns signed and notarized application to CAMU.
    • CAMU will process and notify Health Home HCS Director and HCS Coordinator when applications are processed. Applications that are sent via overnight mail are generally processed within 24 to 48 hours. Applications that are sent via regular mail are processed within 7 to 10 business days. CAMU will not process an HCS Coordinator form without an active HCS Director on file. NYSDOH staff are notified when account requests are rejected and will follow-up with the organization as appropriate.

The process for a Care Management Agency (CMA) to gain access to the HCS begins with its respective Health Home.

  1. The Health Home notifies the New York State Department of Health of its intent to add a new Health Home CMA to its network by submitting the Notification of Change form.
  2. The Health Home works with the NYSDOH Privacy Office to complete the Business Associate Agreement (BAA) process. The Health Home is required to have an active BAA with each of its affiliated Health Home CMAs.

The Privacy Office will submit an approval letter to the Health Home. Upon completion of the BAA process, the following steps will be completed.

  1. Care Management Agency HCS Organization Account
    • NYSDOH determines if Care Management Agency requires an HCS Organization Account. Only Care Management Agencies that provide care coordination services must have access to the MAPP HHTS.
    • NYSDOH confirms if the Care Management Agency is set up in HCS under HCS Organization Type "Health Home CMA".
    • NYSDOH will use the Care Management Agency MMIS identification number to create new HCS Organization Account, if necessary. Organizations must have an active MMIS ID to access MAPP HHTS. Please visit the How does a Care Management Agency obtain an MMIS ID? section below for further details.
    • NYSDOH will send the HCS Director and HCS Coordinator Account Request form to the Care Management Agency.
    • NYSDOH will record new affiliation in MAPP HHTS.
  2. HCS Director and HCS Coordinator
    • Care Management Agency identifies staff to serve as HCS Director and HCS Coordinator for the Health Home organization. A description of these roles is provided in the HCS Director and Coordinator section. (slide 12)
    • Care Management Agency submits HCS Director and HCS Coordinator Account Request form to NYSDOH.
    • NYSDOH generates account requests.
    • Care Management Agency HCS Director and HCS Coordinator returns signed and notarized application to the Commerce Accounts Management Unit (CAMU).
    • CAMU will process and notify Care Management Agency HCS Director and HCS Coordinator when applications are processed. Applications that are sent via overnight mail are generally processed within 24 to 48 hours. Applications that are sent via regular mail are processed within 7 to 10 business days. CAMU will not process an HCS Coordinator form without an active HCS Director on file. Director NYSDOH staff are notified when account requests are rejected and will follow-up with the organization as appropriate.
    • NYSDOH will record new affiliation in MAPP HHTS.

Affiliation is a core component of the Medicaid Analytics Performance Portal (MAPP) Health Home Tracking System (HHTS). The MAPP HHTS uses affiliations to determine the official relationships among organizations. The affiliations are used to determine which members an organization may see and which organizations may receive referrals and assignments.

The following steps must be completed for a Care Management Agency (CMA) to become affiliated with a Health Home.

  1. The Health Home notifies the New York State Department of Health of its intent to add a new CMA to its network by submitting the Notification of Change form
  2. The Health Home works with the NYSDOH Privacy Office to complete the Business Associate Agreement (BAA) process. The Health Home is required to have an active BAA with each of its affiliated CMAs.
  3. NYSDOH will ensure that the CMA is set up properly in the HCS.
  4. NYSDOH will record new affiliation in MAPP HHTS.

The DOH Privacy Office may be contacted via email at Doh.sm.Medicaid.Data.Exchange@health.ny.gov

The process for a Care Management Agency (CMA) to be removed as an affiliated organization within MAPP HHTS is completed by the respective Health Home

  1. The Health Home notifies the New York State Department of Health of its intent to remove a CMA to its network by submitting the Notification of Change form
  2. The Health Home must notify the DOH Privacy Office via email that the Health Home affiliation to a Care Management Agency is terminated.
  3. The Health Home will be required to complete and submit "Attachment C" to the DOH Privacy Office verifying the cancel in partnership and disposal of Medicaid data received during the partnership.
  4. NYSDOH will remove the Care Management Agency affiliation to the Health Home within the MAPP HHTS.
  5. If the Care Management Agency has no additional relationships to a Health Home, the CMA users will remain active within MAPP HHTS. These users will have limited functionality within the MAPP HHTS.

The DOH Privacy Office may be contacted via email at Doh.sm.Medicaid.Data.Exchange@health.ny.gov

The process for Health Home to become affiliated a Managed Care Plan within MAPP HHTS begins with the MCP. The Managed Care Plan is required to notify the New York State Department of Health (NYSDOH) of its intent to contract with a respective Health Home.

New Organization Affiliation

Managed Care Plans contracting with NYSDOH designated Health Homes must utilize and sign a contract Administrative Health Home Services Agreement (ASA) with the Health Home. There are different options available for Health Homes to enter into an Administrative Health Home Services Agreement with Managed Care Plans (MCPs).

For additional information, please visit Health Homes Managed Care page.

Special Note for Managed Care Plans

A Data Exchange Application and Agreement (DEAA) will also need to be executed and approved by the Privacy Office before any data is shared. If, in the future, a Gatekeeper update is required, that too must be executed.  Please submit forms by email to the Privacy Office at: Doh.sm.Medicaid.Data.Exchange@health.ny.gov.

Once the DOH Privacy Office approves the DEAA for the Managed Care Plan, the NYSDOH will create the relationship within MAPP HHTS.

All Care Management Agencies (CMAs) are required to have an active Medicaid Management Information System (MMIS) ID number to access the MAPP Health Home Tracking System (HHTS). Below are the steps for a CMA to follow if the organization does not have an active MMIS number. Please note this process may take up to 90 days to complete.

  1. CMA will apply for a National Provider Identifier (NPI)
  2. CMA will complete an eMedNY application for MMIS ID (This can take up to 90 days).
  3. CMA will need to collect required documentation to submit with the eMedNY application:
    1. A copy of the e–mail sent from National Plan & Provider Enumeration System (NPPES) containing the CMA´s NPI and the last four digits of the organization´s tax ID number;
    2. eMedNY Enrollment Application Fee Refer to the DOH website Below for Fee Information;
    3. An authorization letter from the DOH Program verifying CMA affiliation with the Health Home program approving the Health Home CMA´s participation.

Below are the links referencing the MMIS ID application process: