System settings and preferences

Menu Path

Go to Setup > System > System Setup > 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 ID - 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
• Revision Number
• 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).
• 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.
• 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 Searches - 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.

Login settings

• Minimum Password Length - Enter the minimum number of characters for a user's password. Enter 1 for no limit.
• Maximum Login Attempts - Enter the maximum number of login attempts the system will accept.
• Password Expiration Interval (Days) - Enter the number of days before a password expires. Enter 0 for no expiration.
• Unique Password History Count - Enter the number of most recent previous passwords that the system will not allow a user to use again. 
• Block Login Name after Failed Login Attempts - When you select this option, if a user fails the maximum number of allowed login attempts, the login name may no longer successfully log in to the system. To unblock the username, a system administrator must clear the lockout in the following location: Taskbar > System Maintenance > System Maintenance > User Lockout.
• Block IP Address after Failed Login Attempts - When you select this option, if a user fails the maximum number of allowed login attempts, no one can login to the system from that IP address. To unblock the IP address, a system administrator must clear the lockout in the following location: Taskbar > System Maintenance > System Maintenance > User Lockout.
• Login Warning Message - In this box, enter an error message that will display when a user reaches the maximum number of login attempts. For example, "You have exceeded the maximum number of allowed login attempts. Contact your system administrator to unlock your username."
• Use Strong Password - Selecting this option will require the user to enter all passwords with the system strong password requirements. A strong password requires a minimum of eight characters, at least one number, and at least one alpha character.
• Use Agency Short Name for Login - DO NOT USE. This setting was specific for a single client configuration. 
• Is Login Name Unique - Selecting this option will require all usernames to be unique in the system. Netsmart recommends selecting this check box to prevent duplicate user names. 

System messages

• On Submit of Event - In this box, enter a warning message that will display when the user clicks Submit to make sure they want to proceed with submitting the event. Submitting the event means they will no longer be able to modify its contents.
• On Signing of Event - In this box, enter a warning message that will display when the user electronically signs the event for approval. Signing the event means they will no longer be able to modify its contents.
• On UnSubmit of Event - In this box, enter a warning message that will display when the user selects 'Unsubmit' for an event. Proceeding means the event will not be submitted for approval.  
• On UnSign of Event - In this box, enter a warning message that will display when the user removes the signature from an event. Proceeding means the signature will be removed.

SSN preferences

The following settings are available with versions 9.0.8150 and higher.

• Mask the whole SSN - For any reports that contain a client's social security number, selecting this setting will mask the SSN on the report display. 
• Show the last 4 digits of SSN - For any reports that contain a client's social security number, selecting this setting will display only the last 4-digits in the report display. 

Billing preferences

• 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 report 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.
• # 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.

Finance NX

• Use Finance NX - Select this option to enable myEvolv Finance NX in your system and permanently disable the myEvolv Finance module. Currently this feature is only available to Netsmart Support associates or Consultants. Please contact Netsmart to enable Finance NX in your system. This setting is irreversible.
• Billing Execution Interval - Specify the frequency, in minutes, for the system to check for new requests to be processed.  
• Time to run recurring billing job - Specify the time of day that scheduled billing processing will occur. It's recommended to set this time for the early morning or late evening during off hours.

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.
• Show Accepted Applicant - If selected, workers who are assigned to an accepted referral will see all accepted referrals including those that have already had an intake performed.
• My Notes to Complete Cutoff (Months) - Enter the number of months to look at the myEvolv Notes to Complete section to show in this section.

Logo

• Agency Logo for Login Screen - Select the label to access a menu to upload a file to display on the login screen. If empty, the name of your agency in text will appear taken from the Agency Information screen.
• Logo Height - Enter the height of the logo (in pixels) in the login screen.
  Note: The logo is entered in the Agency Logo for Login Screen box.

Navigation

The settings in these sections refer to the Most Recent, Most Visited, and Favorites areas on the taskbar. 
Note: Users can overwrite settings in this section either in Agency Setup or Staff Lookup Their Own Information. 

• Most Recent - Maximum # of Items to Display - Enter the number of items that the user has navigated to most recently that the system will display in the Most Recent list. 
• Most Visited - Maximum # of Items to Display - Enter the number of items that the user has navigated to most often that the system will display in the Most Visited list. 
• Most Visited - # of days to be considered - When the system is reviewing the areas of the system to which the user has navigated most often, this setting identifies how far back in time the list will consider. If this is blank, the system will consider all navigation.
• Is Navigation Docked - This will define if the Navigation pane (the area on the left side of the screen which can be used to move through the system within a module) is docked (visible) or not (hidden from view to the left of the screen).
  Note: If you choose not to dock the Navigation pane, the user can override this temporarily by selecting the Pushpin icon on the top right of the Navigation pane.

Portal settings

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

Client portal

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

Foster Parent portal

• Allow Foster Parent Portal - Select this checkbox to activate the foster parent portal functionality. 
• Foster Parent Portal URL - Enter the URL for the foster parent portal. 

Portal login 

• Minimum Uppercase Characters - Enter the minimum number of uppercase characters that a user must include in a password.
• Minimum Number Characters - Enter the minimum number of characters that a user must include in a password.
• Minimum Symbol Characters - Enter the minimum number of special characters that a user must include in a password.

Temporary password expiration interval

Note: This preferences in this section relate to both client and foster parent portal. The client or foster parent receives an email with a temporary password. These fields define how long that password will be valid.

• Days - Enter the number of days a temporary password remains active after it is issued. 
• Hours - Enter the number of hours a temporary password remains active after it is issued. 
• Minutes - Enter the number of minutes a temporary password remains active after it is issued. 

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.
• 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? - Change the layout of a Treatment Plan connected to a program. This option enables that feature. 
• 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: 

Groups services

• Display End Time Instead of Duration - By default, Group Service Notes require date, start time, and duration, and the system will calculate the end time. Selecting this option requires users to enter a date, start time, and end time, and the system to calculates the duration.
  Note: This is a global setting and will apply to all group notes.

TimeSheet

• Exclude No Shows on TimeSheet - If you are using the Timesheet functionality, selecting this option excludes services which are marked as no show from the timesheet. This option gives a picture of productivity.
• TimeSheet First Day of the Week - Select the day of the week that a timesheet will display as the first day of the working week. 
• Display End Time Instead of Duration - When you select this option, instead of the duration of time, display the end time.

Scheduling and 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)

If UB-04 fields are left blank, CMS-1500 values will be used for UB-04 printout.

• CMS-1500 Top and Left Margins - Allows you to set the margin size of HCFA-1500 printouts in pixels. This ONLY applies to HCFA forms with no lines.
• UB-04 Top and Left Margins - Allows you to set the margin size of UB-04 printouts in pixels. This ONLY applies to HCFA forms with no lines.

Email settings

You can configure the system to send emails when you create a scheduled event. 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.
Note: If your server requires a username and password and you make any changes to the settings in this tab, you have to re-enter the password.

• Disable Email
• From Email
• Display Name
• Reply to Email
• SMTP Server Name
• SMTP Server Port #
• Enable SSL
• Username
• Password

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

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

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.

Supported applications

• FrontDesk Version # - Indicates the Front Desk version in use. For informational purposes only.
• Custom Report Designer Version # - Indicates the Custom Report Designer version in use. For informational purposes only.

IMO diagnosis web service

• Use DSM5 Suggested Codes - For billing purposes, each claim must have an associated ICD-10 diagnosis code. For behavioral health, substance abuse, and psychiatric agencies, you can select the Use DSM5 Suggested Codes check box to require a coordinating DSM5 code. The system will automatically associate a DSM5 code based on the ICD-10 code selected.