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Blue Cross and Blue Shield of Louisiana is an independent licensee of the Blue Cross and Blue Shield Association and incorporated as Louisiana Health Service & Indemnity Company.

17ED0018 06/16

Security Setup Guide

Blue Cross and Blue Shield of Louisiana’s

Security Setup Guide This guide is designed to provide the information an administrative representative needs to obtain secure access to Blue Cross and Blue Shield of Louisiana’s provider system for the purpose of using and delegating access to appropriate users (may include designated employees and contracted employees). This guide gives detailed information regarding the overall process for registering and using the Security Setup tool, which is a single sign-on platform that will be used by our provider locations for online provider tools and applications, including the authorizations portal. To use your manual, first familiarize yourself with the table of contents, which will direct you to the information you need. Periodically, we send newsletters and informational notices to providers regarding updates and changes to our system and online portals and applications. . This guide is available on iLinkBLUE (www.bcbsla.com/ilinkblue) under the “Manuals” section. If you have questions about the information in this guide, you may send an email to [email protected]. Please Note: This guide contains general instructions. It is provided for informational purposes only. Every effort has been made to print accurate, current information. Errors or omissions, if any, are inadvertent.

Security Setup Guide June 2016 2


TABLE OF CONTENTS

System Availability .......................................................................................................................................................... 5

Browser Requirements ................................................................................................................................................... 5

Customer Support ........................................................................................................................................................... 5

Security Setup Tool Overview ..................................................................................................................................... 6

Administrative Representative Profile Setup ......................................................................................................... 6

Administrative Representative Profile Setup Spreadsheet .............................................................................. 7

Administrative Representative Acknowledgment Form ................................................................................... 8

Step-by-step Instructions ............................................................................................................................................. 9

Notification of Administrative Representative Access .................................................................................... 10

Adding URL to Trusted Sites .................................................................................................................................... 13

Adding link to Favorites ............................................................................................................................................. 19

Change Temporary Password .................................................................................................................................. 22

First Login Using New Password ............................................................................................................................. 25

Forget Password or Suspended/Locked Out Password ................................................................................. 25

License Agreement & Acknowledgement ........................................................................................................... 26

Login Instructions ......................................................................................................................................................... 29

Designating Users ........................................................................................................................................................ 31

Designated User Profile Spreadsheet ................................................................................................................... 31

Setting Up Numerous Provider ID Numbers (for BCBSLA Authorizations application only) ............ 32

Primary & Secondary Administrative Representatives ................................................................................... 33

Setup User Access ........................................................................................................................................................ 35

Grant Access to Foreign User ................................................................................................................................... 39

Add User Access ............................................................................................................................................................ 42

Remove User Access .................................................................................................................................................... 47

Terminate Authorizations Portal Access .............................................................................................................. 52

Modify BCBSLA Authorizations Role ..................................................................................................................... 55

Manually Change Password ...................................................................................................................................... 58

Request ID # Assigned ............................................................................................................................................... 61

Authorizations Portal Access History .................................................................................................................... 63


System Availability

Blue Cross and Blue Shield of Louisiana strives to always have our system available during normal business hours (8 a.m. - 4:30 p.m. CT), however there are occasions when we may encounter technical issues that require system maintenance during these hours. As a result, uninterrupted service is not guaranteed. The system is also available after normal business hours including weekends with our routine maintenance occurring on Sunday.

Browser Requirements

Internet Explorer (IE) 11.0 (or higher) is optimal for using the tool. Other versions will work; however, when a screen error is displayed, you may encounter IE closures as shown below:

Normally the system will recover with the following message and the system will return to the “Home” page. To avoid IE closures when using a version under 11.0, make every effort not to make an error in the data entry fields and be sure to complete all required fields. The only other option is to upgrade to IE version 11.0 or higher.

Customer Support

Customer support is available during our normal business hours of Monday – Friday, 8 a.m. to 4:30 p.m. CT (except holidays).

Phone: 225-293-5465 (225-293-LINK) or 1-800-216-2583 (1-800-216-BLUE)

Email: [email protected]

Fax: 225-298-2945

Address: EDI Customer Operations-iLB Blue Cross and Blue Shield of Louisiana P.O. Box 98029 Baton Rouge, LA 70898-9029


Security Setup Tool Overview

The Security Setup Tool is designed to permit our providers the ability to allow up to three of their employees to serve as administrative representatives. Administrative representatives must use the Security Setup Tool in order to delegate security access to their employees for using the applications currently found on our Authorizations Portal, available on iLinkBLUE (www.bcbsla.com/ilinkblue), under the Authorizations and Medical Policy section.

Administrative Representative Profile Setup

Once a provider has selected the appropriate individual(s) for the administrative representative role, send an email to [email protected] to request administrative representative access. Our Provider Identity Management Team will then email an initial packet that includes:

the Administrative Representative Acknowledgment Form the Administrative Representative Profile Setup Instructions the Administrative Representative Profile Setup spreadsheet

Fully complete the spreadsheet and Acknowledgment Form for all of your administrative representatives, then email it to [email protected].

If an administrative representative determines that he or she needs access to one or more of the

Authorizations Portal applications, then security access to iLinkBLUE is also required.

Note: Administrative representatives are not required to have access to online applications or iLinkBLUE.

If access to the Authorizations Portal is required, then each administrative representative must later self-delegate, within the Security Setup Tool, his or her own access to the appropriate applications. This will be accomplished by following the instructions in the “Add User Access” section of this manual.

Since an administrative representative can only delegate access in his/her own profile, if another administrative representative is needed to provide additional access, they will follow the “Grant Access to Foreign User” instructions.


Administrative Representative Profile Setup Spreadsheet

The Administrative Representative Profile Setup spreadsheet is an excel spreadsheet that Blue Cross uses to collect needed information about each administrative representative. The spreadsheet can be used to report one or all administrative representatives. It can also be used to remove access for one or more administrative representatives. The spreadsheet may also be used to report that an administrative representative’s access be deleted from the Security Setup tool. The spreadsheet must be fully completed for each administrative representative and must be accurate.

Report on the spreadsheet each provider, the tax ID and NPI for which the designated administrative representative is responsible for delegating user access. Administrative representatives that are employed by a facility or provider group should include the facility or group level tax ID and corresponding NPI. Only if not part of a group or facility, report the provider’s individual tax ID and NPI.

The following information is collected on the Administrative Representative Profile Setup spreadsheet:

Field Instructions Representative Name Include the first and last name of the administrative representative. Title Include the job title of the administrative representative.

Email Address

Include the work email address of the administrative representative. must be a valid and unique email address cannot be a shared email address email address cannot exceed 100 positions

Note: If user’s email address exceeds 100 positions, have your technical support area create an alias email account. Use the alias in the setup process.

Phone Number Include the most direct work phone number, including area code, of the administrative representative.

Date of Birth Include the full date of birth of the administrative representative. Use the MM/DD/YYYY format to report the date of birth.

Provider Name Include the group or facility name. Only include the individual provider name if not part of a group or facility.

City Include the city where the provider is physically located.

iLinkBLUE 5-digit ID Include the iLinkBLUE ID number(s) if the administrative representative will be granting user access to the BCBSLA Authorizations application.

Tax ID* Include the tax ID of the provider for which the administrative representative will need to designate users.

NPI* Include the NPI that coordinates with the tax ID of the provider for which the administrative representative will need to designate users.

Comments Include any comments, notes, etc. to Blue Cross in this field.

*If a designated administrative representative is responsible for more than one tax ID and NPI combination, then complete a separate line for each tax ID and NPI combination.


Administrative Representative Acknowledgment Form

Before gaining access into the Security Setup Tool, each administrative representative is required to provide an acknowledgement indicating they completely understand their role and responsibilities as an administrative representative.


Step-by-step Instructions

The following pages of this guide contain step-by-step instructions to help the administrative representative completely and fully gain secure access to the Security Setup Tool.

It is important that the following steps are ALL completed and in chronological order.

Function Notification of Administrative Representative Access Adding URL to Trusted Sites Adding Link to Favorites Change Temporary Password First Login Using New Password Forget Password or Suspended/Locked-out Password License Agreement & Acknowledgment Login Instructions


Notification of Administrative Representative Access

Step Action 1. Once Blue Cross team enrolls an administrative representative, an initial “informational

email” will be sent to his/her reported email address. If the email does not appear in the inbox, please check the email junk folder.

The administrative representative will receive an initial email similar to the example below that will include instructions on how to access their “secure email” information:


Step Action 2. Administrative representatives will access their secure email through our Secure Email

Portal using the link listed on the initial email. The following page will be displayed:

If you have never registered on our Secure Email Portal or registered prior to March 9, 2011, you will need to register again. Click the “Register” button. This process sets up your password for our Secure Email Portal only.

If you have issues registering or changing the password on the Secure Email Portal page, please click the “Help” button to access an online manual.

This manual contains information to assist you with the Secure Email Portal. For additional assistance, send an email to [email protected] or call 1-800-216-2583, option 1.

3. Once on the Secure Email Portal page, please open the secure email.


Step Action 4. The secure email will contain the following information (blue text will be customized

with your information):

5. Click on the link in the email or copy and paste the URL (from the email) in the IE browser: https://authportalsecurity.bcbsla.com

IE 11.0 (or higher) is optimal for using the Security Setup Tool. Other versions will work; however, you may encounter IE closures. See Page 5 for details.


Adding URL to Trusted Sites

Step Action 1. You will receive the error “System is currently unavailable.” You will be required to add

this URL as a trusted site. If you do not have authority to add a trusted site, contact the area in your organization that supports your technical needs.

2. Click on the “Tools” tab.


Step Action 3. Next, click on “Internet Options.”

4. The “Internet Options” window will open. Click on the “Security” tab.


Step Action 5. The “Security” tab will display the options. Click on “Trusted Sites.”

6. The “Trusted Sites” information will be displayed. Click on the “Sites” button.


Step Action 7. The “Trusted sites” page will be displayed. The URL should be displayed in the “Add

this website to the zone” field.

8. Click on the “Add” button.


Step Action 9. The URL will be added into your trusted websites.

If you do not have authority to add a trusted site, contact the area in your organization that supports your technical needs.

10. Click on the “X” to close the “Trusted Sites” window.


Step Action 11. Click on the “X” to close the “Internet Options” window.

12. Click on the “X” to close the IE window.


Adding link to Favorites

Step Action

1. Open Internet Explorer (IE) 11.0 (or higher).

Note: IE 11.0 (or higher) is optimal for using the tool. Other versions will work; however, you may encounter IE closures. See Page 5 for details.

2. Click on link in email or type in: https://AuthPortalSecurity.bcbsla.com

3. The “Log in” page will be displayed:

4. Click on the “Favorites” menu item.


Step Action

5. Click on “Add to Favorites.”

6. The “Add a Favorite” box will be displayed.

7. Press the backspace key once. This will erase “SIGMA by idMLogic” (see above) and the name field will be blank as shown below.

Note: For support purposes, if you rename, please rename to “AP Security Setup.”

8. In the “Name” field, type AP Security Setup, then click on the “Add” button.


Step Action

9. Click on the “X” to close the “Add a Favorite” window.


Change Temporary Password

Step Action

1. The Security Setup “Log in” page will be displayed.

A. In the “Username” field, type in the user name as found on the email from Blue Cross.

B. In the “Password” field, type in the password as found on the email from Blue Cross.

C. Click the “Log in” button.


Step Action

2. The “Your password has expired” page will display.

A. In the “User Id” field, type in the username as found on the email from Blue Cross.

B. In the “Old Password” field, type in the password as found on the email from Blue Cross.

C. In the “New Password” field, type in a new password of your choice based on the following mandatory requirements:

Must be eight (8) positions

Must contain at least one upper and one lower case alpha character

Must contain at least one number

Must contain at least one of the following special characters:

( ! @ # $ % ^ & * + =

Cannot be a password that was previously used (one of the last nine passwords)

D. Retype your new password in the “Retype New Password” field.

E. Click the “Submit” button.


Step Action

3. Once all information is accurate and submitted, the “Password reset completed successfully” page will display.

Click on the “Click here to continue.”


First Login Using New Password

Step Action

1. The “Log in” page will be displayed.

In the “Username” field, type in the username as found on the email from Blue Cross.

A. In the Password field, type in the new password you entered on the “Your password has expired” page.

B. Click the “Log in” button.

Forget Password or Suspended/Locked Out Password

Step Action

1. If you forget your password or attempt to log in with the incorrect password, your username will become locked out.

A. If you have access to the Authorizations Portal, click the “Forgot/Reset Password” button to receive a temporary password via email. Change the temporary password in the Authorizations Portal application. This will also change your password in the Security Setup tool. Refer to the Authorizations Portal Quick Start Guide for detailed instructions, if needed.

B. If you do not have access to the Authorizations Portal, call 1-800-216-2583 option 1, to request to have your Security Setup Tool password reset.


License Agreement & Acknowledgement

Step Action

1. The first time you officially log in, the “License Agreement” page will display. Click on the “License Agreement” button.

2. Under the “Available Actions” section, the “Sign License Agreement” button will display. Click on the “Sign License Agreement” button.

3. The Authorizations Portal “Administrative Representative Acknowledgement” will display.

A. Click and hold the left mouse button on the scroll bar to scroll down to read the entire acknowledgement.


Step Action

4. After reading the acknowledgement, click on the “Submit” button.

5.

The confirmation page will display.

This is the only Request ID # assigned that does not need to be recorded on the Designated User Profile spreadsheet for future reference.

6. Under the “Available Actions” section, the “Sign License Agreement” button will display.

Click on the “Refresh” button at the top of the IE window:


Step Action

7. The “Home” page will display.

8. Click on the X to close the Internet Explorer window.


Login Instructions

Step Action

1. Open Internet Explorer (IE) 11.0 (or higher).

Internet Explorer 11.0 (or higher) is optimal for using the tool. Other versions will work; however, you may encounter IE closures. See Page 5 for details.

2. Click on the “Favorites” option.

3. Scroll down in your favorites list and click on the “AP Security Setup Tool” link.

4. The Security Setup Tool “Log in” page will display.

5. In the “Username” field, type in the username as found on the email from Blue Cross’ Information Security.

6. In the “Password field,” type in the password you created.


Step Action

7. Click on the “Log in” button.

8. The “Home” page will be displayed.


Designating Users

To comply with the Health Insurance Portability and Accountability Act (HIPAA) privacy rule provisions, it is imperative that administrative representative only grant user access to employees who legitimately require application access in order to fulfill their job responsibilities.

In addition to designating access to users, administrative representatives are responsible for terminating user access for each application an employee no longer needs access to, whether it be due to termination of employment or no longer requires the access (by application/provider number) to perform job duties.

Designated User Profile Spreadsheet

The Designated User Profile spreadsheet is an excel spreadsheet that is for office use only by the administrative representative and should not be submitted to Blue Cross. This spreadsheet is to be used to document and maintain user information and access.

Before an administrative representative can set up employees for user access to the Authorizations Portal, he/she should complete the Designated User Profile spreadsheet with information required to grant users access to the Authorizations Portal. For your convenience, this document is included as an attachment in the Notification of Administrative Representative Access email.

In addition to providing the administrative representative with all data elements that are required for the initial setup of users, this spreadsheet should be used to maintain a list of the users for modifying and deleting access (as required in the administrative representative agreement). This spreadsheet is for the provider’s use only and should not be submitted to Blue Cross.

The following information should be collected on the Designated User Profile spreadsheet:

Field Instructions User First Name Include the first name of the user. User Last Name Include the last name of the user. User Title Include the job title of the user.

User Email

Include the work email address of the user. must be a valid and unique email address cannot be a shared email address email address cannot exceed 100 positions

Note: If user’s email address exceeds 100 positions, have your technical support area create an alias email account. Use the alias in the setup process.

User Phone Number Include the most direct work phone number of the user, including area code.

User Date of Birth Include the full date of birth of the user. Use the MM/DD/YYYY format to report the date of birth.

Provider Name Include the group or facility name. Only include the individual provider name if not part of a group or facility.


Field Instructions

Provider ID Include the iLinkBLUE ID number(s) that the user will have access to and will use when submitting authorizations through the BCBSLA Authorizations application only.

Request ID # Use this field to record each Request ID # assigned during the user setup process.

Tax ID Include the tax ID of the provider for which the user will need access.

NPI Include the NPI that coordinates the tax ID of the provider for which the user will need access

Application Access

Check the appropriate applications the user will be authorized to access. BCBSLA Authorizations application Behavioral Health Authorizations application Preservice Review application

BCBSLA Authorizations Role

For the BCBSLA Authorizations Application Only Users should be granted one of the following roles:

Episode Role- most common user which has the ability to add, edit and view episodes they create/submit.

Supervisor Role- only for staff that will not only have the ability to add, edit and view episodes they create but also submitted by other users (for the provider ID’s the Supervisor is authorized to access). Supervisor Role will also have the ability to reassign episodes from one user (staff member) to another (the reassigned staff member must have access to the provider ID on the episode).

Comments Include any comments, notes, etc. Note: For provider locations with numerous tax ID and NPI combinations, the administrative representative has multiple setup options such as:

Designate a single user with access to multiple tax ID and NPI combinations. Designate separate users for each tax ID and NPI combination. Designate a user for access to only one application per tax ID and NPI combination. Designate a user for access to multiple applications per tax ID and NPI combination.

Setting Up Numerous Provider ID Numbers (for BCBSLA Authorizations application only)

For multiple setups, the administrative representative should select the first Provider ID tax ID and NPI combination listed then follow the “Add User Access” instructions in this manual to add additional access responsibilities for the user. This feature sorts provider names in alpha order (for an easier selection by name) and contains a “Select All” option. The administrative representative may authorize access to the user for any or all providers listed, as applicable to the user’s job duties.

If the first number listed that was assigned to the user (in order to have ease of selection from the Add User Access) should not be assigned to that user, follow instructions “Remove User Access” to remove that provider number from the user’s profile.


Primary & Secondary Administrative Representatives

Primary Administrative Representative – this is the administrative representative that sets up a user with initial access to the system.

Secondary Administrative Representative – any other administrative representative required to delegate access to the established user.

Example:

To initially set up a user, the primary administrative representative will use the “Setup User Access” instructions. This administrative representative will actually “Create the User” in the system and grant application access based on provider ID, tax ID and/or NPI access. The primary administrative representative must have all user data available from the Designated User Profile spreadsheet. Primary administrative representatives are responsible for removing or terminating access for the users they set up.

Admin Rep 1 sets up user with initial access to system

At a later time, Admin Rep 2 delegates access to an established user

USER

PRIMARY SECONDARY


The secondary administrative representative (different from primary) must grant additional access to the user by following the “Grant Access to Foreign User” instructions. Prior to granting access, the secondary administrative representative must obtain the user’s exact email address and date of birth (as initially set up by the primary administrative representative). If an administrative representative attempts to use the “Setup User Access” feature and the user is already set up, the error message “Duplicate User already exists” will display. This indicates that the administrative representative is secondary and should follow the “Grant Access to Foreign User” instructions instead.

If the primary administrative representative removes access for this user (to all providers and tax ID and NPI combinations found in the administrative representative’s profile) or terminates the user (removes all access granted by the administrative representative from the user), or an administrative representative attempts to set up a user and receives Duplicate User already exists, the administrative representative must follow the “Grant Access to Foreign User” instructions.


Setup User Access

These instructions should be followed by the first or primary administrative representative that will give the user initial access to the system.

Note: To set up a user with additional access by a secondary (subsequent) administrative representative, follow the “Grant Access to Foreign User” instructions instead.

Step Action

1. Login to the Security Setup Tool.

2. Click on the “BCBS User Management icon.”

3. On the “Manage Users” page, click on the “Create New” button.

4. The “Manage Users” page will be redisplayed with Available Actions populated. Click on the “Create New User” button.


Step Action

5. The “User Profile” page will display:

Tab to move from field to field. You will be required to scroll down to additional fields. Complete the “User Profile” page with data collected on the Designated User Profile spreadsheet to complete the fields on the person you are setting up for access.

The following fields must be completed:

TaxID : NPI: This is a drop-down box that shows the tax ID and NPI combination you are authorized to assign to a user. If multiple tax ID and NPI combinations need to be assigned to the user, select the first appropriate combination, then press the “enter” key (or left click your mouse) to redisplay the listing. Continue this process until all tax ID and NPI combinations have been added to the user.

User ID (Email): This is the user’s work email address.

First Name

Last Name

Title

Phone Number

Date of Birth: (year, month, day) Click on each drop-down box to reveal the date information.

Application Access: Click the application(s) the user should have access to. If multiple applications are needed, press the “enter” key (or left click your mouse) to redisplay the listing. Continue this process until all applications have been selected.

BCBSLA Authorizations Role: (indicate only if the user has access to the BCBSLA Authorizations application) Choose “Episode Only” or “Supervisor” access.


Step Action

Provider ID: (for BCBSLA Authorizations application only) This field only displays when the user is assigned access to the BCBSLA Authorizations application. Click the provider name/iLinkBLUE ID number that should be accessed by the user.

If multiple provider IDs need to be assigned to the user, select the first appropriate IDs, then press the “enter” key (or left click your mouse) to redisplay the listing. Continue this process until all provider IDs have been added to the user.

NOTE: If too many provider names/iLinkBLUE numbers are displayed, select the first provider name/iLinkBLUE ID number then refer to the “Add User Access” instructions.

6. Once all data has been entered, click the “Submit” button. A confirmation will be display indicating the setup was successful.

7. The confirmation page showing the Request ID # will display. Please record the Request ID # assigned in Designated User Profile spreadsheet for future reference.

Note: Refer to the Request ID Assigned section of this manual for more details on using the Request ID #.

Note: If numerous provider ID numbers need to be assigned to a user, refer to the “Add/Remove User Access” instructions for completing the provider selection process before notifying the user as outlined on the next page.


Step Action

8. Once you receive confirmation, the administrative representative should send the following email notification and the Authorizations Portal Quick Start Guide (attached to the email you received from Blue Cross’ Information Security Team) to the user to let them know they can begin using the Authorizations Portal.

**Note to Administrative Representative: only list the applicable application(s) above that were actually granted to the user you are emailing.

Hello ___________ (user first name),

You are now set up to begin using the Authorizations Portal. Your username will be your email address of: ____________________.

Attached you will find the Authorizations Portal Quick Start Guide, which will provide you with step-by-step instructions for correctly setting up your system and logging on to iLinkBLUE and the Authorizations Portal.

I have set you up with access to the following applications:

**BCBSLA Authorizations **Behavioral Health Authorizations **Pre-Service Review

Once you login to the Authorizations Portal landing page, only the applications you were given access will be displayed.

Please follow each step in the guide that corresponds with the applications identified above. This will ensure you have full access to all features in each application.


Grant Access to Foreign User

When a subsequent or secondary administrative representative (additional to the primary administrative representative who originally set up the user for access) must grant additional access to an established user, they must follow these instructions.

Prior to granting access, the secondary administrative representative must obtain the user’s exact email address and date of birth as initially set up by the primary administrative representative. If the email address or date of birth of the user is incorrectly entered, the secondary administrative representative will receive an error. The primary administrative representative should use the “My Requests” feature along with the original request ID # to verify/obtain the correct email address and/or date of birth. Please reference the “Request ID # Assigned” section of this manual for instructions.

Step Action


2. Click on the “BCBS User Management” icon.

3. On the “Manage Users” page, click on the “Create New” button.

4. The “Manage Users” page will be redisplayed with Available Actions populated. Click on the “Grant Access to Foreign User” button.


Step Action

5. The “Grant Access to Foreign User” entry screen will display.

Complete all fields.

Note: For a secondary administrative representative to add additional providers when multiple provider IDs were displayed, once you have selected one, continue through step 7, then follow the instructions for “Adding User Access.”

User Email: Enter the user’s work email address as recorded on the Designated User Profile spreadsheet.

Date of Birth: (year, month, day) Click on each drop-down box to reveal the date information.

Tax ID:NPI: This is a drop-down box that shows the tax ID and NPI combination you are authorized to assign to a user. If multiple tax ID and NPI combinations need to be assigned to the user, select the first appropriate combination, then press the “enter” key (or left click your mouse) to redisplay the listing. Continue this process until all tax ID and NPI combinations have been added to the user.

Note: When the tax ID and NPI combination is displayed, hovering over the “i” will display the provider name.

6. Once all data has been entered, click the “Submit” button. A confirmation will display indicating the setup was successful.


Step Action



Note: If you do not want to grant access to this user, you may close the window or click the “Close” button to disregard all changes to the user.

8. If user access is required for additional provider IDs for the BCBSLA Authorizations or new applications, follow the “Add User Access” instructions.

9. Notify the user they should now have the access you just added.


Add User Access

Applications, Provider & Tax ID:NPI Access

The administrative representative will use this feature to add applications, provider IDs and tax ID/NPIs to an established user’s profile.

Administrative representatives can only add provider IDs and tax ID/NPIs that are contained within their own administrative representative profile. Therefore, if multiple administrative representatives exist with different profiles, each is required to individually add user access, as applicable.

Step Action

1. Login to the Security Setup Tool. 2. Click on the “Access” icon.

3. The “Access” page will display. Click on the “User(s) Search” button.

4. The “User Search” page will display. Type the user’s name in the search field then click on the “Search” button.


Step Action

5. The user’s name will display. Click on the user’s name.

Note: If the user’s name does not display, this indicates that the user does not have the same provider ID or tax ID/ NPI access as found in the administrative representative’s profile. To add access for the user, you must first follow the “Grant Access to Foreign User” instructions.


Step Action

6. The “Add User Access” tab shows existing as well as new access that can be added within each category. Categories include:

Application Access Provider Access for BCBSLA Authorizations Portal & Pre-Service Review TaxID:NPI Access

To view content in each category, click on each category heading.

The “Add User Access” tab shows:

1. a user’s existing access 2. the scroll bar to view all user permissions, as applicable 3. the “Provider Access for BCBSLA Auth Portal & Pre-Service Review” category

that displays two functions: the "Select All Providers" option for group provider IDs shown. This allows

the administrative representative to authorize the user for all associated provider IDs.

the ability to select each individual provider (shown in alpha order) within the provider group. This allows the administrative representative to authorize the user for individual provider IDs.

4. click the plus sign next to each category detail you wish to delegate access 5. if a user’s access to an application, provider ID and tax ID/NPI are added, the

cart will show the number of “Added Permissions.”

If the user shows as having access under the “Application AR,” “Provider AR for BCBSLA Auth Portal & Pre-Service Review” and/or “TaxID:NPI AR” categories, then the user is actually an administrative representative. Administrative Representative access can only be adjusted by Blue Cross. To request administrative representative profile changes, please contact our Provider Identity Management Team at [email protected].


Step Action

7. Click on the type(s) of access you wish to add: Application Access Provider Access for BCBSLA Authorizations Portal & Pre-Service Review TaxID:NPI Access.

When selected, click the plus symbol next to the item you wish to add (continue to do this for each application, provider and tax ID/NPI access you wish to add).

8. Once all additions have been selected, the “SIGMA Cart” section on the right side of the screen will indicate the number of additions.

Note: When adding user access for a group provider, it will only count as 1 item.

Click the “Check Out” button to add the privileges for the user.

9. The “Request Summary” page will be displayed. Click on the “Submit” button to add access.


Step Action




Remove User Access

Applications, Provider & Tax ID:NPI Access

The administrative representative will use this feature to remove applications, provider IDs and tax ID/NPIs from an established user’s profile.

Administrative representatives can only remove the tax ID and NPI or provider access that is contained within their own administrative representative profile. Therefore, if multiple administrative representatives exist with different profiles, each is required to individually remove user access, as applicable.

If the administrative representatives wish to remove all access they granted a particular user, follow the “Terminate User” instructions.

Step Action

1. Login to the Security Setup Tool. 2. Click on the “Access” icon.

3. The “Access” page will display. Click on the “User(s) Search” button.

4. The “User Search” page will redisplay. Type the user’s name in the search field then click on the “Search” button.


Step Action

5. The user’s name will display. Click on the user’s name.

Note: If the user’s name does not display, this indicates that the user does not have the same provider or tax ID and NPI access as found in the administrative representative’s profile. Therefore, those privileges have already been removed. If another provider or tax ID and NPI access exists, the administrative representative with those in their profile must remove the user’s access.


Step Action

6. The “Current” tab shows existing access that can be removed by each category. Categories include:

Application Access Provider Access for BCBSLA Authorizations Portal & Pre-Service Review TaxID:NPI Access

To view content in each category, click on each category heading.

1. allows for the REMOVAL (by selecting minus symbol) of applications, provider,

or Tax ID:NPI access 2. if a user’s access to an application, provider or Tax ID and NPI are removed, the

cart will show the number of removals

The “Current” tab shows: 1. a user’s existing access 2. the “Provider Access for BCBSLA Auth Portal & Pre-Service Review” category

that displays two functions: the "Select All Providers" option for group provider IDs shown. This allows

the administrative representative to remove all associated provider IDs from the user at one time.

the ability to select each individual provider (shown in alpha order) within the provider group. This allows the administrative representative to remove individual provider IDs from the user.

3. click the minus sign next to each category detail you wish to delegate access 4. if a user’s access to an application, provider ID and tax ID/NPI are removed, the

cart will show the number of “Removed Permissions.”

If the user shows as having access under the “Application AR,” “Provider AR for BCBSLA Auth Portal & Pre-Service Review” and/or “TaxID:NPI AR” categories, then the user is actually an administrative representative. Administrative Representative access can only be adjusted by Blue Cross. To request administrative representative profile changes, please contact our Provider Identity Management Team at [email protected].


Step Action

7. Click on the type(s) of access you wish to remove: Application Access Provider Access for BCBSLA Authorizations Portal & Pre-Service Review TaxID:NPI Access.

When selected, click the minus symbol next to the item you wish to remove (continue to do this for each application, provider and tax ID/NPI access you wish to remove).

8. Once all removals have been selected, the “SIGMA Cart” section on the right side of the screen will indicate the number of removals.

Note: When removing user access for a group provider, it will only count as 1 item.

Click the “Check Out” button to remove the privileges for the user.

9. The “Request Summary” page will be displayed. Click the “Submit” button to remove access.


Step Action




Terminate Authorizations Portal Access

Administrative representatives are responsible for implementing procedures to terminate/delete user access when an employee terminates employment or is no longer involved in the authorization process for Blue Cross and Blue Shield of Louisiana members.

If an employee is terminated from employment and was granted access by multiple administrative representatives, unless one of the administrative representatives has access to all applications and provider ID and tax ID/NPI numbers activated for the employee, each administrative representative will be required to delete the provider access they previously granted. It is the responsibility of the primary administrative representative to coordinate terminations with secondary administrative representatives and ensure that the termination process is complete.

Step Action



3. Click on the “Search” box and type in the first and last name of the user you plan to terminate. Press “Enter.”


Step Action

4. The user name will display.

Note: If the user’s name does not display, this indicates that the user’s access does not match the administrative representative’s privileges; therefore this administrative representative cannot terminate any existing access for the user. If other administrative representative’s profile matches the user, each administrative representative must “Terminate Access” to totally prevent the user from using the applications, provider ID and tax ID/NPI access that was previously granted.

5. Click on the user name to display the “Available Actions” box to the right.

6. Click on “Terminate User.”


Step Action

7. Review A, B and C to determine which action you want to take on this user’s access.

A. The following screen will be displayed with the message “The user’s access will be terminated based on your access.”

B. To abandon the changes, click the “X” or the “Close” button. C. To delete the user’s privileges that are defined in the administrative

representative’s profile, click the “Submit” button.




Modify BCBSLA Authorizations Role

Within the BCBSLA Authorization application only, this allows the administrative representative to assign user roles as follows:

Episode Only (for users who should only have Add, Edit and View access) Supervisor (further allows the ability to reassign work from one user to another in the

BCBSLA Authorizations application).

Step Action



3. Click on the “Search” box and type in the first and last name of the user. Press “Enter.”

4. The user name will display.

Click on the user name you wish to modify and the “Available Actions” box will display to the right.

Note: If the user’s name does not display, this indicates that the user’s access does not match the administrative representative’s privileges; therefore this administrative representative cannot change the role for the user. The administrative representative that assigned this user privileges will be required to change the role.


Step Action

5. The “Available Actions” will populate on the right side. Click on the “Modify User’s BCBSLA Auths Role” option.

6. The user’s information will display along with the role currently assigned. Click the drop box arrow to display the user’s roles.

7. Click on the role you wish to assign this user.

8. Click the “Submit” button to change the user’s role.

Or

Click the “Close” button to abandon changes.


Step Action

9. The confirmation page showing the Request ID # will display. Please record the Request ID # assigned in the Designated User Profile spreadsheet for future reference.



Manually Change Password

The system will prompt administrative representatives to change their password every 60 days. The password can be changed in one of two ways:

1. Within the Authorizations Portal if the administrative representative has access to the portal, or

2. When prompted in the Setup tool.

If a password becomes compromised or there is a need to change it before the system prompts, follow the steps below:

Step Action



3. Click on the “Search” box and type in your first and last name. Press “Enter.”

4. Your user name will display.

Click on your user name and the “Available Actions” box will display to the right.


Step Action

5. The “Available Actions” will appear populated on the right side. Click on the “Reset User Password” option.

6. The “User Details” screen will display, showing your User ID, First Name and Last Name.


Step Action

7. Click in the “Password” field to enter the new password. Your password must meet the requirements listed. Re-enter your new password in the “Confirm Password” field.

Note: Press the “Tab” key once (or use the scroll bar to reveal the “Confirm Password” field.

Note: If your password or confirm password fields do not match or do not meet the password requirements, you will receive error messages on the screen until corrected.




Request ID # Assigned

The “My Requests” icon will be used to view the requests by the administrative representative. The administrative representative can only view the users they set up. This application will be useful to see exactly what email address and/or date of birth was assigned to a user. It can also be used to view additions, modifications and terminations initiated by the administrative representative.

Step Action


2. Click on the “My Requests” icon to open the “My Requests” option.

3. The “My Requests” option will display the most recent requests.

4. Obtain the Request ID # recorded on the Designated User Profile spreadsheet. Use the scroll bar to find the Request ID#.

If the Request ID # is not located on the first page, click on page number at bottom to search additional pages until you locate the Request ID #.


Step Action

5. Once you find the Request ID #, click on the “Request ID #” line and the corresponding request will open on the left side of the page.

6. Click on the icon between the “Permission Name” and the “Status” to open the “Invocation Form.”

7. The user’s email and date of birth will display on the screen.

8. To return to the main menu, click on “Home” link.


Authorizations Portal Access History

The Revision History has been added to this manual to provide an overview of changes that have been made when a newer version of the guide is published in iLinkBLUE. The revision history is intended to provide a snapshot description of the change(s) along with the date the revision was made (internally) along with the BCBSLA representative’s initials.

Revision Description Approved

Date Writer Revision

Manual creation. 01//2015 EDI

Updates made and Version 1 created for distribution.

05//2015 EDI V1

Updated graphics to match tools, portals and applications.

05//2015 EDI V1a

Updated Remove User Access and Terminate Access sections.

05/2015 EDI V1a

Updated User administrative representative Notification Letter information.

08/2015 EDI V1b

Title change. 10/2015 EDI V1c

Based on Security Setup Tool upgrade, manual format and full content changes made. Added Behavioral Health application.

06/2016 NAD 17EDXXXX 06/16

security setup guide - authorizations portal log on · to use your manual, first familiarize...

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