Using Railroad Medicare's online 'PTAN Lookup and Request Tool'

Providers can now obtain their existing Railroad Medicare Provider Transaction Access Number (PTAN) or request a new Railroad Medicare PTAN through our 'PTAN Lookup and Request Tool'. This tool replaces the 'Request for Railroad Medicare PTAN for Electronic Submitters' form.

The PTAN Lookup and Request Tool validates a provider’s enrollment information with our files, as well as with your local Part B Medicare Administrative Contractor (MAC) and retrieves an existing Railroad Medicare PTAN or starts the process to create a new Railroad Medicare PTAN, as appropriate. This all occurs without the need to call our Provider Contact Center (PCC) or to fax old forms. Calls to the PCC will be directed to this tool, and faxed or mailed requests will be returned to the sender.

Before using the tool: Make sure your enrollment information is current with your local Part B Medicare Administrative Contractor (MAC).  If you recently received a new PTAN from your Part B MAC, please allow 14 business days from the date you received your PTAN before requesting a Railroad Medicare PTAN through the tool.

How it works: This tool first validates the provider identification information you enter (local Part B MAC PTAN, National Provider Identifier - NPI, and Tax Identification Number - TIN) against enrollment information in our files. If a match is found, the tool retrieves and releases the Railroad Medicare PTAN.  If a match is not found, the tool gives providers the option to request a new Railroad Medicare PTAN. If you choose to request a new PTAN, the tool will then validate the provider identification information you entered against your enrollment record with your local Part B Medicare Administrative Contractor (MAC). If a match can be found, the PTAN assignment process begins and you will be advised to return to the tool after 30 days to retrieve the new PTAN. If a match cannot be found, you will receive a message advising you that the request cannot be completed.

The PTAN Lookup and Request Tool is not able to look up an existing Railroad Medicare PTAN in the following circumstances:

• The provider is enrolled under a Social Security Number (SSN) instead of under a Tax Identification Number (TIN)
• The provider’s Railroad Medicare PTAN is linked to multiple NPIs
• The provider’s Railroad Medicare PTAN is not active
• The provider’s Railroad Medicare PTAN is linked to multiple MAC PTANs.

The PTAN Lookup and Request Tool is not able to assign a new Railroad Medicare  PTAN in the following circumstances:

• The provider is enrolled under a Social Security Number (SSN) instead of under a Tax Identification Number (TIN)
• The provider’s local Part B MAC PTAN is linked to multiple NPIs

If one of the above scenarios applies to you, if you have attempted to request a PTAN and are unable to retrieve the PTAN after 30 days, or if you have otherwise been unable to successfully use the PTAN Tool, please contact our Provider Contact Center at 1-888-355-9165 for assistance. Choose option 3 for Provider Enrollment and then choose option 0 to speak with a Provider Enrollment Specialist.   

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