User Guide



Claims User Guide-VendorVersion 1.4Updated 10/3/18Table of Contents TOC \o "1-3" \h \z \u 1.Purpose and Introduction PAGEREF _Toc526432118 \h 31.1General Information PAGEREF _Toc526432119 \h 32.Log In and Account Settings PAGEREF _Toc526432120 \h 32.1To Log in: PAGEREF _Toc526432121 \h 32.2To edit Profile Settings: PAGEREF _Toc526432122 \h 52.3To edit Password: PAGEREF _Toc526432123 \h 52.4To contact Support via Email: PAGEREF _Toc526432124 \h 62.5To Logout: PAGEREF _Toc526432125 \h 63.Client Eligibility PAGEREF _Toc526432126 \h 64.Client Registration PAGEREF _Toc526432127 \h 65.Client Find PAGEREF _Toc526432128 \h 106.Client Contact Information PAGEREF _Toc526432129 \h 117.Client Mandated Data PAGEREF _Toc526432130 \h 127.1Add Check-In: PAGEREF _Toc526432131 \h 127.2Deactivate Client PAGEREF _Toc526432132 \h 138.Client Notes PAGEREF _Toc526432133 \h 158.1To add a Note: PAGEREF _Toc526432134 \h 159.Services PAGEREF _Toc526432135 \h 1510.Client Tracking Items PAGEREF _Toc526432136 \h 1610.1Active Clients PAGEREF _Toc526432137 \h 1610.2Deactivated Clients PAGEREF _Toc526432138 \h 1610.3Check-In Required PAGEREF _Toc526432139 \h 1611.Claims History PAGEREF _Toc526432140 \h 1711.1Claims By Upload Date PAGEREF _Toc526432141 \h 1711.2Claims History Search PAGEREF _Toc526432142 \h 1712.Project Tracking Items PAGEREF _Toc526432143 \h 1812.1Invoice Icon Definitions: PAGEREF _Toc526432144 \h 1812.2To Review your Pending Invoices: PAGEREF _Toc526432145 \h 1812.3To Add Comments: PAGEREF _Toc526432146 \h 1912.4To Review your Invoice History: PAGEREF _Toc526432147 \h 1912.5Reports PAGEREF _Toc526432148 \h 2013.Questions PAGEREF _Toc526432149 \h 20Purpose and IntroductionThis document describes the basics of navigating in the BHSDSTAR Claims application.General InformationYou must have your own unique email address to have an account.All activity done using an account is tracked and recorded in BHSDSTAR. Do not share your account information.It is important to know your organizations primary and/or secondary account manager for BHSDSTAR. They will be able to answer most questions for you about how they want you to use the application.Online videos, super-quick guides and comprehensive user guides are available on . For question that can’t be answered by the online resources or your primary/secondary contact, or any issues you may encounter in BHSDSTAR, please email support@ to create a support ticket.Any identifying client information sent through email is a HIPAA violation. Use only the BHSDSTAR Client ID when needing to reference a specific client. The Tracking module for any given program provides quick links and information about important items specific to the program. This is located on the landing page for the program.Log In and Account SettingsTo Log in:From the desktop double-click your internet browser to launch. (For best results we recommend Goggle Chrome but other browsers can also be used.)Enter in the browser window and press the Enter key.Click the Provider Login button.Click in the Username field and enter user name.Press the Tab key or click in the Password field and enter user password.Click the Login button.The Home screen will display listing Programs on the Left Navigation and when selected their Tracking Icons and Graphs.Tip: This screen can be viewed at any time by clicking Programs in the upper right corner of the screen or by clicking the Overview on the left navigation.Tip: Items requiring action are displayed with an Icon listing the # of items for each Tracking Item and the Take Action button is displayed.Click the Claims Project on the left navigation.The Claims dashboard will display Tracking Icons and Graphs.To edit Profile Settings:Click on your logged in Name in the upper right corner.Click Update Profile.Click the field you want to edit and enter new information.Click Save.To edit Password:Click on your logged in Name in the upper right corner.Click Change Password.Enter current password.Enter a new password.Re-enter the new password.Click Update.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.To contact Support via Email:Tip: Never send a client’s name in the free text section of the email-refer to them by the last 5 digits of their BHSDSTAR Client ID.Click on your logged in Name in the upper right corner.Click Contact Support.To Logout:Click on your logged in Name in the upper right corner.Click Logout.Client EligibilityVendors are responsible to determine the eligibility of a client at the time service is rendered. Non-Medicaid funds are intended for services to individuals not covered by Medicaid. Vendors must check the Medicaid portal prior to administering a service for non-Medicaid reimbursement. By submitting a service for non-Medicaid reimbursement, Vendors are attesting that they have verified a client’s non-Medicaid eligibility. Done here: on specifics of scopes of work, additional eligibility criteria may exist. If you are unsure of the eligibility of a client for the non-Medicaid funding you are receiving, please contact your State Agency program manager.Client RegistrationFrom the Home screen:Click Client, Register.Click the First Name field and enter name.Click the Last Name field and enter name.Click the Date of Birth Field and enter DOB.Click Search.The system displays possible matches or the registration screen if no matches are found. (Click None if These if the client is not listed) 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.Click the Middle Initial field and enter middle initial.Click the Suffix drop-down and click suffix.Click the SSN field and enter SSN or click the No SSN checkbox to select. Click the Medical Record Number field and enter MRN.Click the Medicaid Recipient checkbox to select.Click the Medicaid ID field and enter ID.Click the MCO drop-down and click MCO.Click the CCL drop-down and click CCL.Click the Gender field and click gender. Click the Sexual Preference drop-down and click preference.Click the Ethnicity drop-down and click Ethnicity.Click the Race drop-down and click Race.Click the Active Military drop-down and click status.Click the Language drop-down and click language.Click the Other Language field and enter other language.Click the Tribal Affiliation drop-down and click affiliation.Click Save and Continue.Click the Address 1 field and enter address or click the Homeless checkbox to select. Click the Address 2 field and enter address.Click the City field and enter city. Click the State drop-down and click state.Click the Zip Code field and enter zip code. Click the Phone field and enter number or click the No Phone checkbox to select. Click the Message drop-down and click Yes or No. Click the Other Phone field and enter number.Click the Message drop-down and click Yes or No.Click Save and Continue.Click the Name field under Parent 1 and enter a nameClick the Phone Number field under Parent 1 and enter a phone numberClick the Relation to Client drop-down under Parent 1 and select a relationship statusClick the text box under Parent 1 and describe the relationship if ‘Other’ is selected in step #36Click the Name field under Parent 2 and enter a nameClick the Phone Number field under Parent 2 and enter a phone numberClick the Relation to Client drop-down under Parent 2 and select a relationship statusClick the text box under Parent 2 and describe the relationship if ‘Other’ is selected in step #36Click the Name field under Legal Representative/Guardian and enter a nameClick the Phone Number field under Legal Representative/Guardian and enter a phone numberClick the Relation to Client drop-down under Legal Representative/Guardian and select a relationship statusClick the text box under Legal Representative/Guardian and describe the relationship if ‘Other’ is selected in step #36Click the Name field under Emergency Contact and enter a nameClick the Phone Number field under Emergency Contact and enter a phone numberClick the Relation to Client drop-down under Emergency Contact and select a relationship statusClick the text box under Emergency Contact and describe the relationship if ‘Other’ is selected in step #36Click the Name field under Non-medical person and enter a nameClick the Phone Number field under Non-medical person and enter a phone numberClick the Relation to Client drop-down under Non-medical person and select a relationship statusClick the text box under Non-medical person and describe the relationship if ‘Other’ is selected in step #36Click the Name field under Other and enter a nameClick the Phone Number field under Other and enter a phone numberClick the Relation to Client drop-down under Other and select a relationship statusClick the text box under Other and describe the relationship if ‘Other’ is selected in step #36Click Save and Continue.Click Date of Initial Registration calendar and select date.Click Veteran drop-down and click status.Click Marital Status drop-down and click status.Click Pregnant drop-down and click status (female clients only).Click Family Member / Significant Other drop-down and select option.Click Living Arrangement drop-down and click arrangement.If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.Click Education drop-down and click status.Click School drop-down and click status.Click Employment Status drop-down and click status.If ‘Not in Labor Force’ is selected, click Not In Labor Force drop-down and click status.Click Source of income drop-down and click source.Click Voluntary/Involuntary at Admission and click status.Click Referral Source and select option.If ‘Court/Criminal Justice Referral/Dui/Dwi’ is selected, click Criminal Justice Referral drop-down and select option.Click Arrest in Past 30 days drop-down and click # of arrests.Click Health Insurance drop-down and click insurance carrier.Click SMI drop-down and click status.Click SED drop-down and click status.Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status.If any option other than ‘None’ is selected:Click Drug Code drop-down and select option.Click Route of Administration drop-down and select option.Click Frequency of Use drop-down and click status.Click Age at First Use and select option.Click Days Waiting to Enter SA Treatment and select option.Click Attendance at SA Help in last 30 Days and click status.Click Opioid Therapy drop-down and click status.Click Substance Abuse Diagnosis and enter code (must be a valid code).Click Substance Abuse Problem (Secondary) and select option. If any option other that ‘None is selected’, repeat steps 19.a.i – 19.a.ixClick Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’, if SMI and/or SED is set to ‘Yes’).Click Finish.The Client Dashboard is displayed.Client FindTip: Find is used to find clients registered at your provider only.From the Home screen:Click Client, Find Client.Click the First Name field and enter name.Click the Last Name field and enter name.Click the Date of Birth Field and enter DOB.Click the Individual ID field and enter ID.Click the Last 4 SSN field and enter the last 4 digits of the SSN.Click Medical Record Number and enter number.Click the Medicaid ID field and enter number.Tip: Not all fields are required to Find a Client. You can Find by First Name only as an example.Click Find Client.Click the Client ID of the individual found on the list of possible matches.The Client Dashboard is displayed.Client Contact InformationFrom the Client Dashboard:Click Profile, Address & Phone, or Contact tab.Click any of the fields and enter/edit the information.Click Save.The Client Dashboard is displayed.Client Mandated DataAdd Check-In:From the Client Dashboard:Click Mandated Data tab.Mandated Data tab will have an orange exclamation indicator if Initial Registration is missing, or if the last record occurred over 210 days ago.After clicking the Mandated Data tab, the remaining days until the client’s next Check-in is due is displayed.Click the Client Check-In button.Click Date of Check-In calendar and select date.Click Veteran drop-down and click status.Click Marital Status drop-down and click status.Click Pregnant drop-down and click status (female clients only).Click Family Member / Significant Other drop-down and select option.Click Living Arrangement drop-down and click arrangement.If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.Click Education drop-down and click status.Click School drop-down and click status.Click Employment Status drop-down and click status.If ‘Not in Labor Force’ is selected, click Not In Labor Force drop-down and click status.Click Source of income drop-down and click source.Click Arrest in Past 30 days drop-down and click # of arrests.Click Health Insurance drop-down and click insurance carrier.Click SMI drop-down and click status.Click SED drop-down and click status.Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status If any option other than ‘None’ is selected:Click Drug Code drop-down and select option.Click Route of Administration drop-down and select option.Click Frequency of Use drop-down and click status.Click Age at First Use and select option.Click Days Waiting to Enter SA Treatment and select option.Click Attendance at SA Help in last 30 Days and click status.Click Opioid Therapy drop-down and click status.Click Substance Abuse Diagnosis and enter code (must be a valid code).Click Substance Abuse Problem (Secondary) and select option. If any option other that ‘None is selected’, repeat steps 19.a.i – 19.a.ixClick Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’, if SMI and/or SED is set to ‘Yes’).Click Save.Deactivate ClientFrom the Client Dashboard:Click Mandated Data tab.Mandated Data tab will have an orange exclamation indicator if Initial Registration is missing, or if the last record occurred over 210 days ago.After clicking the Mandated Data tab, the remaining days until the client’s next Check-in is due is displayed.Click the Deactivate Client button.Click Date of Last Contact calendar and select date.Click Deactivation Reason and click status.Click Date of Deactivation calendar and select date.Click Veteran drop-down and click status.Click Marital Status drop-down and click status.Click Pregnant drop-down and click status (female clients only).Click Family Member / Significant Other drop-down and select option.Click Living Arrangement drop-down and click arrangement.If ‘Place not meant for habitation’ is selected, click Length of Time in this Arrangement drop-down and click status.Click Education drop-down and click status.Click School drop-down and click status.Click Employment Status drop-down and click status.If ‘Not in Labor Force’ is selected, click Not In Labor Force drop-down and click status.Click Source of income drop-down and click source.Click Arrest in Past 30 days drop-down and click # of arrests.Click Health Insurance drop-down and click insurance carrier.Click SMI drop-down and click status.Click SED drop-down and click status.Click Substance Abuse Problem and/or Mental Health Diagnosis drop-down and click status If any option other than ‘None’ is selected:Click Drug Code drop-down and select option.Click Route of Administration drop-down and select option.Click Frequency of Use drop-down and click status.Click Age at First Use and select option.Click Days Waiting to Enter SA Treatment and select option.Click Attendance at SA Help in last 30 Days and click status.Click Opioid Therapy drop-down and click status.Click Substance Abuse Diagnosis and enter code (must be a valid code).Click Substance Abuse Problem (Secondary) and select option. If any option other that ‘None is selected’, repeat steps 19.a.i – 19.a.ixClick Is There a Mental Health Diagnosis? and click status (system enforces ‘Yes’, if SMI and/or SED is set to ‘Yes’).Click Save.Client NotesFrom the Client Dashboard:Click Notes tab.Current Notes for the client will display.Tip: As notes are added the (0) on the tab will update.To add a Note:Click the Notes section and enter notes.Click the Date calendar and click date.Click Add Note.The newly added note is displayed in the Current Notes table with date, text, and entered by.ServicesFrom the Client Dashboard:Click Services tab.Current Services for the client will display.Click the Service ID to view the service details.Tip: As Services are added the (0) on the tab will update.Client Tracking ItemsActive ClientsFrom the Overview page:Click View underneath the Active Clients icon.A list of clients whose most recent Mandated Data record is not a Deactivation record is displayed.Deactivated ClientsFrom the Overview page:Click View underneath the Deactivated Clients icon.A list of clients whose most recent Mandated Data record a Deactivation record is displayed.Check-In RequiredFrom the Overview page:Click View underneath the Check-In Required icon.A list of clients who meet the following criteria will be displayed:Client is enrolled in a financial, encounters-based project (i.e., Claims).Client’s most recent Mandated Data record is 120+ days old.Claims HistoryClaims By Upload DateFrom the Overview tab:Click Claims HistoryClaims data is displayed according to default parameters, including Total Submitted Amount and Total Allowed Amount for each day of received claims.Click the teal link under Total Claims to see all the claims received on that day.Click the teal link under Accepted to see all the accepted claims on that day. Click the teal link under Accepted to see all the failed claims on that day. Claims History SearchFrom the Overview tab:Click Claims HistoryClaims data is displayed according to default parameters, including Total Submitted Amount and Total Allowed Amount for each day of received claims.Enter a ClientID to search for a specific client within the given dates.Enter a ClaimID to search for a specific claim within the given dates.Enter a Provider Claim Number (PCN) to search for a specific PCN within the given dates.Project Tracking ItemsInvoice Icon Definitions:To Review your Pending Invoices:From the Home screen:Click view under Pending Invoices. The invoices screen will display listing your pending approval and payment 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.To Add Comments:Click Add Comment.Enter free text comments.Click Submit ment 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.ReportsFrom the Overview Project screen:Click Run Report drop-down and click report.Click/Select Report Criteria.Click Run Report.Report details are displayed.QuestionsFor any questions email support@. ................
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