Frequently Asked Questions

New direct-contracted providers register through the “Join Our Network” process.

All other providers will need to call Medica’s Provider Service Center at 1-800-458-5512.

1. The Primary Administrator goes to the Electronic Transactions page.
2. On log in screen, the Primary Administrator signs in using their username and password.
3. Click on the “Manage your account” link (upper right corner).
4. Click on "Register a new provider user"
5. Complete the "General Person Data" on the provider registration form.
6. Enter the user's "Job function".
7. Select the user's "Security role" from the drop down.
8. Select the "Authorized Transactions" for the user.
9. Select the "Authorized Fed Tax IDs" for the user.
10. Click "Submit"
11. Medica will email the newly registered user a one-time link to create a personalized username and password.

There are several security roles.

Primary Administrator

• Initially registers the main Federal Tax ID number and any subsidiary Federal Tax ID numbers
• Only one Primary Administrator per main Federal Tax ID number
• Has access to all transaction options
• Has access to all Federal Tax ID they have registered
• Has the ability register Secondary Administrators and Provider Staff

Secondary Administrators

• Can have multiple Secondary Administrators per each Federal Tax ID
• Has access to only the assigned transaction option
• Only has access to assigned Federal Tax ID numbers
• Has the ability to register Provider Staff

Provider Staff

• Can have multiple Provider Staff per Federal Tax ID
• Has access to only assigned transaction options
• Only has access to assigned Federal Tax ID numbers

Request a list of current Administrators for your Federal Tax ID from the Portal Administrator.

Request a copy of the Change Primary Administrator Form from the Portal Administrator. For fastest resolution, include your Federal Tax ID in the initial request.

If the Primary Administrator is no longer with your organization, determine who within your organization should take over the Primary Administrator responsibilities and follow the “How do I change our Primary Administrator” process above.

Note: The Primary Administrator cannot be with a Billing Agency. For more details, see the “What is the difference between the registration for a billing agency and provider organization” section below.

If you can't advance beyond the log in screen, there may be an issue with your internet browser. 

1. Clear all cookies.
2. Close all internet browser windows.
3. Try again with a fresh window.
4. Enter the web address in your search engine instead of using a shortcut. 
5. Click on the "Providers" dropdown at the top right of the screen.
6. Click on "Electronic Transactions" in the dropdown list.

Primary Administrator

• Request the link for your username and password to be resent by emailing the Portal Administrator.

Secondary Administrators or Provider Staff 

• Request the link to be resent by your Primary Administrator.

Please see "Login Assistance" to retrieve your information and password.

** Note: Only Primary or Secondary Administrators can complete this process

1. Go to the Electronic Transactions page.
2. On the login screen, the Primary or Secondary Administrator signs in using their username and password.
3. Scroll to the "Clinic Administration Transactions" section.
4. Click the "Online Provider Demographics Update Tools*" to add or change clinic information.

** Note: Only Primary or Secondary Administrators can complete this process

You can add a Subsidiary Organization (federal tax ID) by logging into the portal.

Click on the “Manage your account” link (upper right corner).

Click the “Add Subsidiary Organization” link.

Complete the form.

• All direct-contracted provider organizations are registered through the Medica “Join Our Network” contracting process using their organization name and federal tax ID.
• The billing agency needs to register as a billing service using their business name and Federal Tax ID. 
• The Provider Primary Administrator delegates access to the Federal Tax ID numbers and transaction options to the billing service. 
• This allows the billing service to require only one login per user to access transaction options for multiple provider clients. 
• This allows the provider to retain control of who has access to their online data as a safeguard against unintended exposure of financial and member information.

The Medica Electronic Transactions User Guide explains the medica.com options available to Providers.

See the User Guide for Provider Demographic Update Online Tool (PDOT).

Note: Only Primary and Secondary Administrators will have access to this transaction.

1. Go to the Electronic Transactions page.
2. On the login screen, sign in using your username and password.
3. Click on "Manage your account" in the top right corner.
4. Click the "Edit your account"
5. Scroll down to ‘Provider-Specific Person Data’. Your security role will be listed in this section
6. The ‘Authorized transactions’ and ‘Authorized Fed Tax IDs’ sections will show you which transactions and TIN’s that you are provisioned for

Note: If you need to be provisioned for additional transactions or Tax ID’s, work with your Primary or Secondary Administrator.