NC-TOPPS Requirements and Common Errors

NC-TOPPS is a DMH requirement which also includes submitting accurate information into the NC-TOPPS database. The communication is intended to remind providers of the requirements and to provide education based on the most common errors we see during our monthly monitoring of NC-TOPPS submissions.

NC-TOPPS (North Carolina Treatment Outcomes and Program Performance Systems) requirements and common errors:

NC-TOPPS Interview Requirements:

• NC-TOPPS Interviews are required for all adults and children six years of age and older who are receiving publicly funded qualifying services.
  • Per DMH/DD/SUS, the addition of a modifier to a base code of a qualifying service does not negate NC-TOPPS requirements.
• All provider agencies delivering qualifying services must have at least one Superuser who can monitor and assist internal agency users with NC-TOPPS submissions.

Support contacts:

• Alliance Health NC-TOPPS Superusers are available during business hours at: [email protected]
• The NC-TOPPS is also available weekdays by emailing: [email protected]

Common NC-TOPPS submission errors:

• Typos:
  • Misspelled names and transposed numbers are the most common errors.
  • Please verify all information before submitting.
• Demographic mismatches:
  • Submitted information (name, date of birth, gender) must match NC Tracks records.
  • If NC Tracks has incorrect information, the members must update it through their local DSS. Once corrected in NC Tracks, you may then update it in NC-TOPPS.
• Name format:
  • NC-TOPPS uses partial names; the first initial of the first name and the first three letters of the last name. Example: Olivia Moon should be entered as O Moo (not M OLI)
• Record number:
  • Use the ID provided by the member’s Tailored Plan (not the agency’s internal record number).
  • For Alliance members, the record number is found in the ACS-Alliance Claims System (Formerly Alpha Clams System)
• CNDS Number:
  • If a person has Medicaid, their Medicaid ID is also their CNDS#
  • CNDS#s are available in NC Tracks and in ACS
  • If you cannot locate it, contact the member’s Tailored Plan.
• Correct Tailored Plan submission:
  • NC-TOPPS must be submitted under the Tailored Plan based on the member’s county of Medicaid, not their current location.

If you need help submitting an NC-TOPPS or receive an error message for an Alliance member, please email: [email protected] with the following:

• Member’s first and last name
• Member’s date of birth
• Brief description of your need or error message.

• Reminder: Do not fabricate or guess any information. Always verify and correct data through official channels.

Thank you for your continued commitment to accurate and timely NC-TOPPS reporting.