Frequently Asked Questions

• What is the purpose of the CCVS?
  • To eliminate the necessity of physicians providing the same standard credentialing information to each credentialing organization where they have, or expect to have, privileges. Example: Verification of medical education, postgraduate education, previous and current staff appointments and work history, copies of DEA or board certification.

• Can my organization choose not to participate in the CCVS?
  • No, utilizing the CCVS is not an option; it is an Arkansas state law. ALL organizations credentialing physicians for Arkansas and ALL physicians licensed in Arkansas are mandated to comply.

• When was participation in the Arkansas CCVS mandated?
  • Upon initial certification by NCQA in August 2001. However, the Arkansas State Medical Board allowed organizations until January 1, 2002 to comply with the mandate in order to allow time to make the necessary modifications in their processes, budget and, application.

• Does use of the CCVS for credentialing information totally eliminate the need for physicians to complete applications?
  • No. Organizations are encouraged to review the questions and requirements on their applications toward reducing the length of those documents but there is some information the CCVS does not provide. Any information an organization must have to meet their bylaws can be asked on their application, provided that it does not duplicate what is provided by the CCVS.

• Can physicians refuse to complete other organizations’ applications because of the CCVS Mandate?
  • A physician can refuse to complete certain questions or sections of an application that asks for information that would be duplicated on the CCVS profile. They should be mindful, however, that organizations may request any information that is not provided by the CCVS.

• What can physicians do if they receive an application that has questions asking for copies of certificates or other information provided by the CCVS?
  • They can either affix a label to that section or write in those sections, “You must obtain this from the state-mandated CCVS. Contact the Arkansas State Medical Board at (501) 296-1951 for further information.”

• Can an organization request from the physician a copy of the DEA license or other documents if our bylaws require it?
  • NO, organizations cannot duplicate the work of the CCVS, bypass the CCVS to obtain verification elements on their own, contact the physician for certificate copies of DEA, malpractice insurance coverage, etc. Physicians in Arkansas are mandated by statute to not supply this information to organizations. If an organization’s by-laws require this, the by-laws must be changed to comply with the statute.

• Is there someone that can review our application packets to make sure we are complying with the state mandate?
  • Yes, you may fax initial credentialing or recredentialing application packets to (501) 603-3555, Attn: QA/QI with a note to please review for compliance. Please allow 2-3 days for this to be completed and returned to you. If you wish to email, the documents must be in Adobe PDF format and must be sent to SUPPORT@armedicalboard.org with “Attn: QA/QI” in the subject line so that it will be routed appropriately.

• Are physicians mandated to provide information to the CCVS, or is this limited to organizations that credential physicians for Arkansas?
  • Physicians are also mandated by statute. Physician participation in the CCVS began on a voluntary basis but voluntary participation ended July 1999, when Act 1410 mandated physician participation.

• Is use of the birth month renewal cycle mandated?
  • No. Conversion to the birth month cycle is strongly recommended to prevent out-of-cycle charges and to eventually allow for a quicker turn-aroundtime for organizations on credentialing information.

• Can any organization that wishes credentialing information on a physician participate?
  • Other credentialing verification organizations may not participate. Only organizations that have completed the enrollment or sign-up process can retrieve credentialing information, only those organizations that have received the physician’s permission can request the information and only organizations that are credentialing physicians for Arkansas may sign up.

• Who oversees the functions of the CCVS?
  • The Arkansas state legislators oversee the Arkansas State Medical Board (ASMB), and the ASMB oversees the CCVS. The Executive Secretary of the Board oversees the day-to-day functions of the CCVS and ASMB staff. The ASMB annually appoints a tenmember Advisory Committee to oversee and assist with the adoption of policies and regulations concerning the Credentialing Information system and Quality Improvement Plan. At least six (6) of the ten (10) members of the Advisory Committee are representative of credentialing organizations. The CCVS Advisory Committee regularly appoints sub-committees or work operations committees, composed of customer representatives with experience in medical staff credentialing, to provide advice or information to the CCVS management staff regarding new policies, processes and forms, proposed changes.

• Does CCVS credential Physician Assistants?
  • No. Even though the Arkansas State Medical Board licenses and disciplines Physician Assistants and other medical practitioners, the CCVS only collects and provides credentialing information on Medical Doctors (M.D.) and Doctors of Osteopathy (D.O.). Organizations must credential Physician Assistants, Respiratory Therapists, Occupational Therapists, Occupational Therapy Assistants, Radiology Practitioner Assistants and Radiologist Assistants according to their bylaws and applicable accreditation guidelines.

• Can organizations get information on physicians who are in the process of applying for licensure?
  • No. A physician must have a license--either a temporary or a permanent license--before the customer can obtain their CCVS information.

• Are physicians provided with a copy of the information that is included in their CCVS file?
  • Yes. Once a year at license renewal, physicians will receive both the license renewal documents and a CCVS renewal document, including the physician’s personal profile printout, listing the information the CCVS has on file for that physician. The physician can request a copy of his/her physician profile at any other time by emailing the CCVS staff at ccvs@armedicalboard.org and requesting one. Physicians are advised to keep a copy of each of these profiles for their personal information. If the physician disagrees with information on his/her profile, he need only mark those comments on the profile and send them back with his license renewal information and the CCVS will respond once re-verification if obtained, if that is the issue.

• Can physicians obtain copies of their personal profiles other than at annual license renewal?
  • Yes. Physicians may request these in writing by fax, mail or e-mail. Allow a few days for the profiles to be sent to you.

• Can physicians go online and access their profiles?
  • Not at this time. That is a future goal of this Board and research into cost, security and set-up is currently being performed.

• Does use of the CCVS for credentialing information totally eliminate the need for physicians to complete applications?
  • No. Organizations are encouraged to review the questions, requirements on their applications toward reducing the length of those documents but there is some information the CCVS does not provide. Any information an organization must have to meet their by-laws can be asked on their application, provided that it does not duplicate what is provided by the CCVS.

• Can physicians refuse to complete other organizations’ applications because of the CCVS Mandate?
  • A physician can refuse to complete certain questions or sections of an application that asks for information that would be duplicated on the CCVS profile. They should be mindful, however, that organizations may request any information that is not provided by the CCVS.

• What can physicians do if they receive an application that has questions asking for copies of certificates or other information provided by the CCVS?
  • You would either affix a label to that section or write this in those sections: “You must obtain this from the state-mandated CCVS. Contact the Arkansas State Medical Board at (501) 296-1951 if you have questions.”

• If a physician provided information to, or is participating in, the Federation of State Medical Board’s (FSMB) credentialing verification organization, or any other credentialing verification organization (CVO), does this eliminate the need for participation in the CCVS?
  • No. The CCVS cannot share information with any other credentialing verification organization and is not optional for physicians because state law mandates their participation.

• Does the use of the Arkansas CCVS eliminate the need for physicians to complete other state medical board applications for licensure, since they can get this information from Arkansas?
  • No. The mandate is an Arkansas state law and is not applicable in other states. Also, the service does not include the provision of copies from the physicians’ CCVS files to other state boards, recruitment firms, hospitals or credentialing organizations outside the state, except those credentialing physicians for Arkansas. According to the terms of the statute, other credentialing verification organizations (CVOs) may not utilize the CCVS.

• Can physicians provide their credentialing information to the Federation of State Medical Boards (FCVS) or the Coalition for Affordable Quality Healthcare (CAQH) or any other credentials verification organization (CVO)?
  • Yes. If the physician wants to set up a credentialing file with these organizations for providing their information to other states or organizations where they may be applying for privileges, licenses or membership, they may do so. Both the FCVS and CAQH provide standardized applications that are accepted by several different out-of-state organizations. Regardless of where the applications originate, the organizations must comply with the applicable state law. If a physician receives an application from a central application processing organization such as CAQH, they still cannot ask a physician to provide copies of certificates or documents that they are required by state law to obtain from the CCVS. Organizations that utilize CAQH should be aware of this and understand that it is a violation of that statute whether going through an application processing organization or sending the application directly from their organization. Physicians are NOT required to complete those sections provided by the CCVS regardless of who sent the application. Completing applications for another CVO such as the Federation of State Medical Boards (FCVS) is different in that the physician is voluntarily providing their CV information so other licensing boards may access. Providing this information in that case is at the discretion of the physician.

• Can a physician’s credentialing information be released or provided to an organization without his/her knowledge?
  • No. A signed authorization and release must be received, and must include that organization’s exact name before the information will be released and then will be released only to that organization. Physicians may, at any time, revoke any authorization and release currently in effect by submitting a letter to the Arkansas State Medical Board, Attention: Quality Assurance Manager.

• Is the CCVS certified for credentials verification by any organization?
  • The CCVS received initial review and certification by the National Committee on Quality Assurance (NCQA) in August 2001, and has been recertified in the same elements since then. The eight elements are: Medicare/Medicaid Sanctions; Medical Board Sanctions; License to Practice; Work History; DEA/CDS Certification; Education and Training; Board Certification; Application and Attestation Content.

• What is NCQA?
  • The National Committee on Quality Assurance is an independent, not-for-profit organization dedicated to assessing and reporting on the quality of managed care plans, managed behavioral healthcare organizations, preferred provider organizations, new health plans, physician organizations, and credentials verification organizations.

• Why isn’t the CCVS also accredited by The Joint Commission?
  • The state law requires certification by NCQA. The CCVS is not a healthcare organization and The Joint Commission does not accredit credentialing verification organizations (CVO) such as the CCVS.

• Does the CCVS meet Joint Commission verification requirements?
  • Yes. The CCVS meets The Joint Commission’s requirements toward those elements that are included on the CCVS profile. When there is a conflict between state law and The Joint Commission requirements, The Joint Commission must comply with state law and cannot penalize organizations for compliance with legal authority, whether state or federal. The Arkansas State Medical Board and the CCVS use the primary source verification standard. Every effort is made to obtain verifications directly from the source as required by The Joint Commission. The credentialing profile provided to organizations will indicate the source under each entity. In the event that primary source verification could not be obtained, or is not required, the source will still be indicated for each element. If alternate sources had to be utilized, such as AMA/AOA profile, indirect source, etc. this will be noted under each entity verified.

• How long does it take to get set up?
  • Please plan for it to take 2-3 days plus the time required for the bank or credit card company to verify your account information (some provide verification within one day, some may take up to 10 days).

• When do I get access permission?
  • Once the Board is notified by the bank of the account verification, the Board’s Information Technology department will notify you via e-mail that the set up process is completed and issue your user name and password. At that point, you are ready to place new and receive completed orders.

• What does my user name and password give me access to?
  • Once you receive your security information, you will be considered a “Level 3” client and will have access to secured areas of the site. You will be able to view your account information, past charges, current orders, status of your orders (Working or Released), and scanned documents (attestations, authorizations and releases, some attachments). As long as a current Authorization & Release is on file, you can access the DEA and Malpractice site for interim updates at no additional charge on these elements.

• Who should be the Account Administrator?
  • The “Account Administrator” should be the person who will retrieve the profiles and receive all e-mail notifications regarding receipt of orders, charges and when the profile is ready for pickup, as well as any global announcements. An organization can have multiple staff (Users) access their orders. Please be aware, if your administrator or accounting person is listed, all e-mail announcements, system outages or upgrades, policy changes and other notifications will go to that person. Once an individual “User” at your organization places an order, all e-mail notifications regarding that order will go to that User’s name and e-mail address.

• How will we pay for physician profiles?
  • You must have a major credit card (VISA or MASTERCARD only) or set up your account for an electronic funds transfer (EFT) to purchase physicians’ profiles online. There are no exceptions to this requirement.

• Who safeguards our passwords and access info?
  • It is your organization’s responsibility to safeguard your passwords, notify the appropriate person within your organization when a file is ready for retrieval or any other notification that should be sent internally. It is also your organization’s responsibility to notify the CCVS of e-mail address changes, or change staff access permissions when staff leaves or transfers. This must be done online and is a simple procedure. Please see your Guide to Online Services or contact the CCVS via e-mail at ccvs@armedicalboard.org.

• Does Arkansas have a general statewide application?
  • No. Arkansas does not have a statewide application at this time.

• Where can I get a blank copy of the Authorization and Release (A and R) form?
  • This form can be downloaded from our website by clicking on: Forms> Authorization and Release - Single Facility. A blank A and R is also provided in this Guidebook.

• Can a physician leave the space for the Credentialing Organization blank, or put “ANY ORGANIZATION,” to avoid having to sign a multitude of A and Rs?
  • No, the statute requires the organization be listed on the Authorization. This name field must exactly match the name used when your organization signed up, and cannot be abbreviated. If the organization changed its name there are options that can be utilized but the name on the account must be listed in that blank or the Authorization will not be accepted and the physician will have to sign another.

• Who collects the Attestation, and can my organization still collect its own?
  • The CCVS has initiated the process of requesting attestations from physicians three (3) times a year to meet JCAHO, NCQA and customer requirements. Customers will be allowed to print scanned copies of all attestations, including initial licensure attestation on file, at any time. An organization can utilize its own attestation but is urged to review the CCVS attestation to see if it duplicates your form.

• Why do physicians have to sign the Attestation form (numerous questions) over and over again for each organization and also for the CCVS when it seems one signing would suffice?
  • The Organizations may require different information with different wording, though the CCVS may provide the same required information in slightly different wording or format, but the attestation may not appeal to the customer organizations. Different organizations have different requirements for the 120-day attestation but mainly it is to try to capture changes in the physicians’ information specific to those questions, which may have happened in the interim. The attestations are then scanned into the system for that physician’s file and organizations may print them if there is a current authorization on file.

• Why does the CCVS collect the attestations every 120 days and not just annually?
  • The CCVS began collecting these every 120 days to meet certification requirements. Those requirements recently changed but the majority of the customer organizations stated they still wanted to obtain those attestation updates within the same time frame. If it isn’t provided by the CCVS, they will each create and utilize their own.

• Where does the information in a physician’s profile come from?
  • Primary source verifications, unless otherwise indicated. Once a license is issued (temporary or permanent) the initial licensing information that was primary source verified rolls over into the CCVS data bank. When that physician’s credentialing information is ordered, the CCVS reviews the file for any elements that may have become outdated and then proceeds to obtain the current primary source verification for release prior to the scheduled due dates.

• What happens if the primary source no longer exists or cannot provide the verification?
  • It is not always feasible to obtain verification information from the primary source. Occasionally, a primary source no longer exists, or the applicant’s records have been lost, destroyed, or are no longer accessible, especially in instances where the applicant received part of his/her training or experience in a foreign country and political restrictions do not allow for verification retrieval.

• Can the organization attempt to verify information that the CCVS could not?
  • Occasionally, a profile element will be designated as “Unable to Verify” with a notation in Remarks explaining why CCVS was not able to verify that element (no files, files lost, files destroyed, no known entity address, or if there has been no response to multiple and prolonged documented attempts). Files with “Unable to Verify” elements are not considered incomplete and will be released. CCVS will continue to attempt verification until all resources are exhausted and verification will be attempted again if a new resource is discovered. The customer may attempt to obtain verification on “Unable to Verify” elements. In the event that the organization is successful in getting the verification, please e-mail the CCVS so that the files can be upgraded with your resource and the verification obtained for the CCVS file. Your cooperation in this regard allows the CCVS to improve the quality of the credentialing information for the benefit of all customers.

• Why does the physician list different information on the organization applications than is listed on the CCVS profile?
  • In some instances, the physician may provide the organization with a different, more detailed CV than the one provided to the ASMB/CCVS and physician information may appear to conflict. Please be aware this may occur, and please work with the CCVS and the physician so that the most accurate information can be obtained and the physician’s credentialing file updated.

• What do we do if there is an inconsistency regarding the information on the CCVS profile and the information on our application?
  • Please review your profiles as soon as you receive them. If you note a data inconsistency on your completed profile, notify the CCVS within 30 days of the release via the CCVS e-mail address, CCVS@armedicalboard.org, and the file will be reviewed toward resolving the inconsistency. An updated or revised profile will be emailed to your attention as soon as the element is verified and revision has been made.

• How will we know when the inconsistency has been researched and what the outcome is?
  • The organization will always receive an e-mail response notifying it of the findings. The CCVS is updating the information continuously and this process does not stop when the file is released to one customer. If the inconsistency is due to a discrepancy from the primary source, the CCVS will contact the source and attempt to reconcile the information. The organizations that received a profile within 30 days will be sent a corrected profile. However, if the source maintains their original response, no change will be made to the profile.

• Can we share the information on the CCVS profile with another organization?
  • No, you cannot “share” the information you receive on a physician with other organizations unless you are credentialing the physician for that organization as well. The organization name that is retrieving the profile is on your profile printout. The CCVS immunity clause does not protect the non-compliant organization.

• Why doesn’t the Board or CCVS provide physicians’ Continuing Medical Education information to organizations?
  • Regulation 17, CONTINUING MEDICAL EDUCATION of the Arkansas Medical Practices Act, Rules and Regulations was adopted September 14, 1996. The CCVS no longer reports CME activity except in an attestation where the physician states the number of credits and how many apply to his/her specialty. The ASMB requires 20 CME credits each year and performs random audits of physicians to make sure they are keeping up with their education credits. If an organization requires the physician to obtain a specific number of credits in a specific subject, it is the responsibility of the physician and the organization to monitor and obtain those credits to meet that requirement. Physicians are responsible for maintaining copies of their CME credits because the Board may ask them to provide them at any time. Copies or originals of CME certificates are not maintained in either the Board or CCVS files.

• What are the steps in the order process?
  • 1. Client faxes or emails an Authorization & Release (A&R) to CCVS. 2. CCVS adds the physician’s name to the Client’s list of available physicians within 24 hours of receipt (by the same time on the next business day). 3. Client places order online, and receives an Order Confirmation notice via email. 4. CCVS verifies information in the physician’s file per NCQA and Joint Commission standards. 5. Client is notified by email when file has been completed and profile is available for retrieval. 6. Client retrieves profile from ASMB website.

• I sent my A&R yesterday, but the physician is still not in my list of physicians available to order--should I send it again?
  • Not yet. Please review the A&R to be sure that the organization name, physician name, and license number are correct, the date is legible and the physician has signed the form. If the A&R is correct, please email the CCVS at CCVS@armedicalboard.org and ask us to check on it for you. Please be aware that faxes and emails do sometimes go awry, so you may be asked to resend the A&R, this time to the Customer Service fax number.

• The physician’s name is in my list, but why can’t a select it (it is greyed out)?
  • Check to be sure the order has not already been placed by you or by someone else in your organization. If it hasn’t, please notify the CCVS by email at CCVS@armedicalboard.org that the physician’s name is “greyed out”, and we will work to correct it as soon as possible

• How will I know the CCVS received my order?
  • An Order Confirmation email will be sent to the email address associated with the user name and password used to place the order. If you do not receive an email confirmation, your order was not placed. Also, your physician list should indicate “Working” within one hour of placing the order (providing that it is during normal business hours). If you received an email confirmation but the physician is not appearing in your Outstanding Orders list as “Working”, please forward the email confirmation to us at CCVS@armedicalboard.org and ask us to find out why the physician isn’t appearing in your Outstanding Orders list

• What if I ordered a profile in error?
  • If an organization orders a physician’s profile in error, one of the users or account administrator may request cancellation of the existing order ONLY by e-mailing the CCVS@armedicalboard.org and listing the name of the physician and the reason for the cancellation (ordered in error, no longer need it, supplicate order, etc). This information is collected and tracked for quality improvement purposes in order to identify future system improvement functions.

• What if I ordered the wrong type of profile?
  • If an organization orders one type of profile (Initial, Expedited, Out-of-Cycle Recredentialing, In-Cycle Recredentialing) but you need a different type instead, you must request cancellation of the existing order. Once canceled, you may reorder the correct type.

• What if I didn’t order in time for my meeting or I have to get the profile quicker than planned?
  • The ASMB/CCVS does not have documentation regarding organization deadlines so ordering is at the discretion of the organization’s staff. Organizations should plan for their orders to be released before or on the scheduled due date (business days) for that type of order. Because the ASMB/CCVS is required to work orders as they are received in a first come/first serve basis, a special ordering type for an emergency was created for an additional fee. This type of order is called an EXPEDITE, with turn-around-time of five (5) business days and a fee of $250. This is the only way an organization can move a file ahead of another; there are no exceptions to this policy. Orders are worked in a fair and deliberate manner and assigned according to the date and time the order is received, and not individual organization urgency. It is the organization’s responsibility to place orders so they meet their individual internal needs and deadlines. The organization may always change their order to Expedited at any time and the Expedited order may be released before or on the scheduled due date. The CCVS will always endeavor to provide whatever assistance they can but there are hundreds of orders being worked and every organization has their own internal deadlines and urgent needs.

• How do I request a cancellation?
  • Requests for cancellations must ALWAYS be e-mailed to the CCVS Monitor address, CCVS@armedicalboard.org. Your request MUST include, in the body of the e-mail (not just the subject line): (1) the physician’s full name and license number; (2) a specific request to cancel your current order; and (3) the reason you are requesting cancellation (ordered wrong type, need to change to expedited, physician withdrew application, etc.). Please be advised that cancellations will not be allowed if the file has already been released to the organization or is in final review prior to release.

• What if the CCVS cannot collect all of the information for the profile within the stated turnaround time?
  • Occasionally, not all verifications can be obtained within the turnaround time (TAT) goals of the CCVS. In those instances, and in order to meet statutory requirements, the CCVS must cancel the order so the fees can be refunded. The user that ordered the profile will receive two emails: a letter of explanation from the Customer Service Department, and a computer-generated Notification of Cancelled Order. The customer may reorder the profile once they receive the computer-generated email. CCVS cancellation of an order does not mean that organizations are allowed to complete the credentialing. It means that one or more of the required verification elements could not be obtained or verification received by the scheduled due date so the CCVS could provide a completed profile. The verification may come in a few days later. If the verification element on the profile states that Verification is Pending, it means the source of verification has not returned to required documentation necessary to complete that element. The CCVS will provide you with a corrected profile as soon as this is received. If the element states it was “Unable to Verify – no records or closed facility”, the organization may attempt to locate this information on their own. That means the CCVS has exhausted their resources for verifying that element and have closed it. If the organization is fortunate in locating a source to verify, the ASMB/CCVS would respectfully request receiving that information on how this was accomplished in order to update the profile and use this to train the ASMB/CCVS staff on this resource.

• What is an Incomplete Profile Request?
  • Customers may occasionally request an “Incomplete Profile” if their needs have changed, as long as there is an Authorization & Release for the organization on file and a current Attestation. This is done strictly as a courtesy to the customer, and may not be possible in all circumstances. It involves a manual process for staff, and will not be allowed if it negatively impacts the completion process, or if an organization repeatedly requests high volumes of incomplete files within a short or last minute time frame. The volume of incomplete requests the staff is processing will also impact the ability to provide this to the organization by their deadline. Be advised that an incomplete profile request will not reduce the charge for that order, nor does it mean you are allowed to complete the file or request/obtain the missing verification elements yourself. If you request an incomplete profile, the CCVS will email one to you with a watermark indicating “Incomplete Profile Provided at Client’s Request”. Be Advised: These incomplete profiles may not meet your organization’s regulatory compliance requirements. The CCVS will continue to work the file and release it in the usual manner when it is complete. Please be aware that incomplete profiles have not gone through the audit process and are not considered complete on any level. Files on telemedicine physicians, files that are in final review, and files that are missing the minimum required documentation cannot be released incomplete for any reason.

• Why did I get the profile I ordered yesterday, but I still don’t have the profile I ordered a week ago?
  • Although the CCVS is allowed a certain time frame to release physicians’ credentialing information (15 business days for Initial, 30 business days for Recredential) according to the law, files arerarely delivered in the same sequence in which they were ordered. This is because the file you ordered yesterday may have recently been updated and released to another organization and therefore needs no further updating, while the one from a week ago could still be missing several verifications. The CCVS has an internal goal to reduce file turn around time and this is closely monitored on a daily basis.

• Can my organization order a new profile every 120 days?
  • Customers can place orders as frequently as they wish and place any type of order they choose at any time.

• How will I know when the profile is complete and ready?
  • A Completed Order Notification will be sent to the email address associated with the user name and password used to place the order. Also, the user can check his/her Outstanding Orders list to see if the file has been released.

• Who should be the Account Administrator?
  • The “Account Administrator” should be the person who will retrieve the profiles and receive all e-mail notifications regarding receipt of orders, charges and when the profile is ready for pickup, as well as any global announcements. An organization can have multiple staff (Users) access their orders. Please be aware, if your administrator or accounting person is listed, all e-mail announcements, system outages or upgrades, policy changes and other notifications will go to that person. Once an individual “User” at your organization places an order, all e-mail notifications regarding that order will go to that User’s name and e-mail address.

• Can multiple employees use the same user name and password?
  • Yes, but we do not recommend it. When a user places an order online, the order confirmation is sent to the email address associated with that user. Any notifications regarding that order are also sent to that address. If more than one person is using a user name, CCVS has no way of knowing who actually placed a given order, and any notifications regarding that order could be sent to the wrong person.

• Why would we need to deactivate users?
  • Users with access to your account have the ability to place orders from any computer using your organization’s credit card or EFT information. You should treat your CCVS account the same as you would any other account, removing any employees who are no longer authorized.

• How do we change our billing information?
  • Billing information (credit card or bank account information) can only be changed or updated by the person designated at the account’s EFT Administrator. When the EFT Administrator logs into our website using his/her EFT Administrator user ID and password, the billing information will appear on the screen and he/she can make the necessary changes. He/She must read the Terms and Conditions and click on the “I agree with/accept the Terms and Conditions” button at the bottom before the billing information will be updated in our system.

• How does the CCVS communicate with customers regarding policy and event changes?
  • The CCVS sends emails to users via the email addresses on file and directed to the system administrators, system users, CCVS announcement sections on the ASMB web site, via United States Postal Service (USPS), telephone, and via the ASMB newsletter. In cases where the web site is shut down preventing notification via the site, and prior notification cannot be achieved, the CCVS will request the Arkansas Hospital Association and AR Association of Medical Staff Services announce the shutdown via their websites and e-mail group blasts. If this isn’t possible, alternate notification opportunities will be initiated.