Horizon Docs

Hello and welcome! Thank you for joining Horizon Docs training. Horizon Docs is a web-based centralized document repository that allows Horizon to securely exchange documents with providers.

Today's agenda: What is HorizonDocs, Why are we implementing it, as well as How to use HorizonDocs. This slide deck will also serve as a quick reference guide for you. Over the course of this presentation, Horizon refers to both lines of business, Horizon Blue Cross Blue Shield New Jersey, and Horizon New Jersey Health.

Horizon Docs is a web-based centralized document repository that allows Horizon to securely exchange documents with providers. Some of the key features is that it's a web-based tool accessible via Navinet provider portal, for both Horizon Blue Cross Blue Shield of New Jersey, and Horizon New Jersey Health. The documents are organized by category and subcategory. Email notification is sent to the designated users when we Horizon send a document, documents are sent to Providers based on TIN or tax ID number. Users are assigned permission to view documents based on the sensitivity level of the document. We will be going over the different sensitivity levels of the documents. The providers assign their users permission based on the type of document, they should be able to view, and what best fits their role and responsibilities within the practice.

Why are we implementing HorizonDocs? To establish a portal for Horizon and Providers to exchange documents, in an easy and fast way, that ensures proof of submission

We will be reviewing the four steps to exchange documents with Horizon. If you are new to the Navinet provider portal, you have to register for access to Navinet. First, provide a security officer, then set the permissions for their users to view documents based on sensitivity level of the document, on the Navinet provider portal. The security officer will be established during the registration process. The provider security officer registers user email addresses, to be notified when Horizon sends documents. Horizon users access Horizon docs to exchange documents with Horizon, by viewing and downloading documents sent by Horizon and you can send and upload documents to Horizon. If you already have access to Navinet provider portal, this should be familiar to you. But if you are not the security officer please skip steps 1, 2 and 3 and begin with step 4. We will be reviewing all the steps.

Step 1: Register for access to Navinet. Please note that Navinet access requires Windows 7 or higher and your browser should be set to Google Chrome.

This slide is very important! HorizonDocs can only be accessed using Navinet, all providers must have access to Navinet to access HorizonDocs. If you do not have access to Navinet there's a link (in blue) to register. You will provide the requested contact and office information and follow the registration process. The user who registered the provider on Navinet will automatically be assigned as the Security Officer for the provider as a default. The Security Officer is a special role that will be responsible for setting up and managing permissions for the users to view documents based on the sensitivity level. You also will register email addresses of users in your office who should be notified when Horizon sends a new document belonging to a specified category and just to note the clinical sensitivity level will be the level the user must have to view the document. The Security Officer must register everyone in the office that works with our programs. Just to reiterate if you are currently not registered for Navinet, the first person that goes on to register becomes a security officer by default.

Step 2: Security officer will now set up user permission based on document sensitivity.

There are three sensitivity levels that a Security Officer can enable or disable for each user and this can be modified at any time by the Security Officer. The 3 levels are: Clinical: ‘Sensitive’ which may contain PHI and PII but no financials only clinical data. Non clinical: ‘Sensitive’ which may contain PHI and PII, financials, but no clinical data. General: contains only Non PHI, Non PII, no financial data. Horizon will ensure documents are mapped to Categories and Subcategories that in turn map to a particular sensitivity level. For example, The Quality Improvement Liaison may request records for supplemental data; the Category is “Quality,” the level of sensitivity for the category is “quality,” is mapped to “Sensitive-Clinical.”

There are two versions of the Navinet provider portal; one is for Horizon BCBS New Jersey, and the other one is for Horizon New Jersey Health. Please take notice we have two sites here for you and you have to set up user permissions for both Horizon commercial and then you have to set up users for Horizon New Jersey Health.

So we're going to set up user permissions now. On the Navinet toolbar, you going to select my health plan and then click Horizon New Jersey Health or Horizon BCBSNJ.

Next step you’re going to go to the Navinet toolbar, select Administration and click Manage User Permission.

On this screen, you are going to select the users whose permission you would like to change, and click edit access. This will be repeated for all users who would need access to Horizon Docs; as previously stated the Security Officer can change user permissions at any time. On the User Transaction Management screen, click enable, this enables the sensitivity level for the user. Security Officers must assign users to one or more Sensitivity level based on the types of documents users need to view. This is a critical step, since users will only be able to view documents that map to the sensitivity level that they have been assigned to by their Security Officer. If a user is not assigned a sensitivity level, they will not be able to see any documents in Horizon Docs. Security officers must assign him or herself permissions in order to view documents on Horizon Docs. We recommend that Security Officer signs at least one person, to all three Sensitivity levels, so that this ensures that at least one person in the office will have access to receive all documents that were sent by Horizon.

This page, in the Navinet toolbar, if you select the “Help” will showcase video tutorials to help you navigate Navinet, and set up user permissions.

Step 3: Registering email addresses. The Provider Security Officer registers email addresses to receive email notification of when Horizon sends documents. This serves as an alert for users to enter the portal when documents are available to view and download in HorizonDocs. Navinet does not have email addresses captured so to ensure that users receive this email notification, it is essential to input email addresses attached to each perspective user.

We will now review how to register email addresses. Again you will access the Navinet toolbar and select My Health Plans, then click either Horizon NJ Health or Horizon BCBSNJ. The security officer can only access HorizonDocs after he or she sets up permission for him or herself. After the Security Officer sets up their own permission, the Security Officer must log out and log back into Navinet Provider Portal to see the Horizon Docs link. Once you selected a plan, Horizon New Jersey Health or Horizon BCBSNJ under Workflows for this plan you will see a Horizon Docs tab, as shown boxed out in red.

Once you have selected the ‘Horizon Docs’ tab under Workflows, you will be brought to the Horizon to Provider page.

The Security Officer identifier will only be visible to the Security Officer. Click the Security Officer tab at the top of the screen.

Click Yes on the dialogue box to enter email address information. Note: This dialog box will continue to display until you assign at least one email address for each TIN/Sensitivity Level combination.

Now to begin registering other user emails. Select a TIN otherwise known as Tax Identification Number, and Category from the drop down and enter one or more email addresses that will receive notification when Horizon sends a document to the TIN and category and click save. We recommend entering at least one email address for each TIN/Category combinations. This is important, so you receive a notification any time Horizon sends you a document. A security officer can change the email address at any time.

Click Security Officer to return to this page at any time to change or delete email addresses. Only Security Officers have access to this page/information.

Step 4: We will review how users exchange documents using HorizonDocs. Now that you are registered with Navinet, please go once again to the Navinet toolbar, select my Health Plans and then click either Horizon NJ Health or Horizon BCBSNJ.

Please select the HorizonDocs link after the Security Officer has set up your permission, or if you are the Security Officer once, you have registered yourself. If the link is not visible please reach out to your Security Officer, if you are the Security Officer please reach out to Navinet for assistance after reviewing these slides.

After you have selected the HorizonDocs tab, the Horizon Provider page should be populated. This page shows all the documents that Horizon has sent to Providers. It displays the login, welcoming the user accessing HorizonDocs, the bell like icon displays the status of document uploads and the HorizonDocs Navigation toolbar.

In order to best utilize this portal, it is important to familiarize one’s self with the columns on the Horizon to Provider page. There’s the TIN, to whom the document was sent to - The New icon, which identifies documents that have not been viewed by any of your assigned officers - Category, this is the category assigned to a document established by Horizon - Sub Category this is a sub-category also assigned by Horizon - The File Name is the name of the document sent - Sent by, identifies the user who sent the document - Sent date, is the date the document was sent - Viewed by, displays who was the first provider user who viewed the document - Viewed date, this is the date the document was first viewed.

We will further review the icons and additional details about documents sent by Horizon within the Horizon to Provider page. Reviewing Expiration: The yellow icon indicates if the document is close to expiring in less than 10 days. The dark gray icon indicates the document is not expired and can be downloaded. The red Icon indicates the document has already expired, and cannot be viewed or downloaded. Light gray icon indicates the document has expired, but has been viewed and also downloaded. Status of the document: The black eye icon indicates the document has not been viewed. The green eye icon indicates the document has been viewed. Actions: The Blue arrow icon pointing down, allows you to download the document to your desktop.

Once a document expires, it can no longer be downloaded from HorizonDocs. However, expired documents will remain visible on HorizonDocs for 30 days. To view a document that has expired, click the Resend icon. After a resend request is received, the document will become visible again on HorizonDocs and can be downloaded until the new expiration date.

When you click Resend, a message box will display requesting confirmation of the resend request. Click Yes.

This page shows all the documents that Providers sent to Horizon, similarly laid out to the Horizon to Provider page, with the TIN, Category, Sub-Category, File Name, Sent By, Sent Date, and the Action icon.

Searching and filtering, on Horizon to Provider page. The search bar at the top of the page can be used to search for or filter documents by: TIN, Category, Sub-Category, Date range. Once you have entered the search criteria of 1 or more categories click the search button which is the magnify glass. Documents matching the filters you selected will be displayed. To clear out the search filters, select the round arrow icon.

This page reviews documents sent by Providers to Horizon; it’s a way to confirm and track what documents have been sent to Horizon. Select the different ways you would like to filter, by: TIN, Category, Sub-Category, Date Range. Then click the Search button, which is the magnify glass icon. Documents matching what you filtered will display. Once again to clear search filters, click the round arrow icon to reset.

Please only use Horizon Docs to respond to a request you receive. This includes patient data related to gap reports.

This page will show you how to upload documents. Enter your email address. Enter your name. Select the Category from the dropdown list. You will only be able to select categories that your Security Officer assigned you access to. To adjust what categories you have access to, you must reach out to your Security Officer. Select the Sub-Category from the dropdown list. Only sub categories belonging to the selected Category will be visible. Select the TIN from the dropdown list. Optional but strongly recommended is to enter Horizon recipients email and any comments you would like to add. Browse to select the documents you want to upload; you can upload up to 10 documents in one transaction.

Click next after entering all the required information on the Upload Documents page. The Next button will be enabled when all the required fields are completed.

Once you click on Next, the confirmation page is displayed. This allows you to review what has been uploaded. If you need to modify anything click on the back button located on the bottom right corner. If there are no changes click Confirm.

Once Confirm has been clicked it will bring you to the Confirmation Page. If you’re ready to upload the document click ‘yes’ to send the documents to Horizon. If you are not ready to send the documents click no, this will return you to the upload document page.

This now brings us to the validation page. This allows the individual sending the document to be able to see that the document was successfully uploaded. While the document is being uploaded, the progress of the upload will be displayed as an alert bell icon; click the bell icon to minimize. A green check mark will signal that the document was successfully uploaded. A red X will be displayed in a pop up window if the document was not successfully uploaded. If the document was successfully uploaded it will appear at the top of the provider Horizon page. If it was not, it will not appear.

Provider to Horizon. Before sending a document to Horizon, please review the attached spreadsheet for: Categories for Documents sent by Providers, Sub-Categories associated with Categories and the Description of the types of documents that should be assigned to each Category/Sub-Category, Sensitivity Level.

Horizon to Provider. Please review the attached spreadsheet for: Categories and Documents sent by Horizon, Sub-Categories associated with Categories, Description of the types of documents that should be assigned to each Category & Sub-Category, and Sensitivity Level.

These are examples of frequent documents that Horizon sends to providers. The red arrows are pointing to two documents that the Quality Results and Recognition Clinical Quality Improvement Liaison sends to providers. The Provider Gap report is the ‘document name’ the ‘category’ is Patient Data, and the ‘Subcategory’ is Medicare Gap lists, the “sensitivity level” is clinical. The R&R payment summary, does not contain PHI, but financials so its sensitivity level is non-clinical. This sheet should be referenced when a Security Officer is assigning sensitivity levels and category/subcategory access to future ‘users’.

This slide is only applicable to practices currently using MFT to exchange documents. MFT will eventually be sunset and Horizon Docs will be the way documents are exchanged.

Thank you for your time today and your continued partnership with us on quality of care.