Electronic Funds Transfer and Electronic Remittance Advice
How can I eliminate waste and save time and money?
Through Electronic Funds Transfer (EFT), payments to providers are deposited electronically into the bank account of the provider's choice. EFT is an efficient and cost-effective means of enhancing accounts receivable procedures. The Pennsylvania Medical Assistance Program is offering this service to providers enrolled in the program.
How can I enroll in the EFT?
Electronic Enrollment: To enroll in EFT, providers can access the electronic enrollment application found on the PROMISe™ Provider Portal. This is a quick, easy, and secure way to enroll for EFT payment. Make sure to have the following information available when completing the EFT enrollment form.
- The appropriate bank or financial institution's American Bank Association (ABA) routing number. This can be obtained from your bank or financial institution.
- A specific bank account number and the type of account (checking or savings). Only ONE bank account can be requested for each service location.
- Bank address information.
Paper Enrollment Application: Providers can also choose to complete and mail a paper application. Please make sure to follow the instructions included with the application in order to successfully enroll for EFT. Please allow four weeks processing time for paper applications.
Can I change or cancel my enrollment?
Yes, both the electronic enrollment and paper option offer the choice of new, change or cancel enrollment.
The EFT Enrollment Process:
Depending on the enrollment method chosen, a notification email or letter will be sent to you. Please review the information provided to confirm the account registration is correct. You can also access the PROMISe™ Provider Portal at any time to verify EFT enrollment information. Any issues found can be corrected immediately by submitting a new application via the PROMISe™ Provider Portal.
For new EFT enrollments be advised that three weekly pre-notification transactions for zero dollars will be posted to your account within 10 days. During this testing period, it is most important that you contact your bank or financial institution to verify receipt of these transactions. You will continue to receive your MA payments via check until the three test transmissions have successfully completed. If the pre-notification tests are successful, EFT should begin within four weeks of your receiving the pre-notification communication.
Any questions regarding the EFT enrollment process should be sent to email@example.com or call 1-800-248-2152.
Common reasons EFTs are rejected are:
- Incorrect ABA routing numbers;
- Incorrect account numbers, or;
- The receiving account has been closed.
If the bank refuses a provider EFT deposit, your Medical Assistance payment will be mailed to the default address listed on your current provider service location. The process of transferring your EFT payment to a check and mailing it to you will delay your payment. Please contact the Provider Assistance Center prior to making any changes.
Missing/Late EFT Files:
- If receiving an Electronic Remittance Advice (ERA) – EFT payment will be delivered within three (3) business days of ERA issuance.
- If receiving paper remittance advice – EFT payment will be delivered within ten (10) business days of paper remittance advice issuance.
- Please access Remittance Advice Mailing/ERA Delivery Date webpage for the payment schedule.
If you have not received your payment as scheduled above, please contact the Provider Assistance Center (PAC) at 1-800-248-2152.
What if my ABA Transit Routing Number changes?
If your ABA transit routing number changes because you switched banks or routing number, it will be necessary to go through the pre-notification process again. Please submit a "change" enrollment request either through the PROMISe Provider Portal or submit a paper application. When the information is updated in our system, three weekly pre-notification transactions for zero dollars will issue and post to the new account. Again, it is important that you contact your bank or financial institution to verify receipt of these transactions. Your Medical Assistance Program Payments will be sent to you via check until the process is completed.
Addenda Record: What is it and how can a provider receive it?
The Addenda Record is a unique identifier to be utilized by providers to re-associate the EFT payment to the corresponding Electronic Remittance Advice (ERA). Providers can also use the Addenda Record to re-associate the EFT payment to Paper Remittance Advice as well. In order to receive the Addenda Record a provider must request their financial institution deliver it along with the standard EFT information. Please see Quick Tip#166 for more information.
ELECTRONIC REMITTANCE ADVICE (ERA)
What is an ERA?
Electronic Remittance Advice (ERA) or 835 file is the electronic remittance describing the payer, payee, payment amount, and other identifying information about the payment. It also includes other information that resulted from the adjudication process, including denial information and adjustment reasons codes and amounts. The ERA is transmitted in a HIPAA compliant ANSI X12 5010 format.
Providers enrolled for 835/ERA are not eligible to receive Paper Remittance Advice by mail.
How can I enroll in ERA?
Electronic Enrollment: To enroll in ERA, providers can access the electronic enrollment application found on the PROMISe™ Provider Portal. This is a quick, secure, and easy way to enroll for ERA. Make sure to have the following information available when completing the ERA enrollment form.
- 9 Digit Submitter ID number assigned to provider or clearinghouse by PROMISe™
- Clearinghouse information (if applicable)
- Clearinghouse name
- Contact name
- Telephone Number
- Email Address
Paper Enrollment Application: Providers can also choose to complete and mail a paper application if preferred. Please make sure to follow the instructions included with the application in order to successfully enroll for EFT. Allow four weeks processing time for paper applications.
How can a provider confirm ERA enrollment?
Providers can instantly confirm ERA enrollment by accessing the PROMISe™ Provider Portal. Upon entering the portal select My Home in the upper left-hand corner and then select EFT and ERA Enrollment. This page displays the ERA enrollment status and Submitter ID number the provider service location is linked to.
Providers can also send an email to RA-835-ERA@pa.gov. Please include the following information in order to process your request.
- Provider number (13 digits)
- Submitter ID number
- Date request was submitted
Enrollment confirmation requests by telephone will not be answered for operational efficiency.
Missing/Late ERA Files: If you have not received your ERA within four (4) business days of your EFT issuance, please contact the Provider Assistance Center (PAC) at 1-800-248-2152. Requests for files older than 90 days will not be honored.
Who do I contact with questions for EFT and/or ERA?
The Provider Assistance Center can be contacted by email at firstname.lastname@example.org or toll free at 1-800-248-2152, between the hours of 7:30 a.m. and 5:30 p.m., Monday through Friday, excluding holidays, or send any written correspondence to:
Gainwell Technologies, MS 2-200
1250 Camp Hill Bypass, Suite 100
Camp Hill, PA 17011-3700