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Avatar CareFabric 2024 Update 37

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Product Requirements and Recommendations

Avatar CareFabric required
Avatar PM required
RADplus required
Avatar Cal-PM

Recommended Update Level

Avatar Appointment Scheduling 2024 Update 14
Avatar Cal-PM 2024 Monthly Release 2024.01.02
Avatar CareFabric 2024 Monthly Release 2024.01.02
Avatar PM 2024 Monthly Release 2024.01.02
RADplus 2024 Monthly Release 2024.01.02

Product Update Description

Avatar CareFabric is enhanced to support appointment time zone.

Required Updates

None

Included Updates

2, 3, 8, 9, 14, 15, 16, 17, 19, 20, 21, 28, 29, 31, 32, 33, 33.1, 34, 36

Details
NEW1 CHANGED0 FIXED0
New (1)
Avatar CareFabric - Appointment Time Zones
Avatar CareFabric is enhanced to support appointment time zones.
Please note: Avatar Appointment Scheduling 2024 Update 14 and either Avatar NX Release 2024.07.00 or RADplus Client Update 3542-004 are required for full functionality.
Value Added: Enhancing CareFabric capabilities.
Topics
• CareFabric • CareFabric Monitor • Electronic Visit Verification • Scheduling Calendar
 
Acceptance Tests
AV-96875 Summary | Details
Avatar CareFabric - Appointment Time Zones
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • CareFabric Monitor
  • Crystal Report Viewer
  • Scheduling Calendar - Status Update
Scenario 1: Mobile Caregiver+ - Validate appointment 'Time Zone'
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).
  • 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).
  • A site is defined with hours for scheduling (Site A).
  • This site is configured for "US/Eastern" time zone. Please note: this is done in the 'Site Registration' form in Avatar NX.
  • Multiple time zones must be selected in the 'Appointment Details Time Zone(s)' field in the 'Appointment Scheduling System Defaults' form.
  • For testing, "UTC-5 US/Eastern(ET)" and "UTC-6 America/Chicago (CT)" will be used.
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Select "Site A" in the 'Site' field.
  3. Right click in the 4:00PM time slot and click [Add Appointment].
  4. Validate the 'Appointment Start Time' field contains "4:00 PM".
  5. Validate the 'Appointment End Time' field contains "4:30 PM".
  6. Select the desired value in the 'Service Code' field.
  7. Select "Client A" in the 'Client' field.
  8. Validate the 'Time Zone' field is displayed.
  9. Please note: this field becomes visible when there are one or more selections made in the 'Appointment Details Time Zone(s)' field in the 'Appointment Scheduling System Defaults' form.
  10. Validate "UTC-5 US/Eastern (ET)" is populated by default in the 'Time Zone' field.
  11. Select "UTC-6 America/Chicago (CT)" in the 'Time Zone' field.
  12. Click [Submit].
  13. Validate the appointment displays on the calendar from 5:00PM-5:30PM since "Site A" is configured for "US/Eastern" time.
  14. Hover over the appointment and validate a flyover is displayed with the following (Please note: the 'Appt Time Zone' and 'Appt Time Zone Adj. Times' will only be displayed when the time zone differs from the site/server time zone):
  15. Appt Time Zone: America/Chicago
  16. Appt Time Zone Adj Start Time: 04:00 PM
  17. Appt Time Zone Adj End Time: 04:30 PM
  18. Right click on the appointment and click [View Summary].
  19. Validate the 'Appointment Detail' dialog contains:
  20. Appointment Start Time: 05:00 PM (US/Eastern)
  21. Appointment End Time: 05:30 PM
  22. Appt Time Zone: America/Chicago
  23. Appt Time Zone Adj Start Time: 04:00 PM
  24. Appt Time Zone Adj End Time: 04:30 PM
  25. Click [Cancel] and [Dismiss].
  26. Access the 'CareFabric Monitor' form.
  27. Enter the current date in the 'From Date' and 'Through Date' fields.
  28. Select "Client A" in the 'Client ID' field.
  29. Select "EvvAppointmentUpdated" in the 'Event/Action Search' field.
  30. Click [View Activity Log].
  31. Validate the 'CareFabric Monitor Report' is displayed with an "EvvAppointmentUpdated" record.
  32. Click [Click To View Record].
  33. Validate the 'endDate' field contains the proper date/time based on "UTC-6 America/Chicago (CT)" time zone.
  34. Validate the 'startDate' field contains the proper date/time based on "UTC-6 America/Chicago (CT)" time zone.
  35. Close the report and the form.
Scenario 2: Scheduling Calendar - Validate 'Time Zone' for individual appointments
Specific Setup:
  • A site is defined with hours for scheduling (Site A).
  • This site is configured for "US/Eastern" time zone. Please note: this is done in the 'Site Registration' form in Avatar NX.
  • One or more practitioners defined with hours for scheduling.
  • Multiple time zones must be selected in the 'Appointment Details Time Zone(s)' field in the 'Appointment Scheduling System Defaults' form.
  • For testing, "UTC-7 America/Denver (MT)" and "UTC-6 America/Chicago (CT)" will be used.
  • A client is enrolled in an existing episode (Client A).
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Select "Site A" in the 'Site' field.
  3. Right click in the 12:00PM time slot and click [Add Appointment].
  4. Validate the 'Appointment Start Time' field contains "12:00 PM".
  5. Validate the 'Appointment End Time' field contains "12:30 PM".
  6. Select the desired value in the 'Service Code' field.
  7. Select "Client A" in the 'Client' field.
  8. Validate the 'Time Zone' field is displayed.
  9. Please note: this field becomes visible when there are one or more selections made in the 'Appointment Details Time Zone(s)' field in the 'Appointment Scheduling System Defaults' form.
  10. Validate "UTC-5 US/Eastern (ET)" is populated by default in the 'Time Zone' field. This field will be populated by default based on the following logic:
  11. If 'Site Registration' has 'Time Zone' configured in Avatar NX, that will be the default value.
  12. If 'Site Registration' does not have 'Time Zone' configured but the logged in user has a 'Time Zone' configured in 'User Definition', that will be the default value.
  13. If 'Site Registration' does not have 'Time Zone' configured and the logged in user also does not have 'Time Zone' configured, the server time zone will be used.
  14. Please note: the time zones must be selected in the 'Appointment Scheduling System Defaults' form.
  15. Select "UTC-7 America/Denver (MT)" in the 'Time Zone' field.
  16. Click [Submit].
  17. Validate the appointment displays on the calendar from 2:00PM-2:30PM since "Site A" is configured for "US/Eastern" time.
  18. Hover over the appointment and validate a flyover is displayed with the following (Please note: the 'Appt Time Zone' and 'Appt Time Zone Adj. Times' will only be displayed when the time zone differs from the site/server time zone):
  19. Appt Time Zone: America/Denver
  20. Appt Time Zone Adj Start Time: 12:00 PM
  21. Appt Time Zone Adj End Time: 12:30 PM
  22. Right click on the appointment and click [View Summary].
  23. Validate the 'Appointment Detail' dialog contains:
  24. Appointment Start Time: 02:00 PM (US/Eastern)
  25. Appointment End Time: 02:30 PM
  26. Appt Time Zone: America/Denver
  27. Appt Time Zone Adj Start Time:12:00 PM
  28. Appt Time Zone Adj End Time:12:30 PM
  29. Click [Cancel] and [Dismiss].
  30. Access the 'CareFabric Monitor' form.
  31. Enter the current date in the 'From Date' and 'Through Date' fields.
  32. Select "Client A" in the 'Client ID' field.
  33. Select "AppointmentCreated" in the 'Event/Action Search' field.
  34. Click [View Activity Log].
  35. Validate the 'CareFabric Monitor Report' is displayed with an "AppointmentCreated" record.
  36. Click [Click To View Record].
  37. Validate the 'endDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  38. Validate the 'startDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  39. Close the report and the form.
  40. Access the 'Scheduling Calendar' form.
  41. Right click on the appointment for "Client A" and click [Status Update].
  42. Validate the 'Time Zone' field is displayed and contains "UTC-7 America/Denver (MT)".
  43. Select "UTC-6 America/Chicago (CT)" in the 'Time Zone' field.
  44. Click [Submit].
  45. Validate the appointment displays on the calendar from 1:00PM-1:30PM since "Site A" is configured for "US/Eastern" time.
  46. Hover over the appointment and validate a flyover is displayed with the following (Please note: the 'Appt Time Zone' and 'Appt Time Zone Adj. Times' will only be displayed when the time zone differs from the site/server time zone):
  47. Appt Time Zone: America/Chicago
  48. Appt Time Zone Adj Start Time: 12:00 PM
  49. Appt Time Zone Adj End Time: 12:30 PM
  50. Right click on the appointment and click [View Summary].
  51. Validate the 'Appointment Detail' dialog contains:
  52. Appointment Start Time: 01:00 PM (US/Eastern)
  53. Appointment End Time: 01:30 PM
  54. Appt Time Zone: America/Chicago
  55. Appt Time Zone Adj Start Time:12:00 PM
  56. Appt Time Zone Adj End Time:12:30 PM
  57. Click [Cancel] and [Dismiss].
  58. Access the 'CareFabric Monitor' form.
  59. Enter the current date in the 'From Date' and 'Through Date' fields.
  60. Select "Client A" in the 'Client ID' field.
  61. Select "AppointmentUpdated" in the 'Event/Action Search' field.
  62. Click [View Activity Log].
  63. Validate the 'CareFabric Monitor Report' is displayed with an "AppointmentUpdated" record.
  64. Click [Click To View Record].
  65. Validate the 'endDate' field contains the proper date/time based on "UTC-6 America/Chicago (CT)" time zone.
  66. Validate the 'startDate' field contains the proper date/time based on "UTC-6 America/Chicago (CT)" time zone.
  67. Close the report and the form.
Scenario 3: Scheduling Calendar - Validate 'Time Zone' for group appointments
Specific Setup:
  • A site is defined with hours for scheduling (Site A).
  • This site is configured for "US/Eastern" time zone. Please note: this is done in the 'Site Registration' form in Avatar NX.
  • One or more practitioners defined with hours for scheduling.
  • Multiple time zones must be selected in the 'Appointment Details Time Zone(s)' field in the 'Appointment Scheduling System Defaults' form.
  • For testing, "UTC-7 America/Denver (MT)" and "UTC-6 America/Chicago (CT)" will be used.
  • A group (Group A) is defined with two clients (Client A & Client B).
Steps
  1. Access the 'Scheduling Calendar' form.
  2. Select "Site A" in the 'Site' field.
  3. Right click in the 12:00PM time slot and click [Add Appointment].
  4. Validate the 'Appointment Start Time' field contains "12:00 PM".
  5. Validate the 'Appointment End Time' field contains "12:30 PM".
  6. Select the desired group service code in the 'Service Code' field.
  7. Select "Group A" in the 'Client' field.
  8. Validate the 'Time Zone' field is displayed.
  9. Please note: this field becomes visible when there are one or more selections made in the 'Appointment Details Time Zone(s)' field in the 'Appointment Scheduling System Defaults' form.
  10. Validate "UTC-5 US/Eastern (ET)" is populated by default in the 'Time Zone' field. This field will be populated by default based on the following logic:
  11. If 'Site Registration' has 'Time Zone' configured in Avatar NX, that will be the default value.
  12. If 'Site Registration' does not have 'Time Zone' configured but the logged in user has a 'Time Zone' configured in 'User Definition', that will be the default value.
  13. If 'Site Registration' does not have 'Time Zone' configured and the logged in user also does not have 'Time Zone' configured, the server time zone will be used.
  14. Please note: the time zones must be selected in the 'Appointment Scheduling System Defaults' form.
  15. Select "UTC-7 America/Denver (MT)" in the 'Time Zone' field.
  16. Click [Submit].
  17. Validate the appointment displays on the calendar from 2:00PM-2:30PM since "Site A" is configured for "US/Eastern" time.
  18. Hover over the appointment and validate a flyover is displayed with the following (Please note: the 'Appt Time Zone' and 'Appt Time Zone Adj. Times' will only be displayed when the time zone differs from the site/server time zone):
  19. Appt Time Zone: America/Denver
  20. Appt Time Zone Adj Start Time: 12:00 PM
  21. Appt Time Zone Adj End Time: 12:30 PM
  22. Right click on the appointment and click [View Summary].
  23. Validate the 'Appointment Detail' dialog contains:
  24. Appointment Start Time: 02:00 PM (US/Eastern)
  25. Appointment End Time: 02:30 PM
  26. Appt Time Zone: America/Denver
  27. Appt Time Zone Adj Start Time:12:00 PM
  28. Appt Time Zone Adj End Time:12:30 PM
  29. Click [Cancel] and [Dismiss].
  30. Access the 'CareFabric Monitor' form.
  31. Enter the current date in the 'From Date' and 'Through Date' fields.
  32. Select "AppointmentCreated" in the 'Event/Action Search' field.
  33. Click [View Activity Log].
  34. Validate the 'CareFabric Monitor Report' is displayed with an "AppointmentCreated" record for both "Client A" and "Client B".
  35. Click [Click To View Record] for "Client A".
  36. Validate the 'endDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  37. Validate the 'startDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  38. Navigate back to the main report.
  39. Click [Click To View Record] for "Client B".
  40. Validate the 'endDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  41. Validate the 'startDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  42. Close the report and the form.
  43. Access the 'Scheduling Calendar' form.
  44. Right click on the appointment for "Group A" and click [Status Update].
  45. Select "All Group Members" in the 'Group Member Selection' dialog.
  46. Validate the 'Scheduling Calendar - Status Update' form is displayed for "Client A".
  47. Validate the 'Time Zone' field is displayed and contains "UTC-7 America/Denver (MT)".
  48. Click [Submit].
  49. Validate the 'Scheduling Calendar - Status Update' form is displayed for "Client B".
  50. Validate the 'Time Zone' field is displayed and contains "UTC-7 America/Denver (MT)".
  51. Select "UTC-6 America/Chicago (CT)" in the 'Time Zone' field.
  52. Click [Submit].
  53. Validate the appointment still displays on the calendar at 2:00PM - 2:30PM. The time zone will display strictly based on the 'Appointment Details' for group appointments.
  54. Click [Dismiss].
  55. Access the 'CareFabric Monitor' form.
  56. Enter the current date in the 'From Date' and 'Through Date' fields.
  57. Select "AppointmentUpdated" in the 'Event/Action Search' field.
  58. Click [View Activity Log].
  59. Validate the 'CareFabric Monitor Report' is displayed with an "AppointmentUpdated" record for "Client A" and "Client B".
  60. Click [Click To View Record] for "Client A".
  61. Validate the 'endDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  62. Validate the 'startDate' field contains the proper date/time based on "UTC-7 America/Denver (MT)" time zone.
  63. Navigate back to the main report.
  64. Click [Click To View Record] for "Client B".
  65. Validate the 'endDate' field contains the proper date/time based on "UTC-6 America/Chicago (CT)" time zone.
  66. Validate the 'startDate' field contains the proper date/time based on "UTC-6 America/Chicago (CT)" time zone.
  67. Close the report and the form.
Topics
• CareFabric Monitor • Electronic Visit Verification • Scheduling Calendar