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First & Second Quarter 2026
First & Second Quarter 2026
The first and second quarters of 2026 brought many enhancements and new features to the Visiting Aid software. Below are some of the key updates released during this period. More details regarding each of these area is included in this release note. Please contact Support if you have any questions or need further information regarding these features.
Private Pay Billing: A new Private Pay Billing module has been added to the Billing system. Over the past several months, this module has received multiple enhancements designed to streamline private pay billing processes and improve flexibility.
Private Pay Billing: A new Private Pay Billing module has been added to the Billing system. Over the past several months, this module has received multiple enhancements designed to streamline private pay billing processes and improve flexibility.
Employee Overtime Tracking: Phase One of Employee Overtime Tracking has been released, providing agencies with new tools to monitor employee overtime and improve workforce management.
Employee Overtime Tracking: Phase One of Employee Overtime Tracking has been released, providing agencies with new tools to monitor employee overtime and improve workforce management.
Dashboard Calendar Enhancements: The Dashboard Calendar has been enhanced to provide Coordinators with improved visibility and greater efficiency when tracking and managing daily visits.
Dashboard Calendar Enhancements: The Dashboard Calendar has been enhanced to provide Coordinators with improved visibility and greater efficiency when tracking and managing daily visits.
Nurse Authorizations: Nurse Authorizations are now available directly within the Dashboard Calendar in addition to the Clinical section of the patient's record, making authorization information more accessible.
Nurse Authorizations: Nurse Authorizations are now available directly within the Dashboard Calendar in addition to the Clinical section of the patient's record, making authorization information more accessible.
Administrative Settings Updates: Several enhancements have been made to Visit Type settings, providing administrators with greater flexibility when configuring visit types. New options include the ability to Designate visit types as non-billable; Exclude selected visit verification processes; and Configure additional settings specific to Private Pay visit types.
Administrative Settings Updates: Several enhancements have been made to Visit Type settings, providing administrators with greater flexibility when configuring visit types. New options include the ability to Designate visit types as non-billable; Exclude selected visit verification processes; and Configure additional settings specific to Private Pay visit types.
Enhanced Pending Visit Review: Additional alerts have been added to the Pending Visit Review process, helping identify potential issues before visits are billed.
Enhanced Pending Visit Review: Additional alerts have been added to the Pending Visit Review process, helping identify potential issues before visits are billed.
New York State Claim Preparation: System updates have been implemented in preparation for the New York State claim processing changes scheduled for Fall 2026.
New York State Claim Preparation: System updates have been implemented in preparation for the New York State claim processing changes scheduled for Fall 2026.
Reports and Additional Enhancements: Additional improvements released during the first half of 2026 include: New Care Plan report items; Improved visual indicators, including updated colors when scheduled visits are marked as missed; Ability to copy Master Schedules for floating authorizations; Note flags displayed on scheduled visits; Updated user permissions; and Employee referral tracking enhancements.
Reports and Additional Enhancements: Additional improvements released during the first half of 2026 include: New Care Plan report items; Improved visual indicators, including updated colors when scheduled visits are marked as missed; Ability to copy Master Schedules for floating authorizations; Note flags displayed on scheduled visits; Updated user permissions; and Employee referral tracking enhancements.
Social Adult Day Enhancements: Several new features have been added to the Social Adult Day module, including:
Social Adult Day Enhancements: Several new features have been added to the Social Adult Day module, including:
Activity Calendars.
Transportation Portal enhancements.
Profile Reports.
Additional usability and workflow improvements.
Private Pay Billing
For private pay billing or payors who need Invoice billing (not electronic) a new section has been added to the Billing Module. This allows for the creation and tracking and payment posting for all Invoice system Claims.
PLEASE reach out to Support to schedule a review of this new Feature and activation for your agency if needed.
Employee OVERTIME Tracking
On the Employee Schedule a line appears that shows Standard week hours (set by Agency in Admin Settings) and the amount of hours Utilized / Scheduled for the Week.
If an employee is LESS than Standard hours/week limit the line is YELLOW.
If the employee EXCEEDS the limit the line is ORANGE and will show the amount of OT hours scheduled/completed
In additional when you schedule an employee that will create OT hours - a pop-up box will appear asking to verify.
This pop-up appears when scheduling on the patient calendar or from the Master Week.
DASHBOARD: Calendar
The Calendar Dashboard has been further enhanced to show all Visits Scheduled for the Day (or change the filter to those in progress), It also can be filtered by Coordinator.
Additional Information has been added so not only does the patients name show but the patient's payor is displayed and if you hover over the patient's name - their cell number will appear. If you hover over the employee name in the schedule box - their cell phone number will appear.
You can view any missed visits, late clock ins - see which visits are in progress and upcoming visits. IDEAL PLACE FOR THE COORDINATOR TO VIEW and MANAGE SCHEDULES FOR THE DAY! You can click on the schedule and adjust the times if needed from this view.
Nurse Visit Authorization Changes
Nurse authorization are now available on the patient Calendar - Authorization section. The functionality is the same as if entering throught the Clinical section of the patient's record. This authorization is also used to schedule LPN, Physical Therapy or other Professional Clinical Staff visits.
Admin Settings UPDATES
To better meet the needs of different lines of business - if you are Home Care - select Licensed Home Care Services Agency -- if you are Social Adult Day Program - select that line of business. If none is selected the default is Licensed Home Care AGency.
EMPLOYEE MAX WORKING HOURS - this is the standard hours employees may work before Management approval is needed. This feeds the Overtime calculation on the employee's schedule. This does NOT drive the overtime rate or when overtime is paid - that is in payroll set up but allows an Agency to set a standard greater than 40 hours if they want as their minimal standard and then if the employee exceeds that number in the future a feature will be added that will require Supervisor approval to schedule beyond that point. In some agengies it may standard to schedule 48 hours a week before a flag is initiated.
Coming soon - Travel time tracking and this is where the settings will be established.
4. VISIT TYPE Settings:
To meet the needs of different visit types and services, new fields have been added on the Visit Type set up page.
A. Mark as Non-Billable: Make the service schedulable but not billable and can be payable. Used most commonly for Nurse Visits that are not billable or for caregivers orienting to a case or show up time.
B. County-wise Rates: When the same service/visit type has different rates based on the county in which the patient resides.
C. Exclude Time Conflicts: allows time conflicts to be ignored in the visit verification process - most common with private pay when overlapping shifts are permittable.
D. Excludes Task Alerts - allows missing tasks alerts to be ignored in the billing / payroll process but the alert will still show in the Visit modules and on the visit itself.
E. Is Required ICD10 - allows for invoice type payors not to have to have a ICD10 as part of the authorization entry process.
F. MCPlan - can select the type of MC plan the specific visit type is assoicated iwth (for reporting purposes) such as MLTCP, MAP, PACE, MMC, HARP, etc. This is required for appropriate payor specific report and the transmission of EVV to the NY State aggregator based on the payor's plan for the specific client.
Pre-Billing Improvements:
New warnings and screening have been added to pre-billing process to ensure continued accuracy with claim submission.
1. Warning if more than 24 hours per day is on the claim. Most payors will not reimbuse for more than 24 hours in a day so the warning will alert you if this situation exists so appropriate action can be taken prior to claim submission.
2. Warning if Member ID is not in format established by the payor. In a few rare cases the ID may not follow the standard format so if this alert is holding the visit - go to the Payor tab on the patient level and click the "relax member id" box to override this pending billing hold.
NY STATE EVV Reporting and Updates to CLAIM requirements
Visiting Aid is working with each Managed Long Term Payor to meet the reporting requirements for EVV that is being requested. As the requirements are issued by the payor - Visiting Aid will build the report to meet their specific needs. The reports that have been completed to date can be found in REPORTS -- EVV Report - Payor Compliance Reporting
NOTE for payor that have multiple lines of business (MLTC, PACE, MAP) that is where the setting discussed under Visity Types comes in - must make sure the MC PLan/Product is active per Visit Type - Please reach out to support if you need any assistance.
In October 2026, NY State Medicaid - MLTC claims will be required to pull employee NY State Home Care Registry Numbers or NPI number to claims. Claims / EDI files will be updated to pull the Registry Numbers for HHA and PCA or NPI. Make sure the information is updated and current in your system. This is entered on the Employee record -- Compliance -- Employment Requirements -- Employment Verification section. NPI is optional, HCR tracking is a NY state requirement.
Reports and Other Enhancements:
REPORTS: Multiple reports have been updated / enhanced based on feedback from our customers. These include but are not limited to:
Flex Report: Under Admin section - allows multiple different types of compliance items to be pulled into one report including Hiring Requirements, Medical Requirement, Evaluation and In-Service requirements.
Missing Visit Report -- under Patients - pulls floating schedule missing visits as well as those scheduled via set-daily authorizations.
Missed Visits Report -- under Statistical - pulls visits that have been MARKED as MISSED (or canceled) with the reason, actions taken and notes.
Authorization Reports - enhanced to pull more information
Custom Invoice Report - updated to better meet the private pay invoice needs
New HIRE report - pulls additional and updated tax fields added to employee payroll tab as needed for those who export this information into their payroll system.
Schedule Report - under Patients - pulls floating as well as set daily authorization style schedules.
New CARE PLAN items -
New Tasks are now available for Aide Care Plans:
Special Needs - Assist with Ostomy Care
Special Needs - Socialization
Special Needs - Diversional Activities
Document Attachment ability added to saved Employee Compliance Items (including hiring requirements as well as medical, etc.)
Permission Changes - NOTE: ONLY THE AGENCY ADMIN / Superuser can create new Users, Send update Invites and Reset Passwords. Support at Visiting Aid can only provide directions on how to do this.
COPY MASTER SCHEDULE - FLOATING if there is not change in the master schedule when adding a new authorization - toggle on the copy master schedule BEFORE saving and the schedule will copy for both floating and set-daily style master schedules.
COLOR CHANGE for MISSED VISITS - if a visit is marked as missed it will now show as Red for home Care (Dk gray for Social Adult Day)
NOTES FLAG on Schedules -- if a note is written on a schedule an comment icon will appear to indicate there is a note to view. Can be used to note information that needs to be communicated about the patient or record of schedule change reasons, etc. These notes do not show on the app.
7. Employee Referral Tracking -- new section of the employee's record where referral informaiton related to the employment of the individual can be tracked. To activate this for your agency - the Admin for your agency needs to turn on the permission under emloyee in ROLES.
SOCIAL ADULT DAY PROGRAMS:
There have been multiple enhancements specific to the Social Adult Day Programs:
Activity Calendar
- can be schedule and can show completed on the patient's calendar.
Activity Calendar - a month calendar can be printed for posting at your center.
Activity Calendar - an attendance sheet is available for sign in and out if needed.
Mass confirmation of Attendance feature is available that will create a billable visit for each day attended.
Ability to auto bill transportation and/or meals with the day program attendance even if there is a differnt Procedure Code.
Transporation Portal available for setting up routes and transportation tracking to and from the facility.
Profile report enhancements to meet SAD needs.
QR Codes available to use for patient sign in and out of the facility.
If you would like more information on the SAD Enhancement please reach out to support@visitingaid.com and we will schedule a demo with you on the new features.
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