Organizations that have received a Stage I approval notification from MassHealth and the accompanying preliminary approval number may submit a Stage II Registration Form when they are ready to request approval to implement the bot.
Please note: The Grandfathered Entities provision that allowed organizations that were using a bot on the POSC prior to July 1, 2022 has been terminated.
All organizations must follow the process below:
- The organization must submit the MassHealth RPA Stage II Registration Form along with all the supporting documentation to MassHealth at functional.coordination@mass.gov.
- The organization must submit the following supporting documentation:
- Signed MassHealth RPA Agreement
- Systems Design Documentation, which must include
- A detailed process flows for each bot transaction that includes every POSC screen that the bot will engage in the process, and
- The full end-to-end activity of each bot transaction the organization is seeking approval.
- Test Scenarios which must include a list of successfully executed test scenarios for each transaction that each bot will perform on the POSC. The test scenarios must:
- Cover the full end-to-end activity of the bot
- Address each POSC screen accessed by the bot, and
- Ensure compliance with Section 2 of the MassHealth RPA Policy. This compliance may also be demonstrated via documented statements where applicable.
- Organizations must test the bots in MassHealth's Trading Partner Testing (TPT) environment only. Users can log on to the TPT environment with their production POSC user ID and password. Do not develop and test the bot in the POSC. The POSC is used for submitting and exchanging official transactions only.
- MassHealth will evaluate the applicable Stage II Registration Form, the signed MassHealth RPA Agreement, and supporting documentation to determine approval or rejection.
- If MassHealth cannot approve the submitted Stage II Registration Form, you will receive a request to provide additional information.
- If MassHealth determines that it cannot approve the resubmitted Form, RPA agreement, supporting documentation, or the form is not returned to MassHealth within 7 calendar days, the Stage I Registration request will be rejected.
- Once MassHealth approves the Stage II Registration Form, MassHealth RPA Agreement, and other required attachments, a Stage II approval notification will be sent to the organization.
- MassHealth will approve up to a maximum of five bots per Provider ID/Service Location (PID/SL).
RPA User ID
When MassHealth approves the Stage II Registration Form and RPA Agreement, an official RPA User ID will be assigned to each approved bot.
Before using any approved bot on the POSC, the organization must generate and assign the MassHealth-issued RPA User ID to the bot that will perform the approved function for that specific PID/SL. Organizations must follow specific instructions to generate the assigned RPA User ID.
Neither the RPA User ID assigned by MassHealth may be used for any other purpose than the RPA activity outlined in the approved registration request.