Enhancements to caregiver app, agency portal, new EVV and payroll report updates

Enhanced Caregiver Hours Tracking with Dashboard Widget

We are introducing a new dashboard widget on the Agency Portal to help track caregiver job hours more efficiently. This enhancement ensures agencies can monitor discrepancies between requested and completed caregiver hours in real-time.

New Widget: Caregiver(s) Job Hours

• This widget displays caregivers whose Last Week’s Worked Hours are less than their Weekly Requested Hours (as entered in their profile).
• By default, the widget is set to No Access. Admin/Staff users need explicit permission to view these records.
• The widget includes the following columns:
• Office
• Caregiver
• Employment Type
• Weekly Requested Hours
• Last Week Work Hours

Additional Functionality

• The widget displays records only for the immediate past week.
• To access historical data, click on the “View More” link in the widget’s top-right corner. This redirects to a detailed report page with past records.
• Note: Data will only appear in this widget if:
• The Weekly Requested Hours are defined in the caregiver’s profile.
• The Last Week Work Hours is less than the requested hours.

This new tracking capability enables better workforce management by identifying caregivers who may be working fewer hours than expected.

To further enhance caregiver hour tracking, we have introduced a new report that provides insights into caregivers who worked fewer hours than requested within a selected date range.

Key Report Details:

• The report includes only caregivers who had at least one week where their worked hours were less than their requested hours during the selected period.
• The data is structured to provide clear comparisons between requested and worked hours.

Available Filters:

• Office (Multi-select, default: All selected)
• Caregiver Status (Multi-select, default: All selected)
• Caregiver (Multi-select, default: All selected)
• Caregiver Employment Type (Multi-select, default: All, includes blank if no value is selected)
• Week Start Date (Defines the first week’s start date and initiates calculations)
• Week End Date (Defines the last week’s end date and concludes calculations)

Report Columns:

• Office Name
• Caregiver Name
• Employment Type
• Week N (Worked Hours / Requested Hours)
  (N represents the number of weeks based on the selected date range)

Important Notes:

• Records will only appear if at least one week within the selected date range contains worked hours less than requested hours and the Requested Hours field is filled in the caregiver’s profile.
• The Week Start and End Dates are used for calculations, not the Payroll Week configuration.

This report provides a comprehensive view of caregiver hours and helps agencies make informed staffing decisions by identifying caregivers who may not be meeting their requested hours.

Caregiver Payroll Total Grouped by Service Type

We are excited to introduce a new payroll report that provides a detailed breakdown of caregiver payroll totals, grouped by service type. This report allows agencies to analyze caregiver payments efficiently, ensuring transparency and accuracy in payroll calculations.

Key Features:

• The first level of grouping is based on Service Type or Meeting Type.
• Further grouping is structured as follows:
• Client Name (“NA” will be displayed if the record pertains to a meeting instead of a client visit).
• The Third Level of Grouping is per caregiver and the next one should be as per caregiver’s rate.

Available Filters:

• Office (multi-select, default: empty)
• Client Status (Multi-select, default: empty)
• Client (multi-select, default: empty)
• Caregiver Status (Multi-select, default: empty)
• Caregiver (multi-select, default: empty)
• Service Type/Meeting Type
  (Multi-select, default: empty, meeting types will have “Meeting” in brackets)
• Start Date (Date Picker, default: empty)
• End Date (Date Picker, default: empty)

Report Columns:

• Service Type/Meeting Type (Expandable/collapsible grouping level)
• Client Name (NA if it’s a meeting)
• Caregiver Name
• Caregiver Rate (Payable rate as per schedule; unique client-caregiver rates will be displayed separately)
• Start Date (As selected in the filter)
• End Date (As selected in the filter)
• Regular Hours (Payable hourly units; non-hourly pay types are converted to hourly units)
• Holiday Hours (Converted to hourly units based on pay type)
• Overtime Hours (OT hours converted to hourly units based on pay type)
• Total Hours (Sum of Regular + Holiday + Overtime Hours)
• Total Amount ($) (Final payment amount based on Service Type/Meeting Type, Client-Caregiver combination, and Rate)

Export Options:

• Excel
• PDF

This report provides a structured view of payroll data, ensuring agencies can effectively track caregiver payments while maintaining compliance with pay structures.

Add the option to make Mileage Billable

Under the Payroll tab in Office Settings, a new functionality has been introduced to include Mileage Charges on Client Invoices. When the user enables “Do you reimburse caregiver for traveling?” by selecting “Yes” and further chooses Mileage or Time and Mileage, an additional checkbox is displayed to the users i.e “Include caregiver’s mileage charges on client invoices?”

If the above checkbox is enabled, then only the mileage is charged in the client invoice. When the “Include caregiver’s mileage charges on client invoices” option is enabled in Office Settings > Payroll, an additional checkbox appears in the Client Profile i.e Exclude Client from caregiver’s Mileage charges on invoice”.

Selecting this option ensures that the client is excluded from all caregiver mileage charges, preventing these charges from appearing on their invoice. On the Create Invoice(s) and View Finalized Invoices screen Mileage charges are displayed as expenses under the “Expense Code” column. Hovering over the Expense Code reveals details of the mileage, including the start and end points.

Territory Filter added to the following Reports

Client Contact Report

Users can now filter emergency contacts for all clients within a specific territory using the newly added Territory Filter in the Client Contact Report. This enhances efficiency in retrieving critical contact information and enables quick access to emergency contacts for clients in a designated region.

Client with Non-Completed Schedules

A Territory Column and Territory Filter have been added to the Clients with Non-Completed Schedules report. Hence users can now filter and view clients based on their assigned territory.

Shift Cancellation Report

The Shift Cancellation Report now includes a Territory Column and a Territory Filter, allowing users to view and filter shift cancellations based on specific territories. This would give Faster access to relevant data for territory-specific operations.

Birthday/Anniversary Report

The Birthday & Anniversary Report now includes a Territory Column and a Territory Filter, allowing users to view and filter records based on specific territories. This enables easy identification of birthdays and anniversaries for selected entities in a particular territory(s).

Columns added in ” Client, Caregiver Schedules and Rates by Date Range” Report

The “Client, Caregiver Schedules, and Rates by Date Range” report now includes two additional columns: Bill Hours and Pay Hours. These columns display the hourly billing and payment hours. This columns provide the hourly data.

Ability to view Adhoc on the Home screen of the Caregiver Mobile App

On the Mobile App > Home Screen, an Adhoc schedule was only visible to the Caregivers when there were no Ongoing or Upcoming schedules. Now, the Home Screen has been updated to display the Adhoc schedule regardless of the presence of other schedules. Additionally, Adhoc schedules will be given top priority in the display order.

Ability to Copy Assessment data from Basic Assessment to Standard Custom Assessment V3

Agency users can now seamlessly transition to the new Standard Custom Assessment V3. This version introduces enhanced user experience and new options.

Key improvements include:

• Re-Assessment Made Easy: Users can now perform re-assessments using the Standard Custom Assessment V3 while automatically copying all previous data from the Basic Assessment.
• Client Demographics: Essential details such as name, date of birth, gender, SSN, etc. will be pulled directly from the Client Profile.
• Additional Information: including Responsible Party, Living Will, DNR, Diagnosis, etc. and details from the Needs and Requirements, Tasks, Medication, and Additional Considerations tabs—will be carried over from the last completed Basic Assessment.

Ability to Copy office settings from one office to another

User(s) will have the option to copy the office settings from one office to another if they enable the settings under office settings. Once the setting is enabled, upon changing any settings in the following tab(s) for now, User will be prompted to select the office where they would like to copy the setting.

• Main tab
• Alerts
• Client portal Permissions
• Billing

Users will have the option to copy the settings to either all offices by selecting the Check all options or will have the option to multi select the offices they wish to copy the settings from.

Ability to manage Caregiver compliance permissions

User(s) will have the ability to manage compliance permissions based on the hierarchy defined.

For both Caregiver app & portal, user(s) will be able to define the access level under Privileges so that it is easier for the provider to manage the compliance edit/add at caregiver level.

Based on the access being provided, Caregivers will only either be able to view the compliance or will be able to either update notes, documents or Dates respectively.

DMAS form Improvements

The following changes will be available for the users for DMAS forms

1. DMAS 98

• Under DMAS 98 form, User will now be able to see their agency logo pre-populated on the form & they can make changes if they wish to at given point.

2. DMAS 97 A/B

• The total time i.e ADL time, Total maintenance time, total daily time etc. will be editable for the user to enter.
• User(s) will have the option to pull data for composite ADL score from DMAS 99 or not.
  In case they wish not to pull from DMAS 99, then they can leave the Toggle off & select the value of Composite ADL score from the dropdown values.

Export option on Publish Master Schedules

User(s) will now have the option to export the schedules from publish master schedule screen in CSV format. They will be able to hit the download button to export the data as per their requirement. All records will be exported and not just the number displayed. For example, if there are 250 total records and only 50 displayed, 250 records will be exported. This option is available on both Client/Caregiver Grouping.