Complete and Submit your Vendor Profile

Navigation

From the Welcome Screen:

1. Click the Vendor Administration link (from within the System Administration section)

Note: Only users with Vendor Admin permissions will have access to this link. If the user does not also have Vendor or Vendor Read-only permissions, then the Welcome Screen will be skipped and the Vendor Profile will load after successfully logging in.

Location Drop-down

A Vendor Profile will need to be completed for each location in the organization. The location drop-down filter is located at the top of the sidebar navigation menu. When switching between locations, the page will refresh and display data corresponding to the newly-selected location.

Identifying Information (Profile tab)

The first section on the Profile tab contains identifying information for the selected location.

Contact Information (Profile tab)

The next section on the Profile tab contains contact information for the selected location.

For Billing and Mailing Address information, select the ‘Use the physical address’ checkbox if the information is equal to that entered in the Physical Address fields.

For Billing Contact information, select the ‘Use the Executive Contact’ checkbox if the information is equal to that entered in the Executive Contact fields.

Language & Specialities (Profile tab)

The next section on the Profile tab contains information about the languages spoken at the selected location, as well as any specialty services the location offers. Select all options that apply to the given location.

Facility Type (Profile tab)

The next section on the Profile tab describes the facility and its capabilities/offerings. Select all options that apply.

Documentation (Profile tab)

The final section on the Profile tab allows the Vendor Admin to upload or delete required documentation (EFT and/or WF-9). Once documentation has been uploaded, both Vendor Admin and Vendor Authority users will be able to download it for review.

If an Attestation letter has been completed by the Signatory Authority user, those will also be displayed in this section.

To download or delete, click the corresponding icon next to the desired documentation set.

Staff

Staff information is also included in the Vendor Profile.

Some billable services require a staff member from the corresponding location to be selected when adding the service into the Star application. Talk to your program manager if you are unsure whether this applies to the services at your locations/projects.

Edit Staff or Add New Staff (Staff tab)

On the Staff tab, click the ‘Add Staff’ button to add a new staff member; alternatively, click on an existing member from the Staff list to view and edit staff details.

Update Staff Identifying Information (Staff tab)

At the top of the Staff Details page, enter the staff member’s identifying information:

• First Name (required)

• Last Name (required)

• NPI (optional)

Some claims services require a staff member to be specified in order for the claim to be accepted. The NPI is how the Star application identifies staff when a service is submitted via claims. Talk to your program manager if you are unsure whether your claims-submitted services require a staff member.

Update Staff Status (Staff tab)

Underneath the identifying information on the Staff Details page, a set of inputs is made available to update the staff’s status at locations throughout the organization (and to which the Vendor Admin has access).

Select the Action drop-down in order to activate or deactivate the staff member’s status.

Choose an Effective Date to apply the selected action.

Select a location to apply the selected action and effective date; an ‘All Locations' option is available to apply the action and effective date to all locations within the organization (and to which the Vendor Admin has access).

Staff Status History (Staff tab)

After an activation or deactivation is applied to the staff member, the corresponding effective date and location are displayed below the staff status inputs.

Each location is displayed within a card view. Click the trash icon located to the right of each entry to remove that activation or deactivation record. If removing the top-level entry, then the next highest entry will replace it as the current status and effective date for that location.

Add Staff Licensure (Staff tab)

At the bottom of the Staff Details page, staff licensure inputs are made available.

Select the appropriate licensure/certificate title from the drop-down list.

Enter the Licensure/Certification ID.

If the licensure expires, select the ‘Expiration Date?' checkbox. If unchecked, the next input (Expiration Date) is disabled and hidden from view.

Select an expiration date for the licensure (only available if ‘Expiration Date?’ is checked).

Finally, upload the Licensure/Certification. This is required for certain licensures/certifications (the system will display a ‘required’ message if the selected licensure requires an uploaded document).

Services

The services tab allows Vendor Admin to specify which sets of services are typically performed/rendered at the specified location.

Add Services (Services tab)

The Services List displays services typically performed/rendered at the specified location.

To remove a previously-added service, click the trash can icon.

To add a new service(s), click the Add Services button underneath the Services List. A service category drop-down will then be displayed.

Select a service category. The page will then display all of the services which the category comprises. Using the checkboxes next to each service, select all that apply, then click the Add Services button at the bottom of the page. The newly-added services will now appear in the Services List.

History

Vendor Profile submission and review history is tracked on the History tab, in the Action History section.

The History tab also allows Vendor Admin and Vendor Authority users to leave comments for each other to review and/or request changes to the Vendor Profile. These comments can be seen in the Comments section.

Add Comments (History tab)

To leave a comment on the History tab, click the Add a Comment button. A multi-line, free-text field will then appear.

Enter a comment(s), then click Save. The newly-entered comment will appear in the Comments section, along with the name of the user who submitted the comment and its timestamp.

Fee Schedule

The Fee Schedule List can be found on the Fee Schedule tab.

The Service List displays services applicable to the selected location; at the top of the list, a Lead Agency tab further segregates the information displayed.

Payout amounts can vary according to the licensure held by the staff member who rendered the service. The Fee Schedule list displays each service along with the payout amount per licensure. Procedure codes are displayed for each service that utilizes one.

Allocation Letter

Org Chart

Add Top Level Supervisor (Org Chart tab)

Edit Staff Relationships (Org Chart tab)