Give Your Biller Access to Oregon MMIS

Last updated: July 5, 2026.

Bottom line: In Oregon Medicaid, you give your biller access to the MMIS Provider Web Portal by adding them as a clerk under your account, not by handing over your own username and password. The account holder — the site administrator — logs into the portal, opens Clerk Maintenance, adds the biller with their own login, and assigns only the roles that biller needs. That is the safe, auditable way to let a billing partner like Bomi work your Oregon Health Plan claims and eligibility.

If you run a therapy practice in Oregon and you have brought on a biller or a billing service, the technical step between them and your Oregon Medicaid work is a Provider Web Portal clerk account. It takes a few minutes, it is done entirely inside the portal, and — done right — it never involves sharing your credentials. This guide walks through what a biller actually needs, who controls portal users, exactly how to add a clerk, how to think about roles and permissions, what to do if your old administrator has left, and a security checklist for therapists.

The safe pattern: delegate a clerk account, do not share a login. The Oregon Health Authority (OHA) says the site administrator manages the account and adds users. Each clerk logs in as themselves, so your biller works your records under their own identity — and you can see and remove that access at any time.

What Your Biller Actually Needs Access For

The Oregon MMIS Provider Web Portal (or-medicaid.gov) is the state system providers use for real-time Oregon Health Plan (OHP) work. According to OHA, it gives you access to:

• OHP member eligibility — real-time, before a session.

• Member CCO enrollment — which coordinated care organization (CCO) a member is in, or whether they are Open Card / fee-for-service.

• Fee-for-service claim status — tracking the claims OHA pays directly.

• Prior authorization status — for fee-for-service PA.

• Submitting individual claims, prior authorization, and plan-of-care requests — directly in the portal.

A biller helping a therapy practice typically uses the portal to check eligibility and CCO enrollment, submit and track Open Card (fee-for-service) claims, and follow up on fee-for-service prior authorization. One important Oregon nuance: the portal is the fee-for-service / Open Card lane. If a member is enrolled in a CCO, you bill that CCO — and each CCO has its own portal, claim rules, and prior-authorization process that live outside the MMIS portal. OHA is blunt about this: if the patient is in a CCO, bill the CCO; if not, bill OHA. Eligibility in the portal is what tells your biller which lane a given member is in on a given date. We cover that routing in Open Card vs. CCO claims and the eligibility habit in verifying OHP eligibility before every session.

Who Controls Portal Users: The Site Administrator and Clerks

The Oregon Provider Web Portal uses a simple two-tier user model, and understanding it is the whole game.

• Site administrator. The person who holds and manages the account. OHA states plainly that the site administrator manages the account and adds users. For a solo or small practice, this is usually the owner. The administrator is the only role that can create clerks and assign their roles, and is ultimately responsible for what happens under the account.

• Clerk. A user the administrator adds to work in the portal on the practice’s behalf. Each clerk has their own login and only the roles the administrator grants. A biller is added as a clerk — never by borrowing the administrator’s credentials.

The first account for a newly enrolled provider is created from a PIN letter. OHA mails a Personal Identification Number (PIN) letter within about 5 to 6 business days of enrolling with OHA; the person who sets up the account with that PIN becomes the site administrator. If you need a replacement PIN letter, OHA’s portal page says to email [email protected] with your name, NPI, and the mail-to address on file, and to expect a response within about three business days. If you have not stood up your account yet, start with our companion guide, how to create your Oregon Medicaid Provider Portal account.

Before You Add Anyone: What to Gather

A clean handoff goes faster when you have these ready before you open Clerk Maintenance:

• Confirmation that you are enrolled with OHA and have your Medicaid/OHP provider ID.

• Your NPI (and, for a group, the group NPI you want the biller to work under).

• Who holds the site administrator role today, and working access to that account.

• The biller’s name and email, so you can set up their clerk account (or find their existing portal user).

• A short list of the functions the biller will actually perform — eligibility, claims, claim status, prior authorization — so you can grant only those roles.

How to Add Your Biller as a Clerk

The administrator does the delegation entirely inside the portal. Per OHA’s Account Setup guide, the flow is:

1. Log into the Provider Web Portal as the site administrator. (OHA notes the portal works best in current Mozilla Firefox or Microsoft Edge.)

2. Go to Account > Clerk Maintenance.

3. Click Add Clerk.

4. To add a brand-new user, enter the clerk’s information. To add someone who already has a portal user, click the Search hyperlink, enter search criteria, search, and select the correct row.

5. Use the arrows to move the roles you want from the Available Roles section onto the clerk, then click Submit.

The clerk then logs in with their own username and password. OHA’s portal passwords require at least eight characters with an upper-case letter, a lower-case letter, and a number or special character, and secret-question answers are case-sensitive — details worth passing to your biller so their first login is smooth.

Heads up: a biller cannot add themselves. Clerk accounts are created by the site administrator from inside the account, so the person who holds the administrator role has to do this step. If you have a group with multiple provider IDs, add the clerk under each ID the biller needs to work.

Roles and Permissions: Grant Least Privilege

When you add a clerk, the portal presents an Available Roles list and you move only the roles that clerk needs. Treat this as a least-privilege decision, not a formality:

• Give a biller the working roles. Eligibility lookups, claim submission, claim status, and prior authorization are the functions most therapy billers need day to day.

• Leave off what they do not need. You can always add a role later. Start narrow.

• Keep the administrator role in-house. Managing the account, adding or removing other clerks, and standing behind the account should stay with the owner or practice, not the billing vendor.

What should stay with the owner or administrator, not a clerk:

• Administrator changes — adding, removing, and re-permissioning users.

• Legal attestations and the provider agreement / enrollment record itself.

• Sensitive provider data such as tax ID, banking, and EFT setup.

• Final responsibility for what is submitted under the account — delegating the work does not delegate accountability.

What If the Old Site Administrator Left?

A common failure mode: the person who set up the portal has left the practice, and no one else can add a clerk or reset access. Oregon has a defined path for this. Per OHA’s portal page, changing the site administrator is not a self-service click — a responsible officer of the organization has to request it in writing.

OHA says the organization’s Chief Financial Officer or Privacy and Security Officer should email [email protected] with:

• The NPI and Medicaid ID.

• The previous administrator’s name, email, username, phone, and the date they left.

• The new administrator’s contact information.

Because this requires a specific officer to request the change, it is worth documenting who your site administrator is now — and keeping that current — so a departure never freezes your ability to manage clerk access. If you get stuck, OHP Provider Services can help at 800-336-6016 (option 5).

Security Checklist for Therapists

• Never share your login. The clerk model exists precisely so your biller uses their own credentials. A shared password destroys your ability to tell who did what, and it reaches protected OHP member information.

• Grant least privilege. Assign only the roles the biller needs; add more later if the scope grows.

• Keep an access list. Write down which clerks exist, who they are, and what roles they hold. Review it periodically from Clerk Maintenance.

• Off-board promptly. When a biller or staff member leaves, remove their clerk access from the same Clerk Maintenance screen so a former contractor cannot touch your Medicaid records.

• Protect the administrator role. Know who holds it, keep the contact current, and follow OHA’s CFO/Privacy Officer email process if it needs to change.

Action Steps for Providers

1. Confirm you are enrolled with OHA and have your OHP provider ID — you need this before setting up portal access. See how to enroll as an Oregon Medicaid therapist.

2. Make sure your portal account is set up and you know who the site administrator is.

3. Collect the biller’s name and email (or their existing portal user).

4. Log in as the administrator, go to Account > Clerk Maintenance, and click Add Clerk.

5. Add the biller and move only the needed roles from Available Roles, then submit.

6. Have the biller log in with their own credentials and confirm they can see eligibility, claims, and the other functions you granted.

7. Review clerk access periodically and remove it when a relationship ends.

Where Bomi Fits

Bomi works as a billing and credentialing partner for therapy practices, and in Oregon that means operating inside the MMIS Provider Web Portal on your behalf — the right way. When a practice brings us on, the clean setup is exactly the pattern above: you keep the site administrator role, add our team as a clerk with their own login, and grant the specific roles the work requires — eligibility, claims, claim status, and prior authorization. You keep visibility and control; we do the day-to-day.

From there, Bomi helps therapy practices with eligibility checks, claim submission and follow-up, denials, EOB review, payer follow-up, and the credentialing and revalidation tracking that Oregon Medicaid work involves — so clinicians can spend more time with clients. We do not take over your identity, and we do not guarantee any enrollment, CCO contract, or payment outcome — no billing partner can. What we do is keep the operational load off your desk and the access model clean.

See how Bomi approaches billing operations and credentialing, or start from our Oregon resources. For the full landscape, read the Oregon Medicaid credentialing pillar guide.

The short version: add your biller as a clerk under their own login, grant least privilege, and keep the site administrator role. That is how you give access without giving away your login.

This post is for general operational education and is not legal, compliance, or billing advice. Always confirm current OHA and CCO requirements before submitting enrollment, claims, or authorizations.

FAQ

Can my biller use my Oregon Medicaid portal login?

No — and you should not set it up that way. The Oregon Provider Web Portal lets the site administrator add a biller as a clerk with their own login. Sharing your username and password removes your ability to see who did what and exposes protected OHP member information under your identity.

Who can add users in the MMIS Provider Portal?

The site administrator. OHA says the site administrator manages the account and adds users. From Account > Clerk Maintenance, the administrator clicks Add Clerk, enters the biller’s information (or searches for an existing user), assigns roles, and submits. A biller cannot add themselves.

What if my site administrator left?

Oregon has a formal process. OHA says the organization’s Chief Financial Officer or Privacy and Security Officer should email [email protected] with the NPI and Medicaid ID, the previous administrator’s name, email, username, phone, and departure date, and the new administrator’s contact information.

What access does Bomi need?

A clerk account under your practice with the roles that match the work — typically eligibility, claim submission, claim status, and prior authorization. You keep the site administrator role, and you can widen or narrow our access at any time. We use our own login, never yours.

Can portal access be removed later?

Yes. The site administrator can remove or re-permission a clerk from the same Clerk Maintenance screen used to add them. Off-board a biller or staff member promptly when the relationship ends so a former contractor can no longer reach your Medicaid records.

Does adding a portal clerk get me in-network with CCOs?

No. Portal access is only about who can operate your account. It is separate from OHP enrollment and from CCO credentialing and contracting. Being enrolled with OHP does not automatically make you in-network with any Oregon CCO — that is a separate lane, covered in our Oregon Medicaid credentialing pillar guide.

Sources

• OHA: MMIS Provider Web Portal

• OHA: Provider Web Portal Account Setup guide (PDF)

• OHA: Provider Web Portal guides

• OHA: OHP eligibility verification

• OHA: Billing for OHP services

• Oregon Medicaid Provider Web Portal login

• Bomi Billing

• Bomi Credentialing