Conduent Clearinghouse Functionality with Ankota Files

Overview

Conduent is the chosen clearinghouse for straight Medicaid in Virginia. In order to successfully use Conduent's clearinghouse services, you will need to complete the following steps below. NOTE: If you are submitting straight Medicaid to Conduent via Availity in Virginia, you do not need to enroll with Conduent and can skip the form. You will need to get your sender/submitter ID from Availity.

The general process is:

Enroll with Conduent
Test
Bill as usual in Ankota, then upload the Merged Health Care Claim to Conduent

Article topics on this page include:

EDI Enrollment

To enroll with Conduent,

Complete the Conduent EDI Enrollment Package.pdf and send it to Conduent at virginia.edisupport@conduent.com.
Receive your log-in and Sender/Submitter ID (wait time: approx. 2 weeks)
Be prepared to send nudges; set timers on your calendar
Provide Ankota your Sender/Submitter ID when you receive it

There is one section you may need guidance on in filling out the packet. Under "Name of software vendor or billing agent," you will need to enter Ankota's information:

Name: Ankota LLC
Service center number: 2499
Primary Contact: [Your Ankota specialist's name]
Title: [Your Ankota specialist's title, likely Project Manager]
Phone number: [Your Ankota specialist's phone number, at the bottom of his/her email],
Email: [Your Ankota specialist's email]
Transactions available for Transmission:
1. Please mark ADD on:
  - Eligibility Req/Resp
  - Eligibility Roster (834)
  - Remittance Advice (835)
  - Professional claims (837-P)
PAGE EIGHT:
1. Please be sure to list your OWN service center number on page 8 to ensure you will get your 835 and other files in your Conduent portal

Testing & Getting Approved for Production

To complete your first Conduent test, you will need to pull an Ankota file and upload it to Conduent. See below for a detailed walkthrough of the testing process.

Creating and Uploading a Test File

Log in to Ankota
- Go to Billing Report
- Sort for Straight Medicaid
- Select one invoice (check the box next to it)
- Click Export Merged Healthcare Claim and download the file created
- Make sure you know where the file goes (probably your download folder); you’ll need to open it later
Log in to Conduent https://vammis-filetransfer.com/
- Log in to Conduent (this is the log-in you should receive after submitting your enrollment packet) at https://vammis-filetransfer.com/with your company log-in
  - The user name is likely a number
  - If you have not already set up a password, it will say "Request Password" on the button. Clicking it will trigger it to send you a link to create your password.
Click the drop-down arrow next to Go To Folder
Open the Test/To-VAMMIS folder
Open the downloaded Ankota file
Replace the letter P between stars (*P*) at the top of the file with the letter T for test file
Save the file and close it
Upload the test Merged HealthCare claim file with the *P* replaced by *T*
Wait 24-48 hours for processing

Checking for the Test Response File

Log in to Conduent
Go to the Test/From-VAMMIS folder
Look for the response file
Download a copy of the response file (typically titled SenderID#_ACK) to review and send it to your Ankota specialist
- If there are rejection files - CER or CED files - send those to your specialist
- Be sure to sort by date and only look at the most recent response files
If the file looks good, your Ankota contact will reach out to Conduent for confirmation and to request the client be moved to production

You will then need to wait 2 weeks to be moved to Production. You should receive a confirmation that you have moved to production, but we strongly suggest you set a calendar timer and inquire immediately at the 2-week point.

After the initial test file is approved, you will want to test with a true production file in the Production/To-VAMMIS folder. You no longer need to replace the P with T after the initial test; simply upload the standard file. See below for the live production upload process.

Live Production Uploads

Once you have been approved for production, you can regularly upload your claims. The first time you upload a claim, we recommend you upload a single invoice to confirm the process is successful before moving to uploading whole batches.

Sending a Live (Production) File

Log in to Ankota
- Go to Billing Report
- Sort for Straight Medicaid
- Select your invoice(s) (check the box or boxes next to it)
- Click Export Merged Healthcare Claim
- Make sure you know where the file goes (probably your download folder); you’ll need to open it later
Log in to Conduent
- The agency should have their own log-in
- The website location is https://vammis-filetransfer.com/
Click Go To Folder
Open the Prod/To-VAMMIS folder
Open the downloaded Ankota file
Upload the file to Conduent
Wait 24 hours for processing

Accessing the Live Response File

Log in to Conduent
- The agency should have their own log-in
- The website location is https://vammis-filetransfer.com/
Click Go To Folder
Open the Prod/From-VAMMIS folder
Download the copy of the response file to review
- The AK9, IK5 phrases confirms the file is good
  - Alternately, when you receive a 999 and ACK without any CER/CED reports then you will know the files passed.
  - If there are rejection files - CER or CED files - send those to your specialist
  - Be sure to sort by date and only look at the most recent response files
If you are set up to receive 835s, download the 835 and upload it in the Ankota AR screen

Remittance Advice (835s)

835s are provided in response to all production claims to Conduent clients who complete page 8 of the Conduent package, linking their NPI to the Service Center. These 835s will be placed in the From-VAMMIS-PROD folder on Mondays and/or Tuesdays. All 835s are clearly labeled as 835s (2499_835_etc.). Please look for your 835s the first week after your first live billing. If you do not see your 835s within a week of live billing, please reach out to Conduent immediately to clarify the situation.