DEPARTMENT OF HEALTH & HUMAN SERVICES 
Health Care Financing Administration  
 Center for Medicaid and State Operations 
7500 Security Boulevard 
Baltimore, MD 21244-1850 
Refer to: FASG3  
March 5, 1999  
Dear State Medicaid Director:  
The purpose of this letter is to call your attention to four Defense Enrollment Eligibility Reporting System (DEERS) 
related items of considerable importance to the Center for Medicaid and State Operations (CMSO) and to your State. They 
are:  
1.  1999 DEERS data match schedule for States;  
2.  DEERS On-Line Access;  
3.  Electronic Media Claims (EMC) Submissions; and  
4.  Where to file TRICARE [formerly known as Civilian Health and Medical Program of the Uniformed Services 
(CHAMPUS)] claims.  
DEERS Data Match Schedule  
The schedule for data matches between DEERS and the State Medicaid agencies for calendar year 1999 is attached for 
your information. Please forward a copy of this notice to the appropriate staff or contractor personnel responsible for 
conducting this data match. If there is a need for any change or modification to the schedule as it now stands, please 
contact the CMSO staff person identified later in this letter.  
The DEERS is to receive a computer tape or cartridge (cartridge is the preferred media) from each State one week before 
the assigned match date. The cartridge or tape as well as the external package should be labeled indicating the originating 
source and appropriate contact persons. Be sure to show the name of the State contact even if a contractor is performing 
the match. A transmittal sheet should be included in the package showing the contact person's name, address and phone 
number, State contact and phone number, media type, and number of records.  
Permanent State code numbers have been assigned for use in positions 2-3 of the DEERS State Query Record. Please 
ensure use of the numbers indicated on the enclosed match schedule. Also, cartridges received by DEERS should contain, 
at a minimum, the social security number, name, date of birth, and address for each Medicaid eligible who is suspected to 
have TRICARE/ CHAMPUS eligibility. Only those beneficiaries who are suspected of having TRICARE/ CHAMPUS 
eligibility are to be sent to DEERS to be matched. There is no set order in which the records need to be sequenced, but 
social security number ascending order is preferred. Cartridges should be mailed to:  
DMDC/DEERS-HCFA 
 400 Gigling Road 
 Seaside, California 93955-6771 
 (408) 583-2400  
DEERS On-Line Access  
For the purpose of verifying eligibility and coverage periods for TRICARE/CHAMPUS eligibles, States can supplement 
the DEERS data match by having ongoing on-line access to the DEERS database. On-line access is particularly helpful 
in situations where claims have been rejected by the TRICARE claims processor and additional information is needed 
from the DEERS database before resubmitting the claim.  
In order to participate, State agency staff need to contact Ms. Dianne Hadley, Chief, Medical Requirements Branch, at 
the DEERS/RAPIDS Program Office at the Defense Manpower Data Center in Arlington, Virginia, and request to 
participate in the on-line process. Ms. Hadley can be reached at (703) 696-6771/5865.  
User identifications and passwords will be assigned by DEERS. Questions or problems accessing on-line to DEERS  should be made directly to the DEERS field service representative in your area. If you do not know the field service 
representative for your area, call (703) 578-5211 and ask for the name and phone number of the representative who 
services your area.  
A copy of your cover letter and completed application forms should also be mailed, or faxed to Joe Dulany at the 
following address:  
Health Care Financing Administration 
 Center for Medicaid and State Operations  
Attention: Joe Dulany 
 7500 Security Boulevard, S3-18-13 
 Baltimore, Maryland 21244-1850 
 FAX No. (410) 786-3252 or (410) 786-0020 
If you are not using on-line access, I urge you to make application today to use this enhancement.  
Electronic Media Claims (EMC)  
In order for you to process claims via EMC you must first have on-line access to the DEERS database to verify eligibility. 
On-line accessibility facilitates prior verification of eligibility and coverage from the DEERS database and can reduce the 
likelihood of denials when claims are submitted to the TRICARE claims processor. 
Since TRICARE claims processors are using proprietary formats for EMC processing, we urge you to make contact with 
the claims processor handling claims from your State now to begin the process of conversion to EMC processing. 
Currently there are two claims processing contractors handling claims for all TRICARE Regions worldwide. Points of 
contact for EMC at the two claims processing contractors are as follows:  
Palmetto Government Benefits Administrators  
Mr. Rob Root 
(800) 288-2227 extension 66087 
Wisconsin Physician Services 
Ms. Marcia Green 
 (608) 221-5056  
Where to File TRICARE/CHAMPUS Claims  
The TRICARE Management Activity - Aurora, formerly the Office of Civilian Health and Medical Program of the 
Uniformed Services (OCHAMPUS) maintains a home page at http://www.ochampus.mil. Under the "Related Sites" 
heading you can identify the claims processor that handles claims for your State.  
If your staff needs assistance with any TRICARE/CHAMPUS/Medicaid matter they should contact Joe Dulany 
at (410) 786-0665 or e-mail jdulany@hcfa.gov or Sandy White for claims resolution/dispute resolution at (303) 
844-2121 extension 376 or e-mail swhite2@hcfa.gov.  
Sincerely,  
Sally Richardson 
 Director 
 Center for Medicaid and State Operations  
 
Attachment Page 4 - State Medicaid Director  
cc: All HCFA Regional Administrators All HCFA Associate Regional Administrators for Medicaid and State Operations 
All TPL Coordinators Lee Partridge Director, Health Policy Unit American Public Human Services Association Joy 
Wilson Director, Health Committee National Conference of State Legislatures Nolan Jones Director, Human Resources 
Group National Governors' Association   DEERS DATA MATCH SCHEDULE FOR 1999 01/26/99  
State Code  State  Match Date 
17  Illinois  03/01/99 
48  Texas  03/08/99 
20  Kansas  03/15/99 
33  New Hampshire  03/22/99 
13  Georgia  03/29/99 
56  Wyoming  04/05/99 
19  Iowa  04/12/99 
09  Connecticut  04/19/99 
12  Florida  04/26/99 
42  Pennsylvania  05/03/99 
51  Virginia  05/10/99 
04  Arizona  05/17/99 
24  Maryland  05/24/99 
22  Louisiana  06/01/99 
23  Maine  06/07/99 
45  South Carolina  06/07/99 
29  Missouri  06/14/99 
01  Alabama  06/21/99 
47  Tennessee  06/21/99 
06  California  06/28/99 
39  Ohio  07/05/99 
26  Michigan  07/05/99 
40  Oklahoma  07/12/99 
05  Arkansas  07/19/99 
54  West Virginia  07/26/99 
46  South Dakota  08/02/99 
34  New Jersey  08/09/99 
02  Alaska  08/09/99 
11  Dist. of Columbia  08/16/99 
25  Massachusetts  08/16/99 
37  North Carolina  08/23/99 
31  Nebraska  08/30/99 
27  Minnesota  09/07/99 
21  Kentucky  09/13/99 
30  Montana  09/20/99 
28  Mississippi  09/20/99 
18  Indiana  09/27/99 
10  Delaware  10/04/99 
55  Wisconsin  10/04/99 
50  Vermont  10/12/99 
16  Idaho  10/12/99 
44  Rhode Island  10/18/99 
36  New York  10/25/99 
53  Washington  11/01/99 
35  New Mexico  11/08/99 
15  Hawaii  11/15/99 
*    11/22/99 
*    11/29/99 
*    12/06/99 
*    12/13/99 
(*)=denotes open dates 
 
Any State that cannot meet the established schedule should notify the HCFA DEERS point of contact, Joe Dulany at (410) 786-0665, 
or e-mail at jdulany@hcfa.gov, as soon as possible.