The Secure Information section (formerly the Medicare section) holds a client's most sensitive details — their Medicare number and effective dates, any Medicaid/Extra Help information, and an authorized representative if they have one. It's also the data that flows to HealthSherpa when you submit an application.
Because this data is sensitive, the whole section is locked behind a PIN — you'll need to unlock it each time before you can view or edit anything inside.
Getting there
Open a client's profile and click the shield icon in the section rail to the left to jump to Secure Information.
Unlocking the section
If you already have a PIN set up, you'll be asked to enter it:
Enter your 4-digit PIN on the keypad.
If you haven't created a PIN yet, AdvantaCRM prompts you to set one up on the spot:
Under Choose a PIN, enter a 4-digit PIN.
On the Confirm PIN screen, enter the same 4 digits again and click Save PIN.
You can also set up your PIN ahead of time from Settings, using this same create-and-confirm flow.
Once you're in, the section shows an Unlocked status with a Lock button in the top right, so you can manually re-lock it whenever you're done.
Heads up: The section also locks itself automatically — for example, if you leave the profile or after a period of inactivity. You'll need to re-enter your PIN the next time you open it, even if you didn't click Lock.
A note on sensitive data
Once unlocked, the Medicare Information card carries its own reminder that this data contains sensitive information protected under HIPAA — only authorized users can view it, and access is recorded for security.
On top of the section-level PIN, the Medicare Number and Medicaid Number fields stay masked behind dots even after you've unlocked the section. Click a field's reveal (eye) icon and confirm to view it — that action is logged separately in the audit trail. Reveal a number only when you actually need it, and only where no one else can see your screen.
This isn't a hoop for its own sake — it's what keeps you compliant. Reveal the number only when you actually need it, and only where no one can see your screen.
Medicare Information
Click Edit on the Medicare Information card to record the client's:
Medicare number (MBI)
Part A effective date and Part B effective date (entered as a month and year)
Click Save changes when done.
Medicaid / LIS
If the client has Medicaid or Low-Income Subsidy, click Edit on the Medicaid / LIS card to capture:
Medicaid number
Assistance level
Extra Help
Medicaid plan
Renewal date
Keeping the renewal date current is especially useful — it's your cue to check in before a client's Medicaid is up for redetermination.
Authorized Representative
If someone is authorized to act on the client's behalf, record them on the Authorized Representative card. Click Edit to add their:
First and last name
Relationship
Powers — check any that apply: GPA, DPA, LPA, SPA, Caretaker, or Guardianship
Phone number and email
Address (with autocomplete, or enter manually for a PO Box, plus an optional unit)
Where this goes: Everything in this section — Medicare number, Part A/B dates, Medicaid number, Extra Help, and the authorized representative — is included in what AdvantaCRM sends when you submit to HealthSherpa. See [HealthSherpa Medicare Integration].