System Settings/Preferences

Menu Path

Setup > System > EvolvCS System Setup > System Settings/Preferences 

System Data Settings

• System Name - Name of system that will appear so as to distinguish one system from another when, for example, having a development and production system.
• Guardiant Release Type - Environment within Guardiant that the myEvolv system is linked to.

The remaining fields are read-only and provide information about the current version of your system:

• Licensee
• Install Date
• Version
• Version Major
• Version Minor
• Version Date
• Version Build
• Version Build Date and Time
• Upgrade Date

System Preferences Settings

• Inactivity Time Out - This sets the amount of time the system can be idle. After the time limit is reached, the system will automatically log out the user. Set to <= the time out setting on IIS.
• Alert Check Interval (sec) - Enter the amount of time the system checks and refreshes your alerts (in seconds).
• Client ID Length - Enter the maximum number of characters for the automatically generated IDs. Note: All IDs will begin with leading zeroes (example: 0000000099).
• Allow Client Module CCD Import - Selecting this option allows for importing a CCD within the Client module. The Intake wizard can be launched after the import.
• Default State - Enter the default state the system will apply for address sub-forms.
• Time difference from server time (hours) - Enter the number of hours difference if the server is located in a different time zone from your office.
• Server Time Zone Label - Enter the label that represents your server time zone (example: EST).
• Create Auto ID for Family Cases - Selecting this item automatically generates the Family Case ID. If you deselect this option, the user must manually enter the Family Case ID. 
• Enable Community Card Functionality - Selecting this option is necessary only for agencies using the community card feature for swipe cards to check in and check out clients. If your agency is using this feature, you will be directed to select this preference. 
• Create Staff Timesheets (RealTime) - Enables the timesheet functionality which allows supervisors to review employees' completed events and approve weekly productivity. For more information, refer to the myEvolv Case Management User Guide, under Timesheets.
• People Search Restricted by Agency - Removed in versions 9.0.8150 and higher. This system now automatically restricts users from searching for people between agencies.
• Use Audit Snapshot Feature - Available with version 9.0.6994.100 and higher, you can use the Audit Snapshot feature to capture the data entered at the date and time the event was submitted for approval. This option is an Agency setting and not delineated by program or event.
• Use Workflow Routing Feature - You must select this to use the routing feature. Generally, this preference is selected by Netsmart during install of the applicable routes. For more details, refer to the Clinical and Financial Routing guide.
• Staff Blocked in People Search - Available in versions 9.0.8150 and higher. Selecting this option prevents the system from returning staff member information in search results.
• Interval to clear call timing data table in days - Available in versions 9.0.8200 and higher. Enter the number of days the system will retain the DB Call Timing Data in the DB Object Status window. The system will remove data older than the number of days you enter in this field. Leaving this field blank will automatically default the system to retain the data for 14 days.

Billing Preferences Settings

• Send Alert When Billing Starts - Select this option to send an alert to the staff members in the billing notification group when billing for any submitter begins. If this option is not selected, the user who runs the billing receives one alert after the run has finished.
• Auto Assign Vendor IDs - When you select this option, myEvolv will assign ID numbers to vendors in the system for AP processing. If you do not select this check box, you can manually assign a Vendor ID. If the Agency has an internal ID system, this option should remain unselected.  

Note: When you leave the Auto Assign Vendor IDs option unselected, you manually enter the Agency’s ID here: Finance > Accounts Payable > Vendors > Information.

• Print Direct Deposit Checks - Select this option to print direct deposit checks with regular checks. The system will print "Not Negotiable" on the paper stub.
• Shrink Tempdb During Billing - This is unchecked by default. Your DBA must review your tempdb setup and insure it is based on one physical file (may crash if multiple files) before deciding to select this. You might want to test in your development area if unsure. (Check this and then run a billing batch and ensure it does not crash and completes).
• Create Mirror Claims and Invoices - Enables the system to run a background billing run and a check on services which will then enable the utility, Create Mirror Services and Billing. After this box is checked and the utility is run, then the following reports will be useful: Finance > Reports > Accounts Receivable > Past Claim Verification, and Finance > Reports > Accounts Receivable > Past Claim Verification. These reports help identify discrepancies between billing that has already been run and the finance picture on the day the report has run. This can identify changes in service details such as date or time, as well as changes in benefit assignments or rate setups.
• On 835 import apply negative rule to payment reductions - If claim status (CLP02) = 22 and the amount (CLP04) = 0 and the charged amount (CLP03) is negative, the status amount will be equal to the charged amount in the file (CLP03) and the myEvolv claim status used will  be “Payment Reduced.”
• Exclude services Marked Do Not Bill From Qualifying Services - If the agency is using qualifying services (where provision of a service or intervention is required in order to bill for a separate service), this option ignores any services entered which generally fit the criteria for the qualifying service if that service has the option for Do Not Bill checked on the form. 
• Allow Attendance While Billing Running - When selected, the users will be allowed to enter Attendance records in the Attendance Tracking Module.
• Authorization Rpt and Alerts - Include Expired Authorizations - If you select this option, staff will be notified about expired alerts as well as those nearing expiration or thresholds. In addition, the Golden Key report on client authorizations will show expired authorizations as well as active authorizations. For more information, refer to the article, Billing Authorization Management, Reports and Subreports.
• Authorization Rpt and Alerts - # of Days Expired - Note that this relates to the Alerts – Include Expired Authorizations option. In this field, enter the number days an authorization is expired, but still appears on the Golden Key authorization report and the alerts regarding authorizations that staff members receive.

Note: If you select the Include Expired Authorizations option, but enter no # of days expired, then the report and alerts will show all expired and non-expired authorizations.

Interface-Related Settings

• Default Memo Font Name - (Required) Enter the name of a font to use for memo entries.
  Note: If you spell the font name incorrectly, system errors will occur.
• Default Memo Font Size (in Points) - (Required) Enter font size the system will use in memos (in points, for example, 10). 
• Default Top Number of Rows to List - In long entries in the workspace, this option allows you to break to another page based on the number entered here.
• Number of Rows per Page on Listing - In areas of the system, there may be many records for a given formset. This number controls how many are listed per page.  If the amount of listing exceeds this number, a navigation bar will appear at the bottom of the formset allowing you to navigate to multiple pages.
• Top rows returned in look-up tables - Enter the number of results that the system displays in a look-up table. The default is 100.
  Note: If you increase the number of rows returned beyond 100 items, searches may be delayed, but will require less information to find the appropriate option in the look up table.

Portal Settings

Note: The settings in this section are specific to the client portal and the foster parent portal and will be modified during the setup of the portal functionality with Netsmart.

• Allow Client Portal - Select this checkbox to activate the client portal functionality.
• Client Portal URL - Enter the URL for the client portal. 

Service-Related Settings

• Authorization Days - Enter the number of days to alert a staff member prior to a client's billing or payment authorization expiration .
• Service Authorization Notify - Enter the number of days to alert a staff member prior to a client's service authorization expiration.
• Service Screen Date Range (Months) - Enter the number of months worth of services to display by default in the client service entry screen.
• Limit Showing Scheduled Events in Future (Months) - Enter the number of months from the current day to limit the display of scheduled events for services to this time period. If no value is entered, a limit of three years in the future will be used.
• Limit Services to the Site of Enrollment - Selecting this option filters the available services in the Service Entry form in the Client module by the site the client is currently enrolled in for the selected program.
• Default Service Facility to the Site of Enrollment - If you are using the feature to automatically enroll clients from the Front Desk when they arrive for an appointment, this option attaches the facility of enrollment to be the facility of the appointment which triggered the intake.
• Supervisor Approval - Show all Subordinates - Gives the option to see information on every staff member below the user on the organizational chart This is relevant to: Taskbar > Supervisor > Supervisor > Service / Case Notes & Planning Approval, and Taskbar > Supervisor > Supervisor> Calendar. If this is not selected, then these areas display only information on their direct supervisees.
• Supervisor Approval Show All Combo? - Disables the Approve All combo box in the Supervisor Approval form.
• Warn on Primary Benefit Assignment Overlap? - If more than one Benefit Assignment is identified with a priority of Primary, the system will display a pop up warning to notify the user of the overlap. The user can override this notification.
• Is Treatment Plan Ending Functionality Enabled? - In versions 9.0.8150 and higher, you can change the layout of a Treatment Plan connected to a program. This option enables that feature. For more information, refer to the Release Notes for 9.0.8150.
• Validate Fast Track Events Before Save? - Select this check box to activate the validation in the system. In fast track, for weekly or monthly fast track entries, when you click Save, the system will validate the services. For example, the system will ensure that the client's program enrollment is valid or there are no overlapping services. Release Consideration: Fast Track validation is available in myEvolv versions 9.0.8175 and later.

Scheduling - Workflow Settings

• Prompt Schedule Next Event - Setting to change the prompt a user receives if they are completing a manually scheduled event. If this check box is selected, then the system will prompt you to schedule the next event when saving a completed task.
• Auto Scheduling Cutoff Date -The system will not automatically schedule events before the date you enter in this field.
• Days Allowed for Initial Events - This will allow the workflow to schedule events in the past up to the amount of days entered here. The maximum number you can enter is 30. 
• Notify Staff (Days Before Event is Due) - For automatically scheduled tasks, enter the amount of days before the staff member is notified that a scheduled task is due.
• Notify Supervisor (Days Before Event is Due) - For automatically scheduled tasks, enter the amount of days before the staff member's supervisor is notified that a scheduled task is due for their worker.
• Enable Client Notifications - Select this option to enable the system to notify clients scheduled event reminders. 
• Notify Client (Days before Event is Scheduled) - Enter the number of days prior to the scheduled event to send notifications to clients. 
• Notifications Signature - Enter text to show as a signature when sending client notification emails. This signature is not included on SMS notifications. 
• Enable Staff Calendar Appointments - Select this option to enable the ability to enter calendar appointments for staff. 
• Time Slot Length (Minutes) - Enter the number of time in minutes to show the front desk in increments. Netsmart recommends entering 15, 30, or leaving this blank to default one hour.
• Share Foster Care Worker Events - Selecting this option allows workers assigned to clients to see outstanding tasks for foster homes where those clients are enrolled.
• Allow Due Date Editing - THIS IS NOT RECOMMENDED. For events scheduled via workflows, checking this will allow users to manually edit the due date on a task.
• Schedule with No Worker (If No Proper Role Exists) - Selecting this option allows you to schedule an event for a client's program enrollment when there is no primary worker assigned to the program enrollment. If you don't select this option, events for a program enrollment with no primary worker assigned are assigned a primary worker from a different program enrollment. To view scheduled events that do not have a worker assigned, run the Reports > Events > Work Flows report with the 'Show Only Unassigned Events' parameter selected.

HCFA-1500/ CMS-1500 /UB-04 Printout (Enterprise only)

• Top and Left Margins - Allows you to set the margin size of CMS-1500 and UB-04 printouts in pixels. These settings only apply to HCFA forms with no lines.
  Note: If the UB-04 fields are left blank, the CMS-1500 values will be used for UB-04 printouts.

Email Settings

Release Consideration: You can configure the system to send emails when you create a scheduled event in myEvolv versions 9.0.8150 and later. For specific configuration instructions, refer to Configure Email Appointment Notifications. 

Here you can set the SMTP Server configuration for the email alerts. Check the information with the network administrator to make sure everything is correct.

To use the Reset User Password feature in NX, you must configure the following email settings. 

• From Email
• Display Name
• Reply to Email
• SMTP Server Name
• SMTP Server Port #

Note: If your server requires username and password and you make any changes to the settings in this tab, you have to re-enter the password.

Service Authorization Validation

DO NOT USE THESE SETTINGS. These preferences were made available to customize a single client. 

Vendor Settings

DO NOT USE THESE SETTINGS.

Supporting Applications