February 9, 1998  
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:  
1998 DEERS data match schedule for States DEERS On-Line Access Electronic Media Claims (EMC) Submissions 
Where to file Civilian Health and Medical Program of the Uniformed Services (TRICARE/CHAMPUS) Claims DEERS 
Data Match Schedule  
The schedule for data matches between DEERS and the State Medicaid agencies for calendar year 1998 is attached for 
your information. Please forward a copy of this notice to the appropriate staff or contractor personnel responsible for 
conduct of 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 Managed Care Support (MSC) contractor or the CHAMPUS 
Fiscal Intermediaries (FIs) and additional information is needed from the DEERS database before resubmitting the claim.  
In order to participate, State agency staff need to contact Mr. George Bodie, 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. Mr. Bodie can be reached at (703) 696-6771/5865.  
Passwords and identification numbers 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, C4-25-02 
 Attention: Joe Dulany 
 7500 Security Boulevard 
 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 first must 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 MCS contractor or the CHAMPUS FIs.  
Since MCS contractor or the CHAMPUS FI is using proprietary formats for EMC processing, we urge you to make 
contact with your designated FI now to begin the process of conversion to EMC processing. Points of contact for EMC at 
the MCS contractors or the CHAMPUS FIs are as follows:  
Foundation Health Federal Services 
 Mr. Eric Osborne 
 (916) 935-3177  
Palmetto Government Benefits Administrators 
 Mr. Joe Rhame 
 (803) 665-7822 extension 66438  
UNISYS 
 Ms. Teresa Dora 
 (812) 379-5208  
Wisconsin Physician Services 
 Ms. Marcia Green 
 (608) 221-5052  
Where to File TRICARE/CHAMPUS Claims  
The TRICARE Support Office, 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 "What's New" heading you can identify the 
claims processor that handles claims for your State. You can go directly to this page by using the address- 
http://www.ochampus.mil/FWHT.htm  
Sincerely,  
Rachel Block for Sally Richardson Director Center for Medicaid and State Operations  
Attachment  
cc: All HCFA Regional Administrators All HCFA Associate Regional Administrators for Medicaid and State Operations 
All TPL Coordinators Lee Partridge, American Public Welfare Association Jennifer Baxendell, National Governors' 
Association Joy Wilson, National Conference of State Legislatures HCFA Press Office  
DEERS DATA MATCH SCHEDULE FOR 1998  
  01/29/98 
 State Code   State   Match Date 
 17   Illinois   03/02/98 
 48   Texas   03/09/98 
 20   Kansas   03/16/98 
 33   New Hampshire   03/23/98 
 13   Georgia   03/30/98 
 56   Wyoming   04/06/98 
 19   Iowa   04/13/98 
 09   Connecticut   04/20/98 
 12   Florida   04/27/98   42   Pennsylvania   05/04/98 
 51   Virginia   05/11/98 
 15   Hawaii   05/18/98 
 04   Arizona   05/25/98 
 24   Maryland   06/01/98 
 22   Louisiana   06/01/98 
 23   Maine   06/08/98 
 45   South Carolina   06/08/98 
 29   Missouri   06/15/98 
 01   Alabama   06/22/98 
 47   Tennessee   06/22/98 
 06   California   06/29/98 
 39   Ohio   07/06/98 
 26   Michigan   07/06/98 
 40   Oklahoma   07/13/98 
 55   Wisconsin   07/20/98 
 05   Arkansas   07/20/98 
 54   West Virginia   07/27/98 
 46   South Dakota   08/03/98 
 34   New Jersey   08/10/98 
 02   Alaska   08/10/98 
 11   Dist. of Columbia   08/17/98 
 25   Massachusetts   08/17/98 
 37   North Carolina   08/24/98 
 31   Nebraska   08/31/98 
 27   Minnesota   09/07/98 
 21   Kentucky   09/14/98 
 30   Montana   09/21/98 
 28   Mississippi   09/21/98 
 18   Indiana   09/28/98 
 
 10   Delaware   10/05/98 
 50   Vermont   10/12/98 
 16   Idaho   10/12/98 
 44   Rhode Island   10/19/98 
 36   New York   10/26/98 
 53   Washington   11/02/98 
 35   New Mexico   11/09/98 
 *     11/16/98 
 *     11/23/98 
 *     11/30/98 
 *     12/07/98 
 *     12/14/98 
   
 (*)=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.