December 27, 2019
County Connections Newsletter
This Department of Health Care Policy & Financing newsletter is designed to inform county directors, management and staff about county performance, policy changes, process updates, upcoming due dates, and more
CORRECTION: Load Letters
Load Letters
The purpose of a load letter is to allow providers to submit claims outside of the timely filing period if the member was retroactively enrolled. Load letters will only be granted for cases where the member's eligibility was backdated.
 
The load letter is not intended to provide proof of eligibility. 

If the member was enrolled on the date of service but failed to inform the provider of existing coverage, the provider must obtain that information within 365 days. 

Members can use the member contact center to request a Proof of Insurance (POI) letter OR a Provider Notification Letter (PNL). Members cannot receive load letters from the Member Contact Center.

Providers can use the Load Letter Request Form  under the Claim Forms and Attachments drop-down list on the  Provider Forms webpage . All load letter requests should be faxed to the Department at 303-866-2082 or sent via encrypted email to Load Letter Requests with the subject line "Load Letter Request." Do not use the member's State ID in the subject line. 
 
Due to the  timely filing extension , requests are not necessary if the date of service is within 365 days. 

Requests will not be granted if the member has a commercial insurance (third-party liability) as primary. All claims where the member has commercial insurance must be paid within 365 days. 

If a load letter is issued by the Department, providers have 60 days from the date of the load letter to submit the claim with the attached form for review by the fiscal agent. Claims should be submitted via the  Provider Web Portal  and not on paper. 
 
For all other questions related to timely filing, refer to the
General Provider Information Manual , located on the  Billing Manuals webpage  under the General Provider Information drop-down section.
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Nondiscrimination Policy
The Colorado Department of Health Care Policy and Financing complies with applicable federal and state civil rights laws and does not discriminate on the basis of race, color, ethnic or national origin, ancestry, age, sex, gender, sexual orientation, gender identity and expression, religion, creed, political beliefs, or disability.  Learn more about our Nondiscrimination Policy .
 
ATENCIÓN: si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística. Llame al 1-800-221-3943 (State Relay: 711).
 
CHÚ Ý: Nếu bạn nói Tiếng Việt, có các dịch vụ hỗ trợ ngôn ngữ miễn phí dành cho bạn. Gọi số 1-800-221-3943 (State Relay: 711).

For further information about this policy, to request free disability and/or language aids and services, or to file a discrimination complaint, contact: 

504/ADA Coordinator
1570 Grant St
Denver, CO 80203
Phone: 303-866-6010, Fax: 303-866-2828, State Relay: 711
Email:  hcpf504ada@state.co.us . 

Civil rights complaints can also be filed with the U.S. Department of Health and Human Services Office for Civil Rights electronically through the  Office for Civil Rights Complaint Portal  or by mail, phone, or fax at: 

1961 Stout Street Room 08-148 
Denver, CO 80294 
Telephone: 800-368-1019, Fax: 202-619-3818, TDD: 800-537-7697 
Colorado Dept. of Health Care Policy & Financing 
(303) 866-2993 | 1570 Grant Street, Denver, CO 80203