Workbooks - Encounters
To register a client, review our guide here: Client Registration
Purpose and Introduction
This document describes the basics of navigating in the BHSDSTAR Workbooks module including submitting Workbooks Uploads and Provider Invoices, correcting invoices, and reviewing invoice history.
Services
From the Home screen:
Click the teal links of the Workbooks Project to submit the Service under.
Click Add a New Service drop-down and click the Workbook Upload Service.
Click the Activity Start Date calendar and click the date or enter the date.
Click the Activity End Date calendar and click the date or enter the date, or leave blank if not applicable.
Click the Activity Cost and enter the cost. (Example: 55.54)
Click Signed PDF file Browse and locate the PDF to upload.
Click the Excel Workbook file Browse and locate the Excel to upload.
Click Yes or No to Provide additional documentation and click file Browse and locate the files to upload (if required).
Click acknowledgment of verification.
Click Save.
Tip: To cancel your Service submission, click Cancel.
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 each night. 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? |
|---|---|---|
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:
Click Take Action under Corrections Required.
The invoices screen will display
Tip: Any Invoices requiring Corrections will display an Orange Exclamation Point Icon in the Approval or Payment Status columns.
Under Invoice Details, click the teal link with your Provider Name for the invoice you want to correct.
Review the comments explaining the corrections required in the upper right.
Click the Service link for correction. (Only those Services flagged in orange are editable/deletable)
Review the data and edit as needed.
Click Save.
Tip: To remove the activity click Delete.Click Action drop-down and click Corrections Completed.
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:
Click Add Comment.
Enter free text comments.
Click Submit Comment.
The comment is displayed and shared with the Program Manager.
To Review your Invoice History:
From the Home screen:
Click view under Invoice History.
The invoices screen will display listing your processed invoices.
Click the Search field and enter Invoice #.
The invoice will display in the table.
Click the Invoice Details link.
Invoice Details including Services and Invoice Decisions are displayed.
Questions
For any questions, email support@fallingcolors.com