Projects Using CANS - Vendor

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

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

Purpose and Introduction

This document describes the basics of navigating in the nmstar application for projects using the CANS assessment.

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 nmstar. Do not share your account information.

  3. It is important to know your organization's primary and/or secondary account manager for nmstar. 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.

Topics covered in this User Guide

  • Adding all Staff with their certificates

  • Editing the Org Chart

  • Home Page Trackers

  • Reports

    • Completed CANS/CATS and recommended Referrals Tracking

    • Staff Certifications

  • Registering clients

  • Assigning/Re-assigning clients

  • Referrals to/from CBHC/PS

  • ACE, CAT, and CANS Assessments

  • Sharing Assessments-MCOs and Courts

  • Adding recommended services

Managing Staff

  1. Click Vendor Administration.

  2. Click the Location drop-down on the left navigation and select the location.

  3. Click Staff

     

  4. Click Add Staff.

  5. Enter the First Name of the person and click Tab.

  6. Enter the Last Name of the person and click Tab.

  7. Enter the NPI# for the person and click Tab.

    1. Note: An NPI# is not required.

  8. Enter or click the Date Calendar and click the Start Date.

    1. Note: The Start Date must be before any assessment date or service rendered date.

  9. Click Save.

  10. The system will search to see if that staff person is already in the system. If found it will display similar records. If an exact match is found, click the person’s name to select. If not the system will display the fields for entry of the staff person.

  11. Click the Licensure/Certification Title drop-down and click ACE.

  12. Click the Licensure/Certification ID field and enter N/A.

  13. Click the Expiration Date Yes checkbox to indicate no expiration date.

  14. Click Save Licensure/Certification.

  15. Click Add Licensure/Certification.

  16. Click the Licensure/Certification Title drop-down and click YSA/CANS/CAT.

  17. Click the Licensure/Certification ID field and enter the Certificate ID.

  18. Click the Expiration Date field and enter the expiration date or click the date calendar to select.

  19. Click Choose File to locate the certificate on your computer to upload and click the file.

  20. Click Save Licensure/Certification.

Note: Staff must have both the ACE and YSA/CANS/CAT certifications selected/uploaded before they can add any assessments. When an expiration date is passed, the staff person will no longer be able to administer assessments. A new certificate must then be uploaded with the new expiration date entered.

 

To add that Staff person to other locations:

  1. Click Vendor Administration.

  2. Click the Location drop-down on the left navigation and select the location.

  3. Click Staff.

  4. Click the Staff person.

  5. Click the Action drop-down and click Activate.

  6. Click the Effective Date field and enter the date or click the date calendar to select.

  7. Click the Applies To drop-down and click the location.

  8. Click Submit.

To Deactivate the Staff person from locations:

Note: This should be done when a staff person leaves a site or organization.

  1. Click Vendor Administration.

  2. Click the Location drop-down on the left navigation and select the location.

  3. Click Staff.

  4. Click the Staff person.

  5. Click the Action drop-down and click Deactivate.

  6. Click the Applies To drop-down and click the location or leave as All Locations.

  7. Click Submit.

Org Chart

  1. Click Vendor Administration.

  2. Click the Location drop-down on the left navigation and select the location.

  3. Click Org Chart.

  4. The system will display all active staff that have been added for that location.

  5. Click Edit.

Note: All Staff must be added in Vendor Administration > Staff before they will appear in the Org Chart. They will appear as Unassigned Staff until they are added below:

To add a Top-Level Supervisor

  1. Click Add Top-Level Supervisor.

  2. Enter the name of the staff person. The system will display similar names. Click the person to select.

To add/edit/delete Staff under a Supervisor

  1. Click Vendor Administration.

  2. Click the Location drop-down on the left navigation and select the location.

  3. Click Org Chart.

  4. The system will display all active staff that has been added to that location.

  5. Click Edit.

  6. Hover over the top-level supervisor and the system will display 3 icons: a pencil to edit that person, a trashcan to delete that person, or a plus to add a person under.

  7. Click the Pencil on any person and enter the name of the staff person. The system will display similar names. Click the person to select.

  8. Click the Trashcan on any person to delete that person.

  9. Click the Plus to add a person. Enter the name of the staff person. The system will display similar names. Click the person to select.

Note: Maintaining the Org Chart will filter the Clients Pending Assessment and Clients Active in Projects Trackers by Supervisor and Staff when users log in.

Tracking Icons

Tip: This screen can be viewed at any time by clicking Programs in the upper right corner of the screen.

Tip: Items requiring action are displayed with an  Icon listing the # of items for each Tracking Item and the View button is displayed and can be clicked to see the list of clients.

Unassigned Clients

  1. Click the View button.

  2. The system displays a list of clients that are not assigned to a CBHC or PS staff person.

  3. Click a Client ID to view the client’s Dashboard.

Clients Pending Assessment

  1. Click the View button.

  2. The system displays a list filtered by Supervisor and Staff of clients who have ACE, CAT, or CANS assessments that are missing or due to be completed.

  3. Click the Supervisor and/or Staff fields to change values to view their assigned clients.

  4. Click a Client ID to view the client’s Dashboard.

Client Active in Projects

  1. Click the View button.

  2. The system displays a list of clients active in the project filtered by the Supervisor and Staff of clients who have ACE, CAT, or CANS assessments that are missing or due to be completed.

  3. Click the Supervisor and/or Staff fields to change values to view their assigned clients.

  4. Click a Client ID to view the client’s Dashboard.

Reports

  1.  Click the Run Report drop-down and click the report you want to run.

Completed CAT/CANS:

  1. Click Date From calendar and click date.

  2. Click Date To calendar and click date.

  3. Click Run Report.

  4. The report details are displayed.

  5. Click > to navigate to additional pages of the report.

  6. Click

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

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

Staff Certifications:

  1.  Click the Certification Type drop-down and click a Certification or leave as All.

  2. Click Run Report.

  3. The report details are displayed.

  4. Click > to navigate to additional pages of the report.

  5. Click

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

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

Client Find

Tip: Find is used to find clients registered at your Vendor location only.

From the Home screen:

  1. Click Client, Find Client.

  2. Click the First Name field and enter the name.

  3. Click the Last Name field and enter the name.

  4. Click the Date of Birth Field and enter DOB.

  5. Click the Individual ID field and enter ID.

  6. Click the Last 4 SSN field and enter the last 4 digits of the SSN.

  7. Click Medical Record Number and enter the number.

  8. Click the Medicaid ID field and enter the number.

    1. Tip: Not all fields are required to Find a Client. You can Find by First Name only as an example.

  9. Click Find Client.

  10. Click the Client ID of the individual found on the list of possible matches.

The client dashboard is displayed.

Client Registration

From the Home screen:

  1. Click Client, Register.

  2. Click the First Name field and enter the name.

  3. Click the Last Name field and enter the name.

  4. Click the Date of Birth Field and enter DOB.

  5. Click Search.

  6. The system displays possible matches if similar matches are found.

  7. Click the Create New Record if the client is not listed, or Client a Client ID if your client is listed.

 

Tip: Registration is used to identify existing records in nmstar first to avoid duplication of individuals in the system. One individual can be participating in other programs with other providers or have done so in the past.

 

 For new clients:

  1. Click the Middle Initial field and enter the middle initial.

  2. Click the Suffix drop-down and click suffix.

  3. Click the SSN field and enter SSN or click the No SSN checkbox to select.

  4. Click the Medical Record Number field and enter MRN.

  5. Click the Gender field and click gender.

  6. Click the LGBTQ drop-down and click preference.

  7. Click the Language drop-down and click language.

    1. Note: If you click Other Language that field will activate and you must enter a free text language.

  8. Click the Active Military drop-down and click status.

  9. Click the Ethnicity drop-down and click Ethnicity.

  10. Click the Tribal Affiliation drop-down and click affiliation. Note: If you click Other the Other Tribal Affiliation field will activate and you must enter a free text affiliation.

  11. Click all Race values that apply.

  12. Click Save and Continue.

     

  13. Click the Address 1 field and enter the address or click the Homeless checkbox to select.

  14. Click the Address 2 field and enter the address.

  15. Click the City field and enter the city.

  16. Click the State drop-down and click state.

  17. Click the Zip Code field and enter the zip code.

  18. Click the Phone field and enter the number or click the No Phone checkbox to select.

  19. Click the Message drop-down and click Yes or No.

  20. Click the Other Phone field and enter the number.

  21. Click the Message drop-down and click Yes or No.

  22. Click Save and Continue.

    Note: The Contacts screen is an Optional screen. You can click Save and Continue to bypass or:

  23. Click the Name field under Parent 1 and enter a name.

  24. Click the Phone Number field under Parent 1 and enter a phone number.

  25. Click the Relation to Client drop-down under Parent 1 and select a relationship status. Click the text box under Parent 1 and describe the relationship if ‘Other’ is selected.

  26. Click the Name field under Parent 2 and enter a name.

  27. Click the Phone Number field under Parent 2 and enter a phone number.

  28. Click the Relation to Client drop-down under Parent 2 and select a relationship status. Click the text box under Parent 2 and describe the relationship if ‘Other’ is selected.

  29. Click the Name field under Legal Representative/Guardian and enter a name.

  30. Click the Phone Number field under Legal Representative/Guardian and enter a phone number.

  31. Click the Relation to Client drop-down under Legal Representative/Guardian and select a relationship status. Click the text box under Legal Representative/Guardian and describe the relationship if ‘Other’ is selected.

  32. Click the Name field under Emergency Contact and enter a name.

  33. Click the Phone Number field under Emergency Contact and enter a phone number.

  34. Click the Relation to Client drop-down under Emergency Contact and select a relationship status. Click the text box under Emergency Contact and describe the relationship if ‘Other’ is selected.

  35. Click the Name field under Non-medical person and enter a name.

  36. Click the Phone Number field under Non-medical person and enter a phone number.

  37. Click the Relation to Client drop-down under Non-medical person and select a relationship status. Click the text box under Non-medical person and describe the relationship if ‘Other’ is selected.

  38. Click the Name field under Other and enter a name.

  39. Click the Phone Number field under Other and enter a phone number.

  40. Click the Relation to Client drop-down under Other and select a relationship status. Click the text box under Other and describe the relationship if ‘Other’ is selected.

  41. Click Save and Continue.

     

  42. Click Date of Initial Registration calendar and select date.

  43. Click Veteran drop-down and click status.

  44. Click Marital Status drop-down and click status.

  45. Click Pregnant drop-down and click status (female clients only).

  46. Click Family Member / Significant Other drop-down and select an option.

  47. Click Living Arrangement drop-down and click arrangement.

    1. If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.

  48. Click Minor Arrangement drop-down and click status.

  49. Click Education drop-down and click status.

  50. Click School drop-down and click status.

  51. Click the Employment Status drop-down and click status.

    1. If ‘Not in Labor Force’ is selected, click the Not In Labor Force drop-down and click status.

  52. Click Source of income drop-down and click source.

  53. Click CYFD Involved and click status. (Only select Yes if the minor is JS or PS Involved)

  54. Click Referral Source and select the option.

    1. If ‘Court/Criminal Justice Referral/Dui/Dwi’ is selected, click the Criminal Justice Referral drop-down and select an option.

  55. Click Arrest in the Past 30 days drop-down and click # of arrests.

  56. Click Health Insurance drop-down and click insurance carrier.

  57. Click SMI drop-down and click status.

  58. Click SED drop-down and click status.

  59. Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status.

    1. If any option other than ‘None’ is selected:

      1. Click the Drug Code drop-down and select an option.

      2. Click the Route of Administration drop-down and select an option.

      3. Click Frequency of Use drop-down and click status.

      4. Click Age at First Use and select an option.

      5. Click Days Waiting to Enter SA Treatment and select an option.

      6. Click Attendance at SA Help in the last 30 Days and click status.

      7. Click Opioid Therapy drop-down and click status.

      8. Click Substance Abuse Diagnosis and enter the code (must be a valid code).

      9. Click Substance Abuse Problem (Secondary) and select an option. 

        1. If any option other than ‘None is selected’, repeat the steps above.

  60. Click Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’, if SMI and/or SED is set to ‘Yes’).

  61. Click Save and Continue.

     

  62. The Client Dashboard is displayed.

Client Contact Information

From the Client Dashboard:

  1. Click the Profile or Contact tab.

  2. Click any of the fields and enter/edit the information.

  3. Click Save.

Client Mandated Data

Add Check-In:

From the Client Dashboard:

  1. Click the Mandated Data tab.

    1. The mandated Data tab will have an orange exclamation indicator if Initial Registration is missing, or if the last record occurred over 210 days ago.

    2. After clicking the Mandated Data tab, the remaining days until the client’s next Check-in is due is displayed.

  2. Click the Client Check-In button.

  3. Click Date of Check-In calendar and select date.

  4. Click Veteran drop-down and click status.

  5. Click Marital Status drop-down and click status.

  6. Click Pregnant drop-down and click status (female clients only).

  7. Click Family Member / Significant Other drop-down and select an option.

  8. Click Living Arrangement drop-down and click arrangement.

    1. If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.

  9. Click Education drop-down and click status.

  10. Click School drop-down and click status.

  11. Click the Employment Status drop-down and click status.

    1. If ‘Not in Labor Force’ is selected, click Not In Labor Force drop-down and click status.

  12. Click Source of income drop-down and click source.

  13. Click Arrest in the Past 30 days drop-down and click # of arrests.

  14. Click Health Insurance drop-down and click insurance carrier.

  15. Click SMI drop-down and click status.

  16. Click SED drop-down and click status.

  17. Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status.

    1. If any option other than ‘None’ is selected:

      1. Click the Drug Code drop-down and select an option.

      2. Click the Route of Administration drop-down and select an option.

      3. Click Frequency of Use drop-down and click status.

      4. Click Age at First Use and select an option.

      5. Click Days Waiting to Enter SA Treatment and select an option.

      6. Click Attendance at SA Help in the last 30 Days and click status.

      7. Click Opioid Therapy drop-down and click status.

      8. Click Substance Abuse Diagnosis and enter a code (must be a valid code).

      9. Click Substance Abuse Problem (Secondary) and select an option. 

        1. If any option other than ‘None is selected’, repeat the steps above.

  18. Click Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’ if SMI and/or SED is set to ‘Yes’).

  19. Click Save.

Deactivate Client

From the Client Dashboard:

  1. Click the Mandated Data tab.

    1. The Mandated Data tab will have an orange exclamation indicator if Initial Registration is missing, or if the last record occurred over 210 days ago.

    2. After clicking the Mandated Data tab, the remaining days until the client’s next Check-in is due is displayed.

  2. Click the Deactivate Client button.

  3. Click Date of Last Contact calendar and select date.

  4. Click Deactivation Reason and click status.

  5. Click Date of Deactivation calendar and select date.

  6. Click Veteran drop-down and click status.

  7. Click Marital Status drop-down and click status.

  8. Click Pregnant drop-down and click status (female clients only).

  9. Click Family Member / Significant Other drop-down and select an option.

  10. Click Living Arrangement drop-down and click arrangement.

    1. If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.

  11. Click Education drop-down and click status.

  12. Click School drop-down and click status.

  13. Click the Employment Status drop-down and click status.

    1. If ‘Not in Labor Force’ is selected, click the Not In Labor Force drop-down and click status.

  14. Click Source of income drop-down and click source.

  15. Click Arrest in the Past 30 days drop-down and click # of arrests.

  16. Click Health Insurance drop-down and click insurance carrier.

  17. Click SMI drop-down and click status.

  18. Click SED drop-down and click status.

  19. Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status

    1. If any option other than ‘None’ is selected:

      1. Click the Drug Code drop-down and select an option.

      2. Click the Route of Administration drop-down and select an option.

      3. Click Frequency of Use drop-down and click status.

      4. Click Age at First Use and select an option.

      5. Click Days Waiting to Enter SA Treatment and select an option.

      6. Click Attendance at SA Help in the last 30 Days and click status.

      7. Click Opioid Therapy drop-down and click status.

      8. Click Substance Abuse Diagnosis and enter a code (must be a valid code).

      9. Click Substance Abuse Problem (Secondary) and select an option. 

        1. If any option other than ‘None is selected’, repeat the steps above.

  20. Click Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’ if SMI and/or SED is set to ‘Yes’).

  21. Click Save.

Assigning/Reassigning a Client

From the Client Dashboard:

  1. Click the Projects tab.

To Assign a Client to a Staff person:

  1. Click the Assign.

  2. Click the Staff Member button and click the staff to select.

  3. Click Assign.

 To Unassign a Client from a Staff person:

  1. Click the Unassign.

Referrals from CBHC and PS

From the Client Dashboard:

  1. Click the Projects tab.

  2. Click Refer.

  3. Click the Project (CBHC or PS) and click Submit.

Client Surveys/Assessments

From the Client Dashboard:

  1. Click the Surveys tab.

  2. Surveys part of the project for the client will display.

     

  3. Click Start New to begin a new Survey.

  4. Surveys allow the user to answer the questions and click Previous and Next to navigate between questions.

  5. Click on a section on the left navigation to see questions associated with that section of the survey.

  6. Click Exit to exit the survey without answering any questions.

  7. Click Save and Exit to save a survey in process.

  8. Click Complete and Submit to finish a survey and submit and save all answers.

  9. The completed survey is displayed with the overall score, the person completing it, and the date completed.

     

  10. Click the … to view options applicable to that survey like Edit, Copy, Delete, and Download a PDF.

Tip: As surveys are completed they will display a lock button to now allow further edits.

Sharing Client Surveys/Assessments

From the Client Dashboard:

  1. Click the Surveys tab.

  2. Surveys part of the project for the client will display.

  3. Click the … for a Survey.

  4. Click Shared.

  5. Click the Agency Type drop-down and click agency type.

  6. Click the Agency drop-down and click agency.

  7. Click the Shared On the field and enter the date or click the date calendar to select.

  8. Click the Agency Contact field and enter the email address of the person the survey was shared with.

  9. Click the Notes field and enter any additional notes about the shared survey.

  10. Click Add Shared Record.

  11. The record is displayed in the table.

Client Notes

From the Client Dashboard:

  1. Click the Notes tab.

  2. Current Notes for the client will display.

Tip: As notes are added the (0) on the tab will update.

To add a Note:

  1. Click the Notes section and enter notes.

  2. Click the Date calendar and click date.

  3. Click Add Note.

  4. The newly added note is displayed in the Current Notes table with date, text, and entered by.

Client Based Services

From the Client Dashboard:

  1. Click the Services tab.

  2. Current Services for the client will display.

Tip: As Services are added the (0) on the tab will update.

To add a Service:

  1. Click Add Service drop-down and click service.

  2. Click Date of Activity calendar and click date.

  3. Click and enter values for other required fields depending on Service selected.

  4. Click Save.

  5. Service is listed in the Service Table.

To View Service Graph:

  1. The graph is displayed with all Client Services and their %s.

  2. Hover mouse over each section to see actual Client counts per service.

 

Questions

For any questions or issues, please email support@fallingcolors.com