County Mailbox Application Quick Guide

Revised: August 1, 2024

The County Mailbox is an area within MN–ITS which contains:

· File type for uploaded health care renewals and supporting documentation submitted on the mn.gov/dhs/renewmycoverage webpage.

· File type for documents received by Health Care Consumer Support (HCCS) which were transferred to the applicable processing county or tribe.

Assigning Access to the County Mailbox Application

1. Log in to MN–ITS

2. Select User Administration from the left menu

3. Create a New User or Update an Existing User ID

NOTE: Primary Administrators (PAs) must assign County Mailbox privileges to themselves using the Update an Existing User ID process before giving other users access.

Using the County Mailbox Application

The user will find the County Mailbox link on the left-hand side of the MN–ITS Home webpage after the user has been assigned access to the County Mailbox application.

1. Pick a Start Date, which will filter the search results to display only files received on that date.

Note: Currently, End Date will be greyed out as searches can only be completed one day at a time.

2. Select the file type you wish to view:

· RENEWAL – Uploaded Health Care Renewals (and supporting documents)

· HCCS – Documents transferred to the processing county or tribal nation by HCCS.

3. If you have a Case Number, it can be entered here to filter your results. If you want to see all results for a file type, leave the Case Number field blank.

NOTE: If a case number is not known for HCCS transferred documents, the case number will default to all zeros (i.e., 0000000)

4. Click Search to display results.

5. Files uploaded to County Mailbox on the start date selected will display in the Search Results.

Example – Health Care Renewal Upload File Search Results:

Example – HCCS File Transfer Search Results:

NOTES:

· File naming convention formats:

Health Care Renewal Upload File Name:
NPI or UMPI of county, renewal, date uploaded, time uploaded, confirmation number, HCRenewal (HC stands for health care), number of documents

HCSS Transferred File Name:

NPI or UMPI of county, HCCS, date uploaded, time uploaded, case number (if the case number is not known, all zeros)

· Users can select a file by clicking on the box next to the file name.

· An unread file will have the file name in bold and a symbol of an unopened envelope to the left of the file name.

· A file will automatically be marked as read after it has been opened.

· Users can mark a file as unread by selecting the box next to the file name and clicking the Mark Unread button.

· Users can transfer the file to another county by selecting the box next to the file to be transferred, selecting the appropriate county from the list, and clicking the Forward button.

Create a New User

1. Log in to MN–ITS

2. Select User Administration from the left menu.

3. Select the Create User button.

4. Complete required fields indicated with a red asterisk.

5. Select MN–ITS User or MN–ITS Secondary Admin (PPA) in the MN–ITS Role drop-down box.

6. Create a New Password for the user.

7. In the user access sections, determine the appropriate Functions/Folders or Applications/Forms/Lists to which you would like the user to have access.

8. Make sure both the circle next to RENEWAL and HCCS in the County Mailbox section are selected.

9. Select the Save on the bottom of the page to allow changes or the Cancel button to cancel the request.

10. A confirmation page will display containing the newly created User ID.

11. Inform the new user of their User ID and temporary password. The new user will be prompted to change the password upon their initial login to MN–ITS.

Update an Existing User ID

1. Log in to MN–ITS

2. Select User Administration from the left menu.

3. To access your organization’s user list from the drop-down box, search by User ID, Last Name, or First Name. Then enter at least 3 characters in the That Contains box. Select Search.

4. If multiple users with the similar name show up, sort the list by selecting the arrows in the column heading. Sort by User ID, Full Name, Account Status, Account Locked Status, or Last Password Changed Date by clicking on the appropriate column header.

5. Select the appropriate User ID in the left column.

6. Locate the County Mailbox in the User Access section and select the circle next to both RENEWAL and HCCS.

7. Select the Save button on the bottom of the page to allow changes or the Cancel button to cancel the request.

8. A confirmation page will display.

Request a password reset

1. Users must contact their MN–ITS Primary Administrator (PA) or Secondary Administrator (PPA), who acts as an assistant to the MN–ITS PA.

2. PPAs must contact their MN–ITS PA for password reset. In case of PA’s absence, PPAs can contact the MHCP Provider Resource Center at 651-431-2700 or 800-366-5411, option 2, for password reset.

3. PAs must contact the MHCP Provider Resource Center to have the PA password reset.

Note:

· After the initial temporary password is provided, users must create their own password.

· Each MN–ITS user should log in with an individual User ID and password.

· Do not share passwords or allow others to log in using your personal User ID or password.

· MN–ITS users have five login attempts before they are locked out of MN–ITS.

· MN–ITS requires users to create a new password on an annual basis.