BHSDSTAR
ProviderClaimsUserGuideVersion1.2
BHSD User Guide Page 1 of 18
UserGuide-ProviderClaims
Version1.2Updated6/15/17
BHSDSTAR
ProviderClaimsUserGuideVersion1.2
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TableofContents1. PurposeandIntroduction....................................................................................................................31.1 GeneralInformation....................................................................................................................3
2. LogInandAccountSettings................................................................................................................32.1 ToLogin:.....................................................................................................................................32.2 ToeditProfileSettings:................................................................................................................52.3 ToeditPassword:........................................................................................................................52.4 TocontactSupportviaEmail:......................................................................................................62.5 ToLogout:....................................................................................................................................6
3. ClientEligibility....................................................................................................................................64. ClientRegistration...............................................................................................................................65. ClientFind..........................................................................................................................................106. ClientContactInformation................................................................................................................117. ClientMandatedData........................................................................................................................127.1 AddUpdate:...............................................................................................................................127.2 AddDischarge............................................................................................................................13
8. ClientNotes.......................................................................................................................................148.1 ToaddaNote:...........................................................................................................................14
9. Services..............................................................................................................................................1510. ProjectTrackingItems...................................................................................................................1510.1 ClaimFailures.............................................................................................................................1510.2 ClaimsAccepted........................................................................................................................1510.3 InvoiceIconDefinitions:............................................................................................................1610.4 ToReviewyourPendingInvoices:.............................................................................................1610.5 ToAddComments:....................................................................................................................1710.6 ToReviewyourInvoiceHistory:................................................................................................1810.7 Reports......................................................................................................................................18
11. Questions......................................................................................................................................18
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1. PurposeandIntroductionThisdocumentdescribesthebasicsofnavigatingintheBHSDSTARClaimsapplication.
1.1 General Information
1. Youmusthaveyourownuniqueemailaddresstohaveanaccount.2. AllactivitydoneusinganaccountistrackedandrecordedinBHSDSTAR.Donotshareyouraccount
information.3. Itisimportanttoknowyourorganizationsprimaryand/orsecondaryaccountmanagerforBHSDSTAR.
Theywillbeabletoanswermostquestionsforyouabouthowtheywantyoutousetheapplication.4. Onlinevideos,super-quickguidesandcomprehensiveuserguidesareavailableonbhsdstar.org.For
questionthatcan’tbeansweredbytheonlineresourcesoryourprimary/secondarycontact,oranyissuesyoumayencounterinBHSDSTAR,[email protected].
5. AnyidentifyingclientinformationsentthroughemailisaHIPAAviolation.UseonlytheBHSDSTARClientIDwhenneedingtoreferenceaspecificclient.
6. TheTrackingmoduleforanygivenprogramprovidesquicklinksandinformationaboutimportantitemsspecifictotheprogram.Thisislocatedonthelandingpagefortheprogram.
2. LogInandAccountSettings 2.1 ToLogin:
1. Fromthedesktopdouble-clickyourinternetbrowsertolaunch.(ForbestresultswerecommendGoggleChromebutotherbrowserscanalsobeused.)
2. Enterbhsdstar.org/inthebrowserwindowandpresstheEnterkey.
3. ClicktheLoginbutton.4. ClickintheUsernamefieldandenterusername.5. PresstheTabkeyorclickinthePasswordfieldandenteruserpassword.6. ClicktheLoginbutton.
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7. TheHomescreenwilldisplaylistingProgramsontheLeftNavigationandwhenselectedtheirTracking
IconsandGraphs.
Tip:ThisscreencanbeviewedatanytimebyclickingProgramsintheupperrightcornerofthescreenorbyclickingtheOverviewontheleftnavigation.
Tip:Itemsrequiringactionaredisplayedwithan Iconlistingthe#ofitemsforeachTrackingItemandtheTakeActionbuttonisdisplayed.8. ClicktheClaimsProjectontheleftnavigation.9. TheClaimsdashboardwilldisplayTrackingIconsandGraphs.
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2.2 To edit Profile Settings: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickUpdateProfile.3. Clickthefieldyouwanttoeditandenternewinformation.4. ClickSave.
2.3 To edit Password: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickChangePassword.3. Entercurrentpassword.4. Enteranewpassword.5. Re-enterthenewpassword.6. ClickUpdate.
Tip:Password must be changed every 90 days, contain at least eight characters, contain at least one number, contain at least one lower case letter, contain at least one upper case letter, and contain at least one special character.
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2.4 To contact Support via Email: Tip:Neversendaclient’snameinthefreetextsectionoftheemail-refertothembythelast5digitsoftheirBHSDSTARClientID.1. ClickonyourloggedinNameintheupperrightcorner.2. ClickContactSupport.
2.5 To Logout: 1. ClickonyourloggedinNameintheupperrightcorner.2. ClickLogout.
3. ClientEligibility Vendorsareresponsibletodeterminetheeligibilityofaclientatthetimeserviceisrendered.Non-MedicaidfundsareintendedforservicestoindividualsnotcoveredbyMedicaid.VendorsmustchecktheMedicaidportalpriorto administering a service for non-Medicaid reimbursement. By submitting a service for non-Medicaidreimbursement, Vendors are attesting that they have verified a client’s non-Medicaid eligibility. Done here:https://nmmedicaid.acs-inc.comDependingonspecificsofscopesofwork,additionaleligibilitycriteriamayexist.Ifyouareunsureoftheeligibilityofaclientforthenon-Medicaidfundingyouarereceiving,pleasecontactyourStateAgencyprogrammanager. 4. ClientRegistration FromtheHomescreen:
1. ClickClient,Register.2. ClicktheFirstNamefieldandentername.3. ClicktheLastNamefieldandentername.4. ClicktheDateofBirthFieldandenterDOB.5. ClickSearch.6. Thesystemdisplayspossiblematchesortheregistrationscreenifnomatchesarefound.(ClickNoneif
Theseiftheclientisnotlisted)
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Tip:Registration is used to identify existing records in BHSDSTAR 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.
7. ClicktheMiddleInitialfieldandentermiddleinitial.8. ClicktheSuffixdrop-downandclicksuffix.9. ClicktheSSNfieldandenterSSNorclicktheNoSSNcheckboxtoselect.10. ClicktheMedicalRecordNumberfieldandenterMRN.11. ClicktheMedicaidRecipientcheckboxtoselect.12. ClicktheMedicaidIDfieldandenterID.13. ClicktheMCOdrop-downandclickMCO.14. ClicktheCCLdrop-downandclickCCL.15. ClicktheGenderfieldandclickgender.16. ClicktheSexualPreferencedrop-downandclickpreference.17. ClicktheEthnicitydrop-downandclickEthnicity.18. ClicktheRacedrop-downandclickRace.19. ClicktheActiveMilitarydrop-downandclickstatus.20. ClicktheLanguagedrop-downandclicklanguage.21. ClicktheOtherLanguagefieldandenterotherlanguage.22. ClicktheTribalAffiliationdrop-downandclickaffiliation.23. ClickSaveandContinue.
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24. ClicktheAddress1fieldandenteraddressorclicktheHomelesscheckboxtoselect.25. ClicktheAddress2fieldandenteraddress.26. ClicktheCityfieldandentercity.27. ClicktheStatedrop-downandclickstate.28. ClicktheZipCodefieldandenterzipcode.29. ClickthePhonefieldandenternumberorclicktheNoPhonecheckboxtoselect.30. ClicktheMessagedrop-downandclickYesorNo.31. ClicktheOtherPhonefieldandenternumber.32. ClicktheMessagedrop-downandclickYesorNo.33. ClickSaveandContinue.
34. ClicktheNamefieldunderParent1andenteraname35. ClickthePhoneNumberfieldunderParent1andenteraphonenumber36. ClicktheRelationtoClientdrop-downunderParent1andselectarelationshipstatus37. ClickthetextboxunderParent1anddescribetherelationshipif‘Other’isselectedinstep#3638. ClicktheNamefieldunderParent2andenteraname39. ClickthePhoneNumberfieldunderParent2andenteraphonenumber40. ClicktheRelationtoClientdrop-downunderParent2andselectarelationshipstatus41. ClickthetextboxunderParent2anddescribetherelationshipif‘Other’isselectedinstep#36
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42. ClicktheNamefieldunderLegalRepresentative/Guardianandenteraname43. ClickthePhoneNumberfieldunderLegalRepresentative/Guardianandenteraphonenumber44. ClicktheRelationtoClientdrop-downunderLegalRepresentative/Guardianandselectarelationship
status45. ClickthetextboxunderLegalRepresentative/Guardiananddescribetherelationshipif‘Other’is
selectedinstep#3646. ClicktheNamefieldunderEmergencyContactandenteraname47. ClickthePhoneNumberfieldunderEmergencyContactandenteraphonenumber48. ClicktheRelationtoClientdrop-downunderEmergencyContactandselectarelationshipstatus49. ClickthetextboxunderEmergencyContactanddescribetherelationshipif‘Other’isselectedinstep
#3650. ClicktheNamefieldunderNon-medicalpersonandenteraname51. ClickthePhoneNumberfieldunderNon-medicalpersonandenteraphonenumber52. ClicktheRelationtoClientdrop-downunderNon-medicalpersonandselectarelationshipstatus53. ClickthetextboxunderNon-medicalpersonanddescribetherelationshipif‘Other’isselectedinstep
#3654. ClicktheNamefieldunderOtherandenteraname55. ClickthePhoneNumberfieldunderOtherandenteraphonenumber56. ClicktheRelationtoClientdrop-downunderOtherandselectarelationshipstatus57. ClickthetextboxunderOtheranddescribetherelationshipif‘Other’isselectedinstep#3658. ClickSaveandContinue.
59. ClickDateofInitialRegistrationcalendarandclickdate.60. ClickVeterandrop-downandclickstatus.61. ClickMaritalStatusdrop-downandclickstatus.62. ClickPregnantdrop-downandclickstatus.(AppearsforFemaleclients)63. ClickLivingArrangementdrop-downandclickarrangement.64. ClickEducationdrop-downandclickstatus.65. ClickSchoolAttendanceStatusdrop-downandclickstatus.66. ClickEmploymentStatusdrop-downandclickstatus.67. ClickSourceofincomedrop-downandclicksource.68. ClickLegalStatusatAdmissiondrop-downandclickstatus.
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69. ClickReferralSourcedrop-downandclicksource.70. ClickArrestinPast30daysdrop-downandclick#ofarrests.71. ClickHealthInsurancedrop-downandclickinsurancecarrier.72. ClickSMIdrop-downandclickstatus.73. ClickSEDdrop-downandclickstatus.74. ClickCodependentdrop-downandclickstatus.75. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.76. Additionalfieldswilldisplayforentryasneeded.77. Completetheentry/selectionforthedisplayedrequiredfields.
78. ClickFinish.79. TheClientDashboard/ProjectsTabisdisplayed.
5. ClientFindTip:Findisusedtofindclientsregisteredatyourprovideronly.FromtheHomescreen:
1. ClickClient,FindClient.2. ClicktheFirstNamefieldandentername.3. ClicktheLastNamefieldandentername.4. ClicktheDateofBirthFieldandenterDOB.5. ClicktheIndividualIDfieldandenterID.6. ClicktheLast4SSNfieldandenterthelast4digitsoftheSSN.7. ClickMedicalRecordNumberandenternumber.8. ClicktheMedicaidIDfieldandenternumber.
Tip: Not all fields are required to Find a Client. You can Find by First Name only as an example.
9. ClickFindClient.10. ClicktheClientIDoftheindividualfoundonthelistofpossiblematches.
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11. TheClientDashboardisdisplayed.
6. ClientContactInformationFromtheClientDashboard:
1. ClickProfile,Address&Phone,orContacttab.2. Clickanyofthefieldsandenter/edittheinformation.3. ClickSave.4. TheClientDashboardisdisplayed.
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7. ClientMandatedData 7.1 Add Update: FromtheClientDashboard:
1. ClickMandatedDatatab.2. ClickAddAssessmentdrop-downandclickUpdate.3. ClickDateofUpdatecalendarandclickdate.4. ClickVeterandrop-downandclickstatus.5. ClickMaritalStatusdrop-downandclickstatus.6. ClickPregnantdrop-downandclickstatus.7. ClickLivingArrangementdrop-downandclickarrangement.8. ClickEducationdrop-downandclickstatus.9. ClickSchoolAttendanceStatusdrop-downandclickstatus.10. ClickEmploymentStatusdrop-downandclickstatus.11. ClickSourceofincomedrop-downandclicksource.12. ClickHealthInsurancedrop-downandclickinsurancecarrier.13. ClickSMIdrop-downandclickstatus.14. ClickSEDdrop-downandclickstatus.15. ClickCodependentdrop-downandclickstatus.16. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.17. Additionalfieldswilldisplayforentryasneeded.18. Completetheentry/selectionforthedisplayedrequiredfields.
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7.2 Add Discharge FromtheClientDashboard:
1. ClickMandatedDatatab.2. ClickAddAssessmentdrop-downandclickDischarge.3. ClickDateofLastContactcalendarandclickdate.4. ClickDischargeReasondrop-downandclickreason.5. ClickDateofDeactivationcalendarandclickdate.6. ClickVeterandrop-downandclickstatus.7. ClickMaritalStatusdrop-downandclickstatus.8. ClickPregnantdrop-downandclickstatus.9. ClickLivingArrangementdrop-downandclickarrangement.10. ClickEducationdrop-downandclickstatus.11. ClickSchoolAttendanceStatusdrop-downandclickstatus.12. ClickEmploymentStatusdrop-downandclickstatus.13. ClickSourceofincomedrop-downandclickincome.14. ClickHealthInsurancedrop-downandclickinsurancecarrier.15. ClickSMIdrop-downandclickstatus.16. ClickSEDdrop-downandclickstatus.17. ClickCodependentdrop-downandclickstatus.18. ClickSubstanceAbuseProblemand/orMentalHealthDiagnosisdrop-downandclickstatus.19. Additionalfieldswilldisplayforentryasneeded.20. Completetheentry/selectionforthedisplayedrequiredfields.
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8. ClientNotes
FromtheClientDashboard:
1. ClickNotestab.2. CurrentNotesfortheclientwilldisplay.
Tip: As notes are added the (0) on the tab will update. 8.1 To add a Note:
1. ClicktheNotessectionandenternotes.2. ClicktheDatecalendarandclickdate.3. ClickAddNote.4. ThenewlyaddednoteisdisplayedintheCurrentNotestablewithdate,text,andenteredby.
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9. ServicesFromtheClientDashboard:
1. ClickServicestab.2. CurrentServicesfortheclientwilldisplay.3. ClienttheServiceIDtoviewtheservicedetails.
Tip: As Services are added the (0) on the tab will update.
10. ProjectTrackingItems10.1 Claim Failures FromtheClaimsProjectscreen:
1. ClickView.2. ClaimFailuresaredisplayedincludingtheacceptanceandfailurecriteria.
10.2 Claims Accepted FromtheClaimsProjectscreen:
1. ClickView.
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2. ClaimsAcceptedaredisplayedincludingtheacceptancecriteria.
10.3 InvoiceIconDefinitions:
10.4 To Review your Pending Invoices: FromtheHomescreen:1. ClickviewunderPendingInvoices.2. Theinvoicesscreenwilldisplaylistingyourpendingapprovalandpaymentinvoices. 3. ClicktheSearchfieldandenterInvoice#.
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4. Theinvoicewilldisplayinthetable.5. ClicktheInvoiceDetailslink.6. InvoiceDetailsincludingServicesandInvoiceDecisionsaredisplayed.
10.5 ToAddComments: 1. ClickAddComment.2. Enterfreetextcomments.3. ClickSubmitComment.
4. CommentisdisplayedandsharedwiththeProgramManager.
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10.6 ToReviewyourInvoiceHistory:FromtheHomescreen:7. ClickviewunderInvoiceHistory.8. Theinvoicesscreenwilldisplaylistingyourprocessedinvoices. 9. ClicktheSearchfieldandenterInvoice#.10. Theinvoicewilldisplayinthetable.11. ClicktheInvoiceDetailslink.12. InvoiceDetailsincludingServicesandInvoiceDecisionsaredisplayed.
10.7 Reports FromtheOverviewProjectscreen:
3. ClickRunReportdrop-downandclickreport.4. Click/SelectReportCriteria.5. ClickRunReport.6. Reportdetailsaredisplayed.
11. Questions [email protected].
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