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Set up individual services for a program

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Events available for individual service entry are those defined as being a service with the option, 'Has Service Form Group?'. Once services are linked to a program, they are available to clients in Service Entry in the Client module. In addition, these services are available when setting up a billing scheme, allowing them to be billable.

  1. Go to: Agency Setup > Services Setup > By Program > Individual Services.
  2. Select Actions on the Program and choose Open Form.
    Result: Two sub forms are available to add services: System Defined Services and User Defined Services.
    • System Defined services are events delivered with myEvolvas System Modifiable or System Not-Modifiable events. Examples of commonly used events are eMar and Plan Development.
    • User Defined Services are events created by your agency.
      Note: If a program is not listed, verify the program is linked to the agency.
  3. Select the plus sign + to add a new Service Event to the program.
  4. Choose the Service Facility Type associated with the program, such as Service Facility or Attendance Facility.
  5. Select the Service Facility. Choosing a facility here limits the facility that can provide this service.
  6. Select the Default Location. This setting identifies the program location of the service provided.
    • The value entered here is used by default in situations where the program location is not entered or selected during a service entry.
    • The list of values for this field comes from the Location table in Table Maintenance. This location can then be used to link to a Place of Service code in Finance that could be sent with claims for a service.
    • For Placement Services Setup, always choose Other.
  7. For User Defined Events, select any of the following options:
    • Use for Fast Track Entry - Enables the event to be entered in the Fast Track area.
    • Can Submit? - Allows the service to be submitted to a supervisor for approval.
    • Electronically Signed? - The service is electronically signed by the user or supervisor.
    • Auto-Submit/Sign? - The service is automatically signed/ submitted when it is saved.
    • Note Required to Submit? - Requires a staff note be entered before submitting to a supervisor.
    • Include other duration in the end time calculation - Services are included in the total time calculation for a rate from the 'Duration Other' field.
    • Item Description - Enter the description.
    • Extract Service Code - Select the service code.
    • Use for Performance Target Report? - If selected, time from the service is used for tracking staff billable time.
    • Validate Services When Provided by Different Staff - The service should be validated if rendered by a different staff member at the same time.
    • Validate Services Overlap Across All Programs - Select this option to validate services entered across all programs.
    • Allow Same Day Scheduling - Select to allow services to be scheduled on the same day.
    • Require Staff to be Payer Licensed - Select if the associated staff must be licensed with the first payer associated with the client.
    • Exclude from Service Authorizations - Select to exclude the service from service authorizations.
    • Break Services when Overlap by Staff - Select to charge a different service rate when the staff member is giving the same service to multiple people.
    • Payable to Salaried Employees - Select if the service can be paid to a salaried staff member.
    • Routing Workflow Scheme - Select the routing workflow to be used with the service. The route entered here overrides any route linked in the event setup.
    • Scheduling or Entering This Service Requires Auth - Select this option to display a warning message when a user attempts to schedule or enter the service in the system without an authorization. 
    • Authorization Threshold - Enter a threshold for authorizations. Note that this is not a billing authorization setup.
    • Break Service-Details by Timechart - Select a time-chart logic to break up service details. For example, a client’s authorization has only two units left for a service that bills in 15-minute units, but the service is one hour. Without breaking the service details, the system sees four units provided, so the system holds the claim for units depleted. When you break the service details into 15-minute increments (getting four total), the system consolidates two of those services into a submittable claim and the other two services into a separate held claim.
    • Is Confidential Service Event - Select this option to have the system flag the event as confidential. This relates to functionality specific to myInsight. myEvolv users can access options for using Microsoft Word - Confidentiality in myEvolv.
    • Draft Service Option - Select to create a draft in Service Entry that will not have business validations applied prior to saving a record in draft mode. Only event definitions that are configured to not use auto completion are eligible for draft status.
    • Keep on on Draft Save - Select this option to keep the event open after an individual selects 'Save as Draft'.
    • Is EVV Required - This setting indicates that the event requires completion through EVV. Enabling this option configures the event with an identifier that triggers the event to be sent from myEvolv to EVV.
    • Require Authorization - Indicates that scheduling or completing this service requires an authorization.
    • Allow HL7 Outbound - Indicates this event can be included in outbound HL7.
    • Is Active - Select to make the service active in the system.
  8. Select Save.