January 23, 2025
Happy New Year!!
Visiting Aid Release Notes – 01/24/2025
Coordinator, Billing, Integrations, and Reporting Updates
Time to kick off the New Year with a bang. Visting Aid’s first release of 2025 has a lot of fireworks. Thank you to all client partners for working with us as we continue to develop the best system for your agency.
1. Coordinator Enhancements/ New Version
We have worked closely with coordinators to enhance the Visiting Aid visit screen, creating a single view to manage all visit-related issues efficiently. Currently, the default view remains the previous version, but coordinators can access the updated version by switching views. The updated view will become the default view in December.
The updated screen provides coordinators with a centralized location to view all visits requiring action.
New Version
Old Version
Enhancements
Visit Errors. All visit errors are displayed in various sections. This removes the need for the coordinator to sort through all visits or individual error categories to find visits that require action.
a. Clean Visits. This section will normally show 0. You can change the setting to show “All” if you wish to see all visits for the week. The default setting is to display “Exception Visits” only.
Declined. This section will show all visits (or EVV errors) that were deleted in the week. This is helpful if deleted visits need to be restored. To restore a deleted visit, click on the visit and then click the restore button.
Time Conflict. This section will show a visit that have time conflict with another visits. The most common example is when there is an overlapping of two different caregivers at the change of a shift.
Time Exception. The most common error. These occur when a clock in and clock out do not match a schedule and/or exceed authorization.
No Authorization. Visiting Aid controls prevent EVV when there is no authorization. This section will usually have errors that relates to an adjusted authorization. Example: Original authorization was valid until 11/31; however, the payer adjusts the authorization, and it now ends on 10/20.
eTimesheets. Visiting Aid has robust eTimesheets functionality. The eTimesheet tab is to notify coordinator of timesheets that are pending approval. This section will also show coordinators’ timesheets that have not been completed.
Calendar Indicator for E-Timesheet. Coordinators can now view – on the patient calendar – the visits that were confirmed with an electronic timesheet.
Additional Warnings: Visiting Aid has added a missing authorization and timely filing alert to ensure the coordination team is able to address these issues daily.
Authorization Maximization: To ensure that the coordination team is aware of all patients that have not fulfilled their authorization. We have added the General Section to the visit dashboard. This section will show all weekly authorization that have not maximized.
Inaccurate Data
Visiting Aid displays Inaccurate Data – data that does not match an external source. This could be EPaces (incorrect DOB), or it could be with the MLTCs (Senior Whole Health, Fidelis, etc.). We will also be displaying this section on the Coordinator Dashboard
2. Payroll / PTO and Overtime Workflows Enhanced
Visiting Aid has upgraded paid time off and overtime approvals to streamline the payroll export / import workflow. This enhancement will allow the HR team to incorporate the PTO directly into the payroll export file – saving the step of manually adding PTO with your payroll vendor.
Note: Visiting Aid support will have to speak with you payroll team to ensure proper setup.
Step 1 – Coordinators or HR staff input PTO request on the caregiver calendar.
Navigate to the caregiver Paid Time Off Screen
Available PTO categories will show in the “drag events” section. If you need to additional categories, please contact Visiting Aid Support.
When you drag the PTO type to the calendar. A pop-up window will display request PTO time. If the caregiver is scheduled, the default will show the time for the requested shift. If the caregiver is not scheduled, the coordinator will need to enter the request time off and click save.
Step 2 – HR Review PTO request prior to processing payroll
When processing the payroll batch, the HR team will be able to review the PTO request. All PTO request will show as pending.
HR team will need to approve or unapproved (request time off). Time can be approved in full or partial. Once approved, the PTO will automatically go to the payroll export file.
Key Note: Visiting Aid support will needs to confirm with your payroll vendor before the export file is available. Even with the same vendors, different codes are sometimes used to designate PTO.
3. State Reporting: NYS HERDS Reporting
For our New York client, we have made HERDs reporting faster and easier. Reports-> Statistical (DOH) -> Patient Demographics.
Export function now has the ability to the required format for HERDs uploading to NYS.
