Insurance Verification Credential Management

Many insurance portals now require multi-factor authentication (MFA). When portal logins expire or MFA times out, IV can pause or fall back to limited data, creating extra work for your team. 

We've updated Insurance Verification's credential management to keep your eligibility checks accurate, secure, and uninterrupted. To take advantage of these updates, you must add RevenueWell as a user in your insurance portals. This allows us to securely manage MFA and keep IV running in the background without interruption. 

This update is designed to improve security, streamline MFA, and deliver more reliable eligibility verifications—without adding extra work for your team. Complete the steps below to access the benefits.

To Complete the Process:

1. Confirm your organization
2. Match insurance payers
3. Connect insurance portals

Before You Begin

To complete this process, make sure you have:

• Your practice's Tax Identification Number (TIN)
• Your practice's NPI(s)
• Provider license number(s) and the state(s) they were issued in
• Access to existing insurance portal accounts — some portals require you to add a new user to your practice’s existing account

You don’t have to finish everything in one sitting! You can always complete Step 1 and Step 2 now, then come back to Step 3 later to connect your portals.

• Step 1: Confirm Your Organization

  1. Navigate to the Insurance Verification section in the left menu of RevenueWell to access the setup page shown below. Look for the new icon:
     
  2. To start, confirm your Organization Name is correct.
  3. Enter your 9-digit Tax Identification Number (TIN).
  4. Click Save and Continue.

  

• Step 2: Match Insurance Payers

  After confirming your organization, you must match your insurance payers. This step ensures the tool knows which portals to check for patient coverage.

  Note: Your payers will be listed and ranked by the percentage of patients they cover from largest to smallest.
   

  How to Match a Payer

  1. Choose a payer from the list.
  2. Click the Select payer… dropdown.
     
  3. Start typing to search, then click the correct match.
     
  4. A green checkmark will appear — it saves automatically.
     

  The dropdown shows all currently supported payers. If yours isn’t listed, please submit an enhancement request here. 

  Self-Pay Workflow

  If a payer represents cash or uninsured patients (like “Cash”, “Self Pay”, or “No Insurance”):

  1. Click Self Pay on that payer.
  2. The row turns blue to confirm.
  3. To undo, click the X that appears.
     

  You can proceed to the next step once 50% of patient insurance payers are mapped. Matching the top 3–4 payers first usually gets you past the 50% threshold. However, the more of the patient base you cover, the better the results you will have. Be sure to return to this page to match all of your insurance payers.

   

• Step 3: Connect Insurance Portals
   

  After matching insurance payers, you’ll connect insurance portals based on your matches on the previous page. Each connected portal allows automated eligibility checks for the patients covered by that payer. We recommend connecting at least 5–10 portals for optimal coverage. 

  

  Click "Set Up" to begin connecting to an insurance portal.
  
  How to Connect a Portal

  There are two parts to establishing a portal connection: copying your account details and creating the account on the portal. After that, you’ll choose a verification method.
   

  Part 1: Copy Your Account Details

  The system generates a dedicated set of login details for each portal:

  • Name
  • Managed Email (@mail-rcm.com)
  • Secure Password (Click on the eye icon to reveal)
  • Managed Phone Number

  Click the Copy button next to each field — you’ll paste these into the portal in the next step.

  

  Why are these generated? The system needs its own account on each portal to check eligibility automatically. These accounts keep your staff’s personal logins separate and secure. The managed email and phone number allow the system to receive verification codes on your behalf.

  Do not modify generated credentials.

  Part 2: Create or Add User on Portal

  1. Click Open [Portal Name] to go to the insurance portal website.
  2. In the portal, do one of the following:
     • Create a brand-new account
     • Add a new user to your practice's existing account
  3. When the portal asks for login details, paste the Name, Email, Password, and Phone provided in RevenueWell.
  4. If the portal asks for additional practice information, such as TIN, NPI, provider license number, or zip code, enter accurate details for those fields.
  5. Finally, set up a verification method (sometimes called “two-factor authentication” or “2FA”).

  When choosing a verification method, choose the Authenticator App if available because it's the most reliable and secure. See Verification Methods for guidance on completing account verification.

  Use the exact credentials shown in RevenueWell. Don’t change the email, name, or password — the system needs these exact values to connect. 
  👉 For portal-specific instructions, see the Portal Account Access Guide. Some portals may require admin approval or provider authorization.

  Check Portal Status

  Next, return to the portal list. Each portal will show a status:

  Status	What It Means
  Set Up →	Not started — click to begin.
  Saved ✓	Connected! The system is verifying the login.
  Verified ✓	Successfully connected — eligibility checks are active.
  Invalid Credentials	Login has failed.

  If you see Invalid Credentials, it means the system tried to log in, and it didn’t work. Go to the portal website and try logging in manually using the generated email and password.
  If you can’t log in, the account may have been created incorrectly. Try setting it up again using the exact credentials from Part 1.
  If you can log in, but the system can’t, contact RevenueWell Support at 847-597-1745 or support@revenuewell.com.

  

  We recommend setting up at least 5–10 portals before continuing. The more portals you connect, the more patients will have automated eligibility checks. You can continue once you’ve set up at least 50% of the portals listed.

  Finish Connecting Portals

  Once you’ve connected enough portals (at least 50% of those shown), click Continue to finish. You’ll arrive at your Insurance Verification Dashboard — your home base for monitoring eligibility checks.

  

  From the dashboard, you can see:

  • Payer Mappings — How many of your payers are matched
  • Portal Credentials — Which portals are connected
  • Configured Portals — The status of each portal (Ready, Saved, or needs attention)

  You can add more payers and connect more portals at any time from the sidebar navigation.

• Verification Methods

  After creating an account on any insurance portal, return to RevenueWell and tell the system which verification method you set up. Select one of the following:

  ⭐ Authenticator App (TOTP)

  How to set up verification through an authenticator app:

  1. During registration, select Authenticator App (TOTP) as the verification method. 
  2. The Insurance Payer Portal will provide a setup key (a long string of letters and numbers) for an authenticator app. 
  3. Copy the setup key from the portal.
  4. Return to RevenueWell and select Authenticator (TOTP) for that insurance portal.
  5. Paste the setup key into the field.
  6. A 6-digit verification code will be generated in RevenueWell. Copy and paste this code into the Insurance Payer Portal to finish verification. 

  When registering an Authenticator App, you'll often be provided with a QR code to verify through the app. For this verification, it's essential to find the setup key rather than using the QR code.

  Authenticator apps are the best and most reliable verification method. Unlike email or text, authenticator codes are generated instantly and never fail to deliver. Once set up, this method requires no ongoing maintenance.

  Email Verification

  How email verification works:

  1. During registration, select Email as the verification method.
  2. In RevenueWell, select Email. An inbox will appear, watching for emails sent to the generated @mail-rcm.com address. 
  3. Return to the insurance portal and trigger the verification email. The email will appear in RevenueWell within a few seconds.
  4. Click View to open it, then copy the verification code.
  5. Enter the code in the insurance portal.
  6. Click Complete Setup to finish verification.

  

  Not seeing the email? Wait up to a minute, then try having the portal resend it. Make sure you used the exact @mail-rcm.com email address.

  Phone (SMS) Verification

  How to complete verification through text message:

  1. During registration, select SMS or Text Message as the verification method.
  2. In RevenueWell, select Phone (Text).
  3. Return to the insurance portal and trigger the text message. The text will appear in RevenueWell within a few seconds.
  4. Click View to open the text, then copy the verification code.
  5. Enter the code in the insurance portal.
  6. Click Complete Setup to finish verification.

  If your verification code hasn't arrived after 1-2 minutes, double-check the address (make sure you used the exact @mail-rcm.com email or phone number), or try resending the code (most portals have a "Resend code" option). Do not use your own email or phone number at any point in this process.

  No Verification Required

  If the insurance portal does not require multi-factor authentication, select No Verification Required in RevenueWell. Your account will be saved right away.

• Frequently Asked Questions

  Why is RevenueWell making this change?	We’re making this update to: Improve overall security Protect your credentials with regular password rotation Ensure stronger MFA compliance Prevent verification delays caused by MFA timeouts Deliver more reliable, portal-based verifications
  How does this update benefit my practice?	This update provides: Stronger, more robust portal-based verifications Fewer disruptions that cause verifications to fall back to EDI Reduced administrative burden on your front desk A smoother experience for both your staff and your patients
  How does this change affect portal access?	With this update: Your practice retains full control of your credentials (you will no longer input credentials into the RevenueWell platform). MFA codes are routed directly to the RevenueWell system. Passwords are rotated regularly to maintain secure access.
  Is RevenueWell's portal access changing?	No, we are not requesting additional permissions or accessing more data in your carrier portals. Your level of portal access also remains the same.
  How does MFA work with this update?	MFA challenges are sent directly to RevenueWell, where MFA is automatically updated and managed by AI. This automation prevents timeouts that can interrupt eligibility and benefit verifications.
  Will my team need to enter MFA codes regularly?	No. MFA is automatically managed within the updated system, eliminating the need for repeated input from your team.
  How long does the full setup take?	The initial setup takes about 5 minutes. Each portal takes 3–5 minutes. Plan for about an hour if you’re connecting 5–10 portals. You can pause and come back anytime.
  Do I have to connect every portal?	No. The more you connect, the more patients get automated eligibility checks. We recommend at least 5–10 to start.
  Can I come back and do more later?	Yes. Map more payers or add more portals anytime from the sidebar in the Insurance Verification Dashboard.
  Are my credentials safe?	Yes. All credentials are encrypted and stored securely. Only your organization can access them.
  Can I use my own staff email or phone?	No. System-managed credentials are required for automation.
  What is @mail-rcm.com?	A managed email domain used for verification codes.
  What are the provided phone numbers?	Managed phone numbers that route text messages to the platform. These are not personal phone numbers.
  What if credentials show “Invalid”?	Attempt manual login using generated credentials. Recreate the portal user if needed.
  How accurate is eligibility data?	Eligibility accuracy depends on: Correct payer mapping Accurate TIN/NPI entry Valid portal credentials
  Can I update credentials later?	Yes. Navigate to Credentials from the sidebar to update or remove portal connections.
  When should I contact support?	Portal not listed MFA issues persist Provider approval unclear Repeated Invalid Credential errors
  Which verification method is best?	Authenticator apps (TOTP) are the best choice whenever a portal supports it. It’s instant, reliable, and requires no ongoing maintenance. If TOTP isn’t available, choose email. Use phone (text) as a last resort.
  What if my portal isn’t supported yet?	You’ll still receive basic eligibility data for that payer. We’re adding portal support regularly.
  Do I need admin access?	You need the appropriate permissions in your organization. If you can’t access Insurance Verification setup, ask your office manager or admin.
  How can I add more payers?	From the dashboard, go to Payer Mapping → find unmapped payers → select the correct match from the dropdown.
  How can I connect more insurance portal?	From the dashboard, go to Credentials → any new portals based on your updated payer mappings will appear here.
  How do I update credentials?	From the dashboard, go to Credentials → find the portal → update the username, password, or verification method. You may need to do this if a portal requires a password change.
  How do I remove a payer?	From the dashboard, go to Payer Mapping → click the action menu on the payer → choose Unlink (removes the mapping but keeps the portal credential) or Delete (removes everything).
  What happens after I finish?	Eligibility checks begin running automatically for patients with appointments. You’ll see results on the Insurance Verification Dashboard and in your patient records.

   

   

For details on navigating different insurance portals, check out our Provider Portal Access Guide.