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Purpose and Introduction

 

This document describes the basics of navigating in the STAR 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 STAR. Do not share your account information.

  3. It is important to know your organization's primary and/or secondary account manager for STAR. 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 http://bhsdstar.org . For questions that can’t be answered by the online resources or your primary/secondary contact or any issues you may encounter in STAR, 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 STAR Client ID when needing to reference a specific client.

Vendor Registration Process Overview

All Vendors wishing to provide non-Medicaid services for The New Mexico Behavioral Health Services Division, The New Mexico Children, Youth, and Families Department, and the Early Childhood Education and Care Department must complete and submit the online vendor registration documents.  Please note, initiating Vendor Registration does not guarantee funding through the Behavioral Health Collaborative agencies (BHSD, CYFD, and/or ECECD).

Steps

Process

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 request from 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. 

  • If pass preliminary checks, Vendor Registration will notify Falling Colors Finance Department the registration is ready to continue through the registration process.

  • If do NOT pass preliminary checks, Vendor Registration will contact Vendor by email to request the needed information to complete their registration.

7

Vendor Registration notifies the Vendor Authority (BHSD, CYFD, and/or ECECD) Vendor’s registration is ready for review (approve, deny, or request additional information).

  • If registration is approved, Vendor Authority will notify Falling Colors Finance Department the registration is ready to continue through the registration process.

  • If registration is denied or more information is needed, Vendor Authority will contact Vendor directly by email to request the needed information to complete their registration.

8

When notified by the Vendor Authority Vendor’s registration is approved, Falling Colors Financial Department reviews submitted vendor registration for a complete W-9 and EFT with signatures.

  • If registration submitted is complete and accurate, the Finance Department will proceed to Step 9.

  • If registration submitted is NOT complete and/or accurate, the Falling Colors Finance Department will contact Vendor directly by email to request the needed information.

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 and/or ECECD), Falling Colors Finance Department emails the SOW’s to the Vendor for review and signatures.

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 NPI Yes checkbox to check. (if needed)

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

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

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

  16. Click 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 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. Blank Documents can be uploaded if the Vendor is not applying for any funding.

  31. Click BHSD, CBHD, 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. STAR 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 Start Date and select a date from the calendar picker.

  7. Click Save.

  8. Click Add Licensure/Certification.

  9. Click 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 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 Start 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 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:

  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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