OHIO MEDICAID INFORMATION TECHNOLOGY SYSTEM: PROVIDER WEB PORTAL USER AGREEMENT

This User Account Agreement (Agreement) is made by and between the State of Ohio Department of Medicaid (ODM), and a health care provider with a Medicaid Provider agreement approved by ODM who has signed up for an account on this website (User).

This Agreement becomes effective upon User acknowledgment/approval and shall remain in effect until January 1, 2099, or until terminated with or without cause by either ODM or User.

Pursuant to the terms of this Agreement, User is authorized to access certain confidential Medicaid data through the use of the Ohio Medicaid Information Technology System: Provider Web Portal (OH MITS) including system inquiry, on-line update, printed reports, ad hoc reporting, CD reports and other functions as determined by ODM.

User agrees to comply with all applicable federal and state laws, rules and regulations when creating, receiving, maintaining, or transmitting information within OH MITS including but not limited to federal and state Medicaid confidentiality laws and all applicable provisions of the Health Insurance Portability and Accountability Act (HIPAA).

User agrees to use appropriate administrative, technical, and physical safeguards to prevent any use and/or disclosure/re-disclosure of information retrieved from OH MITS that is not permitted or provided for by this Agreement.

User agrees not to use any automated script to submit any form or other automated entry into OH MITS.  User agrees that User will not use any robot, spider, scraper or other automated means to access OH MITS for any purpose, including, but not limited to performing “offline” searches and mirroring, without the express written permission of ODM.

User agrees that User will not:

• Take any action that is likely to impose an unreasonable or disproportionately large load on ODM infrastructure, including OH MITS;
• Interfere or attempt to interfere with the proper working of OH MITS or any activities conducted on OH MITS;
• Harvest data from OH MITS for any purpose whatsoever; or
• Bypass any measures ODM may use to prevent or restrict access to OH MITS.

User shall only use and/or disclose/re-disclose information from the OH MITS to perform obligations and responsibilities as authorized by ODM and set out in this agreement.

User agrees that, in accordance with applicable state and federal law, information may be retrieved from the OH MITS and used solely for the following purposes:

• Establishing if an individual is eligible for Medicaid when that individual is seeking Medicaid reimbursed services, drugs or supplies from the User:
• Determining the amount of medical assistance, or the amount and source of third party liability for an individual seeking Medicaid reimbursed services, drugs or supplies from the User;
• Providing eligible recipients with Medicaid services, drugs or supplies from the User;
• Assisting an investigation, prosecution, or civil or criminal case related to the administration of Medicaid when authorized by ODM and;
• Providing confidential information from the OH MITS to a third party after receiving prior written approval from ODM.

User understands that the use or disclosure of information retrieved from the OH MITS for purposes other than those related above could result in termination of access, sanctions and/or criminal charges against violator(s). The following are some prohibited uses of confidential information obtained from OH MITS. This list includes the following but is not all inclusive:

• Disclosure/re-disclosure of confidential information obtained from OH MITS to unauthorized person(s)
• Knowingly permitting unauthorized access by others;
• Use of confidential information obtained from OH MITS as a locator service for law enforcement, child support enforcement, or other purposes not directly related to the Medicaid program and;
• Use of confidential information obtained from OH MITS to determine if a relative, friend, neighbor, or acquaintance is a Medicaid applicant or recipient

User acknowledges that User is responsible for any activity that occurs under User’s personal password, login, or user ID.

User acknowledges and agrees that only designated personnel and/or agents shall be authorized to receive login ID(s) and passwords and that User shall make sure that all authorized personnel and/or agents will be notified of the obligations set out in this agreement in relation to Medicaid confidential information obtained from OH MITS.

The User agrees to contact ODM immediately in the event that the User learns that an authorized password, login, or user ID is compromised.

In the event that User discovers that confidential information from OH MITS was used, disclosed or re-disclosed in violation of any provision of this agreement; the User shall provide a written report to the ODM HIPAA Compliance Office within five (5) calendar days of User becoming aware of the violation. The report must include: (a) the nature of the disclosure; (b) identification of the Protected Health Information used or disclosed; (c) the individual(s) who made and received the disclosure and; (d) any corrective action taken to prevent further disclosure(s) and to mitigate the effect of the improper disclosure(s).

User acknowledges and agrees that ODM may, in its sole discretion and without notice, terminate or limit User’s access to OH MITS based upon ODM’s information or belief that User is violating the terms of this agreement. 

ODM reserves the right to edit, update, or terminate this Agreement at any time without prior notice.