eMedNY ETIN Certification and Biller Access
By George Ruan • October 9, 2026
Start at the official eMedNY ETIN information page to set up or renew an Electronic Transmitter Identification Number. For a therapist using an outside biller, ETIN certification and ePACES user access solve different problems: the first authorizes the transmitter relationship, while the second controls what a person can do in the portal. Guidance checked October 9, 2026.
Sections
Does the provider or billing service need the ETIN?
A practice transmitting its own transactions uses the provider ETIN pathway. A billing service transmitting for clients uses the service-bureau pathway. A provider can certify to an existing biller's ETIN; hiring a biller does not automatically connect the provider's NPI to that transmitter.
The ETIN guidance identifies billing-provider, group and rendering-provider NPI links as important to claim processing. Before changing submitters, we recommend recording which enrolled NPIs will use which ETIN and confirming the arrangement with the biller. Do not treat an ETIN as a replacement for Medicaid provider enrollment or a managed-care contract.
Choose the current ETIN form
Use the live provider maintenance forms catalog to confirm the packet before signing:
Provider ETIN application 401101: for the provider transmitter pathway.
Service-bureau ETIN application 403101: for a billing-service transmitter.
Existing-ETIN certification packet: for certifying a provider to an existing ETIN, including the applicable recertification process.
New-enrollment certification statement: for a provider applying for Medicaid enrollment who has never been enrolled and follows that packet's instructions.
The new-enrollment statement is not a general-purpose way to change an existing transmitter. Its instructions direct subsequent changes to an existing ETIN through the existing-ETIN certification packet. Download current forms and use their current submission instructions rather than an address copied from an old checklist.
Complete certification and keep it current
The existing-ETIN packet requires a separate completed certification for each provider linked to the ETIN, with the applicable provider and transmitter details. Follow the original-signature and notarization instructions carefully. The ETIN page specifically requires wet signatures rather than digital signatures and describes annual recertification.
Put that annual date on your billing calendar. State provider revalidation is a separate enrollment obligation; renewing one does not renew the other. An expired certification can interrupt electronic transactions. If eMedNY rejects a packet, compare the provider name and NPI with the enrollment record and check the notary information, signature and seal against the published rejection guidance.
Add the biller in ePACES separately
After confirming the certified submitter relationship, follow the ePACES user-account guide:
Have the primary administrator or an authorized administrator open Add/Edit Users and create the biller's individual user.
Screenshot source: ePACES Setting Up User Accounts v2 (December 4, 2024), PDF page 3.
Select a role appropriate to the work. A Supervisor cannot administer users; a General user receives the functions the administrator assigns.
Assign the intended provider and transaction functions. Confirm that the biller can select the correct provider before running eligibility or claim work.
Screenshot source: ePACES Setting Up User Accounts v2 (December 4, 2024), PDF page 5.
If the provider is absent, have the primary administrator update the provider list, then adjust the user's permissions.
The enrollment overview describes how the designated submitter becomes the primary administrator during initial setup. Follow the account-activation guide if that setup is still incomplete. Do not substitute a shared practice login for individual access.
Check the result before sending claims
Confirm certification status, provider/NPI links and the user's assigned functions. A separate remittance-delivery request may also be needed: the certification instructions do not make every remittance change automatic merely because an ETIN link changed.
Then use the claims submission and status workflow to verify what actually reached eMedNY. Keep any enrollment, certification and transaction receipts together so a later rejection can be traced to the correct step.
Frequently Asked Questions
How often must an eMedNY ETIN be recertified?
eMedNY describes annual ETIN recertification. Track it separately from Medicaid provider revalidation and follow the current certification packet.
Does ETIN certification give my biller a portal login?
No. Certification establishes the provider/transmitter relationship. An administrator must separately create the biller’s individual ePACES user and assign provider and function permissions.
Can I digitally sign ETIN certification?
The eMedNY ETIN page requires an original wet signature. Follow the current packet’s notarization and submission instructions.
Sources
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