Embedded Files
Release Notes - August 2026:
NY State Medicaid Required Billing File Format Changes - Direct Care Workers Home Care Registry IDs.
Client - Based Rate (pay and bill)
Beta Billing AI tool
Reports and Other Enhancements
1. NY State: Requirement to include employee (PCA/HHA) Home Care Registry ID# on all Medicaid Claims:
On April 20, 2016, NY State DOH issued notice that New York State is requiring Home Care Registry (HCR) IDs on claims for HHA and PCA services with Dates of Service beginning October 1, 2026. If the applicable employee’s Registry ID is missing, the claim may be denied.
What you need to do before the October 1, 2026 deadline
What you need to do before the October 1, 2026 deadline
Run the report
Go to Reports → Employees → HCR/Certifications.
Use it to identify employees who are missing their HCR/Registry ID.
Enter the Registry ID
Go to the employee’s Compliance Page.
Enter the Home Care Registry ID number.
The ID number is the only required field.
The Registry Date is optional.
No expiration date is required.
Make the ID mandatory for new hires
After existing employees have been updated, go to:
Admin → Settings → Department → Set ComplianceTurn on “HHA/PCA Registry Number Required.”
Do this for each applicable department, including PCA and HHA.
Payor setting
Visiting Aid now has a new setting on the Payor level indicating whether the payor is subject to this requirement.
The applicable payors will have this activated in mid-September 2026. NEW YORK STATE LHCSA AGENCIES ONLY.
Important deadline
Important deadline
October 1, 2026: Claims for applicable HHA/PCA encounters must include the required Home Care Registry ID. Missing IDs can result in claim denials.
2. Client Base Rates.
Visiting Aid has added additional client-specific billing and pay rates which can simplify setups and more accurate payroll.
For Private Pay / Invoice Payors - you can add Client-Specific Billing Rates. This new methodology can allow you to sue fewer visit types, making the billing setup simpler.
To Transition to the new methodology - we strong recommend contacting SUPPORT to schedulie a review specific to your organization before making the change.
Client-Based Pay Rates -- an additional method for having an employee to client specific rate has been added.
For more details - click this link for the Client Based Rates Guide: https://www.help.visitingaid.com/documentation/user-manual/admin-settings
3. Billing AI (Beta Version)
A new feature has been added "Billing AI" has been added to the Billing Section.
The key points / features of the Billing AI include:
Billing AI is in beta and will continue to receive improvements.
It searches only electronic claims, acknowledgement, and payment files in the Visiting Aid portal.
Private-pay invoices are not included at this time.
Users can ask questions such as “What are my top denial reasons?”
The Loading tab can convert PDF remittance files into a format that can be uploaded for payment posting.
This is intended to reduce the need for manual entry of individual visits from paper remittances.
Feedback is encouraged to help improve the feature
Follow this link for a more detailed guide regarding the usage of Billing AI. https://www.help.visitingaid.com/documentation/user-manual/billing
4. Report and Other Enhancements
Based on user feedback there are ongoing updates and enhancements to many of the reports in Visiting Aid.
Reports that have been updated recently include but not limited to:
Open Shifts Report - column added for Coordinator name
Payroll Report -- detail pages now show Employee ID to make those with the same name easier to identify in the report.
Patient Aging Report -- aging report for all private pay/invoice payors by patient.
Patient Visit Report - alignment of columns
Country of Birth has been added as as optional field on the Employee Profile.
Employee ID now shows on the main bar before the employee's phone number:
Coordinator - if disabled, that status and date now show when selecting a patient's coordinator. This will assist the team member from choosing an inactive coordinator.
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