Wondering how to find enrollment details in HubSpot and Waystar? Please see the guides below.
How to search for current enrollment tickets in Hubspot
Under contacts select “Companies”
Search for the company/practice you are inquiring about and select it.
On the right side of the screen you will see a tickets view; scroll to the bottom and select “view tickets in filtered view”. This will take you to the tickets view but only tickets pertaining to this practice.
Once loaded, click on “Pipeline”. This will place all the tickets by pipeline order to make it easier to find what you are looking for.
Scroll down until you see the tickets in the “Enrollment Payers” Pipeline.
Select the subject line and this will open the ticket so you can view, status, notes, follow up dates etc.
Understanding the ticket
Left Side of the Screen
Top:
Ticket Subject, Status, and Pipeline that it belongs to
Bottom:
Ticket ID: Used as a way to easily search this ticket again or for reference in emails
Enrollment Type: EDI (Claims) ERA ( Remits) EFT ( Electronic Payments) ELG (Eligibility)
Payer ID: Waystar payer ID for enrollment
Payer Name
Payer Status
Follow Up Date: The next follow-up date for this payer if pending
Kareo ID
Middle Section
This is where you will find activity for this ticket such as tasks, notes and emails
Right Side of the Screen
Contacts for this ticket whether internal or external
The company it is associated with
Approved Attachments
Please note that tickets were moved to Hubspot from previous years. It is important to view and request information/status on current tickets. If the request is over 90 days and closed, please do not reach out for an update. You can check the clearinghouse and may have to submit a new enrollment.
Viewing the enrollment status in Waystar
Log into the Waystar Portal
Search for the Practice/Account you are inquiring about at the top of the page
Under the “Account” tab select “Enrollment” then “Enrollment Records”
For an easier view, sort the records by “Payer”
Locate the payer in question for Activation Dates as well as Date Last Used. Please be sure to view the correct NPI/Tax ID combination.
Activation date=
The date Waystar advanced the phase for the enrollment. If blank, it is not yet active with the payer and will have an expected approval date listed. If there is a date listed, then the enrollment was approved by the payer.
Date Last Used=
Professional Claims – The last time a claim was sent through Waystar
Remittance Advise – The last time an ERA came into the Waystar System
If you find that the expected approval date is past the allotted time and you have already viewed the Hubspot ticket for status updates and notes, please submit a research request to PMBenrollments@hpiinc.com by following the details outlined below