Changing Your Tax ID
Move Existing Payer Relationships To A New Practice Or Tax ID
If your practice is changing its Tax ID, group NPI or billing entity and your providers already participate with the payers, we quote that work in writing. Tell us the practice, the providers and the payers involved, and we email you the price.
Is This For Me?
Use This Path When The Payer Relationships Already Exist
A payer contract belongs to the business named on the Tax ID and the agreement. We confirm which business that is before we touch a provider’s billing relationship.
This Fits When
- The provider already participates with every selected payer.
- The provider is changing the billing practice, group NPI, or Tax ID.
- You need your existing commercial payer relationships updated and tracked.
- You have your practice, provider, contract and enrollment records, or know where to find them. We tell you exactly what’s missing.
Choose Another Path When
- The provider has never been credentialed with the selected payers.
- The clinic still needs new group contracts. That’s Direct Payer Contracting, $1,000 setup plus $500 per payer.
- A provider is joining an existing clinic. That’s New Provider Credentialing.
- You’re opening your own practice, including after leaving Headway, Alma or another platform. That’s First Practice Launch.
- The move also involves an ownership change, an outpatient facility, more than one business or other custom work.
Included Scope
What The Work Covers
Prepare Your Records For The Change
We line up the provider, business, NPI, Tax ID, W-9 and payer records, then confirm the changes each payer requires before billing under the new setup.
Prepare And Submit Each Payer Change
We prepare and submit whichever change each payer requires, whether that’s the business name update, the roster change, the affiliation or the Tax ID, and we take it through that payer’s own process. No two payers do this the same way.
Insurance Portal And Payment Setup
We set up your EHR so claims go out under the new Tax ID and group NPI, move direct deposit (EFT) so insurance payments land in the new business bank account, and route payment reports (ERAs) into your EHR so they can post automatically.
Once a payer approves you, we confirm the enrollment and payment connections included in your Order Form.
Follow Up For A Written Payer Decision
Transitions are where payers stall and restart the clock. We follow up on each change on a set schedule and keep pressing until the payer gives its decision in writing. You can see where every payer stands at any point.
Your written quote lists every provider and payer in the move, and the total, before any work starts.
Important Boundaries
What Is Not Included
- New payer contracting or a first-time credentialing application.
- Outpatient facility credentialing, ownership changes, mergers, or restructuring across more than one business.
- Legal, tax, or clinical advice; payer or third-party fees.
- A promise of uninterrupted claims, payer participation, processing time, effective date, or approval.
- Medical billing, claim form or coding work, which is Ongoing Billing or a separate quote. We still answer your questions about what each approval means for your billing.
The provider completes and legally attests their own DataSpring provider profile (formerly CAQH) and signs the payer-required documents. If you’d rather we update your profile for you, you can choose to share your sign-in through secure onboarding and change the password when we’re done.
What This Looks Like
One Tax ID Change, Four Insurers, Five Different Processes
There’s no shared process for a Tax ID change. Each insurer has its own channel, its own form, and its own idea of what proves the business exists. On a recent transition for a Portland therapist moving into a new professional corporation, the same change went five different ways:
- Regence: organization set up under the new Tax ID in Availity, with payment and remittance enrollment through the portal.
- Moda: online directory update and administrative forms, then the payment and remittance package submitted by fax.
- Cigna/Evernorth: a clinic location change form and the signed corporation W-9, emailed to behavioral health contracting.
- Providence: a provider profile form emailed to the behavioral health network team, answered inside eighty minutes.
Two portals, two emails and a fax. The Regence payment enrollment came back denied on the first pass. Nothing was wrong with it. The insurer just hadn’t finished loading the new Tax ID, and recognizing that as a normal lag and resubmitting the same day is the work.
Getting accepted into a network and having the payer’s systems know who you are now are separate events, and only the second makes a claim pay. And don’t bill under the new Tax ID until each insurer confirms it’s loaded. Approval isn’t the same as loaded.
“Thank goodness for AdvanceAPractice!! I am a private practice LMFT, and over this last year I had been trying to switch over to working under my S corp status.
I struggled with the task for several months and only got more confused in the process. Between the various insurance companies I am credentialed with and not even knowing what I didn’t know, it was a scary maze.
AdvanceAPractice came in, handled it with confidence and good communication, and helpfully led me through my transition questions with patience. The fee was well worth the assistance I received. Highly recommend!”
How To Start
Ask For Your Written Quote
Send us the practice, the providers and the payers involved. If you are unsure about any payer, business or ownership fact, ask the Practice Concierge first so the quote covers the right scope.
How We Handle A Practice Or Tax ID Change
We confirm the practice record, then handle each insurer separately because the forms, portal steps, and effective dates are not interchangeable.
Check The Practice Record
We compare the legal business name, Tax ID, Type 2 NPI, service address, and authorized official details before preparing payer changes.
Update Shared Provider Data
We update your practice information in the DataSpring Provider Data Portal, formerly CAQH. The provider reviews the changes and completes any required authorization and attestation.
Prepare Each Payer Change
We use the payer's required portal, form, roster, or written request and keep the submission receipt, current response, and next action together.
Complete Payment And Remittance Setup
When included, we enroll the practice for electronic funds transfer (EFT) payments and electronic remittance advice (ERA), which explains each claim payment. We track these separately from contract approval.
FAQ
Tax ID Change Questions
Who Is This For?
A provider who already participates with the selected payers and is changing the billing business, group NPI or Tax ID. That’s often a clinician moving into their own corporation. If the provider has never been credentialed with a payer, that payer needs a first-time application instead.
Does It Include New Payer Contracts?
No. This covers existing payer relationships only. If the practice needs its own new contracts, that’s Direct Payer Contracting, a $1,000 setup fee per provider plus $500 per payer, with a two payer minimum.
How Do I Get A Price?
Send us the practice, the providers and the payers involved, and we email a written quote. The quote lists every payer and the total.
Can You Promise Payer Dates?
No. Our part is the preparation and the follow-up, done on time. Payers make their own decisions on their own timelines. A payer can even approve a Tax ID change before its systems have loaded it, which is why we hold billing under the new Tax ID until each payer confirms it’s loaded.
What If Something Goes Wrong?
If something we delivered doesn’t work the way we said it would, tell us within 30 days of delivery and we fix it at no cost. If we can’t fix it, or can’t deliver what you bought, we refund the part it affected.
Choose The Right Credentialing Path
Opening a practice, adding a provider, moving existing payer relationships, and seeking new contracts require different work. See the price and scope that match your situation.