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Kareo Help Center

Enroll for Electronic Insurance Services

Kareo makes it easy to submit claims and other transactions electronically. Once an insurance company is added to your Kareo account submit enrollment requests to insurance companies through our Enrollment Wizard. Even if you've used electronic services with insurance companies in the past, you must complete the enrollment process in Kareo.

Before enrolling for electronic services, the insurance company must first be added to your Kareo account, and the service status must display as Enrollment Required. Enrollment is performed at the provider billing NPI level and can only be completed by a user with the role of System Administrator, Provider, or Biller. 

Navigate to Enrollments 

Click Settings > Insurance > Insurance Companies. The Enrollments dashboard opens.


Enroll for Electronic Services

An enrollment request can be submitted for any electronic service status that displays Enrollment Required.

  1. Click the +Add Insurance down-arrow in the upper right of the window and select Enroll Insurance or select Saved for Later and edit any previously saved enrollments. The Enrollments Setup wizard opens.

Electronic Enrollment Types

  1. Click to select which type of enrollment you are adding:
  • Group: Choose this option to enroll all providers in the practice for the selected services.
  • Individual: Choose this option to enroll a specific provider for the selected services.
  1. If Individual was selected in the previous step, click Select a Provider and choose a provider from the drop-down menu.

Questions about group/individual's enrollment

  1. These questions only need to be answered once per group and provider. Once answered the enrollment questions will be hidden on the enrollments setup wizard. 
    • Click Yes or No to indicate whether you previously billed the insurance companies in this enrollment set electronically.
    • Click Yes or No to indicate whether you previously received ERAs from the insurance companies in this enrollment set using your former software.
    • Enter the name of the primary clearinghouse you used with your previous software application.
    • If you used TriZetto/GatewayEDI, enter your current TriZetto Site ID.
  2. The Tax ID and NPI fields will auto-populate based on the data entered during setup within Practice Settings.
  3. Click Next to continue or choose to Save for Later

*See the FAQ section on the side referring to help site articles and explanation of each step of the enrollments setup wizard. 


Transfer of Authorization 

This form helps expedite the enrollment process by authorizing Kareo to sign insurance company EDI agreements on your behalf.

Note: Only one form is required for group enrollments and each provider. Once the form has been received by Kareo, this option will no longer display.

Skipping this step may cause delays in your practice getting paid.

  1. Click Download & Proceed.
  2. Save the TAF pdf document to your computer. 



Insurance Selection

Insurance companies on your account that are ready for electronic services enrollment display.

  1. Click the + or the insurance name to add to the Selected Insurances list. 
  2. Verify the practice is credentialed, contracted, or participating with all the selected insurances. Insurances will deny enrollments if you are not a recognized practice or provider in their network. 
  3. Click Next to continue. 

Practice Information

Verify the Practice Information is current and the same for all selected insurances.

  1. Click Yes or No to indicate whether you have moved in the past 6 months. Clicking Yes, will open new address fields and prompt you to update your new information. 
  2. Click Next to proceed. 

Contact Information

Verify the practice main point of contact is up to date. This contact is who Kareo can reach out to if there are any questions during the enrollments process.  

  1. Click Yes or No to indicate whether or not the main point of contact is recognized by Medicare / Medicaid as the authorized signer for this NPI. 
  2. If No, enter the contact information for the authorized signer. 
  3. Click Next to proceed. 

Add Individual Electronic Insurances

Insurance companies on your account that are ready for electronic services enrollment display.

  1. Select the services you would like to enroll for with each insurance company. Options include Claims, Eligibility, and ERAs.
  • Click a service checkbox to select enrollment.
  • Pre-checked boxes indicate transactions that are automatically included by the payer without additional enrollment requirements.
  • Some insurance companies may not support all three services. If a service is not displayed, it is not available.
  1. Click Submit Enrollment when finished. 



Upload Transfer for Authorization

If necessary, follow the instructions in the saved TAF to complete the Transfer for Authorization form. Then, upload the scanned file.

  1. Click on Documents > Add Document from File.
  2. Click File, search for and select the scanned TAF form.
  3. Select Other from the Document Label drop-down.
  4. In the Name field, enter "TAF".
  5. Click Add.

Email Notification

Upon submission of enrollments, you will receive an email confirmation.

The Insurance dashboard reopens, or the first window in the Enrollment Setup opens.

Statuses for each electronic service display on the Insurance dashboard. Learn more about each status in our Review Electronic Service Enrollment Statuses article.


Important Next Step for Self-Enrolled Customers

Some insurance companies require completion of additional enrollment agreements for electronic claim transactions. If you are a self-enrolled customer, once you've submitted your enrollment request through Kareo, visit our Payers and Agreements page to find payer-specific enrollment information. Then download, print, and mail the necessary agreements to your providers.

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