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The first thing to check here is whether or not there is in fact any funding available to bill for. The availability of funding is the responsibility of the State Agencies that use STAR, not STAR itself. If you are unsure whether funding is in fact available, please check with your State Agency contacts first:
For CYFD, contact Robert Gurule: robert.gurule@state.nm.us
For BHSD, contact Tammy Soveranez: tammy.soveranez@state.nm.us
If you know for a fact there should be funding available, next check some basic aspects of the claim. If you notice anything amiss, correct and resubmit. Things to look at in particular, for this error:
The main billing facility / NPI
The client’s name and ID number
The client’s diagnosis (diagnosis affects whether mental health or substance use funds are used)
If everything seems to be correct, please contact Falling Colors Support, and we will take a look at what might be going on.
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You’ll be able to see in the top-right whether a check-in is due or not - make sure the record is not past due. If so, fill out a new check-in.
If the Mandated Data is up-to-date, then the issue is that the most recent Mandated Data is lacking a diagnosis code. If this is the case, when you check the most recent mandated data entry, there will not even be a field to enter a diagnosis.
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You will need to activate each staff member , before you can bill for their services. If you get this message, this means either:
The activation is missing. Bring up the staff record. Then, submit an activation for the staff member at the relevant site in the Update Staff Status section to enable this staff member for billing.
The activation is missing for the correct site. A staff member may be active, but not at the correct facility. Ensure you are selecting the right facility by using the drop-down menu on the right side of the Update Staff Status section.
The date is too late for billing. The provider’s activation date must coincide with or precede the date of service. The activation date should reflect the time the provider began providing services at that location, not the date that the staff record was created in STAR. To change this, all it requires is to add the needed activation record. The system is set up for you to have multiple activation records for the same staff at the same facility, so you don’t need to delete the old one , if you do not wish to. STAR will be looking at the earliest date.
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For the vast majority of users, the earliest date you can bill is the 1st of the previous month. Notable exceptions would be UNM claims submission and ASURE providers.
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The fee schedule could not be determined.
Though this message mentions the fee schedule, the issue here is usually staff licensure. STAR is looking at the service and the list of possible licensures a provider can have to include their service on the claim. If the current licensure is not on that list, the claim won’t go through, and you’ll get this error.
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