Hhaexchange the Enterprise User Guide

HHAeXchange The Enterprise User Guide

Version 8

Last Updated July, 2017

The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Homecare Software Solutions, LLC. Information in this document may be revised from time to time without notice and is for informational purposes only. Consult with your legal advisor as to your required compliance with all laws and regulations.

Introduction ...... 1 The Navigation Panel ...... 2 The Home Module ...... 3 Link Communication ...... 3 Notifications ...... 3 The Patient Module ...... 5 New Patient ...... 5 Patient Search ...... 9 Referral Management ...... 10 New Referral ...... 10 Search Referral ...... 12 Sales Staff ...... 13 Referral Sources ...... 14 Referral Eligibility Check ...... 14 Eligibility Batch Review ...... 15 The Patient Profile ...... 16 General ...... 16 Contract...... 18 Referral Info ...... 19 Profile ...... 19 Eligibility Check ...... 20 Authorizations/Orders ...... 20 Special Requests ...... 21 Master Week ...... 22 Calendar (Reviewing Information) ...... 24 Calendar (The Visit Window) ...... 26 Visit ...... 34 POC ...... 35 Caregiver HX ...... 36 Other ...... 36 Rates...... 36 Supplies ...... 37 Financial ...... 38

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273 Vacation ...... 39 Family Portal ...... 39 Document Management ...... 40 Info ...... 40 Certifications ...... 41 Med Profile...... 42 MD Order ...... 43 Interim Order ...... 46 Documentation ...... 46 The Caregiver Module ...... 47 New Caregiver ...... 47 Caregiver Search ...... 50 Trainee ...... 50 New Trainee ...... 50 Trainee Search ...... 52 Web Applicant Review ...... 53 The Caregiver Profile ...... 54 Profile ...... 54 Compliance ...... 55 Calendar ...... 57 Visits ...... 58 In Service ...... 58 Rates...... 58 Notes ...... 58 Preferences ...... 59 Absence/Restriction ...... 59 Availability ...... 61 Payroll Info ...... 61 Expenses...... 62 Pay Check ...... 63 Patient Hx ...... 64 Others ...... 64 Document Management ...... 65 The Visit Module ...... 66 The Call Dashboard ...... 66

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273 Automatic Creation of Schedule ...... 67 Visit Search ...... 68 Email Search ...... 69 Appointments ...... 70 Patient View ...... 70 Caregiver View ...... 70 The Action Module ...... 71 Availability ...... 71 In Service ...... 72 Payroll ...... 73 New Payroll ...... 73 Search by Batch ...... 73 Search by Caregiver...... 74 Conexus ...... 75 Confirm Visits ...... 75 Smart Map Beta ...... 77 Fill a Shift ...... 77 General Availability ...... 78 Directions ...... 79 Order Tracking ...... 80 Confirm Timesheet...... 81 Edit Services ...... 82 Conflict Report ...... 83 Broadcast Message ...... 83 Exclusion List ...... 84 Collection ...... 84 Overtime Dashboard ...... 86 Fax Log ...... 87 Travel Time ...... 88 Select Trips Tab ...... 88 Travel Time Batches Tab ...... 89 The Billing Module ...... 90 Prebilling ...... 90 Billing Review ...... 92 Invoice Search ...... 93

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273 By Batch ...... 93 By Invoice ...... 94 By Visit ...... 95 Print Invoices ...... 96 Print Duty Sheets ...... 96 New Invoice Batch ...... 97 New Invoice – (Internal) ...... 98 Electronic Billing ...... 99 E-Remittance Search ...... 99 New Batch ...... 99 Batch Search ...... 100 Cash Payment ...... 101 Search Payment ...... 101 New Payment ...... 102 New Refund...... 104 Search Invoice ...... 104 Bulk Adjustments ...... 105 The Report Module ...... 107 The Admin Module ...... 108 User Management ...... 108 User Search ...... 108 Update User Account ...... 109 Edit Roles ...... 110 Contract Setup ...... 111 General Page ...... 111 Billing Rates Page ...... 113 Billing / Collections Page ...... 113 Scheduling/Confirmation Page ...... 117 Eligibility Page ...... 120 QuickBooks Page ...... 121 Notes/Uploads ...... 121 Payroll Setup ...... 122 General Section ...... 122 Payroll Holiday Setup Section ...... 123 Discipline Rates Section ...... 124

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273 Agency Profile ...... 125 General ...... 125 Required Fields ...... 127 Check Caregiver Compliance at Time of Scheduling ...... 128 Caregiver Scheduling and Availability ...... 129 Call Exception Notification Setup ...... 129 Secondary Verification Calls ...... 130 Address ...... 130 Payroll ...... 130 Mileage Expense ...... 131 Financial Reporting Setup ...... 131 Agency Logo ...... 132 Payer Detail ...... 132 Collection Setup ...... 132 Family Portal Message Notifications ...... 133 Training School Setup ...... 134 File Processing ...... 135 Claim Files ...... 135 Remittances ...... 136 Medical Setup ...... 137 New Medical ...... 137 Special Medicals ...... 138 Physician Setup ...... 138 New Physician ...... 138 Physician Search ...... 139 Office Setup...... 140 General ...... 140 Address ...... 141 Recording Information for Conexus Message Broadcasting ...... 141 QuickBooks Configuration ...... 141 Overtime Scheduling ...... 142 Exclusion List ...... 142 Office Level Reference Table ...... 142 Org. Structure ...... 143 Duty List Setup ...... 144

© Copyright 2017 Homecare Software Solutions, LLC One Court Square 44th Floor Long Island City, NY 11101 Phone: (718) 407-4633 • Fax: (718) 679-9273 New Duties ...... 144 Reference Table Management ...... 145 Process Monitor ...... 145 Workflow Management ...... 146 Name ...... 146 Action ...... 147 Output ...... 148 I-9 Compliance ...... 149 Family Portal Global Management ...... 150 Registered Family Members ...... 150 Announcements ...... 151 Wall Posts ...... 151 Initiate Processing ...... 152 Supplementary Materials ...... 153 Process Guides ...... 153 Quick Cards ...... 153 Reference Materials ...... 153

Introduction

HHAeXchange’s Enterprise system is an innovative process management solution that streamlines the flow of information between Homecare Agencies and their Home Health Aides. The Enterprise platform greatly improves operational efficiencies without sacrificing regulatory compliance. Our multi-faceted web-based solution includes tools such as: • Patient and Caregiver Management • Scheduling • HR/Compliance • Time and Attendance • EVV Verification • Reporting This User Guide contains a comprehensive breakdown of the Enterprise’s many components. It also includes helpful tips for capitalizing on the system’s functionality, as well as relevant industry best- practices.

If you have questions, comments, or concerns that are not covered by this guide, please contact HHAeXchange Technical Support. HHA Technical Support Phone: (718) 407-4633 Email: [email protected]

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The Navigation Panel

The Navigation Panel allows users to navigate between the different sections, or Modules, of the Enterprise software.

The Navigation Panel The full navigation panel, seen above, contains eight modules. These modules are all permission based, meaning an Agency can select which users have access to specific modules. For example: A Coordinator who is in charge of scheduling appointments may not need access to the Billing or Admin modules, so the permission to access the function within said modules may be deactivated.

The following is a quick summary of the actions available through each module: • Home: This module will bring users to the homepage, where they can access internal communication tools. • Patient: The Patient module allows users to create and manage Patients, as well as schedule Visits. There is also a referral tool that can be used to track prospective Patients and convert them once a Payer authorizes the service request. • Caregiver: The Caregiver module allows users to create and manage caregivers, as well as assign them to visits. If an Agency manages a Training School, they may track the progress of students, or Trainees, in this module as well. • Visit: From the Visit module, users can search for scheduled Visits and manage Visits that have not been confirmed by an EVV. • Action: The Action module contains an assortment of functions, such as searching for available caregivers, scheduling In-Services, and confirming timesheets. • Billing: All aspects of the billing process may be handled on this module. Note: The Billing module is strictly a record keeping tool. Payments for invoices and payroll are handled by the Payer and a payroll provider respectively. • Reports: The reports module allows Agencies to pull compile specific information into documents that may be saved outside of the software. • Admin: This module allows users to manage key components of the Enterprise platform.

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The Home Module

The Home Module is a communication conduit used to manage several different channels of informational ingress and dispersal. Communications/messages are distributed between the Link Communication and Notifications tabs depending on the sender and recipient.

The Home Module Link Communication

The Link Communication tab on the Home Module is used to share Patient information (Scheduling, POC, Authorizations, and so forth) between an Agency and Linked Contracts/Payers. Under this tab, users will find the following sections: • Pending Placements: Patients waiting for a Caregiver to be assigned to them. Clicking on this link will open a popup showing Patients who are Pending, Staff with a Temp Caregiver, Staffed, and Accepted with No Masterweek. • Events: Actions taken by either the Agency or Payer that impact a Patient’s schedule. Events initiated by one party will remain on the other parties Events section until addressed. Clicking on this link will open a popup showing which Events awaiting Approval and other Notifications. • Notes: Messages between users of an Agency and the Contract containing miscellaneous information on Patients. Users may reply directly to these messages using the Reply link provided with each item.

Notifications

The Notifications tab on the Home Module is used to handle communications between internal employees, with HHAeXchange, and all active Caregivers. Under this tab, users from an Agency will see sections for: • Notifications: Messages from HHAeXchange announcing new functionality, changes in Homecare health regulations, or other miscellaneous information that may affect an Agency or the HHAeXchange system. • Messages: This is where internal messages may be generated and reviewed. Users may also send messages to Caregivers from here using Conexus. • To-Do’s: Communications sent between system users, which also include a “Due Date” component. These communications can remind users to perform certain actions by a specific time. To-Do’s may be set as recurring if an action is required on a consistent schedule.

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Communications sent and received via the Notifications tab may be assigned a Priority depending on their content. Medium and High Priority items will be colored coded orange and red respectively, as seen in the image below:

A Low and Medium Priority Message Once content under this tab has been marked as Viewed, it will be removed from main page. Viewed communications may be pulled up using the Manage Notifications/Messages/To-Do’s links. The sections found under the Notification tab are also found at the top of the webpage adjacent to the Navigation Panel. These Alert Icons will tell users who many items reside in each section at a given time, as seen below:

The Alert Icons In the image above, the User has 4 items in the Notification section of the Notification tab. The Open Cases Alert Icon will reflect how many Patients that fall under a Linked Contract still require placement.

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The Patient Module

The Patient Module is where Patients/Referrals are created and managed for both Internal and Linked Contracts. Under this Module, users will find the New Patient, Search Patient, Referral Management, and Eligibility Batch Review functions. You may also access the Patient Profile from this module. New Patient

The New Patient function is where a Patient’s information, from demographics to clinical documentation, is entered and maintained. The following section will cover the fields found on the New Patient page. Required fields are marked by an asterisk (*).

Demographics The following section will discuss the fields found in the Demographics segment of the New Patient page:

New Patient Demographics • Office*: The Office taking care of the Patient’s care. • Coordinator*: The user at the Agency that manages the Patient’s case. A Patient may be assigned up to three Coordinators. • Priority Code: This code reflects how dependent a Patient is in terms of care required. Note: This field is populated by values entered on the Reference Table. • Source of Admission: Where the Patient was referred from. • EVV Required: This checkbox designates whether a Caregiver must use an Electronic Visit Verification to clock in/out when working with the Patient. • FOB Required: This checkbox designates whether a Caregiver must enter a FOB code to clock in/out when working with the Patient. • Accepted Services*: The services a Patient requires/is Authorized to receive. • Patient ID: An identification code for the Patient generated by the Agency.

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• Wage Parity: Selecting this checkbox will automatically adjust a Caregiver’s pay rate when working with this patient to the rate stipulated by Wage Parity guidelines. The date fields underneath the Wage Parity checkbox allow users to set specific dates when this rate will be applied. • Allow Duplicate: A checkbox that allows the Referral/Patients Social Security Number to be entered into the system under a different Agency.

Address

New Patient Address • Zip*: The first 5-digits of the Patient’s Zip code are required to create a new Patient Profile. • Alternate Billing Address: Select this checkbox is the Patient’s billing address is different than their home address. • Description: The two Description fields adjacent to the Phone 2/3 fields are used to describe who those contact numbers belong to or the kind of line they’re attached to.

Emergency Contact Information

New Patient Emergency Contact Information • Relationship: Use this field to identify the Emergency Contact person’s relationship to the Patient. Note: This field is populated by values entered on the Reference Table Management page. • Lives with Patient: Select this checkbox if the Emergency Contact lives with the Patient. • Have Key: Select this checkbox if the Emergency Contact has a key to the Patient’s home.

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Emergency Preparedness

New Patient Emergency Preparedness Section Note: The fields in this section are populated by values entered using the Reference Table Management function. • Priority Code: A numerical code used to denote the level of supervision the Patient requires. • Mobility Status: How mobile a Patient is/whether they require assistance to get up or move in the event of an evacuation or emergency. • Evacuation Location: The city or state mandated zone a Patient must be evacuated too. This is typically linked to the Evacuation Zone. • Evacuation Zone: The city or state mandated evacuation zone the Patient resides in • Electronic Equipment Dependency: Electronic medical equipment used by the Patient. • Payer Priority Code: A numerical code used to denote the level of supervision the Patient requires. This field only appears in the Emergency Preparedness section of Linked Patients, and is set by the Payer. • Payer TAL: How mobile a Patient is/whether they require assistance to get up or move in the event of an evacuation or emergency. This field only appears in the Emergency Preparedness section of Linked Patients, and is set by the Payer.

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Clinical Info

New Patient Clinical Info • Nursing Visit Due: Enter the frequency of nursing visits for the Patient. • MD Order Due: Enter the frequency of new MD Orders. • MD Visit Due: Enter the frequency of doctor visits for the Patient. • Patient’s HI Claim No: The Patient’s Health Insurance claim number. • Advanced Directive(s): Enter any Advanced Directives (DNR Order, Healthcare Proxy…) here. • Physicians: Enter the Patient’s physician information here. • MD Orders: Enter the physician’s healthcare orders here. • Diagnosis: Enter the Patient’s diagnosis here. Delete Icon: Use this icon to delete records.

Patient Preferences

New Patient Preferences The checkboxes in this section are created via the Reference Table. This section is broken into two parts: • Used for Scheduling: Anything selected in this section may be used as a filter when users run an Availability Search. • Not Used for Scheduling: Anything selected in this section is for review purposes only. These items will not appear when running an Availability Search.

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Patient Search

The Patient Search is the primary means of navigate to a Patient’s Profile. Users can conduct searches using the filtering fields, defined below, to refine the results. Conversely, users can simply click search without setting any additional parameters to review all Patients managed by the Agency/Office.

The Patient Search Page • Patient ID/ Alt. Patient ID: A unique identification number each Patient is assigned by an Agency. • Admission ID: A unique HHAeXchange identification code for the Patient. • Status: The status of the Patient. By default, the Active value will populate this field, meaning search results will only bring back Active Patients. • Discipline: The skilled or non-skilled service the Patient receives. • Office(s): Search for Patients whose care is handled by a specific Office(s). • Contract: Search for Patients whose care is handled by a specific Contract. • Team: Search for Patients on a specific team • Location: Search for Patients in a designated location.

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Referral Management

The Referral Management function contains the New Referral, Search Referral, Sales Staff, Referral Sources, and Referral Eligibility pages or sub-functions. This function allows users to create, track, and convert referrals, or individuals looking to receive Homecare services, into Patients. New Referral The New Referral function allows users to create profiles for potential Patients. The following section will cover the fields found on the New Referral page. Required fields are marked by an asterisk (*).

Quick Demographics

New Referral Quick Demographics • Office*: The Office taking care of the Patient’s care. • Referral Received Date*: The date the Agency received the Referral • Referral Status: The status of a Referral in terms of being accepted by a Contract. Note: This dropdown contains four hardcoded values, but more may be added using the Reference Table Management function. • Account Manager: An individual at the Agency that handles the Referral Process. • Intake Person: An individual at the Agency that handles the Referral Process. Note: The Account Manager and Intake Person are general terms to describe the employee responsible for handling Referrals at an Agency. The title for this position may vary from Agency to Agency. • Referral Source: The institution that referred the individual looking for service. Note: This dropdown is populated by items enter on the Reference Table Management page. • Referral Contact: The main contact person from the Referral Source. • Commission Status: Status of the payment made to the individual who gave the referral to the Agency. • Accepted Services: The services a Patient requires/is Authorized to receive.

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Submission

New Referral Submission • Submitted To: This dropdown contains all the Contracts entered in the Agency’s system. • Submission Date: The date the Agency submitted a Referral to a Contract for approval. • Follow-Up Date: If a user reaches out to a Contract for a status on the Referral, the date may be entered in this field. • Status: The status of the submitted Referral. • Reason: If a Referral is rejected, the system will allow users to enter a reason for the rejection. Note: The Reason field is populated by values entered on the Reference Table Management page. • Note: Clicking on the Add link in this column will open a textbox where users can save miscellaneous information concerning the submission. Delete Icon: Use this icon to delete the Submission. Note: The Reason and Note fields will only appear if the submission was rejected.

Additional Demographics This section of the New Referral page allows users to enter Demographic information. For further information regarding the fields on this page, please refer to: Patient Demographics

Address This section of the New Referral page allows users to enter the Address for a Referral. For further information regarding the fields on this page, please refer to: Patient Address

Emergency Contact Information This section of the New Referral page allows users to enter Emergency Contact Information. For further information regarding the fields on this page, please refer to: Patient Emergency Contact Information

Emergency Preparedness This section of the New Referral page allows users to enter Emergency Preparedness information. For further information regarding the fields on this page, please refer to: Patient Emergency Preparedness

Clinical Info This section of the New Referral page allows users to enter Clinical Info. For further information regarding the fields on this page, please refer to: Patient Clinical Info

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Search Referral The Search Referral function is the primary means of navigate to a Referrals’s Profile. Users can conduct searches using the filtering fields, defined below, to refine the results. Conversely, users can simply click search without setting any additional parameters to review all Patients managed by the Agency/Office.

Search Referral • Referral Source: The status of a Referral in terms of being accepted by a Contract. Note: This dropdown contains four hardcoded values, but more may be added using the Reference Table Management function. • Referral ID: A unique HHAeXchange identification code for the Referral. • Referral Source Type: The type of institution that referred the individual looking for services. • Submission Status: The status of the submitted Referral. • Intake Person: An individual at the Agency that handles the Referral Process. • Account Manager: An individual at the Agency that handles the Referral Process. Note: The Account Manager and Intake Person are general terms to describe the employee responsible for handling Referrals at an Agency. The title for this position may vary from Agency to Agency. • Admitted Date From: Search for Referrals admitted after a specific date. • Follow Up Date From: Search for Referrals who’s cases were followed up on after a specific date. • Referral Status: The status of the submitted Referral. • Referral Contact: The main contact person from the Referral Source.

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Sales Staff The Sales Staff sub-function is used to create and manage Agency employees who are responsible for finding new Referrals and submitting their information to Contracts in an attempt to turn the Referral into a Patient. The following section will cover the fields found on the Sales Staff page. Required fields are marked by an asterisk (*).

New Sales Staff

New Sales Staff • Sales Staff Manager: This field allows users to designate a manager for the new Sales Staff personal. • Attributes: These checkboxes are unique to each Agency, and may be used to designate a Sales Staff employee’s position, level, or work function. These are created on the Attributes Setup page.

Search Sales Staff This page allows users to search for existing Sales Staff. For information regarding the fields on this page, please refer to the following section: New Sales Staff

Attributes Setup

Attributes Setup The checkboxes found on the New Sales Staff page are created on the Attributes Setup page. An Attribute is a naming convention that is unique to each Agency. The Attribute, also referred to as a Field Name on this page, will not drive any functionality in the system. It is simply a categorization tool. Use the Arrow Icon, , to change the order the values are presented.

On the Attributes Setup page, click on the Add button in the top right corner of the screen to create a new Attribute or Field Name.

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Referral Sources The Referral Sources sub-function is used to track where a Referral came from. This information commonly shared with regulatory bodies for census purposes. The following section will cover the fields found on the Referral Sources page. Required fields are marked by an asterisk (*).

New Referral Sources

New Referral Source • Referral Source Name: The name of the institution a Referral is coming from. • Parent Referral Source: If the Referral Source is a subsidiary of another Referral Source, users may enter the parent source using this dropdown. • Referral Source Type: This dropdown allows users to categorize the Referral Source by institution (e.g. Hospitals, Nursing Homes, and so forth). Note: The Referral Source Type field is populated by values entered on the Reference Table Management page. • Default Account Manager/Default Marketer: These dropdowns allow users to add a Sales Staff employee to the Referral Source. Adding Sales Staff employees here will trigger the system to automatically assign them to a Referral whenever the Referral Source is entered for a new Referral.

Referral Source Search This sub-function allows users to search for existing Referral Sources. For information regarding the fields on this page, please refer to the following section: New Referral Source

Referral Eligibility Check This sub-function allows users to search for Referrals and run an Eligibility Check. The following section will discuss the fields used to perform this sub-function.

Referral Eligibility Check • Eligibility Check From/To: These date fields allow users to perform a search for an Eligibility Check executed within a certain period of time. • Result Code: This dropdown allows users to sort the search by the results of an Eligibility Check.

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Eligibility Batch Review

The Eligibility Batch Review function allows users to run a broader Eligibility Check search. The search may be refined using several filters, discussed in the following section.

Eligibility Batch Review • Office(s): Use this multi-select dropdown to search for Eligibility Batches associated with specific Offices. • From / To Date: These date fields allow users to specify a time frame for the search. • Contract: Filters search results so Patients under a certain Contract are displayed. • Batch Type: The Batch Type refers to how the Eligibility Check was executed. The values in this dropdown include: o Ad Hoc: Executed by the user o Automated Batch: An Eligibility Check performed at a predetermined, reoccurring time. • Batch Status: This dropdown contains values for the status of an Eligibility Check. Status values include: Pending, Submitted, and Reviewed. To export multiple batches at once, flag the checkbox in the leftmost column associated with the batches to be exported, and click .

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The Patient Profile

The Patient Profile allows users to manage Patient information and scheduling once they have been entered into the system, either through the New Patient function or as converted Referral.

The following section will discuss the content and functions found on the Index of the Patient Profile (pictured to the right). Each item, or Link, on the Index leads to a new section or piece of functionality on the Patient Profile. Required fields are marked by an asterisk (*).

General The General link contains basic information on a Patient’s Homecare service. The following section will discuss the fields and functions found on this page.

The Geneal Page • Nurse: If a Patient requires Visits from a nurse, users can assign one using this dropdown. • Caregivers with Access to Patient Info via Mobile App: This dropdown allows Caregivers using the HHAeXchange mobile app to view a Patient’s information. • EVV Required: This checkbox dictates whether a Caregiver must use an EVV to confirm a Visit.

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• Disable Automatic Visit Creation Based on EVV Confirmation: Select this checkbox to remove the Patient from the Automatic Visit Creation process. This means the system will not create Visits based on EVV confirmations even if the Patient’s Contract is setup to permit this process. • Enable FOB Confirmation: This checkbox dictates whether a Caregiver must use a FOB generated code to confirm a Visit. • Service Type: There are three Service Types: o Cluster: When a Patient receives group treatment (3 or more Patients at the same time). o Link with: Linked cases (not to be confused with Linked Contracts) are cases where a Patient receives treatment alongside another Patient serviced by the Agency. This is common when spouses receive service. In a Linked case, each Patient is scheduled for a separate Visit. The Primary checkbox is used to designate who is scheduled first. o Mutual with: Mutual cases also occur when a Caregiver services two Patients at the same time. In this case, however, the Patients shifts are overlapping. The Primary checkbox is used to designate who is scheduled first, and which Patients duties are entered first when clocking out. • Coordinator*: The user at the Agency that manages the Patient’s case. A Patient may be assigned up to three Coordinators. • Source of Admission: The type of institution (if any) that a Patient was receiving service from before switching to Homecare. • Location: The Patient’s general location. • Team: The Patient’s team. • Branch: The branch of an Agency handling the Patient’s case. Note: The last three dropdowns contain values set up on the Reference Table. • Alerts: A free text field users may utilize as a status update for other internal users working the Patient’s case. • Notes: Adding a note opens a popup with a free text field and a dropdown labeled Reason (values entered on the Reference Table). Notes will save on the General page and serves as a means to distribute and log important Patient information. The Notes popup also includes several additional fields for enhances functionality: o Caregiver: If the not concerns a specific Caregiver, his/her name may be entered in this field. o Subject: Why the Caregiver was attached to the Note. Paper Clip Icon: Click this icon to upload an external document. If a document has already been uploaded, the icon will display in green .

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Contract The Contract link allows users to setup new Contracts for a Patient. Each Contract has a specific Service Code attached to which is linked to a Discipline. The following section will discuss the fields and functions found on this page.

The Contract Page • Contract*: Name of the Contract. • Is Primary Contract: Designate a Primary Contract. This designation is only required if a patient has Contracts from two different Payers. • Alt Patient ID: An ID utilized by the Contract/Payer • Service Start Date*: The date a Contract becomes active. A Visit cannot be scheduled before a Service Start Date. • Source of Adm: The provider or individual who handled the Patient’s care before the Payer. • Service Code: The Billing Rate attached to a Discipline. • Discharge Date: The last day a Visit under this Contract may be scheduled. • Discharge To: The provider or individual who will take over the Patient’s care after they are discharged. • Additional Options: Users may configure Contract billing information for each Patient. Adjustments made to Contract billing information at the Patient-level will override the default Contract setup. Configuration Options include: o HCFA – 1500 Information: Make changes to the HCFA – 1500 invoices type for the Patient. Information entered at the Patient-level will automatically override the default settings for these invoice types at the Contract-level. o UB – 04 Information: Make changes to the UB – 04 invoices type for the Patient. Information entered at the Patient-level will automatically override the default settings for these invoice types at the Contract-level. o Additional Bill Info: Split billing between two Contracts and/or a Private Pay Contract. o Patient Diagnosis Code Override: Specify a “Billing” Diagnosis Code which will be included on invoices for the Patient. This is one of three places in which a “Billing” Diagnosis Code may be set up, the other two being Authorizations and the Contract Setup page. • Add/Edit Contract: New Contracts may be created using the Add button pictured at the top right of the image above. Once created, certain fields (Alt Patient ID, Service Code, and Discharge Date) can be altered using the Edit links. Only one Contract per Payer may be applied to a Patient. Paper Clip Icon: Click this icon to upload an external document. If a document has already been uploaded, the icon will display in green . Delete Icon: Use this icon to delete the Contract from the Patient’s Profile.

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Referral Info If a Referral is converted into a Patient, a history of the Referral process may be viewed by following this link. Please refer to the Quick Demographics and Submissions segments under Referral Management for information on this section.

Referral Info Page

Profile The Profile page contains basic Patient information such as: Demographics, Emergency Contacts, and Physicians. This information is typically entered when setting up a new Patient or Referral. Please refer to the Demographic, Address, Emergency Contact Information, and Emergency Preparedness sections under New Patient for information on the Profile page.

The Profile Page Note: Users with the appropriate permission may edit a Patient’s Admission ID from this page.

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Eligibility Check Eligibility Checks may be run at any time to check the status of a Patient’s insurance. The following section will discuss the fields used when performing an Eligibility Check.

Note: Eligibility Checks are not a complimentary service provided by HHAeXchange. If you have questions concerning cost and/or payment, please contact customer support.

The Eligibility Check Page • Eligibility Check From/To: Use these fields to set a date range for the check. You may use the Calendar Icons directly adjacent to these fields to quickly add dates. • Eligibility Check Type: Use this dropdown to designate whether the check is Ad Hoc or part of an Automated Batch. • Result Code: This dropdown allows users to sort the Eligibility Check by the results. Users may choose to see All the results, or only specific ones such as Denied or Eligible. • Alt. Patient ID: An ID assigned to the Patient by the Contract/Payer.

Authorizations/Orders Authorizations are parameters used to dictate the terms of a Patients homecare service. The following section will discuss the fields used when creating an Authorization.

The Authorization Page (Auth. Setup Window)

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Note: The image above depicts the setup of a new Authorization using the Add button on the Authorization/Orders page. Once saved, this information may be reviewed on the Authorization/Orders page. • Contracts*: Name of the Contract. • Discipline*: The type of service being provided. • Authorization Number*: An identification number assigned to the Authorization by the Agency. • Service Code: The Billing Rate attached to a Discipline. • From/To Date*: The date range for the Authorization • Max Units for Auth*: The amount of units in the date range specified. • Period: A date range within the From/To Date. The values in this dropdown include: Daily, Weekly, Monthly, and Entire Period. Note: If the Period is set to Entire Period, the Max Units for Auth field will lock. Users can set units in the Max Units for Period field instead. Note: If Daily is selected, new fields for each day of the week will appear, allowing users to enter a max number of units per day. • Max Units for Period: Set the max units for the Period. Note: This field may be used in conjunction with the Max Units for Auth field when the Period is set to Daily, Weekly, or Monthly. If it is set to Entire Period, the Max Units for Auth field will lock. • Additional Rules: Selecting this checkbox will allow users to set additional conditions to the Authorization. • Maximum Visits/Per/Of: These fields are used to set additional conditions to an Authorization. Users may enter up to 7 Additional Rules using these fields. • Billing Diagnosis Code(s): This field allows Agencies to tie one or more diagnosis codes directly to Authorizations. Diagnosis Codes enter here will automatically be applied when Visits scheduled with this authorization are invoiced. Special Requests The Special Requests page allows users to set Patient preferences. The page is broken up into two sections: fields in the Used for Scheduling section will affect Availability Searches. The second section, Not Used for Scheduling, serves as a reference for Coordinators when setting up services for a Patient. The following section will discuss the fields used when setting Special Requests .

Special Requests Page

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Used for Scheduling • Patient Preferences: The checkboxes found in this section (pictured above) are generated using the Reference Table. When creating Patient Preferences, the system will prompt users to set the Preference as Used or Not Used for Scheduling. • Primary/Secondary Language: The languages the Caregiver can speak. • Preferred Gender: The gender of the Caregiver a Patient will be receiving service from.

Not Used for Scheduling • Patient Preferences: The checkboxes found in this section (pictured above) are generated using the Reference Table. When creating Patient Preferences, the system will prompt users to set the Preference as Used or Not Used for Scheduling.

Master Week The Master Week is a scheduling tool that allows users to schedule Visits for an entire week at once. The following section will discuss the fields, functions, and information encountered when creating Master Week.

Master Week Setup Note: The image above depicts the setup of a new Master Week using the Add Master week button on the Master Week page. Once saved, this information may be reviewed on the Master Week page. • From/To Date*: The date range of the Master Week • Copy Master Week: This link allows users to copy information from a previous Master Week and apply it to a new one. • Hours: The duration of the Visit, entered using 24-hour (Military) time. The Hours field is also a link that will open a window allowing for quick creation of a Master Week. • Assi. ID: The ID Caregiver’s enter when placing an EVV. This field is automatically filled once a Caregiver has been added. • Pay Code: The pay rate attached to the Visit. The values in this dropdown are set on the Reference Table, and will change depending on the Discipline of the Caregiver assigned to the Visit. ______The Enterprise User Guide Page | 22 Version 8 The Patient Module Proprietary & Confidential The Enterprise System

• POC: The Plan of Care, or the Duties a Caregiver has to perform and enter when placing an EVV to Clock Out. • Bill To: The Contract handling the service. • Service Code: The billing rate the Agency applies to the Visit. • Rate Type: The rate of billing. This field is automatically filled once a Service Code has been added. • Include in Mileage: If selected, the Caregiver will receive a travel reimbursement based on rules setup under Admin > Mileage Expense. Delete Icon: Use this icon to delete the selected Master Week. Edit Icon: Use this icon to edit the selected Master Week.

Once this information has been saved, it may be reviewed on the Master Week page:

The Master Week Page

Last 3 Authorizations In this section, users can review the last 3 Authorizations created for the Patient. For further information regarding Authorizations, please refer to: Authorizations/Orders.

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Calendar (Reviewing Information) The Calendar provides an overview of any pertinent scheduling and Visit information. The following section will discuss the fields, functions, and information found on the Calendar page.

The Calendar Page

Last 3 Authorizations In this section, users can review the last 3 Authorizations created for the Patient. For further information regarding Authorizations, please refer to: Authorizations/Orders.

Calendar The Calendar will always default to the current month and year when users view the page. Using the Month and Year dropdowns, or the navigation arrows, users can view past or future dates.

Calendar Snapshot Note: The following items refer to the image above.

• Information Icon: These Icons are found throughout the system, and contain information relevant to the fields they are found adjacent to. On the Calendar, hovering the cursor over these icons will open a window containing Authorization and Visit information. • Copy and Paste Icon: Clicking on this icon opens a menu containing options to Copy Visit information to the clipboard and then Paste the information to another day. • Note Icon: This icon will only appear if a Note was created. Clicking on it will open the Note, and allow users to create a new one. • Temporary Icon: This icon indicates that the Temporary checkbox was selected for the Scheduled Time or the Caregiver when creating a Visit. It signifies that changes may be made to the Visit.

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Delete Icon: Use this icon to delete the selected Visit from the Calendar. • In and Out Times Icon: Hovering the cursor over this icon will open a window containing the exact times the EVVs were placed for the Visit. • Placement Date: The Information Icon on the first designates the first day a Visit can be placed under a specific Contract. • S: The scheduled start and times for the Visit. • V: The times adjacent to V signify the actual start and end times, or when the EVVs were placed by the Caregiver. If the time is displayed in yellow, as seen on the 2nd and 3rd, it means that either no time has been entered, or a bad EVV was placed and the system is waiting on manual confirmation that the EVV was authentic. Green, as seen on the 4th, signifies that the EVVs were good. • B: Whether or not a Visit has been billed. If not, an N will appear. If a Caregiver has worked the visit, the number of hours will also appear next to the N in parentheses, as seen on the 3rd and 4th. • Assigned Caregiver: The Caregiver assigned to the Visit will be displayed. Clicking on this link will bring users to the Caregiver’s profile. If a Caregiver has not been assigned to the Visit, users will see Temp Temp instead, as seen on the 2nd and 3rd. • Green Visits signify that the Visit is complying with the rules setup by the Authorization; Pink indicates that it is not. • To create a new skilled or non-skilled Visit, click on the number in the corner of the cell, as seen on the Calendar Snapshot image.

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Calendar (The Visit Window) The Visit Window is where users may create, edit, and review Visits for Patients. The Visit Window is one of the biggest components of the HHAeXchange system, meaning the information entered here must be accurate/up to date. The following section will review each tab on the Visit Window.

Scheduling Tab (Internal Patients) The following section will review the Scheduling tab on the Visit Window for Internal Patients.

Schedule Tab (Internal) • Schedule Time*: The scheduled start and end times for a Visit. • Caregiver Code: The four digit ID of a Caregiver. Note: If no Caregiver can be assigned at the time of scheduling, a Temp Caregiver (or a placeholder) came be created so the Visit can be saved. Note: Using the “?” next to the field, users can run a Caregiver search. • POC: The Plan of Care attached to the Visit. If a POC is included, the Caregiver must enter Duties when Clocking Out. • Primary Bill To*: The Payer/Contract being billed by the Agency. • Service Code*: The billing rate the Agency applies to the Visit. • Assignment ID: The Caregiver specific ID that is required when they place an EVV via phone. • Pay code*: The pay rate for the Caregiver. • Bill Type: Attached to the Service Code, may be Hourly, Visit, or Daily • Visit Type: Attached to the Service Code. Values are created using the Reference Table. • Include in Mileage: If selected, the Caregiver will receive a travel reimbursement based on rules setup under Admin > Mileage Expense. ______The Enterprise User Guide Page | 26 Version 8 The Patient Module Proprietary & Confidential The Enterprise System

Schedule Tab (Linked Patients) The following section will review the Scheduling tab on the Visit Window for Linked Patients.

Schedule Tab (Linked) • Schedule Time*: The scheduled start and end times for a Visit. • Caregiver Code: The four digit ID of a Caregiver. Note: If no Caregiver can be assigned at the time of scheduling, a Temp Caregiver (or a placeholder) came be created so the Visit can be saved. Note: Using the “?” next to the field, users can run a Caregiver search. • POC: The Plan of Care attached to the Visit. If a POC is included, the Caregiver must enter Duties when Clocking Out. • Service Code*: The billing rate the Agency applies to the Visit. • Assignment ID: The Caregiver specific ID that is required when they place an EVV via phone. • Pay code*: The pay rate for the Caregiver. • Bill Type: Attached to the Service Code, may be Hourly, Visit, or Daily • Include in Mileage: If selected, the Caregiver will receive a travel reimbursement based on rules setup under Admin > Mileage Expense.

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Visit Info Tab (Internal and Linked Patients) The following section will review the Visit Info tab on the Visit Window for Internal Patients.

Visit Info Tab (Internal) • Add Pre/Post-Shift: These buttons allow users to quickly edit scheduling information in the event that a Visit had to begin or end outside of the scheduled time. • Visit Start/End Time: The actual times the Caregiver Clocks In and Out of a Visit. If an EVV is used, these fields will be populated automatically. • Missed Visit: A checkbox used to mark the Visit as missed or incomplete. If selected, the New Reason field becomes required. • TT/OT: Fields to enter travel or over time. • Last 3 Notes: If any notes were created using the New Note free text field, they will appear in this field. If more than three are entered, the most recent will display. • New Reason: Used in conjunction with the New Note free text field to create a subject for the note. If editing Visit information, users may use this field to create a record of the edit. If the Missed Visit checkbox is selected, this field is required. • Action Taken: A dropdown used to describe the action taken in response to the value in the New Reason field. Note: The values available in this field depend on the New Reason value selected. • New Note: A free text field used to enter general notes about any edits or pertinent information involving the Visit. • Prebilling Problem(s): If the Visit is being held on the Prebilling exception page, the reason will automatically display in this field.

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• Verified By: In the event of an Audit, a Timesheet may need to be verified by the Patient or a family member to authenticate the Visit.

Visit Info Tab Part 2 (Internal) • Timesheet Required: If this checkbox is selected, the Caregiver must provide a physical, signed timesheet to confirm the Visit. • Timesheet Approved: If the provided timesheet is acceptable, users must select this checkbox. If they do not, the Visit cannot be verified. • POC Duties: Plan of Care duties. Each Patient may have a unique POC. The system allows Caregivers to enter both completed duties (designated by the green check) and refused duties (designated by the red X). The rest of the table provides additional information on each duty. Note: To add Additional Values to a POC Duty, please contact HHAeXchange Customer Support. • Other Duties: If the Caregiver completed additional Duties outside the POC, users may use this field to enter them. Paper Clip Icon: Click this icon to upload an external document. If a document has already been uploaded, the icon will display in green .

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Bill Info Tab (Internal Patients) The following section will review the Bill Info tab on the Visit Window for Internal Patients.

Bill Info Tab (Internal) • Primary Bill to: The Payer/Contract being billed by the Agency. • Service Code: The billing rate the Agency applies to the Visit. • Bill Type: Attached to the Service Code, may be Hourly, Visit, or Daily. • Service Hours: Duration of the Visit. • TT/OT Hours: Fields to enter travel or over time. • Adj. Hours: Entering a value in this field will adjust the billing and payroll hours. • Billable Hour: The number of hours actually billed for a Visit. • Billable Units The number of units billed for a Visit. • Bill Rate: The Hourly, Visit, or Daily rate applied to the Visit. • Total: Total amount billed. • Billed: Whether the Visit has been billed or not. • Invoice #: The Invoice number attached to a billed Visit. • Invoice Batch #: The Invoice Batch number attached to a billed Visit. • e-Billing Batch #: The e-Billing Batch number attached to a e-billed Visit. • Override Pay Rate: Entering a value into this field will override the Pay Rate connected to the Visit.

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• Payroll Batch #: The Payroll Batch the Visit was included in. • Include in Mileage: Selecting this checkbox will include a travel stipend with the Visit. • Distance from Last Loc: If a Visit includes a travel stipend, the distance traveled by the Caregiver to attend the Visit will be recorded in this field. • Mileage Rate: The rate associated with a travel stipend. • Mileage Expense Total: The total amount a Caregiver will receive for travel reimbursement. • Expense Payroll Batch #: The payroll batch the Mileage Expense Total, or travel reimbursement, can be found. • Claim Submission Type: This dropdown allows Agencies to send E-Billing claims to Linked Contracts on a case by case basis. The following values may be selected for this field: o Original: The default method of sending claim information to Linked Contracts. This value will serve as the default entry for this field. o Adjustment: Selecting this field will prompt the system to generate an Adjusted E-Billing claim for the Visit. o Void: Selecting this field with prompt the system to generate a voided claim for the Visit. • TRN Number: Use this field to enter the TRN number for Adjustment or Void claims. Note: The Claim Submission Type and TRN Number fields are only available for Visits authorized by Linked Contracts.

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Bill Info Tab (Linked Patients) The following section will review the Visit Info tab on the Visit Window for Linked Patients.

Bill Info Tab (Linked) • Primary Bill to: The Payer/Contract being billed by the Agency. • Service Code: The billing rate the Agency applies to the Visit. • Bill Type: Attached to the Service Code, may be Hourly, Visit, or Daily. • Service Hours: Duration of the Visit. • TT/OT Hours: Fields to enter travel or over time. • Billable Hour: The number of hours billed for a Visit. • Billable Units The number of units billed for a Visit. • Bill Rate: The Hourly, Visit, or Daily rate applied to the Visit. • Total: Total amount billed. • Billed: Whether the Visit has been billed or not. • Invoice #: The Invoice number attached to a billed Visit. • Invoice Creation Date: The date the Visit was Invoiced. • Claim Submission Type: This dropdown allows users to change the Claim Submission Type from the Visit Window. Note: This field is locked until the Visit has been processed in an Invoice. • TRN Number: Use this field to enter the TRN number associated with a rejected claim.

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• Place Updated Visit on Hold: Hold the rejected Claim on the Billing Review page. Note: This field is locked until the Visit has been processed in an Invoice. • Manual Hold Reason: The reason the claim is being held on the Billing Review page. • Note: This field is only available once the Place Updated Visit on Hold checkbox has been selected. • E-Billing Batch #: The e-Billing Batch number associated with the claim. • Pay Rate: The pay rate associated with the Visit. • Pay Code: The pay code associated with the Visit. • Service Hours: The number of hours worked by the Caregiver. • Adj. Hours: Entering a value in this field will adjust the billing and payroll hours. • Override Pay Rate: Entering a value into this field will override the Pay Rate connected to the Visit. • Payroll Batch #: The Payroll Batch the Visit was included in. • Include in Mileage: Selecting this checkbox will include a travel stipend with the Visit. • Distance from Last Loc: If a Visit includes a travel stipend, the distance traveled by the Caregiver to attend the Visit will be recorded in this field. • Mileage Rate: The rate associated with a travel stipend. • Mileage Expense Total: The total amount a Caregiver will receive for travel reimbursement. • Expense Payroll Batch #: The payroll batch the Mileage Expense Total, or travel reimbursement, can be found.

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Visit The Visit page allows users to search for Visits and input information without navigating to the Visit Window. This section will cover the search filters found on this page.

The Visit Page • Display: These radio buttons allow users to toggle which Tab from the Visit Window is display in the search. • From Date: The Date the search will begin looking for Visits meeting all enter criteria. • Duration: How far beyond the From Date the search will • Caregiver: Search for Visits worked by a specific Caregiver • Visit Type: Specify whether the results are non-skilled or skilled Visits • Billed: Specify whether the results are billed or not.

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POC The POC page allows users to create unique plans of care for Patients. The following section will review the creation of a POC.

Creating a POC • Task #: The 3-digit ID assigned to every task. When entering Duties over an EVV, this is the number they have to enter. • Duty: The Duty, or the general task being performed. • Minutes: The amount of time a Duty should be performed for. • As Request: If a Duty is marked • Times a Week: Set how many times a week a specific Duty must be performed. • Instruction: Any unique instruction regarding the Duty may be entered in this text field. • Days of Week: Select which days of the week the Duty must be performed.

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Caregiver HX The Caregiver HX page allows users to review Caregivers who have worked with the Patient in the past. Additionally, Caregivers may be blocked from working with a Patient from this page.

Caregiver HX Page Using the [ADD] button, Users can enter a Declined Caregiver. Entering a Caregiver here will block them from being scheduled with the Patient. When adding a Caregiver, the system will ask for the following: • Caregiver Code*: The Caregiver’s unique identification code. • Caregiver Name: The name of the Caregiver, automatically filled in once the Caregiver Code is entered. • Date*: The date the restriction begins. • Reason: A dropdown with values created via the Reference Table. This field may be used to capture the reason a Caregiver was declined. Delete Icon: Use this icon to delete a Declined Caregiver record.

Other This page contains any custom fields created by HHAeXchange exclusively for your Agency. For more information, please contact HHAeXchange Customer Support. Rates Service Codes specific to the Patient may be setup on this page, overriding rates specified by the Contract. For further information, please refer to Rates.

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Supplies The Supplies page is where any supplies used by a Caregiver can be recorded and, if authorized by the Contract, entered for Billing.

Supplies Page To enter supplies, used the [ADD] button and fill out the following fields: • Supply Type*: The type of supply used. Values for this field are created using the Reference Table. • Date*: The date of the Visit the supplies where used. • Quantity*: The amount of the supplies used. • Contract*: The Contract which authorized the Visit/will be billed for the supplies. • Billable: Selecting this checkbox will make the supplies a billable item. Users will have to fill out the following information to create a billing item: o Supply Rate($)*: The cost of a single supply item. o Supply Total($): The Supply Rate($) + the Quantity Note: This field will populate automatically once the Supply Rate($) and Quantity are entered. o Export Code*: Enter the supplies Export Code here. Note: The Supply Rate($) and Export Code are only required if the Billable checkbox is selected. Paper Clip Icon: Click this icon to upload an external document. If a document has already been uploaded, the icon will display in green . Delete Icon: Use this icon to delete the Supply records.

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Financial The Financial page is broken up into six sections: Summary Invoices, Payments, E-Submissions/Batch info, Denials, and AR Notes. Each section is accessible through the corresponding tab directly below the Patient Financials heading.

Financials: Summary Section

Summary Section The Summary section contains three subsections: • Aging: Users are shown invoice totals for all invoices which have not yet been paid by the Contract for this Patient. Totals are organized into columns based upon the number of days which have elapsed since the unpaid invoice was first due. • Billing: The Patient’s received service types are listed, along with the total amounts invoiced to Contracts for services of that type. • Profitability: Users can compare amounts billed to the Contract for services against the amounts paid to Caregivers for performing those services. Agencies are then shown the profitability of that Patient, based on the data.

Invoices Section Users may review Patient invoices in this section. If the invoice has been paid, the line item will not display with a color background. If the invoice has been Partially Paid the line item will display in orange. If the invoice is still open (not paid) the line will display in yellow. Users can click the linked Invoice # to review invoice details, the Visit time to review visit details, or the Pay Amount to view check details.

Payments Section This section allows users to review all payments logged for the Patient’s invoices. Users can click the linked Check/Ref/Note 1 item to view Check details on the Cash Payment page.

E-Submission/Batch Info Section This section allows users to search and view invoices submitted electronically for the Patient. Users can click the linked Visit time to view Visit Details, or click the icon in the “I” column to view batch details for the selected item.

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Denials Section The Denials section allows users to search and review E-Billing Denials for the Patient.

AR Notes Section The AR Notes Section allows users to enter and view Accounts Receivable notes. Vacation If the Patient is going on vacation, the dates may be entered here. Visits cannot be scheduled on the specified vacation days.

Vacation Page

Designated Vacation Days: Patient Calendar Family Portal The Family Portal page allows Agencies to create accounts for family and friends of a Patient, and post messages concerning the Patient’s care and condition. Family and Friends may also send messages through the Family Portal directly to the Agency.

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To create an account for a Family member or friend of the Patient, use the button. Similarly, use the and buttons to create wall posts and send messages respectively.

For further information on the Family Portal, please see the Family Portal Global Management information video. Document Management The Document Management page may be used to upload documents associated with the Patient’s care or condition.

Document Management Page Paper Clip Icon: Click this icon to upload an external document. If a document has already been uploaded, the icon will display in green . Delete Icon: Use this icon to delete a Document.

Note: Value for Document Type are setup via the Reference Table. Info The Info page is used to capture basic information concerning the Patient’s medical history, documentation, orders, and current care.

The Info Page Users may document the following information on this page: • Nursing Visit Due (In Days): The number of days until the next Nursing Visit is required. • MD Order Required: Select this checkbox to indicate an MD Order is required for the Patient. • MD Order Due (In Days): If an MD Order is required, use this field to determine how often a new MD Order is necessary. ______The Enterprise User Guide Page | 40 Version 8 The Patient Module Proprietary & Confidential The Enterprise System

• MD Visit Due (In Days): Use this field to log the frequency of required MD Visits. • Allergies: A free text field used to enter any allergies the Patient may have. • Patient’s HI Claim No: Enter the Patient’s Health Insurance claim number in this field. To complete the following fields, users must click on the corresponding [ADD] buttons and fill out the required fields, marked by an asterisk*. • Advanced Directives: Advanced Directives include documents such as DNRs, Wills, and Power of Attorney. Note: Advanced Directives are added via the Reference Table. • Physicians: Link a Physician to a Patient. Note: When assigning the first Physician to a Patient, it will automatically be marked as Primary. Note: Physicians are entered into the system via the Physician Setup function under the Admin Module. • MD Orders: MD Orders are directives detailing the plan of care, changes to medication, and so forth. • Diagnosis: To enter a Diagnosis, users must look up the ICD code of the disease or ailment. To do this, click on the [ADD] button and select the “?” link next to the ICD* field. This will open a search page which will allow users to match a disease to its ICD code. • Surgical Procedure: To enter a Surgical Procedure, users must look up the ICD code of the surgery performed. To do this, click on the [ADD] button and select the “?” link next to the ICD* field. This will open a search page which will allow users to match a surgery to its ICD code. • Pharmacies: Enter the Pharmacy a Patient uses to pick up prescriptions. Certifications The Certification section is used to create, and review, certification periods for a Patient. MD Orders can only be created, and are only valid during, a certification period. The system will not allow users to create overlapping certification periods.

The Certifications Section To create a new certification period, click on the [Add] button and enter values for the following fields: • Start Date*: The start date for the new certification period. • End Date*: The end date of the certification period. The end date may be entered manually, or by using one of the following radio buttons: o 30/60/90/120/180 Days: Set the End Date for “X” amount of days after the Start Date. Delete Icon: Use this icon to delete a certification record. To edit this information, users may use the Edit or Discontinue as of links. ______The Enterprise User Guide Page | 41 Version 8 The Patient Module Proprietary & Confidential The Enterprise System

Med Profile The Med Profile section is used to document any medications prescribed to a Patient. Any medications entered in this section may be applied to MD or Interim Orders.

Med Profile To document medication, click on the [Add] button and enter values for the following fields: • Status: Select whether the medication is an existing prescription or a new one. • Medication*: Using the “?” link, search for the medication in the HHAeXchange database. • Dose: Select the dosage for the medication. Note: The values in this dropdown correspond to the selected Medication. • Route*: Select the method of delivery for the medication. • Start Date*: The date the Patient begins taking the new medication. • Taught Date: The date the Patient begin administering the medication themselves, if applicable. • Discontinue Order Date: The date the Physician ordered the Patient stop taking the medication. • Ord. Physician*: The Physician who ordered the medication. Note: Use the [Add] button to quickly enter a new Physician into the system. • From*: Select how the dosage will be administered. • Amount: Use this field to enter the quantity of the medication necessary to meet dosage requirements. • Frequency*: Enter how frequently the Patient has to take the medication. • Order Date*: The date the Physician ordered the medication. • Discontinue Date: The date the Patient must stop taking the medication. • Preferred Pharmacy: The pharmacy Patients, or Caregivers, pick up the medication. • Comment: A free text field for any additional comments on the medication. • Include New Medication in the MD Order: Select this checkbox to include a New medication in an MD Order. An additional field will appear allowing users to specify which certification period to add it to. • Create an interim order for the New Medication: Select this checkbox to create a new interim order for the New medication. An additional field will appear allowing users to specify which certification period to add it to. Delete Icon: Use this icon to delete a medication record.

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MD Order The MD Order page is used to review, edit, and document new MD Orders in the system. MD Orders contain standard clinical information concerning the patient as well as service requested by their Physician for the certification period.

MD Orders Page

To enter a new MD Order click on , select the Certification Period, and select . The system will generate a new MD Order:

The MD Order The MD Order is broken up into five tabs, one of which is used to review the order before saving. This section will cover the fields found under each tab.

Demographics The Demographics tab contains fields to capture basic demographic information, as well as information on surgeries and diagnosis’s. • Patient’s HI Claim No: The Patient’s health insurance claim number. • SOC: The Patient’s start of care. • Cert. Period: The selected Certification Period. ______The Enterprise User Guide Page | 43 Version 8 The Patient Module Proprietary & Confidential The Enterprise System

• MR #: The Patient’s Admission ID. • Provider #: The Agency’s/Office’s provider number. • Patient Details: The Patient’s basic demographic information • Provider Detail: The Agency’s/Office’s address. • Date of Birth: The Patient’s date of birth. • Sex: The Patient’s sex. • Primary DX: The Patient’s primary diagnosis. To enter a diagnosis, users must complete the following fields: o ICD*: The ICD code designation of the diagnosis. o Description: A description of the diagnosis. This field is automatically populated once an ICD code is entered. o Date: Date of the diagnosis. o Historical as of: The date the MD Order expires. o Date Type: The date entered in the field above is pegged to either the: ▪ Onset: The Start of the Diagnosis ▪ Exar.: The exasperation date, or the date when hypertension symptoms became more serious. o Source: The source of the diagnosis. • Surgical Procedures: This field is used to capture any surgical procedures the Patient has undergone. To enter a surgical procedure, the following fields must be completed: o ICD Code*: The ICD code designation of the surgery. o Description: A description of the surgery. This field is automatically populated once an ICD code is entered. o Surgery Date: The date of the surgery. • Other Patient Diagnosis: Additional diagnosis may be entered here. Please refer to the Primary DX bullet for more information. • Allergies: A free text field to list any allergies the Patient may have. • Nurse*: The nurse treating the Patient. • Physician*: The doctor handling the Patient’s case. • HHA Date: The date the HHA received a signed plan of care.

Medications This tab is used to enter any medications the Patient is taking. For more information on adding medication, please refer to the Med Profile section.

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Other The Other tab is used to capture miscellaneous information concerning the Patient’s medical status and requirements. • DME and Supplies: This field is used to record any durable medical equipment or supplies used by the Patient or for their treatment. Values for this field are generated using the Reference Table. • Safety Measures: This field is used to record any safety measures which need to be implemented for the Patient. Values for this field are generated using the Reference Table. • Nutritional Requirements: This field is used to record the Patient’s nutritional requirements. Values for this field are generated using the Reference Table. • Functional Limitations: This field is used to record any physical impediments the Patient may have. • Activities Permitted: This field details what activities the Patient is capable of handling/activities that the Caregiver may assist them with. • Mental Status: This field is used to document the Patient’s mental status. • Prognosis: This field is used to record the Patient’s prognosis.

Order/Goal The Order/Goal tab is used to enter the Physicians orders for specific aspects of the Patient’s care. The orders and goals for each skilled discipline are handled under separate sections under this tab, while the Plan of Care for non-skilled disciplines is handled under Aide.

Orders and Goals for skilled disciplines are setup using Reference Table. When creating a new value, users will have to specify which skilled discipline it is for. The value will then appear as a checkbox in the appropriate section.

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Interim Order Interim Orders are adjustments made to a current MD Order. They are used to change the type, frequency, or duration of care.

Interim Order Page To enter an Interim Order, click on the [Add] button and enter values for the following fields: • Cert Period*: Select the certification period, and the corresponding MD Order, that the Interim Order will alter. • Interim Order Date*: The date the Interim Order was created. • Order Type*: Specify whether order was a verbal directive from the Physician or a signed order. • Physician Name*: Select the Physician made the order. • Allergies: This field will list any allergies the Patient has. It is for reference only. • Nurse*: The nurse in charge of the Patient’s care. • Category*: The type of adjustment being made to the MD Order. • Discipline*: The discipline that is receiving the adjustment to care. • Start/Stop Date*: When the interim order will take effect and end. Depending on the Category selected, supplementary fields will appear to capture any additional information required. Documentation The Documentation page is used to search for any documents uploaded to the Info, Certification, Med Profile, MD Orders, and Interim Order pages.

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The Caregiver Module

The Caregiver Module is where Caregivers/Trainees are created and managed. Under this Module, users will find the New Caregiver, Caregiver Search, Trainee, and Web Applicant Review functions. You may also access the Caregiver Profile from this module.

New Caregiver

The New Caregiver function is used to enter new Caregiver’s into the system. Once saved, a profile is created for the Caregiver. The following section will cover the fields found on the New Caregiver page. Required fields are marked by an asterisk (*).

Demographics

Demographics Section • Office*: The Office the Caregiver is working for. Note: A Caregiver may only work for a single Office in the system. If a Caregiver works in multiple Offices, they’ll require a separate profile for each. • First/Middle/Last Name*: The Caregiver’s full name. • Gender*: The Caregiver’s gender. • Initials*: The Caregiver’s initials. This will fill in automatically as their name is entered. • Dependents: Any dependents the Caregiver may have. • DOB*: Date of Birth. • SSN#*: Social Security Number. • Alt. Caregiver Code: A separate, unique, code for the Caregiver. Used for identification purposes only. • Ethnicity: The Caregiver’s ethnicity. • Caregiver Mobile ID: The Caregiver’s ID for the Mobile App. The Caregiver must provide this number once they active the Mobile App on their personal device. • Rehire: Select this field to indicate the Caregiver is being rehired by the Agency. • Mobile ID Type: Select whether the Caregiver may review a Patient’s clinical information or not. • Marital Status: Select the Caregiver’s marital status. • Country of Birth: Enter the Caregiver’s country of birth in this field.

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Employment Info

Employment Info Section • Referral Source: If the Caregiver was referred to the Agency, the source of the Referral can be entered here. Values for this field are set via the Reference Table. • Referral Person: If a specific person referred the Caregiver, their name may be entered in this free text field. • Type*: Select whether this Caregiver is still a prospective applicant, or an employee. • Employee ID: A unique ID field for the Agencies use. • HHA/PCA Registry Number: If the Caregiver is an HHA or PCA, their registry number can be entered here. • Add/Checked Registry Date: The date the Agency checked the registry for the Caregiver’s HHA/PCA number. • Location/Branch: The location/branch of the Office. Values for this field are set via the Reference Table. • Employment Type*: The discipline (skilled or non-skilled) of the Caregiver.

• PCA: Personal Care Assistant • RT: Respiratory Therapist • HHA: Home Health Aide • PA: Physician’s Assistant • RN: Registered Nurse • HCSS: Home and Community Support Services • LPN: Licensed Practicing Nurse • CNA: Certified Nursing Assistant • PT: Physical Therapist • Other (Non-Skilled): Any other • OT: Occupational Therapist discipline of Non-Skilled Caregiver • ST: Speech Therapist not covered in the default options above. • MSW: Social Worker • Other (Skilled): Any other discipline • HSK: Housekeeper of Skilled Caregiver not covered in • NT: Nutritional Therapist the default options above.

• Application Date*: The date the Caregiver applied to the Agency. • Status*: Select whether the Caregiver is an active employee or not.

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• Signed Payroll Agreement: This field is used to capture the date on which the Caregiver signed an acknowledgement on the Agencies internal payroll policies. This field is also available on the Profile page of active Caregivers. • Team: The Caregiver’s team. Values for this field are set via the Reference Table. • Branch: The Branch the Caregiver works in. Values for this field are set via the Reference Table.

Address This section is used to enter the Caregiver’s address. For further information regarding the fields in this section, please refer to: Patient Address

Emergency Contact Information This section is used to enter emergency contact information for the Caregiver. For further information regarding the fields in this section, please refer to: Patient Emergency Contact Information

Caregiver Preferences This section is used to select the Caregiver’s preferences in terms of the Patients they work with. For more information regarding the fields in this section, please refer to: Patient Preferences

Notification Preferences

Notification Preferences Notes • Preferred Contact Method: Select the Caregiver’s preferred method of communication with this dropdown. • Email: The Caregiver’s email • Mobile/Text Message: The Caregiver’s mobile number. • Voice Message: The Caregiver’s voicemail number. Note: The number or email entered in this section is what the Agency will use to contact the Caregiver.

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Caregiver Search

Caregiver Search Page The Caregiver Search function allows users to run a search for all Caregiver’s in the system. There are several fields available on the page which act as filters for the search. For further information these fields, please refer to: Caregiver Demographics and Employment Info

Trainee

The Trainee function allows Agencies to track the progress of perspective Caregivers, and quickly convert their information into a Caregiver Profile if they are hired. New Trainee The following section will cover the fields found on the New Trainee page. Required fields are marked by an asterisk (*).

Demographics This section is used to enter the Trainee’s demographic information. For further information regarding the fields in this section, please refer to: Caregiver Demographics

Employment Info This section is used to enter the Trainee’s employment info. For further information regarding the fields in this section, please refer to: Caregiver Employment Info

Address This section is used to enter the Caregiver’s address. For further information regarding the fields in this section, please refer to: Patient Address

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Enrollment Information

Enrollment Information Section • Program enrolled in: The type of program the Caregiver is enrolled in. Values in this field are hardcoded. • Class Start/ Completion Date: The dates the program started and ended. • Entran. Examination: Enter whether the Trainee passed their entrance exam. • PCA Certificate: Enter whether the Trainee has a PCA Certificate. If Yes, the following four fields will unlock: o Completion Date: Date the Trainee completed their certificate. o Verification Date: Date the Agency verified completion of the certificate. o PCA School: The PCA School the Trainee attended. o Verified: Whether or not the information from the previous three fields has been verified. • High School Diploma: Use the radio button to select whether the Trainee has received a high school diploma. • Program Enrolled In: Use the checkboxes to select whether the Trainee is enrolled in the training school full time or part time. • Training School: Select which Training School the Trainee is attending. • Tuition Sponsorship: Select whether the Trainee received sponsorship for training. • ATB Test: Use the radio buttons to select whether the Trainee has completed the ATB Test. • Sup. Practical Training: Date the trainee received supplemental training. • Job Placement: Select whether this Trainee applied to the Agency through a job placement agency. • Training Site: The city, town, or neighborhood the Trainee was trained. • PCA/HHA Final Grade: The Trainee’s final grade in PCA or HHA Training School. • Average: The Trainee’s average in PCA School. • Certification Awarded: Use this field to record the Trainee’s certifications.

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• Certified HCR: Select this checkbox if the Trainee is HCR certified. • Certification Date: The date the Trainee became HCR certified. • Certificate Printed: Enter the date the Agency printed a copy of the HCR certificate. • Signed by RN: Select this checkbox if the HCR certification was signed by an RN. • HCR Certificate Received: Enter the date the Agency received a copy of the HCR Certificate.

I-9 Document

I-9 Document Section • I-9 Document: Select the type of identification used for the I-9 Document. • I-9 Exp.: Select the I-9’s expiration date. • I-9 Verified: Use this checkbox to verify the I-9 in the system.

Trainee Search

Trainee Search Page The following fields are filters found on the Trainee Search page. • First/Last Name: The Trainee’s full name. • Office: The Office the Trainee applied too. • Vender: The Agency the Trainee applied too.

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Web Applicant Review

The Web Applicant Review function allows users to review any applicants who have applied to the Agency, or the specific Office, using the URL found on the Office Setup page.

Web Applicant Review Page The filtering fields found on this page include: • First/Last Name: The applicants full name. • Office(s): The Office the applicant applied too. Note: A user may only select Offices they are assigned too. • Status: The status of the applicant, which may be Pending or Approved. • SSN: The applicant’s Social Security Number. • Phone Number: The applicant’s phone number. • Discipline: The discipline the applicant filled out on the application. • Language: The primary language of the applicant. • Application Date To/From: A date range used to search for multiple applicants in a certain time period. Note: A search may be conducted without entering a value for any of the fields on this page.

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The Caregiver Profile

The Caregiver Profile allows users to manage Caregiver information and scheduling once they have been entered into the system, either through the New Caregiver function or as converted Trainee.

The following section will discuss the content and functions found on the Index of the Caregiver Profile (pictured to the right). Each item, or Link, on the Index leads to a new page or piece of functionality on the Caregiver Profile.

Profile The Profile page contains basic information on the Caregiver, typically entered when creating a New Caregiver or New Trainee.

Caregiver Profile For further information regarding the fields in this section, please refer to Caregiver: Demographics, Employment Info, Address, Emergency Contact Information, and Notification Preferences

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Compliance The Compliance page is used to enter and review information pertaining to the Caregiver’s compliance status. The following section will review the fields found on this page. Required fields are marked by an asterisk (*).

Compliance Part 1 of 2

Compliance Detail • Contract: This column lists all of the Contract’s a Caregiver must be compliant with in order to work with the Patient’s they’re assigned to. Note: Depending on the Contract, a Caregiver may still be able to work with Patient’s even if they are not compliant. • Compliance Status: This column lists whether the Caregiver is compliant for a given Contract. • Compliance Rules: This column contains a link which opens the compliance rules for the related Contract. • Compliance Check: This column contains links for the Compliance Check function. Clicking on the link will prompt the system to review available Caregiver information to determine whether they are complaint for the specific Contract. The Recalculate link performs the same function.

Employment Authorization • Hire Date: The date the Caregiver was hired. • I-9 Document: Select the type of identification used for the I-9 Document. • I-9 Exp.: Select the I-9’s expiration date. • I-9 Verified: Use this checkbox to verify the I-9 in the system. • I-9 Comments: A free text field for any additional information pertain to the Caregiver’s I-9. • Reference 1/2: The name of the person who referred the Caregiver, if applicable. • Degree: The Caregiver’s highest/most relevant degree.

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• Criminal Background: The following fields are used to track the Caregiver’s criminal background check: o Sent Out: The date the Caregiver’s criminal background check was submitted. o Result: The results of the criminal background check. o Received On: The date the results were received. o Secondary/Third Submission date: A criminal background check can be tracked three separate times in the system. • Last employment agency: The last Agency the Caregiver was employed. • Date From/To: The dates of the Caregiver’s previous employment.

Other Requirements • Professional License Number: The professional license number for skilled discipline Caregivers. • Date Verified: The date the professional license was verified • Professional Registration Exp. Date: The date the professional license expires. • Automobile Ins. Exp. Date: The date a Caregiver’s auto insurance expires. • No Car: Select this checkbox if the Caregiver does not have a vehicle. • Malpractice Ins. Exp. Date: The date a Caregiver’s malpractice insurance expires. • PICC Cert. Date Verified: The date the Caregiver’s PICC Certification was verified. • CPR Cert. Expires On: The date the Caregiver’s CPR certification expires. • NPI Number: The Caregiver’s National Provider Identifier number

Compliance Part 2 of 2

Training School Details • Name of Training School*: The name of the Training School the Caregiver attended. • Certification Date*: The date the Caregiver became certified in their discipline. • Instructor: The Caregiver’s instructor at the Training School. • Verified: Verification of the Caregiver’s completion of training.

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• Verification Date*: The date of the verification. • On File: This field records whether the Caregiver’s Certification is on file. • Default: The Caregiver’s default certificate.

Medical This section is used to track the Caregiver’s medicals for compliance purposes. For more information on the fields in this section, please refer to: New Medicals

Evaluations/Other Compliance • Code*: The type of evaluation being recorded. Values in this dropdown are hard coded into the system. • Completion Date: The date the evaluation was completed. • Expiration Date: The date the evaluation expires. • Note: Any notes concerning the evaluation may be entered in the free text field. • Score: The Caregiver’s score for the evaluation.

Compliance Verifications This section will record any compliance checks run by the Agency. Calendar The Caregiver’s Calendar is used for scheduling purposes. It may be used to schedule new Visits, or review Visits that the Caregiver was assigned to from the Patient’s Calendar.

The Caregiver’s Calendar The Caregiver’s Calendar is nearly identical to the Patients, with the exception that scheduled Visits will not appear in Pink or Green due to authorizations. For more information on the Caregiver’s Calendar, such as scheduling Visits and the Icons found on the page, please refer to: the Patient Calendar and Scheduling Visits

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Visits The Visit page allows users to search for Visits and input information without navigating to the Visit Window. For more information, please refer to: Visit Page In Service This page is used to review existing, or create new, In-Services the Caregiver has been assigned to.

In-Service For more information on the fields found on this page, and when adding a new In-Service, please refer to: In-Service Rates This page is used to set specific Rates, and Mileage Expenses, for the Caregiver.

Rates For more information on the fields found on this page, and when setting a new Rate or Mileage Expense, please refer to: Rates and Mileage Expense Notes The Notes page may be used to capture information on Patient care, record documentation pertaining to the Caregiver, or other pertinent data.

Notes To create a Note, users must complete the following fields: • Subject: The subject of the note. Values for this field are created via the Reference Table. • Note*: A free text field for the note. A character counter is available in the right beside the text field.

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• Patient: If the note pertains to a Patient under the Caregiver’s care, their name may be entered here. The “?” may be used to conduct a Patient search. • Reason: A reason for the note may be to the note using this dropdown. • Scanned Note: If the Agency has a physical note they wish to upload, they may do so using this field. • Message to caregiver: Based on the Caregiver’s communication preference, or the communication information in the system, a note may be sent to Caregiver’s via: o Mobile/Text o Email o Voice Message Preferences The Preferences page is used to help Agencies pair compatible Caregivers and Patients. Certain preferences may also be used as filters when users perform an Availability search. For more information on Preferences, please refer to: Patient Preferences and Availability Absence/Restriction The Absence/Restriction page is used to record Caregiver Absences, track personal time off (PTO) accrual, and restrictions placed on them by certain Contracts, barring the Caregiver from working with Patients under said Contract.

Absence/Restriction

Absence To create a new Absence, click on the [Add] button and complete the following fields on the Caregiver Absence window: • Absence Type*: Select the type of absence. Values for this field are created using the Reference Table. • Benefit Time: If the absence qualifies for Benefit Time, select this checkbox. • Start/End Date: The duration of the absence. • Duration: A secondary duration field, used to capture hours instead of a date range. • Contract: If applicable, select the Contract authorizing the Visit the Caregiver is missing. • Pay Rate: Select a Pay Rate for the absence. • Notes: Any notes or comments pertaining the absence may be entered in this free text field.

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• Updated selected visit(s) to “TEMP”: If the date of the absence falls on a scheduled Visit, the system will update the Caregiver field of the Visit to the “TEMP” value. To designate an Absence as PTO, complete the following fields on the Caregiver Absence window: • Apply Absence Hours to Caregiver’s Payroll: Select this checkbox to designate the absence as PTO. • Paid Time Off Amount: Select how many hours and/or minutes of PTO will be applied. • Pay Rate: Select a Pay Code for the PTO. • Contract: If the PTO is associated with a specific Contract, you may select it using this dropdown. • PTO Approved: Select this checkbox to approve the PTO. Please note that this is a permission controlled field. • Note: Use this free text field to attach a note to the PTO.

Paid Time Off Accruals The Paid Time Off Accruals section takes information sent to HHAeXchange by your payroll provider and displays a record of it in the system. Information in this section includes: • Accrual Type: Values for these fields are generated using the Reference Table Management tool. The Reference Table item “Caregiver PTO Accrual Type” designates different types of PTO. Note: Upon activation of this feature, HHAeXchange will work with your Agency and Payroll provider to setup these values. • Accrued PTO Hours: The amount of PTO hours the Caregiver has for each Accrual Type based on the imported payroll information. • Date of Last PTO Import: The date of the last data import from your Agency’s payroll provider. • Pending PTO Hours: The number of PTO hours that have been entered, but not yet included in payroll. • Available PTO Hours: The number of available PTO hours. Disclaimer: The Paid Time Off Accruals function, or PTO function, is not an internal accrual tracking process. This function works by taking 3rd party accrual information (sent by your Agency’s payroll provider) and tracking/applying it to the payroll function in the system. HHAeXchange is not responsible for the accuracy of payroll data which originates from the 3rd party payroll provider.

Restrictions To create a new Restriction, click on the [New] button and complete the following fields: • Contract*: The Contract placing the restriction on the Caregiver. The Caregiver cannot be scheduled to any Visit authorized by the Contract for the duration of the restriction. • Reason*: The reason the Contract is placing the restriction. Values for this field are created using the Reference Table. • Restriction Start/End Date*: The duration of the restriction. Note: Only the Restriction Start Date is required. ______The Enterprise User Guide Page | 60 Version 8 The Caregiver Module Proprietary & Confidential The Enterprise System

Availability The Availability page is used to set a Caregiver’s scheduling preferences. Once set, these preferences will be utilized by the Availability search function.

Caregiver Availability

Permanent Week Availability/Special Availability To set a Caregiver’s Permanent Week Availability/Special Availability, click on [Add] and complete the following fields: • Preferred/Might Work: These checkboxes are used as filters for the Availability search. Selecting one generate the following checkboxes: o From: Select this checkbox to enter the hours the Caregiver may work. o Live-In: Select this checkbox if the Caregiver will work a Live-In shift. • Date From/To*: When setting up a Caregiver’s Special Availability, users define a date range.

Max Visits Using the links under each day of the week, enter the max number of separate Visits a Caregiver will work in a single day, regardless of the Visit’s duration.

Payroll Info The Payroll Info page is used to capture information pertaining to a Caregiver payroll. This may include information such as Direct Deposit, Union Dues, or Medical Deduction Code. Information from this page may be exported so the proper deductions and taxes are applied when payroll is run. For information on exporting information from this page, please contact HHAeXchange Technical Support.

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Expenses The Expenses page allows users to track any expenses a Caregiver may have when tending to Patients.

Expenses To create a new Expense, click on and complete the following fields: • Expense Type*: The type of expense. Values for this field are created using the Reference Table. • Date*: The date of the expense. • Quantity*: The quantity of the expense • Billable: Selecting this checkbox means the expense may be billed to a Contract. To create a Billable expense, complete the following fields: o Patient*: The Patient the Caregiver was tending to when the expense occurred. o Contract*: The Contract being billed for the expense. o Bill Rate*: The billing rate for the expense. o Billing Total: The billing total, calculated by multiplying the Bill Rate by the specified Quantity. o Bill Export Code: This field may be used to attach a code to the billing expense. • Payable: Selecting this checkbox means the Caregiver will be reimbursed for the expense by the Agency. To create a Payable expense, complete the following fields: o Pay Rate*: The pay rate for the expense. o Pay Total: The total amount paid for the expense, calculated by multiplying the Pay Rate by the specified Quantity. o Pay Export Code: This field may be used to attach a code to the payroll expense. • Description: A free text field which may be used to capture a description of the expense.

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Pay Check This page may be used to review all of the Caregiver’s pay checks. Users may choose to view this information using the Batch View or Register View.

Register View To search for Pay Check’s using the Register View, a date range must be specified. Additionally, a Patient may be entered so users can review all Pay Checks associated with that specific Patient. In this view, each individual Visit included in the Pay Check will be listed as a line item.

Register View Search results for the Register View will display the following fields: • Visit Date: Date of the Visit. • Scheduled Time: The scheduled time of the Visit. • Patient Admission ID: The Patient’s admission ID. • Patient Name: The name of the Patient • Reg Hrs.: The number of hours the Caregiver actually worked. • Amount: The amount the Caregiver was paid for the Visit at their regular rate. • OT Hours: Overtime hours accrued from the Visit. • OT Amount: The amount the Caregiver was paid for the Visit at an overtime rate. • Hol. Hrs: The number of hours a Caregiver was paid for a Holiday. • Hol. Amount: The total amount received for the Holiday. • Total: The total of amount of the Regular, Overtime, and Holiday hours. • Payroll Batch: The Payroll batch the Visit was included in. • Payroll Batch Date: The date the Payroll batch the Visit was included in was generated.

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Batch View To search for Pay Checks using the Batch View, users must either enter a Batch Number or a Week Date.

Batch View The Batch View displays all the same fields as the Register View, with the exception of the Pay Code associated with the Pay Check. For further information on the fields found on the Batch View search results, please refer to: Register View Patient Hx The Patient Hx page maintains a basic record of the Caregiver’s Visits.

Patient Hx Fields on this page include: • Admission ID: The Patient’s admission ID. • Patient Name: The Patient’s name. • Total Shifts: The total amount of Visits the Caregiver has worked with the Patient. • Date From/To: The date range of the first Visit to the most recent. Others The Others page houses any custom fields the Agency requested for their system. For more information concerning the Others page and custom fields, please contact HHAeXchange Customer Support.

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Document Management The Document Management page allows users to search for any uploaded documentation on the Caregiver Profile.

Document Management To perform a search, users may enter values for the following fields: • From/To Date: Use these fields to specify a date range for the search results. • Document Type: Select a document type from this dropdown. When a search is completed, the results will display: • Description: A description detailing where the document was uploaded, and when. • Document Type: The type of document that was uploaded • Document Date: The day and time the document was uploaded. • Created By: The system user who created or uploaded the document.

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The Visit Module

The Visit Module is used to manage both upcoming and past Visit information, as well as associated EVV confirmations. It contains the Call Dashboard (an Exception page) and Visit Search functions. The Call Dashboard

The Call Dashboard is an Exception page that captures Visits lacking, or with a partial, EVV confirmation. Visits found on the Call Dashboard may not be processed for billing. Users may sort through these Visits and adjust information to confirm them within the system.

The Call Dashboard The Call Dashboard function is composed of several smaller modules: Call Maintenance: This module contains Caregiver Time and Attendance calls which could not be automatically matched to a scheduled Visit. Missed In: This module logs any missed Time and Attendance calls at the scheduled start time of a Visit. Missed Out: This module logs any missed Time and Attendance calls at the scheduled end time of a Visit. Missed Call: If a Caregiver fails to place a Time and Attendance call at both the scheduled start and end time of a Visit, it is logged in this module. Visit Log: A log of all scheduled Visits, complete with call times and entered duties. Call Log: A detailed log of individual calls. This information provides users a breakdown of the actual call, including precise time of the call and selections made by the Caregiver. Rejected Calls: Rejected calls from the other modules in the Call Dashboard are stored under this section, and may be reviewed at any time. Using the information icon, , found in the rightmost column of each rejected call item, you may reverse the rejection to send the call back to Call Maintenance. To sort through the results in each of these modules, users can enter values for the following fields: Note: This is an inclusive list of the fields found throughout all the Call Dashboard modules. • Office(s): Select an Office(s) to view any Visits schedule by the Office that require maintenance. • Assignment ID: Search for a specific assignment ID. • Contract: Select a specific Contract, or all of the Contracts handled by the Office/Agency, that authorized Visits which require maintenance.

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• Status: Select the status of the Visit for the search. Status refers to the reason the Visit has been sorted to the Call Dashboard, e.g., FOB Confirmation Issues or GPS Confirmation Issues. • From/To Date: Select a date range for the search. • Caregiver First/Last Name: The Caregiver’s full name. • Patient First/Last Name: The Patient’s full name. • Patient Team: Search for a specific Patient team. • Patient Location: Search for Patients in a specific location. • Caregiver Team: Search for a specific Caregiver Team, • Caregiver Location: Search for Caregivers in a specific location. • Coordinator: Search for a specific Coordinator’s cases. • Caregiver Code: Search for a specific Caregiver’s code. • Admission ID: Search for a specific Patient’s Admission ID. • Patient/Caregiver Branch: Search for a specific branch. • Discipline: The type of service provided by a Caregiver, may be skilled or non-skilled. • Schedule Type: The type of Visit being searched for. • Skill Type: Sort search results by skilled or non-skilled disciplines. • Timesheet: Select whether the Visit required a Timesheet, or has an unapproved/approved timesheet.

Automatic Creation of Schedule The Automatic Creation of Schedule function is used to create Visits from EVVs, with a status of No Schedule on Calendar, caught on the Call Dashboard.

Automatic Creation of Schedules The following filter fields may be used to sort search results: • Run From/To: • Office(s): Search for EVVs • Admission ID: Search for a specific Admission ID. • Caregiver Code: Search for a specific Caregiver Code. • Discipline: Search for EVVs sent by specific disciplines. • Patient/Caregiver Team: Search for EVVs associated with a specific Patient or Caregiver team. • Coordinator: Search for EVVs placed for Patient Visits managed by a specific Coordinator.

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• Patient/Caregiver Location: Search for EVVs placed based on the Patient and/or Caregiver location. • Contract: Search for EVVs associated with Visits authorized by a specific Contract. • Patient/Caregiver Branch: Search for EVVs placed based on the Patient and/or Caregiver location. Visit Search

The Visit Search function allows users to view, edit, and delete any Visit scheduled for their Office/Agency.

Visit Search Page The following fields may be used to filter the search results: • From/To Date: Select a date range for the search. • Patient First/Last Name: The Patient’s full name. • Coordinator: Search for a specific Coordinator’s cases. • Caregiver First/Last Name: The Caregiver’s full name. • Billed: Search for Visits that have already been billed. • Patient Team: Search for a specific Patient team. • Caregiver Location: Search for Caregivers in a specific location. • Paid: Search for Visits already included in a Payroll batch. • Office(s): Select an Office(s) to view any Visits schedule by the Office. • Admission ID: Search for a specific Patient’s Admission ID. • Patient Location: Search for Patients in a specific location. • Caregiver Code: Search for a specific Caregiver’s code. • Caregiver/Patient Branch: Search for a specific branch. • Search Open Schedules: • Discipline: The type of service provided by a Caregiver, may be skilled or non-skilled.

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• Contract: Select a specific Contract, or all of the Contracts handled by the Office/Agency, that authorized Visits. • Assignment ID: Search for a specific assignment ID. • Timesheet: Select whether the Visit required a Timesheet, or has an unapproved/approved timesheet. Edit Icon: Select this icon to edit Visit information. Delete Icon: Select this icon to delete Visit. Search Icon: Select this icon to fill a shift using the Smart Map or Availability search functions. Email Search

The Email Search function allows users to review any correspondence between the Agency/Office and Payers.

Email Search To filter search results, users can enter values in the following fields: • From/To Date: Select a date range for the search. • Subject: A free text field used to enter keywords for the search.

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Appointments

The Appointments function is a robust scheduling and confirmation tool which provides an alternative means of reviewing, editing, confirming, and scheduling new Visits. This page displays Visits in a grid, with either Patients or Caregivers (depending on the selected View By value) on the Y axis, and the Visit dates on the X axis. The grid extends seven days based off the selected From Date (If the selected From Date is 9/1, the grid will end on 9/7).

To run a search on this page, users must specify a View By value, an Office, and a From Date. Please note that the selected View By value will affect the available filter fields.

Required Search Fields Patient View The Patient View will categorize Visits based on the Patient receiving service. Similar to the Patient Calendar, the system will highlight Visits in Green or Pink depending on whether they follow the Authorization rules or not, respectively. If there is no Authorization, the Visit will display in white.

Patient Search Results Caregiver View The Caregiver View categorizes Visits based on the Caregiver providing service. Like the Caregiver Calendar, the system does not highlight Visits in Green or Pink based on Authorization information. The Caregiver View also displays any Absences, and will show when a Caregiver surpasses 40 hours in a given payroll week by highlighting the “threshold” Visit in Yellow.

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The Action Module

Unlike the other modules, the Action module contains functions that operate independently of each other. For example, the Availability function is used for scheduling Caregivers to open Visits, while the Collection function is used to maintain a record of incomplete invoice payments. The other functions found under this module include: In Service, Payroll, Confirm Visits, Conexus, Confirm Timesheet, Edit Services, Conflict Report, Broadcast Message, Exclusion List, and Overtime Dashboard. Availability

The Availability function allows users to search for Caregiver’s to cover Visits at specific times and requirements. The following section will describe fields of interest found on the Availability page.

The Availability Page • Fill a Specific Shift: Select this value to search for Caregivers to fill a specific shift. When selected, the system will prompt you to enter values for the following fields: o Patient*: Select the Patient with an open Visit. Once selected, the Date and Shift fields will unlock. o Date*: The date of the open Visit. o Shift*: The specific Visit. If the Patient has more than one Visit on the specified date, the dropdown will contain additional values. • Search Caregiver Availability: Select this value to run a search for Caregiver based on their provided Availability. • Available to Work: Use these fields to enter a time range for the day, or days, of the week you would like the search to include. Alternatively, users can flag the Live-In checkbox for a specific day(s) to search for Caregivers who have specified they will work Live-in Visits on the selected day(s). • Search by Caregiver […] Availability: Caregivers may choose to set their Availability as All, Preferred, or Might Work. Use this field to select one of these values. • Miles/From Zip Code: These fields may be used to search for Caregivers within a certain distance of the Visit. • Select Caregiver Requirements for Scheduling: If Caregiver/Patient Preferences have been entered via the Reference Table, the values will appear in this field.

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In Service

The In Service function allows Agencies to schedule classes for Caregivers. The following section will describe the fields used when creating a new In Service

In Service Page • Date*: The date of the In Service. • Office*: The Office scheduling the In Service. • Class Time*: The start and end time of the In Service. • Max Attendees: If there is limited classroom space, users can enter a number here to restrict more attendees than the class may accommodate. • Location: The location of the In Service. • Topic*: The topic of the In Service. Values for this field are set via the Reference Table. • Description: A description of the Topic, or any other relevant information, may be entered here. • Instructor: The person teaching the In Service. Values for this field are set via the Reference Table. • Discipline*: Select the Discipline of the Caregivers who are to attend the In Service. A second Discipline field is available if more than one Discipline is required to attend. • Pay Code*: If Caregivers receive payment for attending an In Service, the Pay Code may be entered in this field. If a second Pay Code is required because more than one Discipline is attending the In Service, there is a second field to accommodate. • Attendees: The Caregivers attending the In Service.

• : Click the Send ConeXus Message button to open ConeXus and send a message to the Caregivers scheduled for the In Service.

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Payroll

The Payroll function allows users to process and search for Payrolls. This section will discuss the fields required to run a new and search for Payrolls. New Payroll Selecting New Payroll will open a popup with the following fields: • Payroll Configuration: Select the appropriate payroll configuration, setup under Admin > Payroll Setup, from the dropdown. • Payroll Week: Select a date for the system to process payroll. The system will look at all billed invoices between the date selected and the last date payroll was run. Note: Users must select the specified Payroll week-Ending Day for the Payroll Week field.

Generate new Payroll Search by Batch Selecting Search by Batch allows users to search for Payroll batches. Users may utilize the following fields to filer the search results: • Payroll Configuration: Select the appropriate payroll configuration, setup under Admin > Payroll Setup, from the dropdown. • Batch Number: The number attached to the Payroll batch, • Created Date: Search for a payroll batched based on when it was generated. • Current Week End Date: The specified day of the week that Payroll is processed. This is configured on the Payroll Setup page. • Visit From/Visit To: Search for payroll batches dating back/to a specific date.

Payroll Search by Batch

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Search by Caregiver Selecting Search by Caregiver allows users to search for Payrolls paid to a certain Caregiver. Users may use the following fields to filer the search results: • Batch Number: The number attached to the Payroll batch, • Payroll Configuration: Select the appropriate payroll configuration, setup under Admin > Payroll Setup, from the dropdown. • Payroll Date: The specified day of the week that Payroll is processed. This is configured on the Payroll Setup page. • Caregiver Code: The code automatically assigned to each Caregiver.

Payroll Search by Caregiver

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Conexus

Conexus serves as HHAeXchange’s communication hub. Agencies can use this function to send mass broadcast of potent information to all of their Caregivers. For a complete breakdown of function, please refer to the Conexus User’s Guide. Confirm Visits

The Confirm Visits function allows users to confirm, and edit, Visits in bulk. To search for unconfirmed Visits, click on the [Go] button. To filter the results, users may enter values in the following fields: • From/To Date*: Enter a date range for the search. • Offices: Select an Office(s) to search. Note: Users may only search Offices they have access too. Meaning, if an Agency has three Offices, and a user is only assigned to two, they’ll only be able to access unconfirmed Visits from two. • Discipline: Select the discipline of the Caregiver. • Admission ID: Select the Admission ID of the Patient. Use the “?” to the right of the field to perform a Patient search. • Contract: Select a Contract. • Patient First/Last Name: Enter a specific first and/or last name. • Visit Status: Select the status of the Visits. • Caregiver Code: Enter a Caregiver Code. • Caregiver First/Last Name: Enter a specific first and/or last name. • Display: Select how the search results will display.

Schedule Display

Schedule Display Selecting the value Schedule for the Display field will produce the following results: • Date: The date of the Visit • Discipline: The discipline of the Caregiver assigned to the Visit. • Caregiver: The Caregiver assigned to the Visit. ______The Enterprise User Guide Page | 75 Version 8 The Action Module Proprietary & Confidential The Enterprise System

• Office: The Office that scheduled the Visit. • Pay Rate: The Pay Rate for the Visit • Schedule Time: The scheduled start and end times for the Visit. • Sch. Duration: The scheduled duration of the Visit. • Bill to: The Contract being billed for the Visit. • Pri. Service Code: The service code for the Visit. • Billed: Whether or not the Visit was scheduled. • Visit Type: The type of Visit.

Visit Display and Visits Pending Timesheets

Visit Display Selecting the value Visit for the Display field will produce the following results: • Date: Date of the Visit. • Admission ID: Admission ID of the scheduled Patient • Patient Name: Name of the scheduled Patient. • Office: The Office that scheduled the Visit. • Discipline: The discipline of the Caregiver assigned to the Visit. • Caregiver Code: The code of the scheduled Visit. • Contract: The Contract associated with the Visit. • Sch. Time: The scheduled start and end times for the Visit. • Visit Time: The actual start and end times for the Visit. • Visit Duration: The actual duration of the Visit. • TT: The Caregiver’s Travel Time. • Timesheet Approved: A checkbox, which, if selected, will approve the Timesheet associated with the Visit. Note: The Timesheet Approved checkbox only appears when the Display value is set to Visits Pending Timesheets.

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Smart Map Beta

The Smart Map function is another scheduling tool available to users. The function is powered by Google Maps, and may be used to search for available Caregivers based on location.

The Smart Map Beta Function The Smart Map may be utilized in three ways: Fill a Shift The first tab, Fill a Shift, may be used to search for Caregiver’s for a specific Visit. To perform this function, users must complete the following fields: • Office*: The Office scheduling the Visit. Note: The Office must be selected before the rest of the fields on the page unlock. • Patient Name*: The Patient’s full name or Admission ID • Date*: Date of the Visit Note: Clicking on the Calendar Icon to the right of this field will produce a miniature calendar. Days with scheduled Visits will appear in blue. • Shift*: Select the shift on the designated day that needs to be filled. • Search by Caregiver […] Availability: Select which Caregiver Availability, Preferred or Might Work, the system should use for the search. • Language: The language the Caregiver speaks. • Discipline: The required Discipline for the shift. • Team: The Caregiver team. • Branch: The branch the Caregiver works for. • Gender: The gender of the Caregiver. • County/Borough: The County/Borough the Caregiver lives in.

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• Status: The status of the Caregiver. • Miles: The maximum distance the Caregiver may be from the address of the Visit. This distance may be based on: o The Caregiver’s Zip Code o The Patient Address General Availability General Availability searches may be performed for either Patients or Caregivers. This section will cover the fields used to conduct each of these searches.

Patient Search • Office: The Office scheduling the Visit. Note: The Office must be selected before the rest of the fields on the page unlock. • Patient Name: The Patient’s full name or Admission ID. The “?” to the right of the field can be used to conduct a Patient search. • Coordinator: Use this field to search for Patients cases handled by a specific Coordinator. • Contract: The Contract associated with the Visit. • Status: The status of the Patient. • Language: The language the Patient speaks. • Service Req.: The type of service the Patient requires. • Priority Code: The Patient’s priority code. • Patient Schedule: Search Patient schedules based on: o Basic: Select this option to direct the system to search Master Weeks or Patient Calendars. o Advanced: Follow the provided link for information on the Advanced search: Availability Search • Search For: Use this field to determine what type of Visits the system will include in the search results. • Date Range: Use this field search either a specific day of the week, a work week (Monday- Friday) or a full week (Monday-Sunday). • Time From/To: The start and end time for the Visit.

Caregiver Search • Office: The Office scheduling the Visit. Note: The Office must be selected before the rest of the fields on the page unlock. • Caregiver Name: The Caregiver’s full name or Caregiver Code. The “?” to the right of the field can be used to conduct a Caregiver search. • Status: The status of the Caregiver. • Type: The type of Caregiver (Applicant vs Employee) ______The Enterprise User Guide Page | 78 Version 8 The Action Module Proprietary & Confidential The Enterprise System

• Gender: The Caregiver’s gender. • Language: The language required for the Visit. • Discipline: The discipline of the Caregiver. • Availability/Schedule: Search schedules based on: o Basic: Select this option to direct the system to search Master Weeks or Patient Calendars. o Advanced: Follow the provided link for information on the Advanced search: Availability Search • Search For: Specify whether the search results should display availability or scheduled results. • Date Range: Use this field search either a specific day of the week, a work week (Monday- Friday) or a full week (Monday-Sunday). • Time From/To: The start and end time for the Visit. Directions This tab allows users to look up directions from the designated start location for the Caregiver to the Visit address. Fields include: • From Address: The starting location. • To Address: The location of the Visit. • City/County: The city or county. • State: The state. • Zip Code: The Zip Codes. • Trans. Mode: The method of transportation used by the Caregiver. • Dept. Time: The day and time the Caregiver will depart for the Visit.

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Order Tracking

The Order Tracking page is used to review MD / Interim Orders for a specific Office. Using the available filter fields (discussed below) Agencies can easily sort through all order records. Agencies may also print or fax orders from this page using the and buttons, respectively.

The Order Tracking Page The following fields may be used to filter search results on the Order Tracking page: • Doc Type: Select the document type (MD Order or Interim Order) to search for. • Admission ID: Search for orders associated with a specific Patient. Click the “?” to the right of this field to perform a Patient search. • Certification From / To Date: Use these fields to specify a date range, based on the order Certification date, for the search. • Interim Order From / To Date: Use these fields to specify a date range, based on the date the interim order was effective, for the search. • Patient Status: Search for orders associated with Patients with a specific status. • Status: Search for orders with a specific status. • Interim Order Category: Search for Interim orders of a specific category. • Nurse: Search for orders based on the Nurse associated with it. • Fax Status: Search for orders based on the fax status. • Physician: Search for orders associated with a specific Physician. Click the “?” to the right of this field to perform a Physician search. • Coordinator: Search for orders based on the Coordinator associated with the Patient’s case.

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Confirm Timesheet

The Confirm Timesheet function allows users to edit Visit information and approve Timesheets for specific Patients.

Confirm Timesheet To search for Visits, the following fields must be completed: • Office(s)*: The Office scheduling the Visit. • Caregiver Name/Code*: The Caregiver’s full name, Code, Assignment ID, and Social Security Number. Note: All of the Caregiver’s information listed above must be entered to perform a search. Entering the Caregiver’s Last Name will automatically populate the field with the rest of the Caregiver’s information. • Week-Ending Date*: Select a Week-Ending date (results will only display 1 weeks’ worth of Visits at a time. • Patient: Enter a specific Patient to search for. Once a search has been completed, users can review, and edit, information from any Visits listed. The fields displayed in the search results are as follows: • Schedule/Temp: The scheduled start and end time for the Visit. • Call In/Out: The times the Caregiver placed an EVV call in/out for the Visit. • POC Compliance: This field will read either Not Compliant or Compliant depending on whether the Caregiver entered the required duties for the Visit, or a user manually updated them. This field is for review purposes only. • Override/Conf: This field may be used to override an enter IVR time. If no IVR information is available, users may use these fields to confirm the Visit time. Selecting the available checkbox will populate the fields with the scheduled start and end times of the Visit. • TT/OT: This field is used to review, or enter any travel or overtime associated with the Visit. ______The Enterprise User Guide Page | 81 Version 8 The Action Module Proprietary & Confidential The Enterprise System

• TS Req/App: This field may be used to review, or to log, approved Timesheets for a Visit. It will also display whether a Timesheet is required for the specific Visit. • Pri./Sec. Svc. Code: The Primary and Secondary Service Codes associated with the Visit. • Pay Code: The Pay Code associated with the Visit. • Reason: If a user makes an adjustment to any Visit on this page, a reason must be entered. • Action Taken: This field allows users to enter supplemental information to the Reason value selected. • Notes: A free text field which may be used to capture any additional information regarding the reason Visit’s on this page were edited. • Duties: Selecting this link will open a new window which allows users to confirm POC Duties. • Additional Bill Info: Selecting this link will open a new window which allows users to edit Billing information. Edit Services

The Edit Services function serves a similar function as the Confirm Timesheet and Confirm Visit pages: it is used to update Visit schedules and confirmation information in bulk.

Edit Services Page The Edit Services page’s primary function is to confirm multiple services performed in a single Visit by a single Caregiver, without having to schedule multiple shifts for each separate service. The following fields may be used to filter search results: • Office*: Search for Visits scheduled by a specific Office. • Patient*: Search for all Visits scheduled for a specific Patient. • Week-Ending Date*: Search results on this page are limited to a single week worth of Visits. Use this field to specify a week to review. • Contract: Search for Visits authorized by a specific Contract. • Caregiver*: Search for all Visits worked by a specific Caregiver. • Visit Status: Search for Visits with a specific Visit Status. • Discipline: Search for Visits worked by Caregiver’s of a specific discipline. In the search results, clicking on the [Add] button will generate an additional line for the Visit (Highlighted in orange in the image above) allowing users to quickly update schedule and confirmation details, as well as Pay Codes, Service Codes, and Timesheet requirements for the service.

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Conflict Report

Conflicts are instances in which several Agencies attempt to submit a claim for the same service, provided by a specific Caregiver. This may occur due to clerical error or fraud.

To avoid this scenario, the Conflict Report function compares a Caregiver’s billed Visit information with other HHAeXchange customers. If there are any overlaps, the system will provide contact information for the other Agency. The Agency running the report is responsible for resolving any issues that arise. HHAeXchange will not provide any additional support in resolving these issues.

The Conflict Report Users may utilize the following fields to set parameters for the Conflict Report: • Visit Date From/To: Search for Visits scheduled in a specific date range. • Billed Date From/To: Search for Visits billed in a specific date range. • Contract: Search Visits authorized by a specific Contract. • Note: Search for Visits with notes attached. • Office(s): Search for Visits scheduled by a specific Office. • Last/First Name: Search for a specific Caregiver using their name. • Conflict Status: Search for Visits with a specific conflict status attached.

Broadcast Message

The Broadcast Message function allows Agencies/Offices to broadcast short recorded messages to Caregivers, who will hear the recording when they dial into the Time and Attendance system. For information on how to record, and broadcast, a new message, please refer to this tutorial, also available using the How to broadcast a message link found on the Broadcast Message page.

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Exclusion List

The Exclusion List page contains records of any exclusion checks requested by the Agency/Office. When a check is performed, the system will run the Caregiver’s or Physician’s name against databases maintained by OMIG, OIG, and GSA to ensure they’re not on any exclusion lists.

Exclusion List checks are primarily handled by HHAeXchange. Users may, however, run checks for individual Caregivers and Physicians on the Caregiver Profile page and the Edit Physician page respectively. Collection

The Collection Dashboard is used to handle collection issues such as partial payments, rejections, or any other discrepancies associated with a billed invoice.

The Collection Page Users designated as Collection Representatives may use the following fields to sort through collection issues: • Collection View: Users may select how they wish to sort through collection information using the following to views: o Summary View: The Summary View will display all active Contracts, open claims, money owed, and any partially paid balances if viewed by Status. Displaying the Summary View by Aging will present open claims and money owed in 30 day intervals. o Detail View: Conducting a search with Detail View selected will present information on each individual Visit with pay discrepancies. It will also pull the notes from the Note(s)/Follow Up field in the Cash Payment module • View By: The View By field allows users to alter the presentation of collection information when performing a search. o Status: Selecting the Status value will prompt the system to display open claims and money owed, as well as partially paid balances. o Aging: Selecting this radio button will prompt the system to display search results by age. The Aging By field allows users to specify whether they view results aging by the Invoice Date or Date of Service. • Office(s): This field is used to select billing/collection information for a specific Office(s).

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• Visit From/To: Select a date range to search for Visits that fall within the date parameters. These fields may be used independently of one another. • Invoice From/To: Select a date range to search for invoices that fall within the date parameters. These fields may be used independently of one another. • Follow Up From/To: Select a date range to search for any ‘Follow Up’ notes created in the system that fall within the date parameters. These fields may be used independently of one another. • Claim Status: Search for specific Claim Status. Values for this field are generated using the Reference Table. • Alt. Patient ID: Search for a specific Patient using their Alt. ID. • Current Reason for Non-Payment: Search for collection items by their designated, Reason for Non-Payment. Values for this field are generated using the Reference Table. • Discipline: Search for invoices/Visits worked by Caregiver’s of a specific discipline. • Contract: Search for invoices associated with a specific Contract. • Payment Status: Search for invoices based on their payment status. • Invoice Number: Search for a specific invoice using the associated number. • Collection Status: Values for this field are generated using the Reference Table. • Representative: Search for collection information assigned to a specific Representative. For further information, please refer to the

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Overtime Dashboard

The Overtime Dashboard provides a breakdown of Caregiver work hours. Overtime hours may be reviewed in both a high (Summary View) and low (Detail View) level format.

Overtime Dashboard The following fields may be used to filter search results when using the Summary View: • Office*: An Office must be specified to review overtime information. • Week End Date*: Select the Agency/Office’s week ending date. • Caregiver Team: Review overtime information of a specific Caregiver Team. • Group Results By: Select how the results should be grouped. For example, if the value Coordinator is selected, each line item in the results will be related to a specific Coordinator. • Caregiver Code: Search for a specific Caregiver using their code. • Caregiver Location: Search for Caregiver’s working at a certain location. • Include Results with No Overtime: Select this checkbox to see results that do not include any overtime. • Caregiver Name: Search for a specific Caregiver using their name. • Caregiver Branch: Search for Caregiver’s working for a specific branch. • Contract: Search for overtime hours under a specific Contract. • Coordinator: Search for the overtime hours associated with a specific Coordinator’s cases.

The following fields may be used to filter search results when using the Detail View: • From Date*: Same as described in the Summary View section above. • Caregiver Name: Same as described in the Summary View section above. • Caregiver Code: Same as described in the Summary View section above. • Discipline: This will allow users to filter based on discipline of the Caregiver • Caregiver Team/Location/Branch: Same as described in the Summary View section above: • Contract: Same as described in the Summary View section above. • Patient Team/Location/Branch: Similar to Contract and Coordinator, displays records if any OT visit for the Caregiver is for a Patient which belongs to the selected Patient Team, Location and/or Branch. • Coordinator: Same as described in the Summary View section above. ______The Enterprise User Guide Page | 86 Version 8 The Action Module Proprietary & Confidential The Enterprise System

• Override Reason: From the dropdown, select OT Validation Override Reasons for the agency. Filters results by Caregivers who have OT approved with this reason. • OT Approved By: From the dropdown, displays all users who have the checkbox for “Can Override OT Limit” selected in their User Profile. Results are filtered by Caregivers whose OT was approved by the selected user. • OT Hours Greater Than: Enter the minimum amount of OT hours for the Caregiver to display in the results. For example, if 5 is entered, only Caregivers with 5 or more OT hours will display in the results. If nothing is entered, display all caregivers with OT regardless of amount. Fax Log

The Fax Log page may be used to review a fax history for the Agency.

The Fax Log Page Users may sort the search results by entering values for the following fields: • Office(s): Search for faxes associated with the selected Offices. • Patient Name: Search for faxes associated with a specific Patient. • Admission ID: Search for faxes associated with a specific Admission ID. • MD Order ID: Search for faxes of a specific MD Order using the associated ID. • Interim Order ID: Search for faxes of a specific Interim Order using the associated ID. • Sent From / To Date: Search for faxes based on a specified date range. • Fax Status: Search for faxes based on the status of the fax. • Doc Type: Specify whether the search should return MD Orders and/or Interim Orders.

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Travel Time

The Travel Time page may be used to search for “potential” TT openings and compile them into a Travel Time Batch. Once a Travel Time Batch is compiled, users may finalize the TT record by specifying the travel Method and Pay Code.

The Travel Time Page Select Trips Tab When users navigate to the Travel Time page, it will open by default on the Select Trips tab. This tab allows users to search for “potential” TT openings and compile them into a Batch. To perform a search, users must specify an Office, as the system will only compile a TT Batch if every record contained within is from the same Office.

When a search is run, each line item will contain the following information: • The Caregiver and their Discipline(s), • the Date of the Visits, • Visit 1 and Visit 2, or the two Visits in-between which TT may be entered, • the Time Between Visits, or the total time between the end of Visit 1 and the start of Visit 2, • and the Calculate checkbox, which allows users to select the TT and add it to a new Travel Time Batch.

Potential TT Openings

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Travel Time Batches Tab When a TT Batch is calculated, it will be placed on the Travel Time Batches tab of the Travel Time page. TT Batches on this page may have one of the following Statuses: • Pending: The system is generating a new TT Batch. • Calculated: The system has finished generating a TT Batch. Users may enter Completed Batches and finalize the TT Records. • Processing: The system is finalizing TT records within a Batch. • TT Created: The TT records associated with a Batch have finalized and applied to the appropriate Caregiver Calendars.

Travel Time Batch Tab / Statuses To finalize TT records within a Batch, users must specify the Method (driving, public transportation, or walking) of travel used for each TT record by selecting the corresponding icon. The system will calculate the time it takes to travel between Visit 1 and Visit 2 for the selected Method using Google Maps. Alternatively, users may choose to calculate TT using the time between the end of Visit 1 and the start of Visit 2 as the travel duration.

In addition to the Method of travel, users must specify the Pay Code. With this information set, users will again select the checkbox in the rightmost column and click .

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The Billing Module

Prebilling

The Prebilling Exception page is used to search for, and review, past Visits which have validation issues. These issues must be fixed before the system allows the Visit to be billed. Visits found on this Exception page are in violation of one or more of the validation requirements setup by the Agency/Office or authorizing Contract.

The Prebilling Exception Page Users may use the following fields to sort the search results on this page: • From/To Date: The date range for the search. • Patient Name: Search for a specific Patient’s Visits. • Timesheet: Use this field to select the Timesheet requirements stipulated by a Contract or a specific Patient. • Discipline: Search for Visits based on the type of Caregiver who worked it. • Service Code: Search using a specific Service Code. • Admission ID: Search using a specific Admission ID. • Patient Team: Search for Visits under a specific Patient Team. • Caregiver Team: Search for Visits worked a specific Caregiver Team. • Coordinator: Search for Visits setup by a specific Coordinator. • Office(s): Search for Visits associated with a specific Office. • Caregiver Code: Search for Visits associated with a specific Caregiver. • Patient Location: Search for Visits in a certain Patient location. • Caregiver Location: Search for Visits in a certain Caregiver location. • Contract: Look for Visits associated with a specific Contract. • Caregiver Name: Search for Visits using a Caregiver’s name.

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• Patient/Caregiver Branch: Search for Visits associated with a certain branch. • Check All Validation: Search for Visits which breach specific validations. Additional information and functionality included in the search results include: • TF: The Timely Filing column display the number of days remaining before a Visit reaches the Contract specified Timely Filing Limit. Values in this column with display in one of three ways: o If the value displays in black, the Timely Filing Limit is at least 10 days away. o If the value displays in red, the Timely Filing Limit is less than 10 days away. o If the values display in red and has a negative sign, it has passed the Timely Filing Limit. • Problem: The validation issue(s) holding the Visit on the Prebilling Exception page. Delete Icon: Use this icon to delete a Visit from the system entirely. Edit Icon: Use this icon to navigate to the Visit Window and edit Visit information.

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Billing Review

Billing Review allows users to search, and review, any invoices that have a hold status before they are billed. Visits found on this Exception page are in violation of one or more of the export or print validations specified by the authorizing Contract.

The Billing Review Page Users may use the following fields to sort the search results on this page: • View: Use the following radio buttons to select how the search results should be displayed: o Summary View: This view provides a summary total of held Visits alongside the dollar amount of the invoices on hold. o Detailed View: This view provides a detailed, line-item listing of all Visits being held. • View Holds For: Select to view E-Billing or Paper Invoice holds. • On Hold Reason: Search for specific On Hold reason(s). • Batch Number: Search for a specific invoice Batch number. • Visit From/To Date: Select a date range for the Visits in the invoices. • Group By: Select how the search information will be sorted. • Patient First/Last Name: The Patient’s full name. • Invoice Number: Search for a specific invoices. • Office: Search for invoices associated with a specific Office. • Invoice From/To Date: Select a date range for the invoices. • Service Code: Search for a specific Service Code. • Contract: Search for a specific Contract. • Coordinator: Search for Visits setup by a specific Coordinator. • Display Zero Results: Select this checkbox to review items that are not on hold, but match the search parameters set.

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Additional information and functionality included in the search results include: • TF: The Timely Filing column display the number of days remaining before a Visit reaches the Contract specified Timely Filing Limit. Values in this column with display in one of three ways: o If the value displays in black, the Timely Filing Limit is at least 10 days away. o If the value displays in red, the Timely Filing Limit is less than 10 days away. o If the values display in red and has a negative sign, it has passed the Timely Filing Limit. • On Hold Reason: The validation issue(s) holding the Visit on the Billing Review Exception page.

Invoice Search

The Invoice Search function allows users to search for any generated invoice. Users may elect to search for invoices By Batch, By Invoice, or By Visit: By Batch

Invoice Search By Batch Users may use the following fields to sort the search results on this page: • Batch Number: Search for a specific invoice batch using its Batch number. • Contract: Search for batches associated with a specific Contract. • Office(s): Search for invoices batches generated by a specific Office. • Status: Search for invoice batches based on its Status. • From/To Date: Search for invoices batches generated in a specific date range. Additional information and functionality included in the search results include: • Total Hours: The total number of billable hours associated with an Invoice Batch. • Billed Units: The total number of billed units associated with an Invoice Batch. • Total Amount: The total monetary amount being billed. • 3rd Party: If more than one party is being billed for the Visit, the amount is recorded in this column. Delete Icon: Use this icon to delete the Invoice Batch.

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By Invoice

Invoice Search By Invoice Users may use the following fields to sort the search results on this page: • Patient: Search for a specific Patient. • Invoice From/To: Search for invoices generated in a specific date range. • Contract: Search for invoices associated with a specific Contract. • Invoice Number: Search for a specific invoice number. • Payment Status: Search for invoices based on their payment status. • Batch Number: Search for invoices attached to a specific Batch. • Visit From/To: Search for Visits in a specific date range. • Office(s): Search for invoices generated by a specific Office. Additional information and functionality included in the search results include: • Total Hours: The total number of billable hours associated with an Invoice. • Bill Unit: The total number of billable units associated with an Invoice. • 3rd Party: If more than one party is being billed for the Visit, the amount is recorded in this column. • Amount Paid: The amount received by the Payer for the billed Invoice. • Discount: Any discount associated with the billed Invoice. • Re-Billed: Designates whether an Invoice has been re-billed. Delete Icon: Use this icon to delete the Invoice, delete the Invoice and corresponding Visit confirmations, or delete the Invoice and the Scheduled Visit entirely. Edit Icon: Use this icon to navigate to the Invoice Number.

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By Visit

Invoice Search By Visit Users may use the following fields to sort the search results on this page: • From/To Date: Search for Visits in a specific date range. • Patient: Search for a specific Patient. • Invoice Number: Search for a specific invoice number. • Office(s): Search for Visits scheduled by a specific Office. • Contract: Search for Visits associated with a specific Contract. • Discipline: Search for Visits based on the type of Caregiver who worked it. • Service Code: Search for a specific Service Code. The search results, in addition to the information specified by the sorting fields, will contain the following: • Export Status: If the Invoiced Visit has been exported, this column will display a Y. Click this link to Un-Export the invoiced Visit. If a Visit has not been exported, this column will display a N. • E-billing manual Hold: Click the N link to place a manual hold on the specific e-billing claim, or all claims with the same Invoice number. Delete Icon: Use this icon to delete the Invoice, delete the Invoice and corresponding Visit confirmations, or delete the Invoice and the Scheduled Visit entirely. Note: Exported Invoices may not be deleted.

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Print Invoices

The Print Invoices function allows users to print Paper configured invoices, as well as associated Duty Sheets. Invoices configured as E-Billing cannot be printed using this function.

Print Invoices Page Users may use the following fields to sort the search results on this page: • Admission ID: Search using a specific Admission ID. • Service Start/End Date: Search for invoices with Visits within a certain date range. • Invoice From/To Date: Search for invoices generated in a certain date range. • Branch: Search for invoices generated by a specific branch. • Contract*: Search for invoices associated with a specific Contract. • Vendor: The Agency. • Batch Number: Search for invoices attached to a specific Batch. • Invoice Number: Search for a specific invoice. • Payment Status: Search for invoices with a specific payment status.

Print Duty Sheets

The Print Duty Sheets function allows users to print Duty Sheets associated with invoiced Visits. For more information on the fields found on this page, please refer to: Print Invoices

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New Invoice Batch

The New Invoice Batch function is used to generate invoices for Linked Contracts.

New Invoice Batch Page Users may use the following fields to sort the search results on this page: • From/To Date: Search for Visits within a specific date range. • Caregiver Team: Search for Visits worked by Caregiver’s on a specific team. • Caregiver Location: Search for Visits worked by Caregiver’s in a certain location. • Contract*: Search for Visits linked to a specific Contract. Note: Since this function is for Linked Contracts only, this dropdown will only display Contracts with linked Patients. • Office(s): Search for Visits scheduled by a specific Office. • Caregiver Branch: Search for Visits worked by Caregiver’s at a certain branch.

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New Invoice – (Internal)

The New Invoice – (Internal) function is used to generate invoices for Internal Contracts.

New Invoice Internal Page Users may use the following fields to sort the search results on this page: • From/To Date: Search for Visits within a specific date range. • Patient Team: • Caregiver Team: Search for Visits worked by Caregiver’s on a specific team. • Patient: Search for a specific Patient. Note: Entering the last name of the patient first in this field will prompt the system to automatically fill out the rest of the Patient’s information. • Patient Location: Search for Visits based on the Patient’s location. • Caregiver Location: Search for Visits worked by Caregiver’s in a certain location. • Contract: Search for Visits linked to a specific Contract. • Charge Type: Search for a specific charge type (Visit, Expense, or Supply). • Office(s): Search for Visits scheduled by a specific Office. • Patient Branch: Search for Visits of Patients attached to a specific branch. • Caregiver Branch: Search for Visits worked by Caregiver’s at a certain branch. • Discipline: Search for Visits based on the type of Caregiver who worked it. Once a search has been completed, users have to select one of the following processes: • Save: Save any selected Visits using the checkbox provided. • Save & Next: Save any selected Visits using the checkbox provided, and move on to the next page of results. • Select All & Save: Select every Visit in the search results and save the selection. • Unselect All: Unselect every Visit in the search results. • Invoice Batch: Invoice any selected (saved) Visits.

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Electronic Billing

The Electronic Billing function allows users to generate, review, and resubmit electronic claims. This function is broken up into the following processes: E-Remittance Search The E-Remittance Search process allows users to search for submitted electronic claims.

E-Remittance Search Page Users can use the following filters to search for an E-Remittance: • Contract: Search for the Contract associated with the claim. • Date From/To: Search for claims made in a specific date range. • Check Number: Search for a specific check issued by a Payer. • Check Date From/To: Search for a check issued in a specific date range. • Status: Search for claims with a specific status. New Batch The New Batch process is used to generate new, or resubmit, electronic invoices (claims). To submit a new claim, users must first generate an invoice using either the New Invoice Batch or New Invoice – (Internal) function.

New Claim/Resubmit Claim

New Claim To generate a new claim, select a Contract (the Batch Number field will automatically create a new value) and click on [Add Claims]. Users may then search for invoices, using the following fields as search filters: • Batch Number: Search for a specific invoice batch. • Admission ID: Search for invoices related to a specific Patient using their Admission ID • Visit From/To: Search for invoices generated in a certain date range. • Invoice Number: Search for a specific invoice using the invoice number. • Patient First/Last Name: The Patient’s first and last name. • Office(s): Search for invoices created by a specific Office. • Claim Status: Search for invoices with a certain status. ______The Enterprise User Guide Page | 99 Version 8 The Billing Module Proprietary & Confidential The Enterprise System

• Service Code: Search for invoices which include a specific Service Code. • Alt Patient ID: Search for invoices related to a specific Patient using their Alternate Patient ID. • Paid Status: Search for invoices based on their paid status. Additionally, if users select the Quick Export checkbox on the New/Resubmit Claim page, users will be able to access a dropdown listing any existing Invoice Batches in the system. Select one or more of these batches and select [Ok].

Batch Search The Batch Search process is used to review and print submitted claims.

Batch Search Users can search for claim batches using the following fields: • Contract: Search for the Contract associated with the claim. • Batch Number: Search for a specific claim batch. • Batch From/To: Search for a claim batch generated in a certain date range. • Claim Type: Search for claims that are new, have been resubmitted, or have been voided. In the search results, users can view the specific claim by clicking the claim number in the Batch Number column. Users may also Export a claim batch and review a Details or Summary version of the claim using the provided links.

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Cash Payment

Logging payments for Contracts and Private Pay Patients is handled using the Cash Payment function. This process may either be manual or automatic depending on what type of payment remittance the Payer supports. The following section will review the processes found in the Cash Payment function.

Note: The Cash Payment function is a record keeping tool; any actual payment transactions will take place outside of HHAeXchange.

Search Payment The Search Payment process allows users to review old payment information.

Search Payment Process Users may utilize the following fields as filters to search for existing payments: • Check No: The number associated with the payment. • Payment Type: The payment type may either be a Payment or a Refund. • Payment/Refund Method: The method payment or refund. • From/To Date: Search for payments and refunds in a specific time range. • Payer/Recipient Type: Select who received the refund or sent the payment. May either be a Contract or Private Payer. • Contract: The Contract associated with the payment or refund. • Status: The status of the payment or refund.

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New Payment The New Payment process captures payment information. If a Payer provides a non-electronic explanation of payment, this information may be entered manually. If they provide an electronic explanation of payment, the system will log it automatically (unless there are discrepancies between the billed amount and the payment).

New Payment Process

Payment Info To manually enter payment information, select the [Payment Info] button and complete the following fields: • Payment Method*: The method the Payer is using to pay the Agency/Office. • Type*: Select whether the payment is from a Contract or Private Payer • Payer*: The actual Payer. If a Contract is submitting a payment, this field will be a dropdown containing values for every Contract associated with the Office. If a Private Payer is submitting payment, a “?” will display next to the field, so users may conduct a quick Patient Search. • Check/CC No.*: The Check or Credit Card number. • Date on Check*: The date on the check/of the payment. • Deposit Date*: The date the Office deposited the payment. • Amount*: The amount of the payment. • Retention & Recruitment: Money to be used for things such as Caregiver training and recruiting efforts. This portion of the payment cannot be applied to invoices. • Memo: A free text field to capture additional notes on the payment.

Add Visits Once payment information has been added, users may apply it to the appropriate Visits using the [Add] button. The following fields may be used as filters when conducting a Visit search: • Office(s): Select the Office(s) that scheduled the Visit. • Admission ID: Search for Visits associated with a specific Patient using their Admission ID. • Visit Date From/To: Search for Visits in a specific date range.

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• Display Paid Visits: Select this checkbox to include paid Visits in the search results. • Invoice Number: Search for a Visit using the invoice number. • Patient First/Last Name: Searching using the Patient’s full name. • Patient Zip Code: Search based on a Patient(s) zip code. • Invoice Date From/To: Search for Visits using invoices generated in a specific date range. • Alt. Patient ID: Search using the Patient’s alternative ID. • Batch Number: Search for Visits in a specific invoice Batch.

Credit If a payment exceeds the billed amount, the excess amount may be placed on Credit. To place money from a payment on credit, select the Place On Credit link and complete the following fields: Note: Credit may only be used on future Payments, and only on Payments covering billing expenses from the same Contract or Private Payer. • General Credit: Enter how much money from the payment will be saved as credit. General Credit may be applied to any expense or Patient. • Patient-Specific Credit: Select this checkbox if credit needs to be applied to a specific Patient. Unlike General Credit, this type of credit may only be applied to the specified Patient. Once select, complete the following: o Patient: Select a Patient to apply credit to. o Amount: Enter the amount of credit being applied. Note: Use the [Add Row] button to apply credit as many Patients as required. On the New Payment page, credit will always be displayed as the total amount available (General + Patient) next to the Patient-Specific amount:

Total Credit (Patient-Specific Credit)

Additional Fields Additional fields on the New Payment page include: • Payment: Apply the payment to the Visit using this field. Adjustment/TT Adjustment/Write-off/Other Adjust: These fields are used to capture any “Adjustments” to a Visit payment. Adjustments typically occur if there is a discrepancy between the billed amount and the actual amount received from the Payer.

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New Refund In the event that a Payer requests a refund, the transaction can be captured using the New Refund process.

New Refund Process To enter a refund, select the [Refund Info] button and complete the required fields on the popup. For more information on the required fields on the Refund popup, please refer to the Payment Info. Search Invoice

Search Invoice Process Users may filter search results by enter values for the following fields: • Office(s): The Office(s) that created the invoice. • Patient No: Search for a specific Patient within the invoices. • Visit Date From/To: Search for Visits within a specific date range. • Batch Number: Search for invoices in a certain batch. • Invoice Number: Search for a specific invoice using the corresponding invoice number. • Patient First/Last Name: The Patient’s full name. • Contract: Search for invoices associated with a specific Contract. • Invoice Date From/To: Search for invoices generated within a specific date range. • Alt. Patient ID: Search for invoices associated with a specific Patient. • Status: Search for invoices with a specific status.

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Bulk Adjustments The Bulk Adjustment function allows users to apply and process adjustments to open invoice items. Users may enter adjustments on a case-by-case basis, or set adjustment criteria to quickly apply and process adjustments to multiple items.

Search Filters, Bulk Adjustments Page Automatic adjustments may be applied to all invoice items returned by the search, by entering values for: • Default Adjustment As: Users can assign an adjustment reason to all open invoice items returned by the search. Adjustment reasons includes Adjustment, TT Adjust, and Write-Off, as well as any custom reasons set via the Reference Table. • Visit Balance is: Users may specify which open invoice items returned by the search receive an adjustment, reducing the balance to “0”. This field utilizes one of the following qualifiers, as well as a numeric value, to make the adjustment: Less than, Greater than, Equal to, or Between. The search will return any invoice items meeting the search criteria (if set). Additionally, any invoice items returned will receive the adjustment settings entered in the Default Adjustment As and Visit Balance Is fields (if set).

Open Invoice Items Each line item in the search results represents an open invoice item. To apply an adjustment to an open invoice item, and confirm the item for processing, users must select the associated checkbox in the right most column.

Once all the open invoice items are adjusted and flagged for processing, click the button to finalize the adjustments.

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Process Selected Invoice Items When a bulk adjustment completes, the system will generate one or more checks (depending on the number of unique Contracts represented in the bulk adjustment).

Bulk Adjustment Checks Checks generated through this process are automatically assigned a Posted status and begin with “ADJUST”, allowing users to easily differentiate between actual checks, and the adjustment checks. The purpose of the adjustment check is to provide Agencies a simple method of tracking adjusted created using this process.

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The Report Module

The Report Module contains all of HHAeXchange’s Reports as well as the custom report creation tool, Inetsoft. This module is broken down into the following sections: • Reporting Tool • Visit Reports • Time and Attendance Reports • Exception Reports • Events Reports • Billing Reports • AR Reports • Payroll Reports • Caregiver Reports • Patient Reports • Compliance Reports • DOH Reports • Sales Reports • Vendor Management Reports • Miscellaneous Reports For a comprehensive breakdown of all of HHAeXchange’s reports, please click on the following link: Report Definitions

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The Admin Module

The functions found in the admin module serve as the building blocks for the rest of the system. Proper setup and maintenance of these functions is essential to the continued efficiency of the Enterprise platform.

This section will cover the more critical system components managed in the admin module. Required fields are marked by an asterisk (*).

User Management

Users are employees that handle the logistics at an Agency. Depending on their work function, a user will be assigned a Role, such as Coordinator, Admin, or Collection Representative. The functions, and modules, a specific role may access are dictated by Permissions.

The User Management function under the admin module is where user/role information and permissions may be modified. User Search The User Search function contains the following fields: • First/Last Name: The user’s first and last name. • Login Name: The user’s login name. • Email: The user’s email.

User Search Search results include the users: • Login Name: The user’s HHAeXchange login name. • First/Last Name: The user’s first and last name. • Email: The user’s provided email address. • Offices: The Office’s the user is assigned to. • Status: Their employment status (may either be Active or Inactive)

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Update User Account Using the Edit link found in the User Search results, users can navigate to the Update User Account page:

Update User Account This page contains the following fields: • First/Last Name*: The user’s first and last name. • Login Name: The user’s HHAeXchange login name. • Status: The user’s employment status (may either be Active or Inactive) • E-mail*: The user’s provided email address. • Show Open Cases from: If the user is a Coordinator, this field may be used to set how long an Open Case notification will display for them on the Home Module. • Pending Placement Notifications: Selecting this checkbox will allow the user to see any Pending Placements notifications. • Grant Access to Reporting Tool: Selecting this checkbox will allow the user to access the Reporting Tool function. • IP Restricted: This checkbox allows Agencies to restrict the user’s access to the HHAeXchange system by entering specific IP address that the user may use to access it. Up to three different IP address can be entered. • Hourly Restricted: This checkbox allows Agencies to set an hourly limit to the user’s access of the system. • Office Setup: A user must be assigned to at least one Office to properly access the HHAeXchange system. o Office: This dropdown contains the name of every Office operated by an Agency. o Role: This dropdown contains all Roles created for an Agency. o Is Coordinator: Selecting this checkbox will make the user a Coordinator,

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o View Open Cases for: This multi-select dropdown contains the names of other Coordinators for the selected Office. Selecting a Coordinator(s) from this dropdown will allow the user to view their Open Cases. o Can Override OT Limit: Selecting this checkbox allows the user to authorize overtime for Caregivers in the selected Office. o Primary: Select whether this is the user’s primary Office. A user only has access to confidential Patient and Caregiver information in their primary Office. Edit Roles The Edit Roles function allows Agencies to edit the permissions of any Role created for the Agency by HHAeXchange.

Edit Roles To edit permissions, a user must select a specific Office and Section from the dropdowns provided. If a specific Role is not selected from the dropdown, the system will display all Roles for the Agency, allowing users to compare permissions.

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Contract Setup

The Contract Setup function is divided between seven pages to optimize the organization of fields and information. Each page may be accessed using one of the available tabs:

Contract Tabs The Contract Setup function allows users to add new, or edit existing, Internal Contracts. On this page, you can: • Adjust Authorization Requirements • Set Compliance Rules • Setup and View Billing Information • Add Discipline Rates • Adjust settings for Eligibility Checks, Audits, and Collection Setup Note: Some of these fields may only be edited/adjusted during the initial creation of a Contract. To change the settings in these fields, contact HHAeXchange Customer Support. The following sections contain breakdowns of the items found on this page. Required fields are marked by an asterisk (*). General Page The General page is contains fields to capture basic Contract details and the Address of the Payer.

General Page • Contract Name*: The name of the Contract. • Active: Set whether a Contract is Active and can be assigned to Patients, or whether it is Inactive and only logged in the system for archive purposes. • Contract Type: If your agency wishes to organize its Contracts, “Contract Types” can be created via the Admin > Reference Table Management page.

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• Office(s): Select the Offices that may schedule Visits under this Contract. • Authorization Required: If selected, Patient visit Authorizations must be fulfilled in order to schedule a compliant visit. Once selected, this requirement may only be disabled by an HHAeXchange employee. • Effective Date: The date the Contract becomes active and may be used to schedule Visits. • Expiration Date: The date the Contract becomes inactive and may no longer be used to schedule Visits. • Source of Admission*: The values in this dropdown list are various sources of admission for Patients referred to the agency via this Contract. This information is used by the Department of Health for statistical reporting. • Contact Person: Contact information for a representative at the Contract. • NPI No.: The Contract’s National Provider Identifier number. This number will be automatically applied to paper invoices and e-claims for Patient services authorized by the Contract. • Provider ID (33b): When utilizing the HCFA 1500 invoice type, field 33b on the HCFA form will always be the Provider ID number. Entering the Provider ID in this field will allow the system to automatically populate that field on the HCFA 1500 form when generating invoices in that format. • Tax ID No.: The Contract’s tax ID number. This number will be automatically applied to paper invoices and e-claims for Patient services authorized by the Contract. • Wage Parity: If selected, all visits for all Patients under this Contract will be flagged as requiring the wage parity rate. Agencies can run a Wage Parity report during the payroll process to identify the visits where a higher pay rate is required to meet Wage Parity guidelines. • VNS Contract: If the Contract being created is a Visiting Nurse Service (VNS) Contract, this checkbox will be selected. VNS cases are managed differently than other “conventional” cases, and this checkbox adjusts system functionality accordingly for Patients assigned to the VNS Contract. VNS Contracts require additional configuration steps. Agencies wishing to manage VNS cases via HHA Exchange should contact Technical Support before proceeding with VNS setup. • Medicaid Contract: If selected, any Visits scheduled under the Contract must fulfill specific Medicaid validations before they can be billed. • ICD Code Requirement: Select the ICD Code set required by the Contract. • Count Refused Duties Toward Compliance Total: If this checkbox is selected, Duties marked as Refused will be counted towards the select Required Compliance.

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Billing Rates Page This page allows users to create, review, and search for any Billing Rates associated with a Contract.

Billing Rates Page To search for Billing Rates, you may use the following fields: • Discipline: The skilled or non-skilled discipline attached to the rate. • From/To Date: The effective date range for the rate. • Status: The status (Active or Inactive) of the rate. • Rate Type: The type of rate (Hourly, Daily, or Visit) To create a Billing Rate, you must complete the following fields: • Discipline*: The skilled or non-skilled discipline attached to the rate. • Service Code*: The Service Code, setup via the Reference Table, designates Discipline, Contract, Rate Type, and Visit Type. • Billing Units Per Hour*: Set the number of Billing Units per hour. • From/To Date*: The effective date range for the rate. • Rate*: The actual amount being billed. • Min Visit Hours for Daily: The minimum duration of a Visit for it to be considered a Daily Visit.

Billing / Collections Page This page contains all fields related to invoicing and collections.

Billing/Collection Part 1 of 2

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• Contract-Level Additional Info Invoice Setup: The two links in this section allow Agencies to add or edit fields found on printed invoices. • E-Billing Configuration: Click to view the E-Billing configuration for this Contract. To edit a Contract’s E-Billing Configuration, please contact HHAeXchange Technical Support. • Export / Print Validations for E-Billing and / or Paper Invoicing: Click to view the Export/Print Validations which have been configured for this Contract. • Invoice Type: The invoice type refers to the paper or electronic documentation used to file a claim. The values found in this dropdown are added by HHAeXchange employees. Agencies also have the option to create a custom invoice via the Dynamic Invoice Setup function. • Round On: This section dictates how the final billed duration will be determined when rounding the unrounded confirmed Visit duration. o Rounding Unit: Visit durations may be rounded based on 15, 30, or 60 minute intervals. o Rounding Direction: Options in this dropdown control in which “direction” the rounding is performed. ▪ Closest: The system will round up or down, depending on which interval is closer. ▪ Up: The system will round up, regardless of “closeness” to a lower interval. ▪ Down: The system will round down, regardless of “closeness” to a higher interval. ▪ Closest (Minimum of at least 1 unit): The system will round up or down, depending on which interval is closer. If the Visit duration is less than half the selected Rounding Unit, the system will round the duration to the closest unit. • Contract has Surplus Functionality: If checked, Surplus functionality has been enabled for the Contract displayed in the adjacent dropdown box. Patients under this Contract can then be assigned a Surplus from the “Additional Bill Info” section of their profile Contracts tab. If assigned, a Surplus invoice will be generated each month for that amount for the Surplus Contract listed here. That surplus amount will also be deducted from invoices generated for the Patient’s “regular” Contract. • Timely Filing Limit (Days): Generally, your Contract will provide you with a Timely Filing Limit: a deadline for how long, after a visit’s scheduled date, that your agency can invoice them for services provided. Setting the Timely Filing Limit for the Contract allows your agency to run additional reports which can identify and highlight visits which are approaching the Timely Filing Limit and have not yet been invoiced. • Invoice Only One Daily Case Per Patient Per Day: If selected, the system will only invoice one visit of a Daily rate type per Patient per day of service. If the Patient is scheduled with multiple visits with a Daily rate type on a single day, one visit will be invoiced for the full daily amount while the other Daily visit types will be invoiced as non-billable service. Note: This option can only be activated by an HHAeXchange Employee. Information pulled up by this function is for reference only. • Default All Supplies to Billable: If selected, any supplies recorded under Patient > Supplies will default to Billable, meaning they’ll be included in the next invoice created.

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• Billing Reference Person: The individual representing the Payer connected to a Contract. Their name will appear on invoices transmitted by your Agency if entered into this field. • Default Internal Collections Representative Person: This field may be used to select an individual who will be responsible for accounts receivable collection for the Contract. • Payment Terms*: The number of days the system will wait until it will mark invoices as “unpaid” in various Accounts Receivable functionality. • One Invoice Per Patient, Period/Caregiver: This option allows agencies to set how Visits are grouped within Invoices for the Patient. • One Invoice Per Patient Per Authorization: This option, if selected, will place Visits for the same Patient into separate Invoices, organized based on the Authorization number applied to the Visit. • One Invoice Per Patient, Per Day, Per Pay Code: This option, if selected, will create different Invoices for the same Patient, with Visits in those Invoices organized by the date of service and the Pay Code used to schedule the Visit. • Enable Banked Minutes Processing: When enabled, the system will “bank” any Visit minutes which were rounded down and not fully included during invoicing. This bank will increase until 1 hour of minutes are banked. At that point, the next Visit will automatically be processed with a positive billing adjustment of 1 hour, and the bank total will drop by 1 hour. • Default Billing DX Code(s): If your Contract requires your Agency to always include the same Diagnosis information on Patient invoices, click this checkbox and select the relevant Diagnosis Code. Unless the selected codes have been overridden at the Patient or Authorization level, these codes will always be included on the Patient invoices for this Contract.

Billing/Collections Part 2 of 2 • Enforce Selected Prebilling Validations: The checkboxes selected in this section are the Prebilling Validations a Visit must satisfy for the Contract if Contract Compliance has been selected. Any Visit that violates any of the validations will be held at Prebilling. The checkboxes in this section are for review purposes only. To configure contract compliance, please contact HHAeXchange Technical Support. • Duty Sheet Time Type: The Duty Sheet Time Types determine what information is displayed in the Time In and Time Out fields on a printed Duty Sheet. The options include: o Confirmed Time: This option will display whatever values are entered in the Visit Start Time and Visit End Time fields for the visit. o Only Call Time: This option will only display the confirmation times made via the Time and Attendance calls.

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o Invoice Time: This option will display confirmation times as they are ultimately invoiced to the Contract. • Duty Sheet Group By: Agency’s may choose to display the following on Duty Sheets: o Single Caregiver per Duty Sheet o Single Patient per Duty Sheet (multiple Caregivers) • Duty Sheet Display Billed Hours: • Display Medicaid Number: • Display Date of Birth: • Automated Collection Notes: Previously the Collection Setup section, this is where users may enter a Collection Representative to handle any billing/remittance issues that may arise. To setup Automated Collection Notes, you must select values for the following fields: o Generate After*: Set the number of days an invoice has gone without being marked as “paid” before the system generates the note. o From: Designate whether the value in the Generate After field will be based on the Invoice Date or the Date of Service. o Assign To*: Select which Collection Representative will receive the automated note. o With Status*: Specify the required status of an invoice before an automated collection note is generated. o Note Text: Additional information which will automatically be applied to the collection note.

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Scheduling/Confirmation Page

Scheduling/Confirmation Page • Authorization Required: If selected, Patient visit Authorizations must be fulfilled in order to schedule a compliant visit. Once selected, this requirement may only be disabled by an HHAeXchange employee. • Service Code Required in Authorization: If selected, all Authorizations entered for Patients under the Contract will require a specific Service Code. • Apply Authorizations toward TT/OT on Missed Visits: If the checkbox is not selected, visits for Patients of this contract will not have Authorization hours applied to Missed Visits with Travel Time by the system. If the checkbox is selected, the system will (If visit is marked as Missed Visit with values added in the TT/OT field), apply matching Authorization toward those TT/OT values. • Authorization Week: The Authorization Week dropdown determines the week range used for billing and running payroll. • Allow Masterweek Rollover without Valid Authorization: Select this checkbox to permit the system to perform Master Week rollovers even if the Visits generated by the process are not authorized. • Daily Authorizations Do Not Exceed 24 Hrs: This field allows Agencies to determine how the system should respond when a user enters a value greater than 24 hours for a daily Authorization. Agencies may select one of the following values: o No: No action will be taken when greater than 24 hours are entered for a single day. This value will be selected by default. o Warning: The system will warn the user they are exceeding 24 hours on a given day, but still allow them to save the value. o Validate: The system will inform the user they are exceeding 24 hours on a given day and prevent them from saving the Authorization.

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• Rollover Based On: This option dictates how patients under this contract will have their consistent schedule automatically updated on their calendar. o Master Week: The rollover schedule will follow the Master Week setup on the Patient Profile. o Last Calendar Week: The rollover will follow the visit information from the prior week on the Patient Calendar. Note: By default, this field is set to Master Week. To update this field, please contact HHAeXchange Technical Support. • Disable Visit Confirmation Rounding: If selected, the system will record the exact time an EVV was placed, as opposed to rounding it to the closest interval. This field is for review purposes only. To activate, or disable this feature, contact HHAeXchange Technical Support. • Automatic Visit Creation Based on EVV Confirmation: Activating this function will cause the system to automatically create new Visits once EVV confirmations for both Clock In and Clock Out are received on the same day. • Auto-Confirm Visit End Time (Skilled Visits): If selected, the system will automatically apply an EVV confirmation to the Visit End Time if a Caregiver has successfully clocked into a shift. • POC Duty Compliance*: This section defines the Plan of Care (POC) compliance for all visits scheduled under the Contract. Options include: o Contract Compliance: Five tasks are required for each visit with a minimum of one Personal Care task. o Personal Care Compliance: One personal care task is required for each visit. o No Compliance: No tasks required for visits. Only compliant start and end times are required for compliance. o Patient POC Compliance: The system will validate that all duties included in the Patient’s POC have been performed. • Clinical Documentation Required (Skilled Visits): Select this field to require Clinical Documentation for all skilled visits before passing the Prebilling Exception page. When selected, the checkboxes in the Sufficient Documentation section will unlock. • Sufficient Documentation: The type of clinical documentation required for skilled visits. You may select: o E-Doc in Status: If selected, visits will pass Prebilling if e-Docs have been entered and saved in the status selected in the dropdown. o Scanned Clinical Document: If selected, visits will pass Prebilling if a scanned Clinical Document has been uploaded for the visit. Note: To update this field, please contact HHAeXchange Technical Support. • Count Refused Duties Toward Compliance Total: If this checkbox is selected, Duties marked as Refused will be counted towards the select Required Compliance.

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• Fields Required when Editing Visit Info Tab: Specify which fields are required when making changes on the Visit Info tab. The following fields may be selected as “required” when editing this tab: o Visit Edit Reason o Action Taken o Verified By o Date and Time Verified o Supervisor • Require Note when Editing Visit: Specify which fields on the Visit Window require a “reason” when edited. The following fields may be selected: o Schedule Time o Plan of Care o Bill To (Contract) o Service Code o Caregiver o Pay Code o Bill Info Tab • Allow linking of EVV verifications not recognized as belonging to a Patient: By default, HHAeXchange will not allow users to link calls caught on the Call Maintenance page that did not originate from a phone number recognized as belonging to the Patient. Selecting this checkbox will bypass this restriction. • Fields Required when Editing Visit Info Tab: Using the following checkboxes, select which fields on the Visit Info tab are required when a user manually updates confirmation details: o Visit Edit Reason o Action Taken o Verified By o Date and Time Verified o Supervisor • Disable Visit Confirmation Rounding: If selected, the system will record the exact time an EVV was placed, as opposed to rounding it to the closest interval. This field is for review purposes only. To activate, or disable this feature, contact HHAeXchange Technical Support. • Validate Visit Confirmation Matches Duty Minutes: If selected, the POC Duties duration must match the actual Visit duration. • Capture Patient Signature on Mobile App: Users have the option to require a signature when a Caregiver clocks in and/or out. Once activated, Caregivers using the Mobile App will be prompted with a signature screen when clocking in and/or out. • Timesheet Required (Skilled or Non-Skilled): If selected, the Timesheet Approved checkbox must be selected on the scheduling window before the visit can pass the Prebilling Exception page.

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• Automatically Flag as TS Required When (Skilled or Non-Skilled): Any manual change to the Visit Start Time and/or Visit End Time field for Visits under the Contract will result in the Visit being marked as Timesheet Required. • Automatically flag as TS required when confirmation is linked from unrecognized EVV Verifications: If the Contract authorizes linking calls from unrecognized phone numbers, selecting this checkbox will mark all such Visits as Timesheet Required. • Calculate Payroll to the Minute: If selected, Caregivers will be paid for the exact duration of a Visit to the minute. This field is for review purposes only. To activate, or disable this feature, contact HHAeXchange Technical Support. • Calculate Payroll Using Confirmed Duration: If selected, Caregivers will be paid for the confirmed Visit duration as opposed to the scheduled Visit duration. Eligibility Page This page contains the Eligibility Check functionality, which ensures that Patients are eligible to receive service under Medicaid. The Eligibility Check may be setup to run automatically every “X” number of days or at the user’s discretion.

Note: The Eligibility Check is not a standard HHAeXchange feature. Please contact HHAeXchange Customer Support to receive billing information.

Eligiblity Page • Enable Eligibility Check: Eligibility Checks track the status of referrals and Patients to ensure they are covered for services. Note: If this checkbox is not selected, the following fields will be locked. • Ad Hoc Eligibility Check: Click Run to generate an Eligibility Check batch for all Patient’s configured for this Contract. Results of the Eligibility Batch submission can be view from the Patient > Eligibility Batch Review page. • Run Automated Batch On: Use the radio buttons to select when you would like HHAeXchange to run an automated Eligibility Check for the Patients assigned to this Contract. • For Selected Payer: Using the dropdown, select which Payer Source should be used when performing Eligibility Checks for this Contract’s Patients. • Contract Submission Name: When submitting Eligibility Checks for this contract, the entry in this field will be used instead of the Contract Name as it is configured on the Contract Profile. This field is required. • Medicaid Direct: Select this checkbox if the Contract provides service to Patients who are directly covered by Medicaid. When selected, the eligibility check process will correctly identify which Patients are covered by Medicaid.

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QuickBooks Page Any information which will be exported to QuickBooks may be entered and maintained on this page.

QuickBooks Page • QB Items: These fields represent identifier information required when exporting Contract information for use in QuickBooks.

Notes/Uploads Any additional information or scanned documentation pertaining to the Contract may be stored on this page. Before any notes can be added, values for the Note Type must be setup on the Reference Table.

Notes/Uploads Page

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Payroll Setup

The Payroll Setup page is where Users may setup Discipline Rates, Holiday Payroll, and other payroll related rules such as Overtime Rates, Pay Preference, and Pay Preference. The following section will cover the fields and functions found on this page.

Note: Some of these fields may only be edited/adjusted by HHAeXchange Customer Support. General Section The General Section contains fields that were previously found on the Agency Profile page.

Payroll: General • Configuration Name*: The name of the set of rules created on the page. An Agency may have multiple Payroll configurations, each with a different name. This is useful for Agencies that operate out of several Offices, each of which may require a distinct set of Payroll rules. • Status: Whether or not the Payroll configuration is active. • Pay Preference: Select whether to run Payroll Weekly or Bi-Weekly. • Office(s): Select the Office(s) that the Payroll configuration applies to. • Overtime: Set whether the Agency/Office will pay Overtime. • Overtime after: Set the number of hours required before Overtime rates apply. Note: Once set, this field may only be edited by HHAeXchange Technical Support. • Minimum Hours for Daily: The minimum number of hours required for a Daily Visit. • Overtime Rate: Use these fields to select the Pay Code for Overtime rates. Note: Once set, this field may only be edited by HHAeXchange Technical Support. • Calculate Overtime for Prior Week: Select if you wish to calculate overtime worked during the prior week. • Allow more than one Payroll batches per Caregiver per Payroll period: Select this checkbox if you want to include a Caregiver in more than one payroll batch per payroll period. • Payroll week-Ending Day: Select which day of the week Payroll will be run. • Payroll Hourly Equivalent for Live-In Shifts: Use this field to define an hourly equivalent for Live- In Shifts. Note: This field may only be enabled by HHAeXchange Technical Support. • Display Patient Name on Stub: If selected, the Patient name will be included on the stub.

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• Allow Payroll Creation on any Week-Ending Day: If selected, this field signifies that your Agency may run Payroll on any day of the week. Please note this field is for reference purposes only; this functionality may only be activated/deactivated by a HHAeXchange employee.

Note: For more information on this functionality, please refer to the Payroll Process Guide.

Payroll Holiday Setup Section The Payroll Holiday Setup section allows Agencies to link Holidays to Pay Rates.

Payroll: Holiday Setup Users can create new Holiday Pay Rates in this section, as well as search for existing ones. When creating a new rate, users will have to complete the fields on the following popup:

New Holiday Rate On this popup, users must select a Holiday value (created using the Reference Table) from the dropdown, the Date of the holiday, and the Pay Code for the disciplines receiving Holiday rates.

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Discipline Rates Section The Discipline Rates section allows users to set rates for the Pay Codes created on the Reference Table.

Payroll: Discipline Rates When creating a new Discipline Rate, users will have to fill out the following fields: • Discipline: The skilled or non-skilled discipline attached to the rate. • Pay Code: The name of the rate, setup on the Reference Table. • From/To Date: The date range the rate may be used. • Hourly/Daily/Visit: The dollar amount of the rate. Active: Only Active Discipline Rates may be used.

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Agency Profile

The Agency Profile is used to capture general information pertaining to an Agency and its internal structure, as well as to setup a variety of functions and restrictions within the system. The following section will breakdown the fields Agency Profile page. Required fields are marked by an asterisk (*)

Note: Some of these fields may only be edited/adjusted by HHAeXchange Customer Support. General The General section is used to capture, and set, basic Agency information and requirements.

General Section • Agency Name/Initials/Code: The name, initials, and system code assigned to the Agency. These fields are set by HHAeXchange during implementation, and cannot be edited by users. • Serviced Zip Codes: Agencies may set the zip codes they are able to provide service using this link. • Languages*: Agencies may set the languages they are capable of providing service in using this link. • IVR Phone #: The IVR phone number Caregiver’s must dial when Clocking In or Out of a Visit. This field is for review purposes only: only HHAeXchange Technical Support may change an Agency’s IVR number. • Default Coordinator: Use this field to set the Coordinator that will automatically be assigned to every new Patient entered in the system. • Password Expires Within…Days: The number of days an Agency’s password will be valid before it must be reset. • NPI No.: The Agency-specific identifier number for the NPI registry.

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• Provider ID (33b): When utilizing the HCFA 1500 invoice type, field 33b on the HCFA form will always be the Provider ID number. Entering the Provider ID in this field will allow the system to automatically populate that field on the HCFA 1500 form when generating invoices in that format. • Account Receivable Contact: A reference field for the contact of the individual responsible for the Agency’s Accounts Receivable. • Encryption Password: When an Agency transmits a Caregiver’s Profile, the system will automatically encrypt the data due to the sensitive information contained within the file. This field allows Agency’s to set a password so recipients may view the file. • Automatic Visit Creation Based on EVV Confirmation For Linked Patients: Select this checkbox to capture generate Visits for Linked Patients using the Automatic Creation of Schedules function. • Invoice Numbers by Contract: Selecting this checkbox will cause the system to assign invoice numbers by Contract, instead of just assigning the next available invoice number regardless of what Contract it is generated for. This field is for reference only; to activate this feature, please contact HHAeXchange Customer Support. • Speak Out Duties: Speak Out Duties is an alternate duty entry model where the system will use a voice recording to read off the required duties, based on the specific Patient’s POC, for the Visit when a Caregiver is Clocking Out. After each duty is read, the Caregiver must enter 1 for completed, 0 for incomplete, or * for refused. • Prompt with Current Time During Time and Attendance Calls: If selected, Caregivers will be prompted with the current time when making a Time and Attendance Call. • Accept Time and Attendance Call From*: Use this field to select which phone numbers, enter on the Patient’s Profile, are acceptable for Time and Attendance calls. If a call is made from an unverified number, it will be sent to the Call Maintenance exception page. • Vendor Export Hyperlink: If this checkbox is selected, the Vendor Export Hyperlink will be visible in the search results when performing a batch search. • MD Order ICD Code Requirement*: Select which set of ICD codes are required on MD Orders. • Email Event: Notifications will be sent to all email addresses entered in this field each time a new Event is created or received. • Email New Placement: Notifications will be sent to all email addresses entered in this field each time a new Placement from a Payer is received. • Email Verification: Notifications will be sent to all email addresses entered in this field each time there us a failed verification. • Email General: Notifications will be sent to all email addresses entered in this field each time new Notes have been sent by a Payer. • Administrator Email: Notifications will be sent to all email addresses entered in this field each time an Admin related message is sent. • Caregiver Mobile Opts-Out Notification: This field is used as an exclusion list for Caregiver who wish opt-out of Mobile notifications. • Tax ID No.: The unique Tax Identification number for the Agency.

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• Provider Zip Code: The Agency’s Zip Code. • Closing Date (Date through which books are closed): Setting a Closing Date prevents alterations to billing and payment data prior to the specified date. For example, if a Closing Date of 3/1/2016 is set, any billing and payment data entered into the system prior to 3/1/2016 may no longer be edited. • Add Caregiver Team Identifier to Billing Batch Number: If selected, all billing batches generated based on a Caregiver Team will include the first two letters of the selected Team in the billing batch number. This field is for reference only; to activate this feature, please contact HHAeXchange Customer Support. Note: This functionality may only be activated by HHAeXchange. Please contact Technical Support for more information. • Homepage Default View: This option dictates which tab on the Home Module, Link Communication or Notifications, should display by default. • Allow Auto-Activating of Caregiver Mobile Access: Selecting this checkbox will automatically re- activate Caregivers who switched from Non-Active to Active status. • Hide Manual Confirmations on Confirm Timesheets Page When: If either the Visit start/end time is updated checkboxes are selected, users will not see any manually adjusted start/end times when reviewing visit information on the Confirm Timesheets page. • Master-Week Rollover on Deleted Visit: If this checkbox is selected, the Masterweek rollover will recreate deleted Visits within the rollover range. • Enable Automated Non-Compliance Restrictions: If this checkbox is selected, the system will automatically generate a Restriction for “Non-Compliant” on the Caregiver’s Absence/Restriction page for all dates the Caregiver is listed as “Non-Compliant” based on the Agencies compliance rules. Once the restriction is created, users will be unable to schedule the Caregiver for any of the days listed, regardless of their current compliance status. • Maintain Pay Code after Changing Caregiver on Visit: If this checkbox is selected, the system will maintain the Pay Code applied to a Visit if the assigned Caregiver is switched. This only applies when the original Caregiver and the newly assigned one are the same Discipline. Please note that this function may only be activated by an HHAeXchange employee; the field is for reference purposes only. Required Fields The Required Fields section allows users to set specific fields, found on various pages within the system, as required*.

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• Caregiver Branch • Patient Branch • Caregiver Ethnicity • Patient ID Number • Caregiver Employee ID • Patient Priority Code • Caregiver HHA/PCA Registry Number • Patient Source of Admission • Caregiver Language 1 / 2 • Patient Medicaid Number • Caregiver Notification Preference • Patient Nurse • Caregiver Email • Patient SSN • Caregiver Mobile/Text Message • Patient Evacuation Zone • Caregiver Voice Message • Patient Evacuation Location • Caregiver Added/Checked Registry Date • Patient Mobility Status • Reason required to edit in/out time of a Visit Check Caregiver Compliance at Time of Scheduling This section allows Agencies to set compliance requirements when assigning a Caregiver to a Visit. Compliance requirements may be set to: No: No compliance is required for the field. Warning: No compliance is required for the field, however, the system will warn users that the Caregiver does not have the compliance specified by the field. Validate: The Caregiver must be compliant for the specific field.

Check Compliance Section Users must select one of the options above for each of the fields listed: Note: By default, Warning will be selected for every field. • I9 / Criminal Background: The Caregiver must have an I9 and Criminal Background check on record. • Training School: Non-skilled Caregiver’s must have a Training School on record. • Medicals: The Caregiver must have records of all required Medical examinations. • Evaluations: Caregiver evaluations. • Prof. License / Malpractice Insurance: Skilled Caregivers must have a license to practice medicine and insurance in case of a lawsuit.

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Caregiver Scheduling and Availability The Caregiver Scheduling and Availability section allows Agencies to set a default availability for Caregivers.

Caregiver Scheduling and Availability Section Fields found in this section include: • Allow Caregivers to Edit Availability via Mobile App: Selecting this checkbox allows Caregivers to edit their availability through the Mobile App at any time. • Caregiver Hire Date Validation at Time of Schedule: If selected, the system will confirm that a Visit does not fall any time prior to the Caregiver’s hire date. • Default Caregiver Availability: Using the Edit link, Agencies may set a default time frame for each day of the week which will serve as the default hours of availability. • Default Max Visits Availability: Using the Edit link, Agencies may specify a specific amount of Visits a Caregiver may work on a given day. Note: Each time these fields are edited, they will only apply to new Caregivers. Existing Caregivers will retain any existing availability. Call Exception Notification Setup This section allows Agencies to dictate which employees will receive email notifications pertaining to verification failures or issues.

Call Exception Notification Setup Section Fields in this section include: • Alert Email (weekdays/weekends): The email address of the individual(s) at an Agency who will receive notifications for failed Time and Attendance verifications, Missed Visits, and other visit verification items. There are two separate text fields for email alerts for weekdays and weekends. • Week day/Saturday/Sunday: Select the times on which notification emails will be sent. Generally, notification emails should be sent outside of regular office hours, when system users would not be monitoring the Call Dashboard. Select the time and frequency for which the individual listed in the Alert Email field will receive notification on Weekdays, Saturdays, and Sundays.

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Secondary Verification Calls Secondary Verification Calls serve as an audit tool by sending out automated calls to confirm that a Caregiver is working their scheduled shift.

Secondary Verification Calls Section In this section, Agencies can set the following: • Verification Call Audit %: The percentage of Visits that will receive a secondary verification call. • Audit Calls on Week-End: Selecting this checkbox determines whether audit calls will be made for weekend Visits as well. Address

Address Section The Agency’s address may be entered in this section using the following fields: • Street 1 / 2 • Zip* • City • Phone • State* • Fax

Payroll

Payroll Section Payroll setup is handled primary on the Payroll Setup page. As a result, the Payroll section on the Agency Profile page only contains three fields: • EVV Duty Code for “Worked During Meal”: The EVV Duty Code Caregiver’s may enter if they worked through a meal for a Live-in Visit. To setup this code, please contact HHAeXchange Customer Support. • EVV Duty Code for “Worked During Sleep”: The EVV Duty Code Caregiver’s may enter if they worked through their designated ‘sleeping’ time for a Live-in Visit. To setup this code, please contact HHAeXchange Customer Support. • OT Calculation Logic: The Agency’s OT Calculation logic will display here.

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Mileage Expense The Mileage Expense section allows users to set rules for Caregiver travel reimbursement.

Mileage Expense Section Fields in this section include: • Enable Mileage Expense: This is a reference field displaying whether the Agency is setup for Mileage Expense calculations. To active this feature, please contact HHAeXchange Customer Support • Maximum Distance per Trip: This field may be used to set a limit on the amount of miles a Caregiver will be reimbursed for per trip. • Maximum Reimbursement per Trip: This field may be used to set a limit on the actual amount of money a Caregiver will be reimbursed per trip. Note: A Trip refers to the distance traveled from a specified starting location to the scheduled Visit. This means if a Caregiver works two Visits in a day, they will be reimbursed for two Trips.

• Starting Location for First Mileage Reimbursement: The starting location for the first Trip a Caregiver makes for any given day. The starting location may be: o Caregiver Home Address o Office Address o Other Address • Mileage Periods: Using the [Add] button, users can set up the actual rates for travel reimbursement. The system will prompt users to complete the following fields: o From/To Date: The time period the particular rate will be effective for. o Pay Rate($): The dollar amount of the rate. o Active: Set whether the Mileage Period is active or not. o Auto-Adjust Impacted Mileage Rate Dates: If selected, the system will ensure that there is continuity, and no overlap, between any existing Mileage Rates and new ones. Financial Reporting Setup The Financial Reporting Setup section contains the following fields: • Revenue Recognition Based On: Allows you to establish when your agency will recognize revenue, either at the Date of Service or Invoice Date. • Aging Reports: Establishes what point Receivables will age from-Due Date or Date of Service. • Payment Recognition: Determines when payments are considered received: Posting Date, Deposit Date or Check Date.

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Agency Logo

Using the attachment icon, , users may upload a photo of the Agency’s logo in this section.

Agency Logo Section Payer Detail The Payer Detail section can be used to review basic information on any Payers connected to the Agency.

Payer Detail Section Using the Payer dropdown field, users can select any Payer linked to the Agency and review the following fields: • QB Account Name/Number/Terms Spelled/Terms in Days: These fields outline QuickBooks information associated with the Payer. • Timesheet Required (Non-Skilled/Skilled): These fields control whether a timesheet is required for non-skilled and/or skilled Visits. • Rates: Any Pay Rates setup specifically for the Payer will appear under this subsection. Collection Setup

Collection Setup Section The Collection Setup section contains the following fields: • Automatic close collection note if claim is paid: Selecting this checkbox will prompt the system to automatically close collections when payment is received. This will occur with electronic remittances as well as when applying payments manually. The Collection Status dropdown can be used to select a status which will automatically be applied to the collection. • If a denial is received via an ERA automatically update status: Selecting this checkbox will automatically update the status if an ERA denial is received. The Collection Status dropdown can be used to attach a status to the denial.

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Family Portal Message Notifications This section allows Agency’s extend the functionality of the Family Portal by including additional Agency employees to notifications

Family Portal Message Notifications Fields in this section include: • Coordinator of Patient: If selected, the Patient’s Coordinator will receive notifications from the Family Portal. • Other System Users: If selected, internal users may be added to the notification list. Use the dropdown to select which users to include. • Other Email Addresses: Any emails entered into this free text field will receive notifications from the Family Portal.

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Training School Setup

The Training School Setup page allows users to select, and approve, Training Schools from the HHAeXchange database.

The Training School Setup Page To search, select, and approve Training Schools for an Agency, or specific Offices, users must complete the following fields: • Configuration Name*: The Configuration Name is the first field that must be completed before adding approved Training Schools. Approved schools are then added to the designated Configuration. • Offices: The Offices the Training School Configuration applies too. • Training School Name: Users may use this field to search for approved Training Schools under the Configuration. To search the HHAeXchange database for schools, use the [Add] button and select [Search]. Once Training Schools have been selected (or approved), select [Save].

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File Processing

The File Processing function is used to managed Linked-Contract billing. It is divided into two tabs: Claim Files and Remittances.

Claim Files The Claim Files tab captures all invoices, or claims, processed for Linked-Contracts. The claim files may be extracted from HHAeXchange using the Export link in the right-most column.

The File Processing Page, Claim Files The following fields may be used to set search parameters on this page: • File Type: Search for a specific claim file type. The primary format is the 837 Claim File. • Contract: Search for 837 files associated with a specific Contract(s). • Processed From: Search for 835 files processed in HHAeXchange from a specific date. • Processed To: Search for 835 files processed in HHAeXchange to a specific date. • Invoice Batch Number: Search for a specific claim based on the assigned invoice batch number. • File Name: Search for a specific claim based on the file name. In the search results, users may review the following information for each Claim file: • File Type: The type of Claim file. • Claim Type: The type of Claim, i.e., an Original Claim, Adjusted Claim, etc. • Contract: The Contract that is being billed. • Invoice Batch: The Invoice Batch number the Claim is a part of in HHAeXchange. • Patient #: The number of Patient cases being billed for in the Claim. • Claim #: The number of actual Claims held within the file. • Claim Amount: The amount being billed. • File Name: The name of the Claim file. • Processed Date/Time: The date and time the Claim was generated in HHAeXchange.

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Remittances The Remittances tab maintains a record of all 835 Remittance Files received by the Agency. The Remittance files may be extracted from HHAeXchange using the Export link in the right-most column.

The File Processing Page, Remittances The following fields may be used to set search parameters on this page: • Contract: Search for 835 files associated with a specific Contract(s). • Check Number: Search for an 835 file containing a specific Check Number. • Processed From: Search for 835 files processed in HHAeXchange from a specific date. • Processed To: Search for 835 files processed in HHAeXchange to a specific date. • Check Date From: Search for 835 files with a check date from a specific date. • Check Date to: Search for 835 files with a check date to a specific date. In the search results, users may review the following information for each Remittance file: • Contract: The Contract associated with the 835 file. • Check Number: The check number associated with the 835 file. • Check Date: The date the Check was issued. • Billed: The amount billed in the 837 Claim File. • Paid: The amount paid in the 835 Remittance File. • Rejected: Any Visits or items included in an 837 Claim file which were not paid. • Adjustment: Any Visits or items included in an 837 Claim file which were only partially paid. • Patient Resp: The amount, if applicable, the Patient is responsible for paying. • PLB: The Provider Level Adjustment is a secondary adjustment that may either decrease or increase the payment. Multiple adjustments may be captured by a single PLB. • File Name: The name of the 835 file. • Processed Date/Time: The date and time the file was processed in HHAeXchange.

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Medical Setup

The Medical Setup function allows users to create, and edit, medical requirements for Caregivers.

Medical Setup Page To setup a new Medical Configuration, the following fields must be completed: • Configuration Name*: Every Medical list must be given a name. • Status: Use this dropdown to select whether the Medical configuration is Active or Inactive. • Office(s): Using the Edit link, select one or more Offices that will utilize the Medical configuration.

New Medical To create a new Medical for a configuration, click on the [Add] button. Users must then complete the following fields: • Medical*: The name of the medical evaluation or test the Caregiver must complete. • Result*: The result of the medical evaluation or test. This dropdown contains hardcoded values. • Required: Select whether the medical is required. If the value Required if… is selected for this field, users must also complete the following: o Parent Medical*: The medical evaluation or test that required the subsequent medical to be required. o Result is*: The result of the Parent Medical which makes the subsequent medical required. Example: Medical B is Required if... Medical A’s test results are Positive. o Child Medical Required: Use this field to determine when the medical is required. o Required For: Select which disciplines must complete the medical. • Expirable*: Select whether the medical has an expiration date. If Yes is selected, users must enter an expiration in Days or Months.

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Special Medicals If Special Medicals are required, select the Yes radio button and complete the required after field, to designate when a Caregiver has to complete the medical. Physician Setup

The Physician Setup function allows Agencies to create profiles within the HHAeXchange system for Doctors working with a serviced Patient. New Physician The New Physician page allows users to enter a Doctor’s personal and medical information.

New/Edit Physician Fields on this page include: • First/Last Name*: The Physicians first and last name. • License No.: The Physicians professional license number. • Office: The specific Office within an Agency a Physician works with. • Suspension Date: Set a suspension date in this field. • Status: Select this checkbox is the Physician is actively working with the Agency. • NPI: The Doctor’s National Provider Identifier number. • License Expiration Date: The date the Doctor’s license expires. • Note: A free text field for any relevant notes concerning the Doctor. • Revoke Date: • Accepts Medicaid: Select this checkbox is the Doctor accepts Medicaid Patients. • Physician Type*: The Physicians specialty/type of practice. Values for this table are setup on the Reference Table. • Exclusion Lists Checked On: This function will run a search through various databases, such as OMIG, OIG, and GSA, to ensure the Physician is not on any exclusion lists. Note: Please be aware that your Agency will be charge for exclusion lists checks. For questions concerning price and billing, please contact HHAeXchange Customer Support. • Addresses: The Physician’s work address.

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Physician Search Any Physician entered into the system may be found using the Physician Search function.

Physician Search Search filters include: • First/Last Name • Status • Office(s) • Physician Type • Phone Number • Accepts Medicaid • License No. Users may click on the Physician’s name in the search results to be redirect to Edit Physician page.

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Office Setup

The Office Setup page is used to configure individual Offices within an Agency. Every Agency must have at least one Office. The following section will review the fields found on this page.

Note: Required fields are marked by an asterisk (*). General

General Section The General section contains the following fields: • Office Name*: The Office name. • Office Grouping*: Select what level the Office falls under on the Organization Structure. • Tax ID: Enter the Tax ID that will be used for invoicing. • Provider Zip Code: The Office’s zip code. • Mobile Fixed Visit Verification: If this checkbox is selected, Caregiver’s with Mobile App access will be able to perform EVVs using the security token registered to Patients. • Allow Caregiver In-Service and Visit Overlaps: If selected, the system will allow users to schedule Caregivers for In-Service and Visits at overlapping times. • Allow Caregiver Absence and Visit/In-Service Overlaps: When selected, the system will allow users to schedule Caregivers to Visits and/or In Services when they have a scheduled absence. When unselected, Caregivers cannot be scheduled for Visits and/or In Services when absent. • Display MD Order Aide Tab as: Select how the Aide page in MD Orders will display: o Duty Code View: This view will display the Patient’s POC. o Order/Goal View: This view will display MD Orders and Goals associated with the Patient. This is the normal view for Skilled Caregivers. • Payers Linked to Office: Select any Payers linked to the Office. • Status: Select whether the Office is active or not. • Office Code*: A three digit code used to distinguish each of the Offices within an Agency. This code will attach itself to certain identifiers, such as a Patient’s Admission ID. • Web Applicant Unique URL: The Offices unique URL for the Web Applicant Portal.

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• NPI No.: The Office’s National Provider Identifier number. • Provider ID (33b): When utilizing the HCFA 1500 invoice type, field 33b on the HCFA form will always be the Provider ID number. Entering the Provider ID in this field will allow the system to automatically populate that field on the HCFA 1500 form when generating invoices in that format. • Default Coordinator: The default Coordinator for the Office may be set using this dropdown. • Mobile GPS Visit Verification: If this checkbox is selected, Caregiver’s with Mobile App access will be able to perform EVVs using their smartphones GPS. • Tolerance Range (ft): Use this field to set the range for a valid GPS verification. The range is based off the GPS coordinates of the Patient’s address. • Unbalanced Tolerance: The acceptable time limit to place an EVV based on the scheduled Visit start or end time. Address

Address Section The Address section contains the following fields: • Street 1 / 2: The Office’s street address. • City: The city the Office is located in. • Zip*: The Office’s zip code. • Fax: The Office’s fax number. • Time Zone: The Office’s time zone. • State*: The Office’s state. • Phone: The Office’s phone number. • Use Office Address for Invoice: If selected, the Address on this page will be used for invoices, as opposed to the address enter on the Agency Profile page. • Use Office Address for Clinical Documentation: If selected, the Address on this page will be used for clinical documentation. Recording Information for Conexus Message Broadcasting This section of the Office Setup page allows users to set up the Office’s Conexus function. For further information regarding the fields in this section, please refer to: Recording Information for Conexus Message Broadcasting

QuickBooks Configuration This section of the Office Setup page allows users to enter the Office’s QuickBooks information. For further information regarding the fields in this section, please refer to: Payer Detail

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Overtime Scheduling The Overtime Scheduling section allows Agencies to specify what constitutes as Overtime.

Overtime Scheduling Section The Overtime Scheduling section contains the following fields: • Overtime Validation at the time of Scheduling: If selected, users must enter their login password and select an Override Reason to schedule a Caregiver for a Visit which will exceed the overtime threshold. • Hourly Equivalent for Live-In Shifts: Set an overtime threshold for Live-In Visits. • Prompt Password at: Set the hourly threshold before overtime begins. Exclusion List The Exclusion List section allows users to review their subscription to HHAeXchange’s exclusion list service.

Exclusion List Section This service will run a search through various databases, such as OMIG, OIG, and GSA, to ensure Physician and/or Caregivers are not on any exclusion lists. For more information, please contact HHAeXchange Customer Support.

Office Level Reference Table The Office Option Setup section contains a secondary, or Office Level, Reference Table functionality that allows users to setup values for certain fields in the system. To differentiate between values setup on the Office and Agency Level Reference Tables, the latter are designated as Agency Default values.

Office Option Setup The following Reference Table items are available in the Office Option Setup section:

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• Collection – Representative • Interim Order Category Templates • Caregiver Team • Clinical Advanced Directive • Training School Instructor • Evacuation Zone • In Service Topics • Evacuation Location • In Service Instructor • Priority Code • Clinical Category Goal • Mobility Status • Clinical Category Orders • Electric Equipment Dependency • Clinical Discipline Categories • Patient Team • Clinical DME and Supplies • Branch • Clinical Nutritional Requirements • Location • Clinical Safety Measures • Caregiver Referral Source • Patient and Caregiver Preferences Note: These items, with the exception of the italicized Clinical fields, may be edited on both the Office and Agency Level Reference Tables. The italicized Clinical fields are only available at the Office Level. For further information on these items, please refer to the Reference Table Legend. Org. Structure

The Org. Structure page allows Agencies to add new values to the Organization Structure created during implementation.

Org. Structure Page It is important to note that Agencies cannot add a new Level to the existing Organization Structure; they may only add values to existing ones.

To create a new value, use the [Add] button. Users will be prompted to fill in the following fields on the subsequent popup: • Name: Name of the new value. • Type: The type, or level of the new value. • Parent: The parent, or the value above, the new one. • Sort Order: If there are other values on this level, designate what order they appear using this field. ______The Enterprise User Guide Page | 143 Version 8 The Admin Module Proprietary & Confidential The Enterprise System

Add Level Popup For example, if the Name of the new value is New York City, users would select City for the Type value, and an existing value (in this case New York) for the Parent value.

Note: These values were made up for the purposes of this example. Duty List Setup

The Duty List Setup function allows Agencies to manage plan of care duties themselves.

Duty List Setup Page To setup a new Duty List, or edit an existing one, users must complete the following fields: • Configuration Name*: Every new Duty List must be given a name. • Status: Use this dropdown to select whether the Duty List is Active or Inactive. • Office(s): Using the Edit link, select one or more Offices that will utilize the Duty List. New Duties To create a new Duty, click on the [Add] button. Users must then complete the following fields: • Duty Code*: The three digit code the Caregiver will use when entering duties. • Duty Name*: The name of the actual duty. • Duty Category*: The category of care the duty falls under. The values in this dropdown are hardcoded into the system. • Status: Use this dropdown to select whether the duty is Active or Inactive. ______The Enterprise User Guide Page | 144 Version 8 The Admin Module Proprietary & Confidential The Enterprise System

Reference Table Management

The Reference Table Management function is used to create unique values for various fields within the system at the Agency Level:

Reference Table Management The fields required to create new values for each available field in the Reference Table dropdown may vary from item to item. Values created using this function will be labeled as Agency Default on the Office Level Reference Table.

For further information on the customizable fields available on this page, please refer to the Reference Table Legend, or contact HHAeXchange Technical Support.

Process Monitor

The Process Monitor maintains a log of all completed processes, as well as an active feed of any running processes. Processes refer to everything from deleting a Visit to running Payroll. This page is for review purposes only.

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Workflow Management

The Workflow Management function is used to create a workflow, or an automated process consisting of an initial triggering action, or a series of actions, and an Output. Once a workflow is created, the process will run automatically each time the initial action specified in the workflow is met.

For example, an Agency may create the following workflow: Action: Status of a Referral Profile has been edited. Output: The system automatically generates and sends an email to the Intake Manager, informing them of the change. Creating a new Workflow consists of three steps:

Name The first step involves creating a name for the Workflow and defining which Module the Workflow will be activated for.

Workflow Name To Name a Workflow, complete the following fields: • Workflow Name*: Name of the Workflow. • Office*: The Office the Workflow will be applied to. • Description: A free text field to describe the Workflow. • Module*: The module the new Workflow will be applied to. Note: The triggering actions available in the next section is dependent on the module selected.

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Action The second step involves defining the trigger action of the Workflow. Users may setup additional conditions to better define the triggering action.

Action Triggering Workflow To setup the triggering action, complete the following fields: • Workflow Action*: The action triggering the Workflow. The values in this field depend on the Module selected in the previous step. Some actions will require additional information or further specification. In these cases, the following fields will appear: o When Field*: If a triggering action occurs when a field is updated, users must define the field. o Is Updated To*: Users must also define whether a specific value within that field is the triggering action, or if any update to the field is the trigger. Note: The additional fields generated by the value selected in the Workflow Action dropdown may vary from value to value. • Additional Conditions (Optional): If the action triggering the Workflow requires further refinement, it may be done using the following fields: o AND/OR: And/Or: Selecting And will require both the workflow action that was specified and the selected field to occur. Selecting Or will require either variable be selected. o Field: Select the field that will trigger the additional condition. o Operator: Select the operator that will define the relationship between the condition established and the value that is entered in the next field. o Value(s): The variable that is entered to explicitly define the condition

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Output The final step in creating a Workflow involves defining the Output.

Select Output Type The Workflow Output may be one of the following:

Message Messages are sent to internal Agency users. To send a message, define values for the following fields: • Message Type*: Select who will receive the message. If users select… o All: All Agency users will receive the message. o Private: Only select users will receive the message. o Role: Only selected roles will receive the message. • Send To*: If Private or Role is selected for the Message Type, users must define which users or roles, respectively, will receive them message. • Priority*: Use this field to define the priority of the message being sent. • Message*: The actual message being sent.

To-Do To-Do Outputs will be sent to the To-Do section of the Home Module. To send a To-Do, users must define values for the following fields: • To: Select who will receive the message. If users select… o User: Only select users will receive the message. o Role: Only selected roles will receive the message. ______The Enterprise User Guide Page | 148 Version 8 The Admin Module Proprietary & Confidential The Enterprise System

• Assign To: Users must define which users or roles, respectively, will receive them message. • Priority*: Use this field to define the priority of the message being sent. • Due*: Enter the number of days after the workflow action has taken place that the assigned personnel must complete their tasks. • Description*: A description of the To-Do.

Email If Email is the selected Output, the system will send emails to every address entered in this section. Users must define the following fields: • To*: Enter the email addresses of all relevant parties in this field. • CC: Enter the email addresses of any parties that will be copied on the message. • BCC: Enter the email addresses of any parties that will be blind copied on the message. • Subject*: The subject of the email. • Message*: The email message. Users may add as many Outputs as they desire to a Workflow.

I-9 Compliance

The I-9 Compliance page is used to set requirements for approved I-9 identification documents.

The I-9 Compliance Page Agencies may use this page to determine whether an I-9 document: • Expires • Require Re-verification If a document is set to Expire, the system will allow users to select whether or not re-verification is necessary. Users may use the I-9 Document dropdown to review or edit a specific document, or search All to review and edit all I-9 identification documents accepted.

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Family Portal Global Management

Family Portal Global Management is used to setup user accounts for family members, broadcast notifications, and review activity in the family portal. This function is broken up into three parts to facilitate these separate processes. Registered Family Members The Registered Family Members sub-function is used to both search for existing family members and enter new ones.

Registered Family Members Users may utilize the following fields to search for existing family members: • Last/First Name: Search for users using their names. • Username: Search for a specific user with their username. • Patient Last/First Name: Search for users attached to a specific Patient. • Phone Number: Search using the user’s phone number. • Status: Search for users with a specific status. • Email: Search for users using their provided email address. • Patient Admission ID: Search for users attached to a specific Patient. To enter a new family member, select [Add] and complete the following fields: • First/Last Name*: The family member’s first and last name. • Email Address*: The family member’s provided email address. • Username*: A unique username. Note: The system will inform users if the username is not unique. • Phone Number: The family member’s phone number. • Connect to Patient*: Connect the family member to a Patient. A single family member, or user, may be connected to as many Patient’s as necessary. • Status: Select whether the family member is an Active user. • Note: A free text field for any miscellaneous notes.

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Announcements The Announcements sub-function is used to review past announcements and send new ones.

New Announcement Users may search for past announcements using the From/To Date and Status fields. To create a new announcement, click the [Add] button and complete the following fields: • Message Type*: Send a message to All registered family members, or send a Private message. o Send To*: When sending a Private message, use this multi-select dropdown to select specific family members. • Priority*: Sent the priority for the message. • Subject*: Use this field to describe the purpose or content of the message. • Post Image: Attach a document to the message. Wall Posts The Wall Posts sub-function allows users to review any wall posts made by family members or Agency users. To create a new wall post, Agency users have to navigate to the Family Portal section of the Patient Profile.

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Initiate Processing

The Initiate Processing function allows users to manually trigger processes that are normally run automatically overnight.

Initiate Processing Page Before initiating a process, users must specify an Office(s) from the dropdown. Once a process is completed, the page will display the following information: • Last Executed: The date and time the process was last executed. • User: The user that triggered the process • Duration: How long the process took to complete. This functionality will not replace the automated process performed each night; it will simply provide a secondary means of activation. Note: Running these processes during business hours may result in reduced system performance. For additional information on this functionality, and processes which can be run from this page, please contact HHAeXchange Customer Support.

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Supplementary Materials

This section contains links for additional support documentation. This includes: • Process Guides • Quick Cards • Reference Materials These documents are meant to provide further clarification on how specific components in the Enterprise System interact. The documents linked in this section, as well as HHAeXchange’s catalogue of educational videos, may be found at the HHAeXchange Support Site, accessible by logging into HHAeXchange and selecting the Support Center link in the top left corner of the screen. Process Guides Process Guides are reference documents that provide instruction on procedures in the system. More specifically, they discussion how certain functions within HHAeXchange utilize and share information to achieve a particular goal. • Patient Intake • The FOB Device • Caregiver Management • Prebilling Validations • Scheduling and Adjusting Visits • Billing – Exception Pages and Invoicing • The Appointments Function • Accounts Receivable • EVV Management • Payroll Setup and Management • Mobile App Setup (Caregiver) • The Travel Time Function • Mobile App Setup (Agency) • Expenses and Supplies

Quick Cards Quick Cards breakdown specific components of larger processes within the system. • Cash Posting – Payment and Credit • Using the FOB Device • Create and Add Service Codes • Creating Master Weeks • Create and Add Pay Codes • Patient Authorizations • Invoicing and Claims

Reference Materials The materials in this section are meant to serve as a reference point for specific aspects of the system. • System Process Guide • 24-Hour Time Guide and Reference Card • Daylight Savings Time • Report Definitions • Reference Table Legend

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