(the plus sign) beside a panel to open the panel. Click 
(the minus sign) to close the panel. You use the Maintain Entity page to add or edit un-enrolled entities (clients) such un-enrolled members, attorneys, and others. When an entity is created, a CM entity ID is assigned. The CM entity ID is the contact management specific ID used when creating case records or correspondence records for the un-enrolled client.
The Maintain Entity page contains the following panels:
You can open or close certain panels. Click (the plus sign) beside a panel to open the panel. Click (the minus sign) to close the panel.
| Field | Description |
|---|---|
|
These fields display information about the entity to whom or from whom the communications occurs. The fields displayed are determined by the entity type:
|
|
| Entity Type |
The type of organization, institution, or individual. Examples: Un-enrolled Member, Attorney |
| CM Entity ID |
Unique identifier for the contact management entity to identify the un-enrolled entities. |
| Organization Type |
The type of organization to which the entity belongs. Examples: Individual, Group, Both |
| Organization Name | The name of the organization. Displayed when Organization Type is Group or Both. |
| Prefix |
The preferred title to use before an entity's name. Examples: Mr., Mrs., Ms. |
| First Name |
The first name of the entity. |
| MI |
The middle initial of the entity. |
| Last Name |
The last name of the entity. |
| Suffix |
Letters that appear at the end of a person's last name. Indicates if contact is a Senior, Junior, Third, etc. Used when one or more relatives in the same family have the same name to indicate relationship to one another. Format: Up to four alpha characters Examples: I, II, III, IV, V, Jr., Sr. |
| SSN |
Social Security Number. A nine-digit number assigned by the Federal government, usually assigned at the time of birth and used for tax purposes. Format: NNN-NN-NNNN or NNNNNNNNN Example: 123-45-6789 Note: This field cannot contain all zeros. |
| EIN |
A nine-digit number called the Employee Identification Number and assigned by the Federal government to a business and used for tax purposes. Format: NN-NNNNNNN or NNNNNNNNN |
| Professional ID Number |
The unique identifier associated with the entity for professional purposes. This field is not displayed for an un-enrolled provider or member or for a county. |
| Line of Business |
The unique code that identifies the line of business, a high-level payer, or funding source such as Medicaid. |
| Field | Description |
|---|---|
|
To add a contact, click Add Contacts. To edit, in the Contacts table, click the appropriate row. If a contact has been voided, the information cannot be edited. |
|
| Status |
Indicates whether the contact is current. Examples: Active, Deactivated, Pending (a future contact change), Void (entered incorrectly and never used) |
|
Contact Type |
The kind of individual or organization that acts on behalf of an entity. |
|
Begin Date |
The first date the contact is valid. Default: Date contact is first saved |
| End Date |
The date the contact is no longer valid. Default: 12/31/9999 |
| Significance | The code that indicates if it is the primary, secondary, or tertiary contact within this contact type. |
| Title |
The organizational title of the contact. Example: President |
| Prefix |
The preferred title to be used before the contact's name. Examples: Mr., Dr., Mrs., etc. |
| First Name | The legal first name of the contact. |
| Middle Name | The middle name of the contact. |
| Last Name |
The legal last name of the contact. |
| Suffix |
Letters that appear at the end of a person's last name. Indicates if contact is a Senior, Junior, Third, etc. Used when one or more relatives in the same family have the same name to indicate relationship to one another. Format: Up to four alpha characters Examples: I, II, III, IV, V, Jr., Sr. |
| SSN |
The Social Security number of the contact. A nine-digit number assigned by Federal government, usually assigned at the time of birth and used for tax purposes. Format: NNN-NN-NNNN or NNNNNNNNN |
| Date of Birth |
The date the person was born. Format: MM/DD/YYYY |
| Date of Death |
The date the person died, if applicable. Format: MM/DD/YYYY |
| Gender |
The gender of a person, usually male or female. In some cases, the gender may also be unknown. |
| Field | Description |
|---|---|
|
To add address information, click Add Address. To edit, in the Address table, click the appropriate row. After saving, the edited information is displayed in a new row with a beginning date equal to the current date and the old information is displayed with an updated ending date. A voided address cannot be edited. After saving the information, the address is verified. If it cannot be verified, you have the option to save the original address, choose one of the various versions of the corrected address, or cancel the operation. Not all fields may be available on this page. |
|
| Show Voids |
Indicator to display voided (inactive) records. Select to display both active and inactive records. Leave blank to display only active records. |
| Void |
In the table, the date the record was voided. If the record has been voided, none of the information can be changed. When editing, indicates whether the record is active (No) or inactive (Yes). If inactive the record is ignored when processing. Only records with beginning dates in the past can be voided. Records with beginning dates in the future can be deleted. |
| Begin Date |
The first date the address is valid. Address date ranges cannot overlap for the same address type and significance unless the address has been voided. Default: Date address is first saved |
| End Date |
The date the address is no longer valid or was found to be incorrect. It must be a date later than or equal to the beginning date for this address. When adding, this field is automatically completed. When saving an edited record, if address date ranges overlap for the same address type and significance, the system automatically completes this field with the appropriate date to prevent the overlap. For example, if there is another address span on the record that begins at date in the future, the system completes this field for the current address with the date that is one day before the future span begins. Default: 12/31/9999 |
| Address Type |
The type of address. Examples: Billing, Residential |
| Significance Type Code |
The code that indicates if it is the primary, secondary, or tertiary address within this address type. You can only select one primary address for each address type. |
| Status |
Indicates whether the address is current. Automatically completed by the system. If the address is edited twice on the same date, when the address is saved, the system automatically voids the old information. Default: Active |
| Change Reason |
The explanation for why the use of the address has changed. Example: Returned mail |
| Return Mail Date |
The date mail sent to this address was returned. Available only if Change Reason indicates mail has been returned. |
| Address Line 1 - 2 |
Line 1 contains the street or post office box information. Line 2 contains additional address information. |
| USPS Verified Line 1 through Line 2 | The address as verified by the United States Postal Service. |
| City | The name of the city or town to be used when mailing to this address. |
| State |
The abbreviation for the state for this address. |
| Zip Code | The postal code and extension for this address. |
| Country |
The name of the country for this address. Default: United States of America |
| County |
The name of the county for this address. Automatically displayed when editing. |
| Town |
The name of the town for this address. Automatically displayed when editing. |
| Location |
The location of a provider. Examples: In State, Out of State, Border |
| Region |
The region of the state in which this address is located. Automatically displayed when editing. Examples: Northwest, Southeast, Lake Region. |
| Latitude | The latitude of the address. Value will be null if the address cannot be validated. |
| Longitude | The longitude of the address. Value will be null if the address cannot be validated. |
| Field | Description |
|---|---|
|
To add a new phone, click Add Phone Record. To edit, in the Phone table, click the appropriate row. |
|
| Phone Type |
Indicates type of phone number. Examples: Home, Work, Cell |
| Begin Date |
The first date the phone number is valid or established in the ND MMIS. Note: The Begin Date must be earlier than or equal to the current system date. |
| End Date |
The date the phone number is no longer valid. Note: The End Date must be later than or equal to the Begin Date. |
| Significance Type Code | The code that indicates if it is the primary, secondary, or tertiary phone number within this phone type. You can only select one primary number for each phone type. |
| Status Code |
Indicates if the phone number is current. Examples: Active, Inactive, Pending, Void |
| Phone # |
The entity's United States phone number. |
| Ext. | An extension if available. |
| Out of Service |
Indicates if a phone is out-of-service. |
| Country Code |
Indicates if the phone number is a United States number or a number in another country. |
| International Phone # |
The entity's international phone number. |
| Field | Description |
|---|---|
|
To add a new e-mail address, click Add E-Address Record. To edit, in the E-Address table, click the appropriate row. |
|
| E-Address Type Code |
Indicates the type of electronic address. Examples: Home, Office, or Global |
| Begin Date |
The first date the e-address is valid or established in the system. Note: The Begin Date must be earlier than or equal to the current system date. |
| End Date |
The date the e-address is no longer valid. Note: The End Date must be later than or equal to the Begin Date. |
| Significance Type Code | The code that indicates if it is the primary, secondary, or tertiary e-address within this e-address type. You can only select one primary e-address for each e-address type |
| Status Code |
Indicates if the e-address is current. Examples: Active or Void |
| E-Address |
The actual e-mail address of the contact. Example: BAPerry@share.com |
| Bounced Address | Indicates if the e-address could or could not receive mail. |
Version as of 5/16/14.
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