ASO Policies and Procedures

Onboard a New Vendor/Provider in NMSTAR

Owned by Tracy Archuleta
Last updated: Mar 25, 2024 by Shauna Hovden
5 min read

 

Overview

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Initiating Vendor Registration

Lead Agencies will direct Falling Colors to contract with providers that they wish to work with to deliver billable services. To onboard a new provider into STAR, please complete the following steps:

  1. Please relay the following information to Falling Colors Support:

    1. Legal Name of the Provider (as listed on their W-9).

    2. Points of Contact with their Full Name, Email Address, and if available, a Phone Number.

      1. Provider Vendor Administrator (the individual who will be completing the Vendor Registration process and will need access to NMSTAR).

      2. Provider Signatory Authority (the individual responsible for signature on the Provider Contracts, BAA, and future SOWs).

    3. Scope of Work: to ensure the provider is aware of the deliverables required of them to receive funding once they have registered with Falling Colors, please submit their agency-approved SOW for processing with the onboarding request. Falling Colors requests that the agency-approved SOW is ready for processing at the time of new vendor registration. *Please include Client or Non Client in the services dropdown- these will be the FCC contracts FC Support will send to the new vendor.

  1. Once this information is received, Falling Colors Support will do the following:

    1. Reach out to the identified points of contact and initiate the vendor registration process. This includes:

      1. Collecting Provider-specific information, such as their Address, Phone Number, and additional user information.

      2. Requesting their EFT information, for direct deposit payments from STAR, and their W-9.

      3. Sending them our quick guide to STAR Vendor Registration.

      4. Facilitating either the Client-Based Services or Non-Client Based Services contracts alongside the Business Associates Agreement (BAA) and their SOW.

      5. Using this information to configure the Provider in STAR.

      6. If required, request the annual Attestation form from NMSTAR.

 

Contracts and Scopes of Work

BHC and Falling Colors Contracts

The Administrative Services Organization shall assist in managing contracts between the Member Agencies and Vendor. The Member Agencies shall refer to and utilize the most current award of the Behavioral Health Collaborative’s Services Agreement and the ASO. The ASO will assist in the review and signature of these agreements, however, it is the responsibility of each Member Agency to enforce documentation and policies to the vendor.

The BHC and Falling Colors Client-Services Agreement, Non-Client Services Agreement, and/or BAA can be requested for review by submitting a request to support@fallingcolors.com

Submitting a Scope of Work

When submitting a Scope of Work, please ensure that the SOW is specific to:

  1. One Provider

  2. One Project

  3. Can List:

    1. Multiple Fiscal Years

    2. Multiple Fund Sources

Current FY SOW Templates can be located here: Submit a Scope of Work (SOW) for Processing

Falling Colors will not process SOWs submitted on Old Templates.

Processing an SOW

SOWs can be submitted by authorized Lead Agency staff to support@fallingcolors.com for processing. If there are a large number of SOWs that require processing, they can be uploaded to our Secure File Transfer Portal (SFTP). When submitting to FC Support, the subject of the ticket line should include the Member Agency, FY, SOW, Provider Name, and Project.

Falling Colors Support will send submitted SOWs to the designated Signatory Authority for the Provider in NMSTAR.

Once signed, Falling Colors Support will relay the executed agreement back to the Lead Agency.

Scopes of Work are the contracts 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:

  1. NMSTAR Provider Name and Project name

  2. NMSTAR Fund source(s) utilized

  3. Fiscal Year(s) the scope covers.

  4. Costs per deliverable

  5. Required supporting documentation or proof of service delivery, (training sign-in sheets, receipts, etc.)

 

Separate Scopes of Work should be used for each Provider and Project. Each SOW can list Multiple Fiscal Years and Multiple Fund Sources.

Amended Scopes of Work

An Amended/Revised SOW is required to be sent to the provider for the following reasons:

  • The Provider Name is incorrect.

  • The Project is incorrect.

  • There is a change to the deliverables expected of the provider.

The BHC and Falling Colors require that Amended SOWs be submitted with an explanation or reason for the amendment. This explanation will be relayed to the Provider when the amended SOW is routed for signature to ensure clarity as to why an amended SOW is required.

Falling Colors will make four attempts to contact and remind providers about unsigned documents. After one month we will then inform the member agency of the unsigned documents and cease attempts to contact.

Project and Funding Configurations

Project Configuration

Please review with Falling Colors Support if the project listed on the Provider’s SOW reflects a new or existing project in STAR.

Please see our Encounters Deck list and our Most Used Encounter Services for available STAR Encounters.

New Projects

If a new Project needs to be added to NMSTAR per a new Scope of Work, please complete the attached questionnaire and submit it to support@fallingcolors.com for review and implementation. Falling Colors Support will use this information along with the SOW to configure the project in NMSTAR, as requested.

 

  • Program Name and Project Name.

  • Project Approvers (Primary, Secondary, Backup).

  • Recommended Encounter Services per SOW.

  • Data and Dashboard reporting needs.

  • Participating providers and allocations.

Existing Projects

If the new provider will be participating in an existing STAR project, please specify which encounters should be configured for this new provider in order for them to begin billing.

Program Managers are responsible for ensuring that the correct approved services are configured for each Vendor and Project, by reviewing the specific Provider in NMSTAR or contacting Falling Colors Support to ensure the configuration is correct.

Funding Configuration

Falling Colors is only able to allocate funding to providers if there is a signed/executed SOW for the Provider and Project on file, and, where applicable, a signed Attestation for the provider.

To ensure there is available funding for your Provider, please utilize the Burn Rate report before facilitating a Change Request Form (CRF). If funds need to be added to STAR, please work with the Member Agency to facilitate a Budgetary Letter of Direction (BLOD).

Once funding is allocated to a provider, Falling Colors Support will ensure the authorized users at this provider location have access to the project to begin their billing.

Provider Assistance

Falling Colors Support is happy to facilitate training and assistance for providers when it is needed. Please reach out to our team should a provider require assistance for:

  • Onboarding questions or concerns.

  • Contract questions.

  • Navigating NMSTAR.

  • …anything else!

Please reach out to us at support@fallingcolors.com for provider assistance, or direct the providers to our Provider Guides for additional resources.

 

We’re happy to help!

 

 

Have questions? Contact support@fallingcolors.com

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