Prevention - Vendor

Owned by Spencer
Last updated: Feb 10, 2022 by Emily Goleski
5 min read

To register a client, review our guide here: Client Registration

Purpose and Introduction

This document describes the basics of navigating in the STAR Prevention module including submitting services, correcting invoices, and creating and reviewing rosters.

Services

From the Home screen:

  1. Click the teal links of the Project you want to submit the Service under.

  2. Click Add a New Service drop-down and click the Service.

Tip: This list is limited by the Services in your specific Provider's Scope of Work.

Tip: Hover the mouse over to see a description of the Service selected.

 

  1. Click the Activity Start Date calendar and click the date or enter a date.

  2. Click the Activity End Date calendar and click the date or enter a date, or leave blank if not applicable.

  3. Click the Activity Cost and enter the cost. (Example: 55.54)

  4. Click Type of Activity.

  5. Click Population(s) Served (if applicable).

  6. Click OSAP Detail(s) (if applicable).

  7. Click % of time spent for each OSAP strategy and enter a percent (if applicable).

  8. Click Save.

Tip: Different Services have different selections/entries required.

Tip: To cancel your Service submission, click Cancel.

10. The newly submitted Service is displayed in the Services table.

Tip: You can edit/delete the Service until it is processed into an invoice, which happens at 12:01 am on the 1st of each month. At that point, it is no longer editable. To remove the Service, click Delete. To Edit a Service, click on the Service teal link to open, make changes, and click Save.

Invoices

Invoice Icon Definitions

Action

Description

Can Provider make Changes?

Action

Description

Can Provider make Changes?

Invoice Generated

Invoice has been created and is waiting for a decision

No

Process Payment

Invoice is approved for payment.

No

Approved

Approved by the Lead Agency

No

Denied

This decision is made only if the invoice cannot be corrected or the issue remedied. For example, the provider submitted services under the wrong fund source.

No

Provider corrections required

Provider needs to make changes to the transaction(s) associated with the invoice

Yes

Corrections Completed

The provider has made the neccessary changes and submitted the invoice back to the Lead Agency.

No

In review

Invoice is being reviewed by the individual who placed it in this state.

No

Placed on administrative hold

 

There is administrative action that needs to be taken in order to approve this invoice. For example, creating a CRF or clarification from the Provider.

No

To Correct Invoices:

 From the Home screen:

  1.  Click Take Action under Corrections Required.

  2. The invoices screen will display

Tip: Any Invoices requiring Corrections will display an Orange Exclamation Point Icon in the Approval or Payment Status columns.

 

  1. Under Invoice Details, click the teal link with your Provider Name for the invoice you want to correct.

  2. Review the Comments explaining the corrections required in the upper right.

  3. Click the Service link for correction. (Only those Services flagged in orange are editable/deletable)

  4. Review the data and edit as needed.

  5. Click Save.
    Tip: To remove the activity click Delete.

  6. Click Action drop-down and click Corrections Completed.

  7. Click Submit Action. 

Tip: When an Invoice requires correction, always work through the existing invoice to correct or delete flagged services and/or add new services to the invoice. Do not enter a new service through the Project HOME page. This will duplicate the invoice and require extra processing.

To Add Comments:

  1.  Click Add Comment.

  2. Enter free text comments.

  3. Click Submit Comment.

  4. The comment is displayed and shared with the Program Manager.

To Review your Invoice History:

From the Home screen:

  1. Click view under Invoice History.

  2. The invoices screen will display listing your processed invoices.

  3. Click the Search field and enter Invoice #.

  4. The invoice will display in the table.

  5. Click the Invoice Details link.

  6. Invoice Details including Services and Invoice Decisions are displayed.

Tip: Invoices with 10 Activities/Services or less will default to the Details View. Invoices with more than 10 Activities/Services will default to the Summary View.

Reports

From the Home screen:

  1. Click Run Report drop-down and click report.

  2. Click Date From calendar and click date.

  3. Click Date To calendar and click date.

  4. Click any other search criteria fields and click entry.

  5. Click Run Report.

  6. Report details are displayed.

  7. Click the right arrow to navigate to additional pages of the report.

  8. Click the save icon to print/save the report in excel, word, or pdf. 

Tip: To change the search criteria re-click the dates and re-click the run report.

Questions

For any questions, email support@fallingcolors.com