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This page describes the basics of navigating in the Vendor Administration module including profile settings, adding staff and licensure, submitting, and reviewing the registration history.
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Steps | Process |
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1 | The vendor has been approved by a Collaborative State Agency and Vendor Requests information to access the Online registration portal by emailing support@fallingcolors.com |
2 | Vendor Registration associate acknowledges received receiving a request from the Vendor by email. Email to Vendor includes a Vendor Packet which includes a Vendor Information Excel worksheet, W9, and EFT form for the Vendor to complete and return to Vendor Registration with their designated Vendor Administrator indicated. |
3 | Vendor Registration associate inputs Vendor Information into the registration portal for online registration based on the submitted Vendor Information worksheet. |
4 | Vendor Registration associate creates and provides Vendor Registration Access for the designated Vendor Administrator. The Vendor Administrator will be emailed login credentials directly by Vendor Registration with a Vendor Registration user manual. Note: the designated Vendor Administrator is the person who will be completing the online Vendor registration. Vendor billing and claims submission is a different process with distinct Administrative permission. Vendors will need to register their appropriate billing staff separately. |
5 | Vendor Completes all sections of registration including business profile, staff profiles, and business services then Submits Online Registration. Vendor notifies Vendor Registration by email (support@fallingcolors.com) that completed registration has been submitted. |
6 | Vendor Registration will conduct preliminary checks on Vendor’s submitted registration.
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7 | Vendor Registration notifies the Vendor Authority (BHSD, CYFD, DDC, and/or ECECD) Vendor’s registration is ready for review (approve, deny, or request additional information).
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8 | When notified by the Vendor Authority Vendor’s registration is approved, Falling Colors Financial Department reviews the submitted vendor registration for a complete W-9 and EFT with signatures.
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9 | Falling Colors Finance Department emails listed Executive Contact the contract, an attestation, and a Business Associate Agreement (BAA) thru the DocuSign program. |
10 | Vendor Executive Contact electronically signs and submits required contractual documentation. |
11 | Falling Colors Chief Financial Officer (CFO) reviews and signs required contractual documentation. Falling Colors Finance Department logs and saves copies of all contractual documentation. |
12 | When Scopes of Work (SOW) are received from a Collaborative State Agency (BHSD, CYFD, DDC, and/or ECECD), the Falling Colors Finance Department emails the SOW’s to the Vendor for review and signatures. |
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Click Location Name and edit name. (if needed-as shown on your W-9 form)
Click the Doing Business As field and enter the name. (if different than Location Name)
Click Do you have a business license drop-down and click Yes or No.
Click the Federal Tax ID field and enter ID. (A valid Federal ID number such as a Federal Employer Identification Number (FEIN), Social Security Number (SSN), or Individual Taxpayer Identification Number (ITIN)) Be sure to include the hyphen.
Click Do you have an NPI Yes checkbox to check. (if needed)
Click the NPI field and enter your site NPI. (Healthcare providers acquire their unique 10-digit NPIs to identify themselves in a standard way throughout their industry)
Click Do you have a Billing NPI Yes checkbox to check. (if needed)
Click the Billing NPI field and enter your billing NPI.
Click Do you have a Medicaid ID Yes checkbox. (if needed)
Click the Medicaid ID field and enter ID. (if Yes is selected above. Healthcare providers acquire their unique Medicaid number to identify themselves as a Medicaid Provider)
Click the Address field and enter the street address.
Click the City field and enter City.
Click the State drop-down and click state. (if needed)
Click the zip code field and enter the zip code.
Click the Use the physical address Yes checkbox (if needed) for the Billing Address. (if not enter address fields).
Click the Use the physical address Yes checkbox (if needed) for the Mailing Address (if not enter address fields)
Click the Executive Contact-First Name field and enter the Executive Contact’s First name. (The person responsible for signing legal documentation for the business)
Click the Executive Contact-Last Name field and enter Executive Contact’s Last name.
Click Executive Contact-Phone and enter the Executive Contact’s number.
Click Executive Contact-Email and enter the Executive Contact’s email address.
Click the Billing Contact-First Name field and enter the Billing Contact’s First name. (The person responsible for submitting invoices, receiving statements, and/or bills)
Click the Billing Contact-Last Name field and enter Billing Contact’s Last name.
Click Billing Contact-Phone and enter the Billing Contact’s number.
Click Billing Contact-Email and enter the Billing Contact’s email address.
Click the Language checkboxes for the languages this site supports.
Click Specialties checkboxes for specialties this site supports.
Click Facility Type(s) to select that are applicable apply to the site.
Click Download EFT and/or W-9 Form as needed.
Click Browse for EFT Form, double-click EFT form to upload.
Click Browse for W-9 Form, double-click W-9 form to upload.
Note: EFT and W-9 are only required if Funding is needed for the Vendor from a Lead Agency. Blank Documents can be uploaded if the Vendor is not applying for any funding.
Click Save.
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Click Staff on the left navigation bar.
Click Add Staff.
Click the First Name field and enter the Staff Member’s First name.
Click the Last Name field and enter Staff Member’s Last name.
Click the NPI field and enter NPI for the staff member.
Click Start Date and select a date from the calendar picker.
Click Save.
Click Add Licensure/Certification.
Click the Licensure/Certification Title drop-down and click the name of the licensure or certification.
Click Licensure/Certification ID and enter the ID.
Click Yes under Expiration date to un-check if the licensure does not expire (if needed).
Click the Expiration Date calendar and click the date (if needed for licensure that does expire).
Click Browse for Licensure/Certification Form, double-click form to upload.
Click Save Licensure/Certification.
Repeat for every staff person at the site who will render services and/or conduct client assessments/surveys. (This is used to calculate the payment for the service based on the licensure in the fee schedule and to activate the Start New Button for Assessments/Surveys)
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