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Avatar Appointment Scheduling 2023 Update 15

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Product Requirements / Recommendations

Avatar Appointment Scheduling required
Avatar PM required
RADplus required
Avatar Cal-PM

Recommended Update Level

Avatar CareFabric 2023 Update 26
Avatar PM 2023 Update 78
Avatar Cal-PM 2023 Update 45

Additional Requirements

Avatar PM 2023 Update 78 or Avatar Cal-PM 2023 Update 45
Avatar CareFabric 2023 Update 26

Product Update Form Description

The following changes are made: 1) The editing of an electronic visit appointment will be prevented when the appointment is canceled in the MobileCaregiver+ application. 2) The deletion of an electronic visit appointment will be prevented when the appointment is in the past. 3) The new field 'Select Address of Service' is added to the 'Scheduling Calendar', 'Appointment Management' and 'Post Staff Activity Log' forms. The appointment scheduling web service is updated accordingly. Please note: Avatar PM 2023 Update #78 (or equivalent) is required to use the new functionality.

Included Updates

2, 3, 5, 6, 7, 10, 11

Required Updates

None

Details
NEW3 CHANGED0 FIXED0
New (3)
Mobile CareGiver+ - Cancelled Appointments
The editing of an EVV appointment will be prevented when the appointment is cancelled in the Mobile CareGiver+ application.
Value Added: Support for Mobile CareGiver+
Topics
• Add New Appointment • Appointment Management • 'Coming In Today' widget • Electronic Visit Verification • NX • Scheduling Calendar • Web Services
 
Mobile CareGiver+ - Past Appointments
The ability to edit and delete EVV appointments will be prevented when the appointments are in the past.
Value Added: Support for Mobile CareGiver+
Topics
• Add New Appointment • Appointment Management • 'Coming In Today' widget • Electronic Visit Verification • NX • Scheduling Calendar • Web Services
 
Mobile CareGiver+ - Client Alternate Addresses
The 'Select Address of Service' field is added to the 'Scheduling Calendar', 'Appointment Management', and 'Post Staff Activity Log' forms. The Appointment Scheduling web service is updated accordingly. When a client has active alternate addresses on file in the 'Client Alternate Addresses' form, they will be available for selection in the 'Select Address of Service' field when scheduling appointments, if desired.
Please note: Avatar PM 2023 Update 78 or Avatar Cal-PM 2023 Update 45 and Avatar CareFabric 2023 Update 26 are required for full functionality.
Value Added: Support for Mobile CareGiver+
Topics
• Add New Appointment • Appointment Management • Electronic Visit Verification • NX • Registry Settings • Scheduling Calendar • Web Services
 
Acceptance Tests
AV-84542 Summary | Details
Mobile CareGiver+ - Cancelled Appointments
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Appointment Management
  • CareFabric Monitor
  • Crystal Report Viewer
  • Post Staff Activity Log
  • Scheduling Calendar - Status Update
Scenario 1: Mobile CareGiver+ - Validate the user is unable to edit/delete EVV appointments after they have been cancelled in MCG+
Specific Setup:
  • Avatar is configured to integrate with Mobile CareGiver+. Please note: This must be done by a Netsmart Representative.
  • A program is defined with a value populated in the 'EVV Provider Organization ID' field in the 'Program Maintenance' form (Program A).
  • "Program A" has an associated location (Location A) with the following defined in 'Dictionary Update' for the "Client" file, "(10006 Location)" data element:
  • Extended dictionary data element "(587) Place Of Service (Mobile CareGiver+)" must be set to "Home" (unless an alternate address is being used).
  • If the above dictionary data element is not defined, then the extended dictionary data element "(579) Place Of Service (837 Electronic Billing)" will be used and must be set to "Home". If this dictionary data element is not defined, then "(578) Place Of Service (HCFA 24-B)" will be used and must be set to "Home".
  • A service code must be defined that has "Yes" selected in the 'Does This Service Require Electronic Visit Verification' field in the 'Service Codes' form and must be assigned to "Program A" (Service Code A). This service code must also have a CPT-4/HCPCS code associated to it in the 'Service Fee/Cross Reference Maintenance' form (Procedure Code A).
  • Must have a guarantor defined in the 'Guarantors/Payors' form (Guarantor A).
  • The following must be set in the "Electronic Visit Verification" section of the 'CarePOV Management' form:
  • "Yes" is selected in the 'Enable Mobile CareGiver+' field.
  • "Yes" is selected in the 'Send Non EVV Payers' field.
  • "No" is selected in the 'Require Authorization' field.
  • "No" is selected in the 'Require Cancellation Reason' field.
  • "Guarantor A" has a row with all fields populated in the 'Payor Program ID' grid.
  • Must have a "Cancelled" dictionary value defined in 'Dictionary Update' for the 'Client' file, "(10005) Appointment Status" data element:
  • Extended data element "(60030) Disposition" must be set to "Cancelled".
  • Extended data element "(60031) CarePOV Appointment Status" must be set to either "Cancelled by Patient" or "Cancelled by Staff".
  • A practitioner must be defined as an EVV resource with hours for scheduling and has the following on file: 'Name', 'Date Of Birth', 'Cellular Telephone', 'Staff EVV ID', 'Email Address', and 'Staff EVV Type' (Practitioner A).
  • A client is enrolled in "Program A" and has the following on file: 'Client Name', 'Address - Street', 'Zipcode', 'Cell Phone', 'Diagnosis', "Guarantor A" selected in 'Financial Eligibility' (Client A).
  • "Client A" has a scheduled EVV appointment with "Practitioner A".
Steps
  1. Cancel the appointment for "Client A" in the Mobile CareGiver+ application.
  2. Access the 'Scheduling Calendar' form.
  3. Validate the appointment for "Client A" with "Practitioner A" is displayed with the canceled disposition icon.
  4. Right click on the cancelled appointment and click [Details/Edit].
  5. Validate a message is displayed stating: The 'CareFabric Appointment Status' of this appointment is "Unable to Complete (UNBL)". The editing of certain fields will be prevented.
  6. Click [OK].
  7. Validate the following fields are disabled:
  8. Appointment Site
  9. Appointment Date
  10. Appointment Start/End Time
  11. Duration
  12. Service Code
  13. Appointment Status
  14. Client
  15. Episode Number
  16. Practitioner
  17. Program
  18. Location
  19. Available Tasks
  20. Select Address of Service
  21. Close the form.
  22. Right click on the appointment and click [Status Update].
  23. Validate a message is displayed stating: The 'CareFabric Appointment Status' of this appointment is "Unable to Complete (UNBL)". The editing of certain fields will be prevented.
  24. Click [OK].
  25. Validate the following fields are disabled:
  26. Appointment Status
  27. Confirmed
  28. Confirmation Notes
  29. Missed Visit
  30. Missed Visit Service Code
  31. Missed Visit Notes
  32. Close the form.
  33. Right click on the appointment and click [Delete].
  34. Validate a message is displayed stating: The 'CareFabric Appointment Status' of this appointment is "Unable to Complete (UNBL)". The deletion of this appointment is prevented.
  35. Click [OK] and validate the appointment is still displayed.
  36. Click [Dismiss].
Topics
• Add New Appointment • Electronic Visit Verification • NX • Scheduling Calendar
AV-86858 Summary | Details
Mobile CareGiver+ - Past Appointments
Scenario 1: Mobile CareGiver+ - Validate the user is unable to edit/delete EVV appointments that are in the past
Specific Setup:
  • Avatar is configured to integrate with Mobile CareGiver+. Please note: This must be done by a Netsmart Representative.
  • A program is defined with a value populated in the 'EVV Provider Organization ID' field in the 'Program Maintenance' form (Program A).
  • "Program A" has an associated location (Location A) with the following defined in 'Dictionary Update' for the "Client" file, "(10006 Location)" data element:
  • Extended dictionary data element "(587) Place Of Service (Mobile CareGiver+)" must be set to "Home" (unless an alternate address is being used).
  • If the above dictionary data element is not defined, then the extended dictionary data element "(579) Place Of Service (837 Electronic Billing)" will be used and must be set to "Home". If this dictionary data element is not defined, then "(578) Place Of Service (HCFA 24-B)" will be used and must be set to "Home".
  • A service code must be defined that has "Yes" selected in the 'Does This Service Require Electronic Visit Verification' field in the 'Service Codes' form and must be assigned to "Program A" (Service Code A). This service code must also have a CPT-4/HCPCS code associated to it in the 'Service Fee/Cross Reference Maintenance' form (Procedure Code A).
  • Must have a guarantor defined in the 'Guarantors/Payors' form (Guarantor A).
  • The following must be set in the "Electronic Visit Verification" section of the 'CarePOV Management' form:
  • "Yes" is selected in the 'Enable Mobile CareGiver+' field.
  • "Yes" is selected in the 'Send Non EVV Payers' field.
  • "No" is selected in the 'Require Authorization' field.
  • "Guarantor A" has a row with all fields populated in the 'Payor Program ID' grid.
  • A client is enrolled in "Program A" and has the following on file: 'Client Name', 'Address - Street', 'Zipcode', 'Cell Phone', 'Diagnosis', "Guarantor A" selected in 'Financial Eligibility' (Client A).
  • A practitioner must be defined as an EVV resource with hours for scheduling and has the following on file: 'Name', 'Date Of Birth', 'Cellular Telephone', 'Staff EVV ID', 'Email Address', and 'Staff EVV Type' (Practitioner A).
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Right click in a time slot that has past for "Practitioner A" and click [Add Appointment].
  3. Select "Service Code A" in the 'Service Code' field.
  4. Select "Client A" in the 'Client' field.
  5. Validate the 'Program' field contains "Program A".
  6. Validate the 'Location' field contains "Location A".
  7. Select the desired value(s) in the 'Available Tasks' field.
  8. Populate all other required and desired fields.
  9. Click [Submit].
  10. Validate the new appointment is displayed.
  11. Right click on the new appointment and click [Delete].
  12. Validate a message is displayed stating: The appointment is in the past. The deletion of this appointment is prevented.
  13. Click [OK].
  14. Right click on the new appointment and click [Details/Edit].
  15. Validate a message is displayed stating: The appointment is in the past. The editing of certain fields will be prevented.
  16. Click [OK].
  17. Validate the following fields are disabled:
  18. Appointment Site
  19. Appointment Date
  20. Appointment Start/End Time
  21. Duration
  22. Service Code
  23. Appointment Status
  24. Client
  25. Episode Number
  26. Practitioner
  27. Program
  28. Location
  29. Available Tasks
  30. Select Address of Service
  31. Close the form and click [Dismiss].
Topics
• Add New Appointment • Electronic Visit Verification • NX • Scheduling Calendar
AV-88772 Summary | Details
Mobile CareGiver+ - Client Alternate Addresses
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • CareFabric Monitor
  • Client Alternate Addresses
  • Dictionary Update (PM)
  • Update Client Data
Scenario 1: Mobile CareGiver+ - Scheduling Calendar - Validate 'Client Alternate Addresses' functionality
Specific Setup:
  • Avatar is configured to integrate with Mobile CareGiver+. Please note: This must be done by a Netsmart Representative.
  • A program is defined with a value populated in the 'EVV Provider Organization ID' field in the 'Program Maintenance' form (Program A).
  • "Program A" has an associated location (Location A) with the following defined in 'Dictionary Update' for the "Client" file, "(10006 Location)" data element:
  • Extended dictionary data element "(587) Place Of Service (Mobile CareGiver+)"
  • If the above dictionary data element is not defined, then the extended dictionary data element "(579) Place Of Service (837 Electronic Billing)" will be used and must be set to "Home". If this dictionary data element is not defined, then "(578) Place Of Service (HCFA 24-B)" will be used and must be set to "Home".
  • A service code must be defined that has "Yes" selected in the 'Does This Service Require Electronic Visit Verification' field in the 'Service Codes' form and must be assigned to "Program A" (Service Code A). This service code must also have a CPT-4/HCPCS code associated to it in the 'Service Fee/Cross Reference Maintenance' form (Procedure Code A).
  • Dictionary values must be defined for the 'Other Tabled Files' - '(424) Available Electronic Visit Verification Tasks' Data Element in 'Dictionary Update (PM)'.
  • Must have a guarantor defined in the 'Guarantors/Payors' form (Guarantor A).
  • The following must be set in the "Electronic Visit Verification" section of the 'CarePOV Management' form:
  • "Yes" is selected in the 'Enable Mobile CareGiver+' field.
  • "Yes" is selected in the 'Send Non EVV Payers' field.
  • "No" is selected in the 'Require Authorization' field.
  • "Guarantor A" has a row with all fields populated in the 'Payor Program ID' grid.
  • A client is enrolled in "Program A" and has the following on file: 'Client Name', 'Address - Street', 'Zipcode', 'Cell Phone', 'Diagnosis', "Guarantor A" selected in 'Financial Eligibility' (Client A).
  • A practitioner must be defined as an EVV resource with hours for scheduling and has the following on file: 'Name', 'Date Of Birth', 'Cellular Telephone', 'Staff EVV ID', 'Email Address', and 'Staff EVV Type' (Practitioner A).
  • The 'Enable Client Alternate Addresses' registry setting must be set to "Y".
Steps
  1. Access the 'Dictionary Update' PM form.
  2. Select "Client" in the 'File' field.
  3. Select "(10006) Location" in the 'Data Element' field.
  4. Enter the desired value in the 'Dictionary Code' field.
  5. Enter "MCG+ Alternate Location" in the 'Dictionary Value' field.
  6. Select "(587) Place Of Service (Mobile CareGiver+)" in the 'Extended Dictionary Data Element' field.
  7. Select "(22) Outpatient Hospital" (or any other non "Home" value) in the 'Extended Dictionary Value (Single Dictionary)' field.
  8. Select "(579) Place Of Service (837 Electronic Billing)" in the 'Extended Dictionary Data Element' field.
  9. Select "Other Unlisted Facility" (or any other non "Home" value) in the 'Extended Dictionary Value (Single Dictionary)' field.
  10. Select "(578) Place Of Service (HCFA 24-B)" in the 'Extended Dictionary Data Element' field.
  11. Select "Other Unlisted Facility" (or any other non "Home" value) in the 'Extended Dictionary Value (Single Dictionary)' field.
  12. Click [Apply Changes].
  13. Validate a message is displayed stating: Filed!
  14. Click [OK] and close the form.
  15. Access the 'Client Alternate Addresses' form.
  16. Select "Client A" in the 'Client' field.
  17. Select "Add" in the 'Add/Edit' field.
  18. Enter "Alternate Address Test" in the 'Description' field.
  19. Enter the desired value in the 'Address Line 1' field.
  20. Enter the desired date in the 'Address Start Date' field.
  21. Enter the desired value in the 'Zip' field.
  22. Enter the desired value in the 'Contact Name' field.
  23. Enter the desired value in the 'Contact Phone' field.
  24. Enter the desired value in the 'Address Notes' field.
  25. Select "Yes" in the 'Enabled' field.
  26. Click [File].
  27. Validate a message is displayed stating: Saved.
  28. Click [OK] and close the form.
  29. Access the 'Scheduling Calendar' form.
  30. Right click in any available time slot for "Practitioner A" and click [Add Appointment].
  31. Select "Service Code A" in the 'Service Code' field.
  32. Select "Client A" in the 'Client' field.
  33. Validate the 'Program' field contains "Program A".
  34. Select "MCG+ Alternate Location" in the 'Location' field.
  35. Validate the 'Select Address of Service' field is displayed and does not contain any value, by default.
  36. Click [Submit].
  37. Validate a message is displayed stating: Mobile CareGiver+: Missing Client Information: Location (LocationOfService) is missing.
  38. This is because the 'Place Of Service' extended dictionary elements do not have a value of "Home". If a value of "Home" is not selected, an address must be selected in the 'Select Address of Service' field.
  39. Click [OK].
  40. Validate the 'Select Address of Service' field contains "Primary Address (Demographics)" and "Alternate Address Test".
  41. Select "Alternate Address Test" in the 'Select Address of Service' field.
  42. Click [Submit].
  43. Validate the new appointment is displayed.
  44. Click [Dismiss].
  45. Access the 'CareFabric Monitor' form.
  46. Enter the current date in the 'From Date' and 'Through Date' fields.
  47. Select "Client A" in the 'Client ID' field.
  48. Select "EvvAppointmentUpdated" in the 'Event/Action Search' field.
  49. Click [View Activity Log].
  50. Validate the 'CareFabric Monitor Report' contains an "EvvAppointmentUpdated" record.
  51. Click [Click To View Record].
  52. Validate the 'locationOfService' fields contain "Client A's" alternate address values (Alternate Address Test).
  53. Validate all other data displays as expected.
  54. Close the report and the form.
Topics
• Appointment Management • Electronic Visit Verification • NX • Registry Settings • Scheduling Calendar
Table Changes
Table Column Change
SYSTEM.appt_data JOIN_TO_ALT_ADDR added
SYSTEM.audit_appointment_data JOIN_TO_ALT_ADDR added
SYSTEM.audit_deleted_appointment JOIN_TO_ALT_ADDR added