Annual Provider Update

Updated on: 06/09/2026

Provider Type(s) for Which These Instructions ApplyProgram(s) for Which These Instructions Apply
Provider Authorized Signature PersonADvantage Waiver
State Plan Personal Care

The steps in this document will help guide the Provider in the annual update process. These steps must be followed between June 1st and June 30th of each year. An update must be completed for each certified Provider record in Harmony AND for each service on that Provider record. These steps should be completed using the Provider Restricted Access role in Harmony. 

  1. Log into Harmony
    Select “Provider Restricted Access” in the Role drop down list in the right upper corner of the My Harmony Chapter.
    Select “Go”
    Harmony login screen showing Oklahoma Human Services logo, “Oklahoma DHS Production Version: 8.8.1.1.84022” text, Username field (highlighted), Password field, Change password and Forgot password links, and Log In button.
    Role selection dropdown showing “Provider Restricted Access” selected (red arrow pointing to dropdown), with GO button (red arrow pointing to it).
    *If the user has not logged into Harmony in over 45 days a new Access Request will be required.
    **Provider agency users who become locked out of the Harmony Production Site will need to call 405-522-5050, and select Option 1 for English, then Option 4, then Option 2, then Option 4 again to speak with a Medicaid Services Unit (MSU) representative. Callers will need to provide their agency name and branch if applicable along with their full name and be prepared to validate their security question at the time of the call. The Password Reset phone line will be open Monday through Friday 8am to 5pm excluding state holidays.
    ***The user will need to change their role to “Provider Restricted Access” if that is not the default. 
  2. Select the Providers Chapter
    Harmony main navigation tabs showing MY HARMONY and PROVIDERS tabs, with red arrow pointing to PROVIDERS tab.
  3. Select the Provider Record you want to work on.
    *If the user is associated to more than one provider record a list of records will display.
    Note: An Annual Provider Update will be required for each Provider record AND for each service on the Provider record.
    Provider list table showing columns for Provider ID, Provider DBA Name, and Provider Type, with sample entry showing Provider ID 10523, “Testing Lots” (red arrow pointing to it), and Provider Type “CM|Hearing|Vision|AL”.
  4. Select the Documents Tab
    Provider Record navigation tabs showing Providers, Division, Provider ID Numbers, Documents (with red arrow pointing to it), Credentials, and Enrollments tabs.
  5. Hover over File
    Select “Add Documents”
    File menu expanded showing View Provider Incidents, Add Documents (with red arrow pointing to it), and Print options.
  6. Select “Annual Provider Update” from the drop-down options
    Document type selection dropdown showing “Please Select Type” label with dropdown expanded showing “AL Lease Agreement Checklist” and “Annual Provider Update” options (red arrow pointing to Annual Provider Update).
  7. Update Reason for Action = Annual
    Leave Document Status = Draft, until step 17 is completed.
    Hover over File
    Select “Save Documents”
    Complete all fields of the document
    *Complete: Authorized Signature Person Affirmation, Part A: General, Part B: Administrative and Documents Needed 
    Annual Provider Update Documents form showing header fields: Division (MSU, required), Document Created By (Parkhurst, Megan RN with Lookup/Clear/Details buttons), Document Status (Draft dropdown, required), Reason for Action (required dropdown), and Document Date (04/23/2026). Below shows “Annual Provider Update” title and “Authorized Signature Person Affirmation” section with green header and checkbox for electronic signature confirmation.
    File menu expanded showing Spell Check and Save Documents options, with red arrow pointing to Save Documents.
  8. Under the Documents Needed section, make note of the list of documents required for your Provider Type.
    Documents Needed section with green header, instruction text about checking boxes to indicate documents added to Notes Tab, and checklist showing: Administrator license, Copy of all sub-contracts, Facility license, and Fire Inspection Report, each with empty checkboxes.
  9. At the top of the page in the “Part A General” section, click on the link to obtain the COPP’s and Service Standards.
    Documents section showing instruction text with link “17. COPP’s and Service Standards - Google Drive” (red arrow pointing to link), and italicized note about required documents for annual update.
  10. Open one document at a time
    In the top right-hand corner of each document select either the print or save icon.
    If printing, a wet signature should be added, then the entire document should be scanned back into your computer for upload into Harmony. When naming the document ensure there are no special characters such as a . or , in the saved name.
    If saving, an electronic signature should be added and saved on your computer for upload back to Harmony.*Only a certified electronic signature is acceptable.
    *Click the back arrow to return to the Harmony document.
    **The full document and not just the signature page must be saved and uploaded into Harmony.
    ***If there are multiple branches, a single document may be signed on behalf of the entire agency and uploaded to each branch provider record.
  11. On the “Annual Provider Update” document
    Hover over File
    Select “Save and Close Documents”
    File menu expanded showing Spell Check, Save Documents, Save and Add Another Documents, Save and Close Documents (with red arrow pointing to it), and Copy From Previous options.
    * Each document requires its own Note. Please do not upload all of the documents under one note. The documents should be saved seperately and attached individually using a specific Note Sub-Type that describes the document being attached.
    **Providers with multiple locations may upload the same document to each provider record in Harmony.  When signing documents use the Provider name and not specific locations.
  12. Select the Notes Tab
    Provider Record navigation tabs showing Providers, Division, Provider ID Numbers, Documents, and Notes tabs, with red arrow pointing to Notes tab.
  13. Hover over File
    Select “Add Notes”
    File menu expanded showing Reports option and Add Notes (with red arrow pointing to it) and Print options.
  14. Select the Note Type = Annual Provider Update
    Select the Note Sub-Type of the first attachment you want to upload.
    Update Status = Complete
    Click on Add Attachment
    Note: Not all Note Sub-Types will be used. Only those that are identified as required on the Annual Provider Update document for the Provider Type you selected.
    Notes Details form showing Division (MSU, required), Note By (Parkhurst, Megan RN), Note Date (06/02/2024, required), Note Type dropdown set to “Annual Provider Update” (red arrow pointing to it, required), and Note Sub-Type dropdown expanded showing options including Administrator license, ADvantage HIPAA BAA (highlighted, with red arrow), Annual Provider Update Complete, Conflict of Interest Standards, and various COPP options.
    Notes form lower section showing Status dropdown set to “Complete” (red arrow pointing to it, required), Date Completed field showing 05/20/2020, and Attachments section with “Add Attachment” link (red arrow pointing to it).
  15. Select “Choose File”
    Browse your computer for the folder where the document was saved or uploaded after the signature was added.
    Select the corresponding scanned document for the note sub-type selected.
    Click “Upload”
    File upload dialog showing File field with “Choose File” button and “No file chosen” text, File Name options (“from uploaded file” selected, “create new” option), Description field, Category dropdown, Upload and “Upload and Add Another” buttons, and note about maximum attachment size of 17.48 MBytes.
  16. Hover over File
    Select “Save and Close Notes”
    File menu expanded showing Tools option, Spell Check, Save Notes, Save and Close Notes (with red arrow pointing to it), Save and Add Another, Print, and Close Notes options.
    Repeat Steps 13 to 16 for all documents that are required to be uploaded according to the Annual Provider Update document.
    Once all required documents are uploaded proceed with step 17.
    Once all documents have been uploaded, return to the Documents tab and open the Annual Provider Update to verify it has been fully completed. This includes checking the boxes in the Documents Needed section to indicate which documents were uploaded to the Notes tab AND checking the box to confirm the “Authorized Signature Person Affirmation”.
    After verification, update the document status to “Complete.” Then, hover over File and select “Save and Close Documents” to save the document with a status of Complete.
  17. On the Notes Tab:
    Add a note with Note Type = Annual provider Update and Note Sub-Type = Annual Provider Update Complete (Auto Submits to MSU)
    *Make sure to hover over File and select Save and Close Notes to ensure the notice auto generates to MSU.
    **If this step is not completed MSU will not be aware of the Annual Provider Update submission.
    Notes Details form showing all required fields: Division (MSU), Note By (grayed out), Note Date (06/02/2024), Note Type set to “Annual Provider Update” (red arrow pointing to it), Note Sub-Type set to “Annual Provider Update Complete (Auto Submits to MSU)” (red arrow pointing to it), Note text field, Status set to “Complete” (red arrow pointing to it), and Date Completed (06/02/2024).
    This completes the Annual Provider Update
    *Reminder that an Annual Provider Update is required for each certified Provider Record in Harmony AND each service provided.
    Note: To verify that MSU has processed your agency’s Annual Provider Update, go to Provider Prime, open your Provider Record, select Edit under the Providers tab, and check the “Annual Provider Update Completed for FY” field. Once finalized by MSU, the upcoming FY will appear in the box to the right (e.g., in July 2026, it should display FY 27).
    Annual Provider Update Completed for FY field showing dual selection boxes: left box contains available fiscal years (FY 28, FY 29, FY 30), right box shows selected fiscal years (FY 25, FY 26, FY 27), with arrow buttons between them for moving items between lists.
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