Enhanced home care agency software, and New EVV updates

Updates/improvements in the Adhoc Schedule Workflow

There have been many updates/improvements in the Adhoc Schedules workflow. Multiple agencies requested these. The following are the various areas where these updates have been made –

1. Adhoc Creation (Caregiver app and Caregiver portal)

• Client Address field

Caregivers will not be able to create Adhoc schedules from Client’s address. In the Adhoc schedule creation form, ‘Client Address’ field has been added, that will be default set to Client’s Primary address. Caregiver will be able to change and select from various addresses available in the Client’s profile or select ‘Current Location’ from the dropdown.

• Enter Duration

A new field ‘Duration’ has been introduced for Caregivers to enter the duration of the Adhoc in hours and minutes. This will be an optional field.**

• Reason field

The reason filed will now populate ‘Self Directed Care’ by default. This remains a required field for agencies.**

• Minimum Radius check

Now, as the caregivers have the ability to select Client’s address, the minimum radius check parameter comes into the picture and will now be applicable. Caregivers will not be able to Clock-In and Clock-Out if they are not within the radius limit defined by the Agency in the Office Settings.

• Client Authorization Conflict

Now, the system can identify the Adhoc schedule end time, when the Caregiver enters the duration. Thus, system will throw Client Auth conflict in case it is exceeding. With the conflict Caregiver will know the remaining Auth and can create the adhoc schedule within the specified limits. Whether the Caregiver should proceed or not can be managed from ‘Adhoc – Authorization Limit Exceeded for Caregiver’ under the Office Settings > Alerts.

• Caregiver Weekly Requested Hours conflict (only in new UI)

A new conflict has been introduced to keep a check on Caregiver’s Weekly Requested hours. This is a new field in the new UI under Caregiver Profile > HR section. This will only work on the new UI.

2. A notification is added 15 min before Client Auth and Caregiver Weekly Requested Hours

• 15 min before Client Auth exceeds

Caregiver will receive a Push and SMS notification 15 min before the Client Auth exceeds.

• 15 min before Caregiver Weekly Requested Hours exceeds

Caregiver will receive a Push and SMS notification 15 min before the Caregiver Weekly Requested Hours exceeds. If this field in the Caregiver profile does not have a value or is zero, then no notification will be triggered.

3. Updates on the Adhoc time tracking view

• New columns and filters added

i. Caregiver Acknowledgement

When an Agency user will modify the Clock-Out of an Adhoc schedule –

1. A Push and SMS notification will be sent to the Caregiver requesting their acknowledgement.

2. A pending icon will be displayed against the Adhoc schedule, in the case acknowledgement is pending.

3. A check icon will appear after the Caregiver acknowledges the request.

4. No icon will appear when no manual modifications made by the Agency user.

5. Filter and sorting can be applied on this column.

ii. Remaining/Total Auth

Agency users will now be able to see the remaining Client Authorization vs the Total Client Authorization. Available Auth will be shown in green color. Consumed and Exceeded values will be shown in red color. Filter and Sorting can be applied on this column.

iii. Remaining/Total Caregiver Weekly Limit

Agency users will now be able to see the remaining Caregiver Weekly Requested Hours vs the Total available. Available limit will be shown in green color. Consumed and Exceeded values will be shown in red color. Filter and Sorting can be applied on this column.

• Clock-In/Out Lat/Long shown on map

When an Agency user tries to view/update the Clock-Out time of an Adhoc schedule or edit the same, the Clock-In and Clock-Out Lat/Long will be shown on a map. This is same as we already have on the regular time tracking view.

• Ability to Bulk Approve/Unapprove shifts

i. Agency users now have the ability to bulk approve/unapprove Adhoc shifts.

ii. For bulk approval, the Clock-Out value should be present.

iii. On bulk approval, no conflicts will be checked.

• Ability to capture Reason codes on manual Clock-out change

Agency users can not capture Reason Codes while manually updating the Clock-Out of the Adhoc schedule. Earlier this was not possible.

4. Caregiver acknowledgment Setting

A new setting ‘Would you like the Caregiver to acknowledge/confirm the updated Clock-Out time set by the Agency User?’ has been added in the Office Settings where this can be managed if Caregiver Acknowledgement is required or not. This setting will only be visible when Adhoc Schedule is enabled.

5. Changes on the Caregiver mobile app

• On the home screen, a new menu on to create Adhoc schedule has been added on top. This is done for easy access. This will only be available if Adhoc is enabled for this Caregiver.
• All the changes mentioned while creating an Adhoc schedule.
• On the Adhoc schedule listing, the adhoc card will show a pending icon if the Clock-Out has been manually modified by an agency user. Caregiver can tap on that icon to acknowledge that request.

Caregiver/Staff Drop-Down updated on the Payroll Screens

On the Generate Payroll screen the results would now be generated based on the “Caregiver/Staff Status” field selection. Also, the “Caregiver/Staff” drop-down field would not list the names of caregivers/staff members. The “Caregiver/Staff ” dropdown will have only one option i.e “All Caregiver/Staff” and it would be dependent on all the previous filter selections made. Also, on the View Finalized Payroll Screen, the “Caregiver/Staff ” dropdown will have only one option i.e “All Caregiver/Staff”.