ASO Policies and Procedures

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ASO shall manage contracts between the Member Agencies and Vendor. Member Agencies shall refer to and utilize the most current award of the BHC’s Services Agreement and the ASO. ASO will manage agreements, however, it is the responsibility of each Member Agency to enforce documentation and policies to the vendor.

Scope of Work (SOW) Template shall be utilized to establish SOW. The template is located here: Commonly Used Forms.

The SOW shall cover What, When, Where, Why, Who, and How within the scope description. This should be broad, yet clear without utilizing technical language. Member Agencies shall ensure that travel is considered and reflected within the scope and budget.

Separate Scopes of Work should be used for each provider/project/fiscal year.

Scopes of Work are the contract between a Member Agency and a provider. Each Scope of Work should detail what deliverables the provider is expected to deliver for the Member Agency including fund source(s) utilized, costs per deliverable, required supporting documentation or proof of service delivery, (training sign-in sheets, receipts, etc.), as well as the time period the scope covers.

Program Managers are responsible for ensuring that the correct approved services are displayed in NMSTAR thru their read-only access to the vendor/project. For any new services or changes to the vendor/project, Program Managers should contact support@fallingcolors.com. New services require 4-6 weeks for development, testing, and deployment prior to use by the provider for billing. Please see our Encounters Deck for all services currently available for Project configuration in NMSTAR.

 A revised SOW is required to be sent to the provider when: the provider name is incorrect, the project name is incorrect, and there is a change in the deliverables that the vendor is expected to complete for the scope time period. SOWs are sent to Falling Colors via the Member Agency folder on SFTP. Falling Colors sends SOWs to the Signatory Authority managed by the provider in the provider profile in NMSTAR. Falling Colors makes multiple attempts to follow up with providers who have not signed their SOW within a timely manner and at times will require intervention by the Member Agency.

Agencies direct Falling Colors to contract with providers that they want to hire to deliver services and submit billing. Falling Colors needs the below information from a Member Agency in order to contact the provider for onboarding:

  • Legal Name of Provider (as listed on W-9)

  • Provider Vendor Administrator-to give NMSTAR permissions to complete the registration

    • Name/Email Address/Phone

  •  Provider Signatory Authority- to send Contract and Business Associates Agreement + Approved SOW

    • Name/Email Address/Phone

  • Scope of Work-we are unable to register new vendors without an approved Scope of Work

Once we have this information, Falling Colors will register the new Vendor in NMSTAR and send the required FCC (nonclient or client services based on SOW) Contracts and Member Agency approved SOW to the Provider's Signatory Authority via SignEasy for signature along with the annual Attestation from NMNMSTAR.

We will then inform the Member Agency when the provider has completed their registration in NMSTAR, signed the required documents, and is ready for the Member Agency to send Falling Colors either an approved Budgetary Letter of Direction (BLOD) or Change Request Form (CRF) to allocate funding to the provider for billing in NMNMSTAR.

Falling Colors will not allocate funding to providers unless there is a signed SOW for the provider/project and a signed Attestation for the provider.

New Providers are provided training on the NMSTAR application to assist them prior to billing.

*Please refer to the How-To section for details on How to submit BLODs and CRFs.

 

Purpose and Introduction

This document describes the basics of navigating in the NMNMSTAR Vendor Registration module including profile settings, adding staff and licensure, adding services, adding comments, submitting, and reviewing the registration history.

General Information

  1. You must have your own unique email address to have an account.

  2. All activity done using an account is tracked and recorded in NMNMSTAR. Do not share your account information.

  3. It is important to know your organization's primary and/or secondary account manager for NMNMSTAR. They will be able to answer most questions for you about how they want you to use the application.

  4. Online videos, super-quick guides, and comprehensive user guides are available on Manuals and Guides. For questions that can’t be answered by the online resources or your primary/secondary contact or any issues you may encounter in NMSTAR, please email support@fallingcolors.com to create a support ticket.

  5. Any identifying client information sent through email is a HIPAA violation. Use only the NMSTAR Client ID when needing to reference a specific client.

Vendor Registration Process Overview

All Vendors wishing to provide non-Medicaid services for one of the State of New Mexico’s Behavioral Health Collaborative (BHC) Member Agency’s (ALTSD, BHC, BHSD, CYFD, DDC, DOH, ECECD, and HED) must complete and submit the online vendor registration documents. 

*Please note, initiating Vendor Registration does not guarantee funding through the BHC Member Agency in NMSTAR.

Steps

Process

1

Member Agency submits their approval for FC Support to onboard a new Vendor in the NMSTAR Application.

Member Agency will submit your organization’s basic contact info (Vendor Administrator and Signatory Authority) and approved Scope of Work (SOW) to support@fallingcolors.com and we will initiate the NMSTAR Vendor Onboarding process with your organization.

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.

2

FC Support creates NMSTAR profile and Vendor Administrator account for the provider to review and complete the profile.

The Vendor Administrator will be emailed login credentials with a Vendor Registration user manual.

3

Vendor Administrator completes all sections of registration including business profile, staff profiles, and business services then Submits Online Registration. 

Vendor Administrator notifies FC Support by email (support@fallingcolors.com) that completed registration has been submitted and is ready for approval.

Note: EFT will be added to Profile and Annual Attestation will be sent once NMSTAR profile is submitted and approved.

4

FC Support sends Vendor Signatory Authority required FCC Contracts and Member Agency SOW for review and signature in the SignEasy Application while Vendor Administrator completes NMSTAR Registration.

5

FC Support will conduct preliminary checks on Vendor NMSTAR Profile when submitted. 

  • If registration is complete and accurate, FC Support will approve the profile, configure EFT to initiate EFT Verification in STAR and send the required Annual Attestation from NMSTAR.

  • If registration is not complete or inaccurate, FC Support will contact Vendor Administrator by email to request the needed information to complete/correct their registration.

6

Once NMSTAR Profile is approved, Attestation, FCC Contracts and Member Agency SOW are signed FC Support will contact the Member Agency to let them know the Vendor is ready to receive their allocation in NM STAR.

7

FC Support allocates funds to NMSTAR providers once direction and approval is received from the Member Agency. FC Support configures the approved services per the Member Agency SOW and grants access to the funding in NMSTAR to approved NMSTAR users with the Vendor.

8

Your Member Agency Program Manager will provide you with their program billing requirements and offer training to you. FC Support will also be glad to assist and walk you through NMSTAR whenever assistance is needed - please reach out to support@fallingcolors.com anytime!

Registration

Add Profile Information:

  1. Click Location Name and edit name. (if needed-as shown on your W-9 form)

  2. Click the Doing Business As field and enter the name. (if different than Location Name)

  3. Click Do you have a business license drop-down and click Yes or No.

  4. 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.

  5. Click Do you have an National Provider Identifier (NPI) Yes checkbox to check. (if needed- NA if NOT REQUIRED).

  6. 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)

  7. Click Do you have a Billing NPI Yes checkbox to check. (if needed)

  8. Click the Billing NPI field and enter your billing NPI.

  9. Click Do you have a Medicaid ID Yes checkbox. (if needed)

  10. 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)

  11. Click the Address field and enter the street address.

  12. Click the City field and enter City.

  13. Click the State drop-down and click state. (if needed)

  14. Click the zip code field and enter the zip code.

  15. Click the Use the physical address Yes checkbox (if needed) for the Billing Address. (if not enter address fields).

  16. Click the Use the physical address Yes checkbox (if needed) for the Mailing Address (if not enter address fields)

  17. 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)

  18. Click the Executive Contact-Last Name field and enter Executive Contact’s Last name.

  19. Click Executive Contact-Phone and enter the Executive Contact’s number.

  20. Click Executive Contact-Email and enter the Executive Contact’s email address.

  21. 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)

  22. Click Billing Contact-Last Name field and enter Billing Contact’s Last name.

  23. Click Billing Contact-Phone and enter the Billing Contact’s number.

  24. Click Billing Contact-Email and enter the Billing Contact’s email address.

  25. Click the Language checkboxes for the languages this site supports.

  26. Click Specialties checkboxes for specialties this site supports.

  27. Click Facility Type(s) to select that are applicable to the site.

  28. Click Download EFT and/or W-9 Form as needed.

  29. Click Browse for EFT Form, double-click EFT form to upload.

  30. Click Browse for W-9 Form, double-click W-9 form to upload.

    1. Note: EFT and W-9 are only required if Funding is needed for the Vendor from a Lead Agency.

  31. Click BHSD, CBHD, DDC, and/or ECECD under What agencies are you applying for.

  32. Click Save.

Add Staff

Note: Staff only needs to be added in Vendor Registration for people who will provide billable services. NMSTAR users are not added here.

  1. Click Staff on the left navigation bar.

  2. Click Add Staff.

  3. Click the First Name field and enter the Staff Member’s First name.

  4. Click the Last Name field and enter Staff Member’s Last name.

  5. Click the NPI field and enter NPI for the staff member.

  6. Click NMSTAR Date and select a date from the calendar picker.

  7. Click Save.

  8. Click Add Licensure/Certification.

  9. Click the Licensure/Certification Title drop-down and click the name of the licensure or certification.

  10. Click Licensure/Certification ID and enter the ID.

  11. Click Yes under Expiration date to un-check if the licensure does not expire (if needed).

  12. Click the Expiration Date calendar and click the date (if needed for licensure that does expire).

  13. Click Browse for Licensure/Certification Form, double-click form to upload.

  14. Click Save Licensure/Certification.

  15. 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 NMSTAR New Button for Assessments/Surveys)

Note: Uploaded documents are not required for: (“CSSS worker - High School”, “CSSS worker – Bachelors”, “CSSS worker – Masters”, and “PSR worker”.

Update Staff Status

  1. Click Staff on the left navigation bar.

  2. Click the name of the Staff member.

  3. Select an Action to be applied.

  4. Select an Effective Date to be applied.

  5. Select a single Location or ‘All Locations’ to apply the Action and Effective Date to.

  6. Click Submit.

  7. Click the trash can icon next to any Activation/Deactivation record shown in the Location tiles to delete that record.

Note: All sites the Vendor Admin has access to will be displayed, regardless of if the Staff member has ever been activated at those sites.

Add Services

  1. Click Services on the left navigation bar.

  2. Click Add Services.

  3. Click the category drop-down and click the service category.

  4. Click the service checkbox to check for each service this site will provide that you have a licensed/certified staff member.

  5. Click Add Service(s).

Add a Comment to History:

  1. Click History on the left navigation bar.

  2. Click Add a Comment.

  3. Click the Comment field and enter comments.

  4. Click Save Comment.

Tip: The above steps need to be repeated for each Site if the Vendor has multiple sites. Click the site drop-down on the left navigation to navigate between sites and enter the applicable information.

Submit Registration:

After all required fields have been entered, all staff and their corresponding licensure/certification added, and all services that will be provided selected:

  1. Click Profile on the left navigation bar.

  2. Click Submit Profile.

  3. Click Submit to Are you sure you want to submit for approval.

  4. The Orange Indicator on the top will state Pending Approval.

Tip: You are responsible for logging in on a regular basis to monitor the status of your registration. If additional information is requested from the Lead Agency the Orange Indicator on the top will state Additional Information Requested. When your registration is approved the Orange Indicator on the top will disappear and Approved will be indicated in the Registration History.

Add Additional Information:

  1. Click History on the left navigation bar.

  2. View Comment from Lead Agency in the Comments section.

  3. Make the necessary changes by following the processes above.

  4. Click Profile on the left navigation bar.

  5. Click Submit Profile.

  6. Click Submit to Are you sure you want to submit for approval.

  7. The Orange Indicator on the top will state Pending Approval.

 

View Vendor Fee Schedule

  1. Click Fee Schedule on the left navigation bar.

  2. Tabs for the Lead Agency(ies) that you are approved for will be displayed along with all the services you have been approved to provide will be listed along with their acceptable licensures and fees paid.

View/Print Allocation Letter

  1.  Click Allocation Letter on the left navigation bar.

  2. A PDF Version of the Allocation Letter will load for viewing or printing.

View Org Chart

  1. Click Org Chart on the left navigation bar.

  2. A list of all Rendering Providers activated at one of the Provider Locations is displayed. 

    1. Rendering Providers in a Supervisor-Supervisee relationship are displayed in the Org Chart section.

    2. Rendering Providers that are not currently in a Supervisor-Supervisee relationship are displayed in the Unassigned Staff section.

Create an Org Chart Supervisor

  1. Click Org Chart on the left navigation bar.

  2. Click Edit.

  3. Click Add Top Level Supervisor. 

  4. Begin typing the name of a Rendering Provider.

    1. A type-ahead list of matching Rendering Providers is displayed.

  5. Select a Rendering Provider from the type-ahead list.

    1. The supervisor will be displayed.

  6. Click Save.

    1. The user is brought back to the Org Chart.  Org Chart and Unassigned Staff lists are updated according to changes.

Create an Org Chat Supervisee

  1. Click Org Chart on the left navigation bar.

  2. Click Edit

  3. Hover over a Supervisor from the list.

  4. Click the green plus-sign icon.

  5. Begin typing the name of a Rendering Provider.

    1. A type-ahead list of matching Rendering Providers is displayed.

  6. Select a Rendering Provider from the type-ahead list.

    1. Supervisee will be displayed underneath the Supervisor.

    2. Another Supervisee can be added underneath the Supervisor and/or underneath the newly-created Supervisee.

  7. Click Save.

    1. The user is brought back to the Org Chart.  Org Chart and Unassigned Staff lists are updated according to changes.

Edit or Delete an Org Chart Supervisor / Supervisee

  1. Click Org Chart on the left navigation bar.

  2. Click Edit

  3. Hover over a Supervisor or Supervisee from the list.

  4. Click the pencil icon.

    1. A text field is displayed and allows the user to edit the name of the Supervisor or Supervisee.

  5. Click the trash can icon.

    1. A confirmation dialogue box is displayed.  Click Remove.

  6. The Supervisor or Supervisee disappears from the list.

  7. Click Save.

    1. The user is brought back to the Org Chart.  Org Chart and Unassigned Staff lists are updated according to changes.

Questions

For any issues, email support@fallingcolors.com

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