Give Your Biller Access to Ohio Medicaid PNM
By George Ruan • July 4, 2026
Last updated: July 4, 2026.
Bottom line: In Ohio Medicaid, you give your biller access to the Provider Network Management (PNM) portal by adding them as an Agent under their own OH|ID login. You do not hand over your personal OH|ID username and password. The Administrator (usually the provider or the practice owner) invites the biller from the Account Administration screen, then chooses exactly which actions that Agent can perform for each Medicaid ID.
If you run a therapy practice in Ohio and you have brought on a biller, a credentialing service, or a billing partner like Bomi, the technical step between them and your Ohio Medicaid work is a PNM Agent assignment. It takes a few minutes, it is done entirely inside the portal, and it does not require sharing credentials. This guide covers the PNM roles, the safe delegation pattern, the exact steps, what your biller can and cannot do once added, and the security details that matter.
The safe pattern: delegate a role, do not share a login. Your biller registers their own OH|ID, you add them as an Agent, and you grant only the actions they need. The Ohio Medicaid PNM FAQ says sharing OH|IDs is strongly discouraged because an OH|ID verifies your identity and can reach multiple state systems.
Sections
PNM Roles: Administrator vs Agent
PNM has two core user roles, and understanding the difference is the whole game here.
Provider Administrator. The person ultimately responsible for the provider record. The Administrator signs the provider agreement on the initial enrollment application, is accountable for what is in it, and is the only role that can set up Agents and assign them actions. On the PNM homepage, an Administrator sees the My Providers, Account Administration, and New Provider buttons. (PNM role guide)
Provider Agent. A user who performs specific duties on behalf of the provider, only for the actions the Administrator grants. An Agent sees the My Providers button plus whatever functions were assigned. A biller is almost always set up as an Agent.
A few rules from the PNM FAQ shape how you plan this:
There is only one Administrator per NPI/Medicaid ID. You cannot have two co-equal Administrators on the same provider.
One Administrator can manage many providers, and one Agent can be assigned to many providers.
A single OH|ID cannot hold both the Administrator and Agent role for the same provider. If someone needs to be an Administrator for one provider and an Agent for another, that is allowed, but the two roles are tied to how each NPI is assigned.
Agents can only be added after the provider has a Medicaid ID. A brand-new enrollment with no Medicaid billing number yet cannot have Agents assigned until enrollment completes.
Step 1: Your Biller Creates Their Own OH|ID
Before you can add anyone, the biller needs their own OH|ID. Every individual PNM user needs a unique OH|ID; the FAQ is explicit that an office or organization should not share one, and that each person logs in with their own identity.
The biller goes to OH|ID and clicks Create Account, using their own personal information (name, email).
The biller then logs into PNM for the first time and selects the Agent role when prompted.
The biller gives you two things: their OH|ID User ID (a numeric ID, typically 8 digits starting with 7) and the email address tied to that OH|ID.
If your biller needs help standing up their OH|ID and PNM login, our companion guide, How to create an OH|ID and PNM provider portal account, walks through it.
Step 2: The Administrator Adds the Biller as an Agent
With the biller registered, the Administrator does the actual delegation inside PNM:
Log into PNM as the Administrator and click the Account Administration button on your homepage/dashboard.
Select the Medicaid ID you want to give the biller access to.
Click Add User, then enter the biller’s OH|ID User ID (number) and the email address associated with that OH|ID.
Once the account is confirmed, choose the actions/roles you want to grant that Agent, and save.
Repeat per Medicaid ID. Agent access is granted for each NPI/Medicaid ID separately, so a group practice that wants a biller working both the group record and specific individual clinicians assigns the Agent on each of those Medicaid IDs. An Agent on the group Medicaid ID can see the group and its affiliated individuals, but to change an individual provider’s record they must also be assigned to that individual’s Medicaid ID.
Heads up: billers cannot request access themselves. The FAQ notes that Agents cannot request to be an Agent for a Medicaid ID; the Administrator has to set them up. So the practice owner (or whoever holds the Administrator role) has to do this part.
What Your Biller Can Do Once Added
Agent access is granular. You assign named actions per Medicaid ID, so a biller can get exactly the functions they need and nothing more. The PNM FAQ lists the assignable Agent roles; the ones most relevant to a therapy biller include:
Claim Submission — submit claims.
Claim Search — search claim information.
Eligibility — search recipient eligibility.
Prior Authorization Submit / Prior Authorization Search — submit and look up prior authorizations.
View Remittance Advices — pull remittance advice.
Enrollment Agent — update provider information and submit revalidations on behalf of the provider.
1099 Information — update 1099 information.
One wrinkle worth knowing: self-service functions like claims, prior authorization, and eligibility are completed directly inside PNM. (Since June 30, 2024, ODM routes fee-for-service claims and prior authorizations through the Fiscal Intermediary in the PNM module, rather than redirecting to the older MITS system it replaced.) For those self-service links to appear for an Agent, the Administrator has to assign the matching PNM security role first. If your biller logs in and cannot see the eligibility or prior-authorization links, the usual cause is a missing Agent action, not a broken account. For the claim-routing context behind these actions, see our guide to Ohio Medicaid claims: fee-for-service vs managed care.
What an Agent cannot do. Some actions are Administrator-only:
Initiate a brand-new enrollment application with Ohio Medicaid.
Assign roles to other Agents.
Sign the provider agreement.
If you want a billing service to own more of the enrollment and revalidation lifecycle, you have two options: grant the Enrollment Agent action (which covers updates and revalidations) or transfer the Administrator role itself. Transferring the Administrator role is a heavier move — there is only one Administrator per provider, and there is no built-in backup role — so most practices keep the Administrator role in-house and delegate the day-to-day work through Agent actions.
Security Notes
Never share your OH|ID. The whole point of the Agent model is that your biller uses their own credentials. Sharing an OH|ID is strongly discouraged because it verifies personal identity and can reach protected Medicaid member information across multiple state systems.
Grant least privilege. Assign only the actions the biller needs for each Medicaid ID. You can add more later.
You keep visibility. As the Administrator, you can see the Agents assigned to a provider from the Account Administration screen — the Agent’s name appears under the assigned actions and their OH|ID User ID is shown.
Off-boarding matters. When a biller leaves, remove their Agent access from the same Account Administration screen so a former contractor can no longer touch your Medicaid records.
If the Administrator leaves. An Administrator can transfer the role to another user’s OH|ID from Account Administration. If the Administrator has already left, contact the ODM Integrated Help Desk at 1-800-686-1516 (Option 2, then Option 3) or email [email protected] with the provider name, NPI/Medicaid ID, and the new Administrator’s OH|ID User ID.
Action Steps for Providers
Confirm you are enrolled and have a Medicaid ID. Agents can only be added after enrollment is complete.
Identify who holds the Administrator role for each NPI/Medicaid ID. If you are an independent provider, that is usually you.
Have your biller create their own OH|ID and log into PNM once as an Agent.
Collect the biller’s OH|ID User ID (number) and the email on that account.
From Account Administration, add the biller as an Agent on each relevant Medicaid ID and grant only the actions they need.
Verify the biller can see the right screens; if the PNM self-service links are missing, check the assigned Agent actions.
Review Agent assignments periodically and remove access when a biller relationship ends.
Where Bomi Fits
Bomi works as a billing and credentialing partner for therapy practices, and in Ohio that means operating inside PNM on your behalf. When a practice brings us on, the clean setup is exactly the pattern above: our team registers under our own OH|ID, you add us as an Agent on the Medicaid IDs we support, and you grant the specific actions — claims, eligibility, remittances, prior authorization, enrollment updates — that the work requires. You keep the Administrator role and full visibility; we do the day-to-day.
From there, Bomi helps with eligibility checks, claim submission and follow-up, denials, remittance review, and the credentialing and revalidation tracking that Ohio Medicaid requires. We do not take over your identity, and we do not guarantee any enrollment or payment outcome — we handle the operational load so your team can focus on clients.
See how Bomi handles credentialing, billing operations, and our Ohio resources. For the full Ohio landscape, start with our Ohio Medicaid credentialing pillar guide.
The short version: add your biller as an Agent under their own OH|ID, grant least privilege, and keep the Administrator role. That is how you give access without giving away your login.
FAQ
Do I have to share my OH|ID password with my biller?
No. That is the wrong way to do it. Your biller creates their own OH|ID, and you add them as an Agent in PNM. Ohio Medicaid strongly discourages sharing OH|IDs because they verify personal identity and reach protected member information.
What is the difference between a PNM Administrator and an Agent?
The Administrator is ultimately responsible for the provider, signs the provider agreement, and is the only role that can set up Agents. An Agent performs specific delegated actions the Administrator grants. There is one Administrator per Medicaid ID; a provider can have multiple Agents.
How do I actually add my biller?
Log into PNM as the Administrator, click Account Administration, select the Medicaid ID, click Add User, enter the biller’s OH|ID User ID and associated email, then choose the actions to grant and save. Repeat for each Medicaid ID.
Can my biller submit claims and check eligibility once added?
Yes, if you assign those actions. Claim Submission, Claim Search, Eligibility, and Prior Authorization actions can each be granted to an Agent. Those functions run directly in PNM (ODM retired the old MITS redirect on June 30, 2024), so the Agent needs the matching PNM security role for the links to appear.
Can a biller add themselves as an Agent?
No. Agents cannot request their own access. The Administrator for the Medicaid ID has to set them up.
Should I make my billing company the Administrator instead?
Usually not. Most practices keep the Administrator role in-house and delegate through Agent actions, because there is only one Administrator per provider and no backup role. If a billing service needs to manage enrollment updates, granting the Enrollment Agent action is often enough without transferring the Administrator role.
This post is for general operational education and is not legal, compliance, or billing advice. Always confirm current ODM and managed-care-plan requirements before submitting enrollment, claims, or authorizations.
Sources
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