Mobile App Caregiver Time Edit Corrections
The HHAeXchange Mobile App currently captures real-time Caregiver EVV via FOB or GPS methods. If EVV confirmations are missed, or do not accurately reflect the Start/End times of services, then Agencies can allow Caregivers to submit a request using the Mobile App to update Start and/or End times for service.
In the request, the Caregiver must provide the reason for their manual time correction, with any additional notes. A Patient signature is also captured at the time of the correction. These requests are received in the system where an authorized Office User approves or rejects the request.
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If approved, then the visit is updated with the requested times and the visit reason and the new Confirmed Time is approved.
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If rejected, then the Caregiver receives a note on the Mobile App, and the Confirmed Time remains unchanged.
To allow Caregivers to request Mobile App EVV Time Edits, go to the Edit Office page (Admin > Office Setup). Under the Mobile section, select the Allow Caregivers to Modify Confirmed Time via Mobile App and/or Allow Caregivers to enter Time via the Mobile App when there is no preexisting EVV, as seen in the image below and described in the table underneath.
These are not default settings; Agencies must enable accordingly.
|
If selected... |
Then... |
|---|---|
|
Allow Caregivers to Modify Confirmed Time via the Mobile App |
All Caregivers* in that Office are presented with an edit icon next to the Confirmed Time. This option is used to correct the time of a Clock-In and/or Clock-Out. |
|
Allow Caregivers to Enter Time via the Mobile App when there is no Preexisting EVV |
All Caregivers* in that Office are presented with an edit icon next to the blank confirmed time (--:--).This option would be selected when the Caregiver forgot to Clock-In and/or Clock-Out. |
The Office Level setting for Caregiver Time Edit can be overridden by enabling this feature per Caregiver. If disabled at the Office Level, specific Caregivers can be enabled and if enabled at the Office Level specific Caregivers can be disabled.
If this function has been enabled at an Office level, then they are automatically checked at the Caregiver level. To override Office level settings, go to the Caregiver Availability page under Caregiver > Availability and select Caregiver Time Modification Agency Office Level Override checkbox at the Caregiver Time Corrections settings.
If this feature is not enabled at the Office level, then select the desired Caregiver Time Correction options.
|
If selected... |
Then... |
|---|---|
|
Caregiver Time Modification Agency Office Level Override |
Must be checked to enable the additional options. Selecting this box overrides the Office Level settings for this Caregiver. |
|
Allow Caregiver to Modify Time via the Mobile App |
this Caregiver is presented with an edit icon next to the Confirmed Time on their Mobile App. |
|
Allow Caregiver to Enter Time via the Mobile App when there is no Preexisting EVV |
this Caregiver is presented with an edit icon next to the blank confirmed time (--:--).This option would be selected when the Caregiver forgot to Clock-In and/or Clock-Out. |
The Office Level setting for Caregiver Time Edit can be overridden by enabling this feature per Caregiver. If disabled at the Office Level, specific Caregivers can be enabled and if enabled at the Office Level specific Caregivers can be disabled.
To track Caregiver Time Edit Requests go to the Corrections page on the Call Dashboard under Visit > Call Dashboard. Once a Caregiver submits a Correction, these requests are routed to the Call Dashboard Corrections page, comprised of two sections: Search and Results.
Role permissions must be enabled for users to view and edit information on this page.
The Results section provides visit information per record as described in the following table.
|
Column |
Description |
|
|---|---|---|
| 1 |
Admission ID |
Patient Admission ID. |
| 2 |
Caregiver Name |
Caregiver requesting correction. Click the Caregiver Name to route to the Caregiver Calendar. |
| 3 |
Patient Name |
Click the Patient Name to route to the Patient Calendar. |
| 4 |
Scheduled Date |
The visit Scheduled Date. |
| 5 |
In/Out |
Indicates whether the request is for an In or Out confirmation. |
| 6 |
Original Time |
The original Confirmed Time for the visit. |
| 7 |
Corrected Time |
The Corrected Time submitted by the Caregiver. |
| 8 |
Reason |
The correction reason captured in the Mobile App (managed via Reference Table Management). |
| 9 |
Notes |
If Notes are added, then an icon displays. Hover over the icon to see partial note or click the icon to view the entire Note. |
| 10 |
Sig |
Hover over or click the icon to see the read-only Patient Signature captured at the time of requested correction. |
| 11 |
Requested |
The Date and Time the Caregiver submitted the request. |
| 12 |
Approve/ Reject |
Approve (green) and Reject (red) buttons.
If rejected, then the Caregiver receives a message on the Mobile App, and the Confirmed Time remains unchanged. |
A Schedule Time column has been added to the Time Correction Dashboard grid under Call Dashboard > Corrections to easily identify which visit the corrected call/request applies to.
Click the Scheduled Time link to open the Visit Info window.
Click the Corrections Request History link, located on the top-right corner of the Results grid, to display a history of Approved and Rejected Caregiver Time Corrections.
Role permissions must be enabled for users to view and edit information on this page. To grant permission to a role, go to Admin > User Management > Edit Roles. Select Visit from the Section field dropdown and the applicable role(s) from the Roles dropdown.
Scroll to Call Dashboard and select Call Dashboard Corrections for the respective role(s).
The Caregiver Time Edit Reasons are created and managed via the Reference Table Management function under Admin > Reference Table Management. Select Caregiver Time Edit Reasons from the Reference Table field to access. Click the Add button to add a reason.
Click the Add button to add a Caregiver Time Edit Reason. To edit, click the Reason name link. The Time Correction Reason window opens. Enter the required Reason field and enter a Reason Description (optional). Click Save.
A Caregiver Time Edit request cannot be processed or approved once a visit has been billed. When attempting to approve a request that has been billed, the system generates an error validation, as seen in the following image. In this case, click the Reject button to remove the request from the grid.
When a request is approved, the system automatically creates a Visit Note with Caregiver Corrected Time Approved as the selected Reason and Schedule Adjusted selected for Action Taken. The request is then removed from the Corrections page.
Validation Fail: If validation fails, then the system generates a validation error with a suggested fix. Click OK to close the message. The request remains in the Corrections grid until the issue is resolved; by either approving or rejecting the request.
