How do I create unscheduled visits?

HHAeXchange offers 2 versions of our app, HHAeXchange and HHAeXchange+. Note the plus sign in the name of the app and ensure you are referencing instructions for the correct version of the app.

You can select + New Unscheduled Visit from the Schedule page to create a new unscheduled visit. You can make an unscheduled visit for any patient you have access to, whether you have previously worked with the patient or not. You can also create a new unscheduled visit from the Patients page.

  1. Tap +New Unscheduled Visit.

    Unscheduled Visit

  2. On the New Visit page, select the patient or use the Search function at the top of the page to look up and select a patient. If you already have a matching scheduled visit with the patient, the app allows you to use that scheduled visit instead of this new unscheduled visit.

    Select Patient

  3. If prompted, on the Electronic Visit Verification page, select GPS or Security Token as the EVV method.

    • If you select GPS, after you allow the app access to your location, you can use the map to help find the Patient Address, and (if set up by your agency) you can change the Service Delivery Location from Home to another value to bypass the need for proximity to the patient’s address.

      EVV GPS page

    • If you select Security Token (FOB), the app prompts you to enter the six-digit Device ID and Passcode.

    • Tap Continue.

  4. If required, obtain a Patient Signature, an RN (Coordinator) Signature, and a Caregiver Signature, and tap Submit, or tap Skip if available and select the reason for skipping.

  5. If required, obtain Patient Voice Consent (Record, Stop Recording) and tap Done, or tap Skip if available, and select the reason for skipping.

    Visit Details

  1. If required, select a Service Code in Visit Settings.

  2. If you have Non-EVV Services to record and your agency allows it, tap the checkmark to select Non-EVV Services and select the Duration of Non-EVV Services in Hours and Minutes.

  3. If the visit includes a POC (or Other Duties), select the duties performed (checkmark) and duties refused (X). Select any required Value for duties performed and any Refused Duty Reason your agency requires.

    You can add other duties your agency requires for the visit by tapping + Add Other Duties.

    Duties

  4. If the visit includes Care Insight Questions, answer all required questions and provide Additional Info as needed. Tap Save Responses.

    Care Insights Questions

  5. Tap Add Note to include a note.

  6. Tap Clock Out at the bottom of the page.

    Clock Out

  7. If prompted, on the Electronic Visit Verification page, update GPS or Security Token settings.

  8. If required, collect the Patient Signature and any other required signatures. Tap Submit or tap Skip if available and select your reason for skipping.

  9. If required, obtain Patient Voice Consent (Record, Stop Recording) and tap Done, or tap Skip if available, and select your reason for skipping.