Release Notes: July 2024
We hope you find these features valuable and our team looks forward to bringing you additional Features and Enhancements in future releases.
New Features and Enhancements to Web Portal
New Reporting Options for Training Doc Types
- We've added new fields to the "Dates & Docs" reporting template. This allows our users to accurately report on the fields we've recently added to the Training Doc Types. This will allow them to maintain compliance and track staff progress towards training completion.
Added Column "Invoice #" Pending Batch Detail and History pages to display assigned Invoice # on each line item
- We've added a new column to the Billing -> Pending Batch Detail screen to show the Invoice ID associated with each line item.
Added "Invoice Number" column to Financial Extract Report
- We've updated the "Reference" number column on our Financial Extract Report (for accounting software) to include the eCaring Invoice ID for that line item. This will allow your line items to map to an invoice in QuickBooks that corresponds with an Invoice ID in eCaring.
Added "Invoice Date" column to Financial Extract Report
- We've added a new column to the Financial Extract report called "Invoice Date" this is a required field for import into Quickbooks and will allow you to specify the date that appears on the invoices.
Added "Due Date" column to Financial Extract Report
- We've added a "Due Date" column to the Financial Extract report, this will allow your account software to correctly set the due date in their system when imported. The Due Date is derived from the "Financial Settings" fields on the Payor Profile -> Billing Settings tab.
Minimum Billing QTY Support
- We've implemented the "Min Qty" field to eCaring's Billing Calculations. Now, you can set a minimum billing quantity for each service (by Payor) that will be calculated. If the Actual is less than the Minimum, then the Minimum value will be billed.
Added Invoice # to the EDI Files
- We've updated the EDI files to use the corresponding eCaring Invoice ID for each client. In the event that your EDI file contains more than 50 line items for a given client, items 51+ will be associated with a "1-" before the eCaring Invoice ID to denote that it's a continuation of the same eCaring ID as the first 50 items for that client.
Support for 837i Format Support
- To support our customers that have to submit Institutional Claims, we've enhanced the EDI capabilities in eCaring to include the 837i format in addition to the existing 837p.
Updated "Payor" - "Billing Settings" - "Financial Settings" configuration
- To improve control over invoices and due dates, we've improved the functionality of the Payor -> Billing Settings -> Financial Settings tool. You can now choose from common Payment Terms fields in a drop down menu and your due date will automatically be calculated based on the Invoice Date + the Terms you select for each payor.
When a visit has both a clock-in and clock-out time, clicking "Action" button should take the user to Shift Details
- You will now be able to view the detailed information of a completed shift from pages outside of the verification screen. The Shift Details screen includes details such as approved times, billing hours, and pay hours for the related shift.
Update Payor Settings EDI configuration screens to have a Pick list of configured Payors
- To improve the user experience of eCaring we have made updates to how you configure your EDI payors. Previously, you had to enter an EDI receiver ID for each payor EDI configuration. In certain cases, this could lead to you entering a receiver ID for a payor that eCaring was not otherwise configured to generate claims. Now, you'll be able to choose from all configured payors in a drop down menu, the drop down includes the "Payor Name + EDI Receiver ID", if you need more information about any of the payors configured, please reach out to our product support team.
New Payor Companion Guide Configurations Available
- We've added new Payors to the EDI Companion Guide table including an additional Tufts configuration as well as an additional configuration for Fallon Community Health Plan's Summit program.
Support for Taxonomy Codes based on Services
- We've added a new field on the Payor -> Services screen to allow you to enter a Taxonomy number. This taxonomy number, when provided, will be included in your EDI file generation for all services that you bill where that taxonomy number is indicated. This allows you to bill under different Taxonomy numbers by entering the appropriate taxonomy number for each Payor's Service. This field will now be included in EDI files when populated.
Updates to existing Authorizations!
- With this release you will now be able to make changes to an existing authorization such as End Date, Hours, frequency, or other details, this should allow you to make adjustments to the authorization once services have begun without starting a new authorization and rebuilding the schedule. Making changes to the payor or the service will still require a new authorization.
Make Billing Edits on Previously Paid Visits!
- Once a visit has been Paid, users can now apply edits to the billing portion of the visit prior to it being Billed. Previously, once a visit was Paid, the billing portion of a visit could no longer be edited.
Revised Approved Time Logic
- An approved time will no longer be automatically assigned to a shift until both a clock-in and a clock-out exists OR via manual date adjustment.
Updates to Saved Reports Feature
- Saved reports will now keep the applied column filters you have set.
Updates to Client Invoices
- Client invoices will now display the Bill Units for a visit instead of the Scheduled Units.
New "Auto Verification" Option for Task Completion
- To ensure better accuracy and control for the criteria a visit must meet in order to be auto-verified, we are adding a configurable field for task completion percentage. With this field enabled, a visit must meet this minimum task completion threshold in order to be auto-verified. This field can be found in System > Financial > Auto Verification settings.
New Support Portal
- Starting with this release we will be migrating all eCaring Support to our new Support Portal and Knowledge Base! When you click on the ? in eCaring you'll see a slightly different page, please be sure to check out the articles and videos and when needed open a Support Ticket by clicking "Contact Support".
New Features and Enhancements to Mobile App
Required Comments on Service Tasks
- Service Tasks can now require a task comment even if the caregiver completes the task. Sometimes we need additional information as to what was accomplished during a visit.
- Previously, on the main screen when you clicked “Activities” for a related shift you would receive a pop-up menu. This menu has been removed and you will automatically be taken to the activities screen.
- When a caregiver is unable to obtain a client's signature, they must leave a comment on why they were unable to capture the signature.
- Caregivers will now receive a push notification after 15 minutes of their scheduled end time to remind them to clock out. This will save time on the administrative side to reduce manual clock-outs. In the future, we plan to make this customizable.
- Some authorizations may require a staff signature. When enabled in the Authorization, a staff signature will be required on the mobile device before a caregiver can clock out of the shift.
- Caregivers can no longer clock-in to a scheduled visit in the mobile app if the start AND end time have passed. This is to make sure that if Caregivers are exceptionally late to a scheduled visit they call the office and you're able to adjust the times BEFORE they start their service.
- Clocking out of a shift can now be done within the activities form instead of returning to the main screen before clicking the “clock out” button.
Mobile App Bugs Fixed
- Activities recorded in the second shift in back-to-back shifts are not displaying in Activities
- History Tab Remains Stuck on Fetching Data
- Activity form keeps scrolling while typing notes
- Second shift on back-to-back visits do not display the correct service tasks
- In some situations, the service tasks completed on an Android phone won't display properly on eCaring portal
Massachusetts EVV News
We continue to closely monitor official channels for new information and timelines for the Massachusetts EVV implementation. For eCaring users, once available you will need to submit an "Alt EVV vendor request" to SanData so that credentials can be issues allowing eCaring to submit your EVV data on your behalf.
We encourage all agencies to please share all information you receive regarding EVV in Massachusetts with eCaring. At this time, the latest information that we have indicates an October timeline for testing with a goal to be live by the end of the year.
We are hard at work building out great functionality in eCaring that will allow you to easily configure, automatically submit, and continuously monitor the status of your EVV data and we look forward to sharing that functionality with you over the course of our next few releases.
As always, we strive to bring you solutions that improve your operational efficiency allowing you to do what you do best, care for your clients. We hope that these enhancements improve your user experience.