The MH Eligibility Checker automates your entire morning MassHealth eligibility workflow — built by a dental provider who lived the problem every day.
Request AccessEvery MassHealth dental practice faces the same daily grind — and it adds up.
Before the first patient walks in, your front desk is already buried in the MassHealth portal — logging in, searching, copying, repeating.
Missed TPL flags, overlooked claim histories, and eligibility errors do not just inconvenience patients — they result in denied claims and lost revenue.
Login. Search. Wait. Record. Repeat. For every patient on the schedule. There's no shortcut — until now.
Manual checks leave no audit trail. No way to prove what was verified or when — which creates risk for your practice.
That's over 2 hours saved every week — time your team can spend on patients instead of portal screens.
No installation. No technical skills. No portal training required.
Go to the Download section, verify your access, and download the ZIP package. Extract all files to C:\MHE\ on your computer. Follow the steps outlined in the README document to complete the initial setup.
One-time setupOpen Eligibility.xlsx and fill in three columns for each patient — appointment date, date of birth, and MassHealth Member ID. That is all the program needs.
Takes 2 minutesClose the spreadsheet, double-click the latest version of MHEligibility.exe, and step away. Chrome opens automatically, logs into the portal, and checks every patient at once.
Fully automaticA full PDF report opens automatically in your browser showing the eligibility results. Go to the last page of the PDF to see the eligibility summary.
Color-coded & clearThe program retrieves the same information you'd look up by hand, for every patient, in one run.
Instantly confirms whether each patient is Eligible, Inactive, or Not Found on MassHealth as of today.
Detects active TPL coverage and captures the termination date. Flags patients where MassHealth is not the primary payer.
Counts procedure codes across 11 categories — exams, X-rays, cleanings, fluoride, fillings, root canals, dentures, and more — for current and prior year.
Checks for outstanding non-finalized claims for each patient. Flags anyone with pending or denied claim history so you can investigate before billing.
Every run generates a timestamped PDF with portal screenshots for each patient plus a color-coded summary. Opens automatically when the run completes.
Automatically highlights Member IDs in red when the program finds issues in their history. A footnote in the PDF reminds staff to review flagged patients.
Eligible and within normal limits. Safe to proceed with appointment.
Attention required — ineligible, active TPL, procedure limits reached, or claims pending.
Warning — procedures exist in history. Review before scheduling additional services.
Normal — within expected range. No action needed.
This tool was created by a Massachusetts dental provider who ran this workflow manually every morning. It was built for practices exactly like yours.
Any dental practice in Massachusetts that accepts MassHealth patients and uses the MassHealth dental provider portal.
Whether you see 5 MassHealth patients a day or 30, the program handles any list size in the same run time.
If your front desk can use Microsoft Excel, they can use this tool. No installation, no configuration, no training required beyond the README.
We built this with a healthcare mindset. Patient information never leaves your office.
A complete breakdown of every data element this program touches — and what happens to it.
| PII / Data Element | Used by Program | Off-Premises Storage |
|---|---|---|
| Patient Identifiers | ||
| Patient NameFirst and last name | ✗ | ✗ |
| Date of Birth (DOB)Used to query the MassHealth portal | ✓ | ✗ |
| Member IDMassHealth-assigned identifier | ✓ | ✗ |
| Social Security Number (SSN)Government-issued identifier | ✗ | ✗ |
| Address / Zip CodeGeographic identifiers | ✗ | ✗ |
| Phone NumberContact identifier | ✗ | ✗ |
| Email Address (Patient)Patient contact identifier | ✗ | ✗ |
| Clinical & Health Information | ||
| Insurance Plan Typee.g. MassHealth Adult Regular, DDS | ✓ | ✗ |
| Eligibility StatusActive / Inactive / Not Found | ✓ | ✗ |
| Third Party Liability (TPL) DateActive third-party insurance termination date | ✓ | ✗ |
| Procedure / Service HistoryDental procedure codes and counts | ✓ | ✗ |
| Pending / Denied ClaimsUnresolved claim count | ✓ | ✗ |
| Diagnosis / ICD CodesMedical diagnosis codes | ✗ | ✗ |
| Treatment Notes / NarrativesClinical documentation | ✗ | ✗ |
| Appointment DateScheduled visit date from your spreadsheet | ✓ | ✗ |
| Provider / Practice Information | ||
| Provider Portal EmailUsed for portal login and authorization | ✓ | ✓*Auth server — license enforcement only |
| Provider Portal PasswordMachine-encrypted, stored locally only | ✓ | ✗ |
| Practice NameUsed for portal provider dropdown | ✓ | ✗ |
| NPI NumberNational Provider Identifier | ✗ | ✗ |
| Tax ID / EINPractice tax identifier | ✗ | ✗ |
| Usage & System Data | ||
| Patient CountNumber of patients checked per run | ✓ | ✓*Usage log — enforces daily patient limits |
| Run TimestampDate and time program was run | ✓ | ✓*Usage log — enforces run frequency limits |
| Computer / Machine NameHostname of the computer running the program | ✓ | ✓*Usage log — tracks authorized devices |
| IP AddressNetwork identifier | ✗ | ✗ |
| Screenshots / PDF ReportEligibility screenshots saved locally | ✓ | ✗ |
The program reads from your local Eligibility.xlsx, connects to the MassHealth portal (which you already use), and writes results back locally. No patient names, Member IDs, or dates of birth are uploaded anywhere.
Your MassHealth portal password is encrypted on first run and stored as an unreadable string in your spreadsheet. Staff can see the file — they cannot see your password. Encryption is machine-specific.
Only authorized email addresses can run the program. Each run logs your email, machine name, timestamp, and patient count — no patient data. Unauthorized access is detected immediately.
Online: your portal email (for authorization), patient count (for usage tracking). Never online: patient names, Member IDs, dates of birth, or any Protected Health Information.
This tool does not store, transmit, or share any Protected Health Information (PHI). It connects only to the MassHealth portal — the same system your team already uses — and keeps all patient data on your local computer.
Your practice remains responsible for its own HIPAA obligations. This tool is designed to support — not replace — your existing compliance practices.
Simple requirements — most dental offices already have everything needed.
| Requirement | Minimum | Notes | Status |
|---|---|---|---|
| Operating System | Windows 10 or Windows 11 | Must be 64-bit. Not compatible with Mac or Linux. | Required |
| Microsoft Excel | Excel 2016 or later | Microsoft 365 works perfectly. Used for Eligibility.xlsx. | Required |
| Google Chrome | Any recent version | Must be installed. The program opens Chrome automatically. | Required |
| Internet Connection | Standard broadband | Required to connect to the MassHealth portal and verify authorization. | Required |
| MassHealth Provider Account | Active portal account | Your existing portal login credentials are used. No new account needed. | Required |
| Screen Resolution | 1280 × 720 or higher | Lower resolutions may affect Chrome window layout during runs. | Recommended |
No installation wizard. No database setup. Just three simple steps.
Create a folder at exactly this path on your computer, then copy all three files from your zip into it.
Files: MHEligibility.exe · Eligibility.xlsx · README.docx
Open Eligibility.xlsx and go to the Lookup tab. Enter your MassHealth portal email in Row 1 and your password in Row 2. Set your Y/N preferences for each feature.
Your password is encrypted automatically on the first run.
Enter your patients in the Eligibility tab (Cols A, C, D). Close the spreadsheet. Double-click the latest version of MHEligibility.exe. Results will be waiting when it finishes.
First run may show a Windows security warning — click More info → Run anyway.
Everything you need to know before getting started. Can't find your answer? Reach out at info@mheligibility.com.
Most problems have a simple solution. If yours is not listed here, email us at info@mheligibility.com.
| Problem | Solution |
|---|---|
| ACCESS DENIED Your email is not authorized |
Contact info@mheligibility.com with your MassHealth portal email address to request access. |
| WINDOWS WARNING "Windows protected your PC" |
This is normal on first run. Click More info then Run anyway. Only appears once per computer. |
| NO RESULTS Program runs but Excel is unchanged |
Eligibility.xlsx was open in Excel when the program ran. Close Excel completely before running, then run again. |
| LOGIN FAIL Chrome opens but can't log into portal |
Open Eligibility.xlsx → Lookup tab → verify Row 1 (email). For Row 2 (password): delete ENC:... and retype your password in plain text. Run again to re-encrypt. |
| 0 PATIENTS Program finds no patients to check |
Patient data must start in Row 2 of the Eligibility tab. Make sure Cols A (Appt Date), C (DOB), and D (Member ID) are all filled in for each row. |
| SETUP REQUIRED Password error on new computer |
Open Eligibility.xlsx → Lookup tab → Row 2 → delete the ENC:... value and type your plain text password. The program will re-encrypt it on the next run. |
| NO PDF PDF report not generated |
Open Eligibility.xlsx → Lookup tab → set Row 7 (PDFPrint) to Y. Run again. |
| SLOW Program takes too long |
Set EligibilityStatusOnly=Y in Lookup Row 3 for the fastest mode — checks eligibility only, skips history and PDF. |
Access is required before downloading. Once your email address has been authorized, enter it below to verify your access and unlock the download links.
Enter the email address your administrator authorized. We'll confirm your access and unlock the download link.
v1.1.2 · April 2026 · Cloudflare-secured authorization · Smart ChromeDriver · Machine-encrypted password
Need an older version or have a download issue? Contact
info@mheligibility.com
Request access and we'll get you set up. It takes less than 5 minutes from approval to first run.
Send us an email with your MassHealth provider portal email address and we'll authorize your access — typically within 24 hours. Once authorized, you'll receive the download link for the setup package.
Request Access →Have a question, need support, or want to learn more about MH Eligibility Checker? We're here to help. Reach out and we'll get back to you as soon as possible.
Whether you're experiencing a technical issue, need help getting set up, or just want to know if this tool is right for your practice — send us an email and we'll respond within one business day.
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