Enhancements to Agency Portal, Scheduling, EVV, and Compliance Workflows

Combined Schedule & Meeting View

Managing your caregivers’ profile calendar just got easier on the agency portal. We have overhauled the Caregiver Profile Calendar on the agency portal’s new UI to provide a unified view of both Schedules (client visits) and Meetings (administrative or internal events). Previously, you had to switch between Schedule view and Meeting view; now, everything is available on a single screen to help you monitor and manage caregiver time more efficiently.

Key Features & Enhancements

1. The Unified “Combined View”
By default, when you open a Caregiver Profile Calendar on the agency portal, you will now see both Schedules and Meetings side-by-side in the Daily, Weekly, and Monthly views.

• Visual Distinction: To help you tell them apart, Meetings are now clearly marked with an “M” icon. The color of the icon matches the status of the meeting (e.g., Approved, Cancelled).
• Detailed Status Legends: At the bottom of the calendar, you will see an expanded legend. It clearly distinguishes between Schedule statuses and Meeting statuses, including total hours for each.

2. New Toggle Filters

We’ve replaced the old dropdown filters with simple Toggles.

• Switching Views: You can quickly turn “View Schedules” or “View Meetings” on or off.
• Dynamic Filtering: When you turn a toggle off, the filters related to that event type (like “Meeting Type” and “Meeting Status”) will automatically disappear to keep your screen clean.

• Safety Catch: At least one toggle must always remain active—you’ll never accidentally view an empty calendar! To help you out here, we are not allowed to turn off the toggle if only a single toggle, either for the meeting or schedule, is turned on. In case both are turned on, you can turn off either one.
• To provide hassle free workflow, if you create a schedule (client visit) when only the meeting toggle is turned on or vice versa, the calendar will not be refreshed to take you to the schedule (client visit) calendar, as the user is currently on the meeting calendar and the scheduled visit is being created without looking at the other available.

3. Enhanced List View

The “List View” has been redesigned to support this combined data:

• New “Event Type” Column: Easily see at a glance if a row is a “Meeting” or a “Schedule.”
• Smart Columns: Columns automatically adjust based on what you are viewing. For example, if you are looking at Meetings, you will see a “Participants” column; if looking at Schedules, you will see “Client Name.”
• Pay/Bill Status: Clearly see the billing and payroll status for both visits and meetings in one list.

4. Export Functionality

Need to take your data offline? The Export feature now supports the combined view, allowing you to download a single report containing both schedules and meetings exactly as they appear on your filtered screen. As we have combined the views, this will be exporting both meetings and schedules, irrespective of the toggle status for meetings and schedules.

Minor Updates & Tooltips

• Bulk Edit: When hovering over the bulk edit button, the tooltip now specifies “Bulk Schedules Edit” for better clarity.
• Improved Navigation: The “Schedule Date/Time” column header has been simplified to “Date/Time” to accommodate all event types.
• Pagination: List views will now default to 50 records per page for faster scrolling.
• Legends tooltip: At the bottom of the page with legends, we have introduced a tooltip icon to provide clarity on the total hours displayed under the statuses available for the Schedule(s) and Meeting(s)

CMS-485 Form Generation Now Supported – from OASIS Assessments (via Custom PDF Integration)

We have enhanced the CMS-485 generation workflow to allow data population directly from OASIS assessment forms, ensuring better alignment with state-mandated documentation requirements.

Previously:

CMS-485 forms could be generated from other standard V3 assessments; however, data mapping from the OASIS Start of Care assessment to CMS-485 was introduced only in the most recent release.

With this enhancement:
Agencies can now also generate CMS-485 forms using data captured from the following below mentioned OASIS assessments:

• OASIS – Resumption of Care
• OASIS – Adult Reassessment Form (Follow-Up)

This improvement streamlines documentation, reduces duplicate data entry, and supports greater compliance across assessment workflows.

The following forms are now created using a custom PDF solution, which enables mapped data from completed assessments to be used for generating the CMS-485 form.

• OASIS-Resumption of Care
• OASIS Adult Reassessment Form- Follow Up

Once these forms are marked active from the backend (Office Settings); it becomes available under the client’s profile → Assessment tab.

The user can Access these forms under the Client’s Profile → Assessment tab.

Complete the form and generate the CMS-485 with mapped data.

Once completed, the OASIS form allows users to generate a CMS-485 with all mapped fields populated as per the agency’s specifications.

All of the fields present in the CMS 485 form are automatically populated from the OASIS assessment form, based on the pre-entered data provided by the user while completing the assessment.

Additionally, as per the existing workflow, certain fields in the CMS-485 form are populated from other sections of the system. The details are listed below and will continue to function as currently implemented.

Fields in CMS 485 Populated from Client’s Profile:

• Patient’s Name
• Patient’s Address
• Date of Birth
• Sex
• Patient’s HI Claim Number → Fetched from the Client Main Profile (Medicaid ID / Patient ID).
• Goals / Rehabilitation Potential / Discharge Plans → Fetched from Client → Care Assessment → Goals.
• Physician’s Name and Address → Fetched from Client Contacts when the relationship type is set to “Family Physician.”
• ICD 10 Codes (Principal Diagnosis/Surgical Procedure/Other Pertinent Diagnoses) → Fetched from Billing tab → Claim Codes section (If added).

Fields Populated from Agency Details

• Provider’s Name
• Provider’s Address
• Provider’s Telephone Number
• Provider Number (Provider ID –Populated from Billing Tab)

This update ensures:

• Accurate field mapping between OASIS and CMS-485.
• Seamless integration of custom PDF forms into the existing assessment workflow.
• Consistent output generation matching uploaded PDF templates.

Please note: This feature is built on top of the existing custom PDF solution. Additionally, the downloaded CMS-485 PDF will also contain the mapped data derived from the OASIS Assessment.

EVV & State Program Updates

New Hampshire EVV – Authenticare: Worker ID Mapping Update

What Changed

• We have updated the Worker ID value sent to Authenticare for New Hampshire to comply with the latest EVV requirements:

• For New Hampshire (NH):

– Worker ID is now mapped to the caregiver’s SSN.

• For all other states:

– Worker ID continues to be mapped to the caregiver’s State ID (no change).

Impact on Agencies

• NH Authenticare exports/API submissions from CareSmartz360 will now send SSN as Worker ID for caregivers.
• Non‑NH agencies are not impacted by this change.
• No user‑side configuration is required if your agency is already correctly configured for NH and Authenticare.

Arizona – EVV Export Alignment:

What changed

• Renamed Arizona EVV posting/reporting to AHCCCS/Sandata:
• EVV Configuration and Data Post naming for all Arizona agencies now reflect “AHCCCS/Sandata” instead of just “Sandata”.
• The updated name appears consistently in:

– EVV report listing
– Downloads/exports

• Two-step client posting for AZ / AHCCCS (Sandata): When a user runs AZ client posting:

Enhanced status popup:

• Posting results popup now shows:

– Batch ID, and
– “Standard” or “Live in” to indicate which endpoint ran.

Sync payer enhancement:

• During sync payer, the flow now safely handles cases where the Schedule ID is null, preventing failures tied to missing schedule references.

Impact on agencies

• Clear AHCCCS branding for all AZ EVV posting and reports.
• More reliable handling of live-in clients via automated XREF posting.
• Clearer visibility in posting results and safer payer sync behavior.

Provider One (Washington) – Territory Filtering:

What changed

• Added a Territory filter to the Provider One export report
• Filter is multi‑select, users can choose one or many territories at once.
• By default, all territories are selected when the user opens the report.
• The export data reflects only territories selected in the filter.
• A “Please Select” option is available if users do not want to filter by territory (view all data).
• If an agency has no territories configured, the territory filter is not shown.

Impact on agencies

• Agencies using Provider One can:

– Export territory-specific data for targeted review or submission.
– Or export the entire organization if needed.

Tellus EVV – Report Cleanup

What changed

• The TELLUS Detail Report has been removed from the EVV Reports section.
• The report is no longer shown for any state using TELLUS.

Impact on agencies

• Agencies will no longer see or use the legacy TELLUS detail report.
• This reduces confusion and limits report choices to actively supported EVV workflows.

Caregiver State ID – Mandatory Validation for EVV States

What changed

• Introduced mandatory validation for Caregiver State ID used by EVV in specific states.
• During pre‑billing / EVV validation:

– If the office state is Missouri, Nevada, or Wisconsin:

And State ID is missing on the caregiver profile → a pre‑billing validation error is shown.

And State ID is present → no validation error.

• If the office state is not MO / NV / WI:

– No new validation is applied for the caregiver State ID.

• Error messaging is aligned with existing pre‑billing validation formats for consistency.

Impact on agencies

• Agencies in Missouri, Nevada, and Wisconsin must ensure the Caregiver State ID is populated before EVV/billing:

– Prevents rejected EVV submissions due to missing required identifiers.

– Guides staff to fix data issues proactively during pre‑billing.

South Dakota – Medicaid ID Format (Two Hyphens)

What changed

• For South Dakota (SD) offices
• The client Medicaid ID / Patient ID field now supports two hyphens, matching state and aggregator formats (e.g. IDF-AAASD-P8Y4NV4YPLFD).
• This applies:

– When adding new clients.
– When updating existing clients.
– In the agency app as well as the main web portal.

• For all other states, Medicaid ID behavior remains unchanged (still restricted by existing rules).

Impact on agencies

• SD agencies can now store Medicaid IDs exactly as shown in the state portal, avoiding formatting conflicts in EVV integrations (e.g., Therap).

Massachusetts – “Associated Organization” Field Hidden

What changed

• The “Associated Organization” field under client profile was a legacy field used for an older ASAP aggregator in Massachusetts.
• This field has now been hidden:
• For all users on the agency portal under the client profile.
• Verified also on the agency app for Massachusetts workflows.

Impact on agencies

• Reduces confusion in client profile configuration for EVV and non‑EVV usage.