Home Health Care System Setup

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The following sections outline the system setup required for using Home Health Care functionality in the classic iteration of myEvolv. You can review these setups in your training database when logged in as a system administrator.

Login: bb Password: bb

►Program Setup

Home Health Care programs require the Enrollment Required to Receive Services and Home Health Care flags to be selected in order for these programs to be available for use in the Home Health Care area of the system.

Go to Agency Setup > Agency > Program Setups > Outpatient & Other.
Search for the Home Health Care program type or create it by selecting Add New.
Ensure the following options are selected:
- Enrollment Required to Receive Services
- Not Attendance Based Service Program
- Home Health Care

►Facility Setup: Define the facilities where this new Home Health Care program operates in Agency > Service Locations > Sites/Residentials > General Information.

►Services Setup

Define and setup the services that will be provided by the Home Health Care program. These services can be setup under the event category of Home Health Care Activities. Additionally, events from other event categories can be linked to the Home Health Care Program as well.

Go to Agency Setup > Event Setup > People > Events Setup.
Select the Home Health Care Activities event category or create it if it does not exists.
Add or review the Event Name, Event Code, and define the remaining settings for this event. Be sure to tie it to the appropriate Data Entry Form for both new entries and edits.
Here are a few examples of those events used in Home Health Care programs:
- Home Health Aide (HHA)
- Live in Personal Care Aide (LIPCA)
- Mutual Home Health Aide (MHHA)
- Mutual Live In Home Health Aide (MLIHHA)
- Mutual Live in Personal Care Aide (MLIPCA)
- Mutual Personal Care Aide (MPCA)
- Personal Care Aide (PCA)

►Link Services to Program

Link the defined services to the Home Health Care program.

Go to Agency Setup > Services Setup > By Program > Placement/Enrollment.
Select the appropriate Home Health program and open the form.
Add the service events to be used for the Home Health program, completing the following required fields:
- Service Event
- Service Facility Type

►Finance Setup

These instructions are a brief reference to the basic requirements that must be in place for use of the Home Health Care functionality in myEvolv.

Create home Health Care Rates

Create the required rates for the agency’s home health care contract. Here is one example:

Go to Finance Setup > Payer/Contract/Rates Setup > Payer/Contract/Rates Setup > Billing Rates (A/R) > Manual Services > Rates Setup.
Select the payer and plan and configure the rates for each service provided.

Create or Modify the Billing Scheme

You will need to modify an existing billing scheme (or create a new one) to make the Home Health Care Service available for setup on an existing or new contract.

Go to Finance Setup > Payer/Contract/Rates Setup > Payer/Contract/Rates Setup > Payers > Schemes.
Select the Home Health care scheme or create New Scheme.
Complete the information to define this new scheme for the selected payer(s).

►Home Health Aides Information

Staff that are to be assigned as Home Health Aides to clients using the Home Health functionality are setup differently than other agency staff in myEvolv.

Home Health Job Titles

Specific job titles that apply only to Home Health staff must be created.

Go to Agency Setup > Staff & Security Setup > Job Titles > Job Titles.
For a job title to apply for use with the Home Health functionality, enable the option Can be HHC Aide.

Worker Roles for Home Health Aides

As with any staff assignment in the system, create one or more worker roles that can be used for aides.

Go to Agency Setup > Staff & Security Setup > Worker Roles > Role Setup.
Add event security.

►Create a New Home Health Worker

Go to Agency > Staff & Security > Home Health Care Aides > Aide Info.
Select and search for an aide.
- As with other areas of the system, you must first search for a Home Health Aide in the system. If the person you search for is not setup as an aide, the New button will be available. Click the New button to create a new Home Health Aide.
- Note: Only existing aides will be displayed in this search. If the aide you are setting up has a regular staff record, they will be available to choose during the process of creating a new home health aide. Choose the existing person record if one matches.
Set up a new worker, linking them to the created HHAW (Home Health Aide Worker) job title.
Complete all personal information (such as address and languages).
If the Home Health Care services that the staff can provide should be limited, you can optionally select only those services that are valid, or check All Services.
Link to the appropriate programs and worker roles.
Work Schedule - Define the schedule when the staff is available for work.
Time Off/Vacations - Define times when staff are not available as exceptions to their regular schedule (for example, vacations, personal appointments, sick days, and so on.)
Evaluation/Training - Document current training information for the staff. Current training can be used for searching for an aide to assign to a client (will be seen later in this guide)
Requirements Medical - Document additional requirements for the aide.
I-9 - Complete I-9 Information (if applicable).

►Home Health Care Client Management

This documentation provides an overview of the steps required to setup a new client in a Home Health Care program and assign a Home Health worker to provide services. The data used in this example is available for review in your training database.

To view the data as a Home Health Care supervisor may view it, log in as:

Username: hc Password: hc11

Search for and select the client in the Client module.
Note: The client must be enrolled in a program that is setup as Home Health Care.

Create the Billing Authorization

A billing authorization for a home health care service must be created for the client (regardless of whether it is required by the funder). The authorization defines the default (which can be overridden) schedule for the days of the week and time of day that the client is to receive home health services.

Go to Client > Client Information > Personal Information > Benefit Assignments (Active).
Select the benefit assignment which applies to this client's home health program.
After the authorization header has been created, the service details for that authorization must be created.
Go to Client > Client Information > Billing Authorization > Service Details.
Select the correct authorization if there is more than one.
Select the applicable home health service and rate.
Create the initial default schedule.
Select the Schedule Visits Based on Authorizations check box.
Set the Default Hours in a Day and the Default Start Time for this authorization.
- Using these fields default every day selected for that schedule. This expedites data entry if your days have the same hours and start time. This does not define actual services; just aides in simplifying data entry.
Identify which days and at what times this client is authorized for Home Health Care services. This means that the client is required to receive services during these times. This is basically the shift schedule for this client.
Note: Any day that does not follow the default hours or start time can be defined individually.

►Assigning Aides

The assignment of the Aides is completed via the Program Enrollment screen. This is the assignment of those aides that will be primarily responsible for covering / serving this client.

The Home Health Care Aide Assignment area will be blank when you first go to this screen after entering authorizations.

You have two choices on how to assign the worker.

For direct assignment, when you know the name of the staff who will be assigned, select Assign New Aide Directly.
1. Select the authorization – this will bring in the shift schedule at the bottom of the screen. These values can be left as is or updated to reflect the desired schedule.
2. Select the worker.
3. Select the worker role.
4. Select their schedule or what days in the shift they will cover by selecting the check boxes for the days they will work.
5. If they can’t cover the entire day shift, change the start and end times accordingly.
6. The schedule you created will appear in the Program Enrollment screen.
If you don’t know the name of the aide that will be assigned, and need to search to find an available staff member, select Assign New Aide Using Staff Search.
1. Select the authorization - this will bring in the shift schedule at the bottom of the screen. These values can be left as is or updated to reflect the desired schedule.
2. Select the worker.
3. Select the worker role.
4. Select the schedule or what days in the shift they will cover by selecting the check boxes for the days they will work.
5. Optionally, select other parameters you would like to use to narrow down the list of available staff.
6. The workers matching the parameters entered and who is not assigned to any cases on the dates/times indicated are shown in the list.
Select Finish.

►Managing Weekly Schedules and Visits

Home health care schedules are designed to be managed by a home health care supervisor. Home health care timesheets are designed to be used by a supervisor or billing staff to confirm visits from the aide’s written timesheet.

Home Health Care Daily Activities Log

There are two primary purposes for the Daily Activities Log:

Confirming schedules for future period (like the coming week)
Confirming visits for the current day

For review of this training data first, select your week, use the Day View and enter the starting date of the week you want to view, then click Get Schedule.
Once the day view is produced, change your parameters to Weekly Review and click refresh. This will give you the weekly view of the training data.

Note: When using this functionality in production, you will simply go directly to weekly view when desired. The week will default to the current week and you can page forward or back as needed.

The following options are available to filter the list of clients displayed:

All Clients
By Client
By Primary Worker
By Aide
By Payer
By Prim. Worker and Payer

Note: Selecting All Clients shows a full list of clients and does not filter the list of results. This option is not recommended when client population exceeds several hundred.

Click the client name or contract name to get access to the client data.

Confirm Schedule

CONFIRM SCHEDULE (Yellow) – Client is scheduled to receive services with a specific worker. The supervisor is confirming that these scheduled visits are still valid. Changes can be made if the worker or scheduled time has changed. Either daily or weekly, the supervisor will review the client’s schedule and confirm that the appointments are going to happen according to the schedule (verifying independently with the worker and client).

If clients or workers need to change the appointment (arriving late, need to leave early, can’t make the appointment due to illness or other), changes are made in this step.When all information has been verified and/or updated, the scheduled appointments are confirmed.

To confirm all appointments displayed on the page should be confirmed, click Confirm All. All will be confirmed.
To confirm week’s schedule for only one client, click the Confirm Week below the client’s name.

To confirm the appointments for a all clients on a particular day, click the menu to the right of the date to confirm all.
To confirm an individual appointment, click the check box in the left hand corner of the appointment.
Note: If changes need to be made to the times or worker coverage, make those changes after checking the box.
- You can change the worker assigned to this appointment by clicking on the […] button next to the worker’s name.
System Result: This will launch a staff search form, similar to the one used in enrollments, for this individual appointment.
If a suitable replacement is found, select that worker and click Finish.

Note: If no worker was assigned in the Enrollment Information screen for the period displayed, the appointments will appear in pink, allowing the user to assign the worker on each individual day.

The user must select a worker using the search process described above in order to save the record/confirm the schedule.
Save the changes.

System Result: When you confirm an appointment, the box will turn green.

Note: If an appointment’s scheduled duration is edited and decreased, a new scheduled appointment with the remaining time is created with no worker assigned.

If this was a mistake and the end time needed to be adjusted accordingly, you can edit the record of the appointment (initial scheduled appointment) and adjust the time accordingly.

Adjust the actual duration to include the full time of the scheduled visit. If the full 30 minutes in this example was added back to the initial scheduled time, the additional box to confirm the schedule for the additional 30 minutes will disappear.

If the time of the initial appointment was accurate (correctly indicating an unassigned 30 minutes), you have two options to resolve the 30 minute scheduled visit.

Assign a worker (as now this appointment is pink indicating that no worker has been assigned, and confirm the scheduled appointment), or
Use the Cancel Appointment selection. This results in the 30 minute appointment being cancelled.

Confirm the Visit

CONFIRM VISIT (Green) – The appointment should have happened but someone needs to verify that it actually did happen as planned and confirm the visit. Typically, confirming visits will be happening on the day of the appointment, with supervisor verifying attendance and marking appropriate records. This is done using the Day View which gives access to the Remarks option allowing the user to record activity leading to confirming or modifying scheduled appointment info:

Click the check box in the left hand corner of the appointment
Same functionality is available to confirm all visits on the page, confirm all for a client, or confirm for all clients in a particular day (as outlined above)
Make any changes that are needed, if appointment did not happen as planned
Ability to attach remarks to the visit record.

Save the record.

System Result: When you confirm the visit, the box will turn purple.

►Home Health Care Timesheet Entry

Timesheets are used by the billing staff to compare the entries Aides record on their paper timesheets. As they call and verify an appointment took place, this will confirm the visit for billing.

Search for timesheet records in the same manner as the activities log.

Confirm to Bill

CONFIRMED TO BILL (Purple) – The appointment has been verified and did happen as planned, it can be confirmed to bill.

If the information on timesheet is different from what is currently recorded in the system, the user may change the information by launching the appropriate form.

If additional time is entered, greater than what was authorized, it will be broken off into a separate box, which needs to be confirmed individually.

Once confirmed It will require separate authorization to be billed (as it exceeds the authorized hours for the day).

Save the record.

Done

GREY – Appointment happened as planned, billing confirmed that it happened and it has been sent to billing department.

Color Coding of Steps

SCHEDULE APPOINTMENT – The client is supposed to receive services but there is no worker assigned to the time.
CONFIRM SCHEDULE – The client is scheduled to receive services with a specific worker. The supervisor is confirming that these scheduled visits are still valid. Changes can be made if the worker or scheduled time has changed.
CONFIRM VISIT – The appointment should have happened but someone needs to verify that it actually did happen as planned and confirm the visit.
CONFIRMED TO BILL – The appointment has been verified. It did happen as planned and it can be confirmed to bill.
GREY – The appointment happened as planned, billing confirmed that it happened, and it has been sent to billing department