CareSmartz360 Adds Route Optimization, Bulk Billing, Forms & EVV/EDI Updates

Configurable Tax Code in QuickBooks Online (QBO) for Canadian Agencies

Overview

This release introduces key enhancements to the QuickBooks Online (QBO) integration for Canadian agencies. Agencies can now select their desired QBO tax code for billing, receive detailed per-invoice validation error messages when exports fail, and benefit from faster, batched export performance.

Key Highlights & New Features

1. Configurable QBO Tax Code for Canadian Agencies

–What changed: Canadian agencies are no longer restricted to the hardcoded "HST ON" tax code. You can now select the appropriate tax code configured in your QuickBooks Online company to apply across invoice lines.

-Navigation: Accounting > QuickBooks Integration > QuickBooks Sync Settings > Billing section.

-Under the Billing section, verify and select your active tax code under "Tax code to be applied to invoices" and click Save.

Dropdown Details:

-Displays active tax codes directly from your connected QuickBooks Online account (e.g., HST ON, Exempt, Out of Scope, Zero-rated).

– Selection is required for Canadian QBO agencies before saving.

Backward Compatibility/Existing Agencies:

– For existing Canadian agencies, your currently configured tax code is auto-selected in the dropdown by default, ensuring your billing export continues to function seamlessly as-is without requiring any manual updates.

Safeguards & Inactive Code Detection:

– If a tax code currently selected in CareSmartz360 is made inactive or removed in QuickBooks, reopening Sync Settings displays a warning banner and prompts you to select an active tax code.

2. Itemized Per-Invoice Export Error Reporting

– What changed: When exporting multiple invoices to QuickBooks Online, export failures now provide itemized, actionable error reasons instead of a single generic error message.

– Navigation: Invoice > View Invoice(s) > Select Invoices > Send to QuickBooks.

– Key Improvements:

• Partial Success Supported: Valid invoices in the batch export successfully and receive the green QB icon.
• Granular Failure Reasons: If any invoice fails, the modal specifically lists each failed invoice number alongside the exact validation message returned by QuickBooks (e.g., client/customer inactive in QBO).
• Duplicate Prevention: If an invoice has already been exported or contains no billable lines, it will clearly indicate "Nothing to send to QuickBooks" to prevent duplicate records in QuickBooks.

Scope & Compatibility

Client Profile: Save Goal to Library Option

Overview

Previously, whenever a new goal was created under an individual client profile, the system automatically added it to the global Goal Library (Settings → Goals & Response) by default. For agencies with highly customized or unique goals per client, this created unnecessary clutter in the global library, making it cumbersome for schedulers and coordinators to browse and assign standard goals.

With this release, agency users have full control over whether a client-specific goal is published to the global Goal Library or retained strictly at the individual client level.

What’s New & Key Highlights

1. "Save to Goal Library" Checkbox:

a. A new "Save to Goal Library" checkbox has been introduced in the Add New Goal flyout within the Client Profile.

b. Default State: The checkbox is unchecked by default whenever the flyout is opened.

i. Unchecked (Default): Clicking Save or Save & Close saves the goal only to the specific client's profile. It will not appear in the global Goal Library.

ii. Checked: The goal is saved to both the client profile and the central Goal Library under Settings → Goals & Response for agency-wide reuse.

2. Context-Specific Visibility:

a. The checkbox appears exclusively when adding a new goal from the Client Profile.

b. It is not displayed when editing an existing goal or when creating goals directly under Settings → Goals & Response.

3. Duplicate Prevention:

a. Built-in validation prevents adding multiple goals with the exact same name within a single client profile. If attempted, the system displays an error message: "Goal with same name already exists"

4. Data Integrity & Auditability:

a. Existing Goals: All pre-existing goals in the Goal Library remain completely unaffected.

b. Backend Audit Logging: Each goal creation event records whether the checkbox was selected at the time of submission for auditing and tracking.

Key Benefits

• Decluttered Global Library: Keeps the central Goal Library clean, organized, and focused on agency-standard care plans and templates.
• Improved Scheduling & Coordination Efficiency: Schedulers no longer need to sift through hundreds of client-specific custom goals when assigning standard goals.
• Flexibility & Control: Care managers can customize care goals per client without worrying about affecting agency-wide lists.

Removal of "Completed by…" Statement on Caregiver & Client Forms

Overview

Upon completion of a custom form, the system previously displayed a footer line stating: "Completed by [Agency User Name] on [Date & Time]"

Because agency staff were only reviewing and approving forms rather than filling them out, this statement caused confusion and raised audit trail questions.

Key Updates & What Has Changed

• Consistent Behavior Across Web & PDF Custom Forms:
  PDF custom forms have never included this statement. By removing "Completed by [Agency User Name] on [Date & Time]" from custom Web Forms, both Web Forms and PDF Forms are now fully aligned in behavior and presentation.
• Removed from Client & Caregiver Forms:
  The "Completed by [Name] on [Date & Time]" statement is now removed across on-screen views, print previews, and downloaded PDFs for all Client and Caregiver custom forms.
• Information Readily Available in Forms Listing Grid:
  Agency users can still easily view this information directly from the Client and Caregiver Forms Listing page. This update only alters the visual display and generated PDF layout.
• Retained on Client Assessments:
  The "Completed by…" statement will continue to appear on Client Assessments, where agency staff are the actual authors completing the document.

Impact & Behavior for Existing Records

• Existing / Historical Forms: Previously completed forms with pre-generated PDFs will retain their existing format as originally saved.
• New & In-Progress Forms: Any forms completed, viewed, printed, or downloaded going forward will automatically reflect the updated display without requiring any agency configuration changes.

Schedule-Attached Forms Compatibility with PDF Custom Forms

Summary:
Following the initial rollout of attaching Custom Web Forms to schedules, CareSmartz360 now brings complete compatibility for PDF Custom Forms. Agencies can now map, attach, fill, review, and export PDF forms seamlessly.

What’s New & Key Highlights

Agency Portal & Service Configuration

• Service Type Mapping:

– When configuring Settings > Service Types > Forms, both Web Forms and PDF Custom Forms are now available for selection.

–Operational Continuity: Existing service-type configurations and previously selected forms remain unchanged and continue to function as is.

• Schedule Creation & Management:

– Attached PDF forms auto-populate on the Schedule creation and edit modals based on the chosen Service Type (with manual add/remove and sync options supported).

– Care Logs track PDF form additions, updates, and status changes just like Web forms.

• Client Schedule Forms Report & Bulk Export:

– PDF forms appear in the Client Schedule Forms report with filtering by status, payer, client, caregiver, and date range.

– Agency users can review, edit, reopen, and download filled PDF forms individually or via bulk zip export.

Caregiver Mobile App & Web Portal

• Filling & Submission:

– Caregivers can view and complete attached PDF forms directly within their scheduled visit workflow.

– Supports saving in In-Progress, submitting for Awaiting Approval, and handling updates if marked Needs Correction.

• Open Shifts Preview:

-When reviewing available Open Shifts, caregivers can view attached PDF forms in a read-only state before picking up a shift.

• Client Forms Review Widget:

– Pending and completed PDF forms are now reflected on the Client Forms Review widget on both mobile and web, helping caregivers monitor submissions before payroll cutoff.

Client & Family Portal

• Completed Form Visibility:

– Once reviewed and marked Complete by the agency, schedule-linked PDF forms are published to the Client Portal under the Forms tab (subject to client portal permission settings).

Smart Route View (Route & Visit Optimizer)

Overview

Schedulers need a fast, visual way to verify whether a caregiver’s scheduled day makes practical sense before publishing shifts.

The Smart Route View introduces a dedicated, read-only map and timeline overlay directly on the Smart Scheduler screen. It transforms recommended and assigned shifts into a complete geographical route and chronological daily timeline, allowing schedulers to perform a visual sanity check without leaving the scheduling grid.

What’s New & Key Highlights

1. Instant Access via "View Smart Route"

• One-Click Drawer: A new "View Smart Route" button is now available in the Smart Scheduler header (next to Publish All).
• Non-Disruptive Overlay: Opens as a smooth side drawer directly over the grid. Your active filters, scroll position, and grid selections remain intact when opened or closed.

2. Three-Panel Visual Workspace

All route details are visible simultaneously across three dedicated sections:

• Caregiver List (Left):

– Lists all suggested caregivers, sorted by highest weekly hours first.

– Shows total weekly hours and scheduled days at a glance (e.g., 50h Weekly · 4 Days).

– Highlights caregivers exceeding weekly overtime thresholds (when defined by the agency e.g., >40 hours).

– Includes instant real-time search by caregiver name.

– Quick-access profile link (opens the caregiver profile in a new tab without losing drawer context).

• Interactive Route Map (Center):
• Displays the caregiver’s home starting point (neutral home icon).
• Chronologically numbered, color-coded stop pins:

§ 🔵 Blue: Assigned Shift (Shifts already assigned to the Caregiver)

§ 🔴 Red: Suggested Open Shift

§ 🟣 Purple: Scheduled Meeting

• Solid route lines connecting consecutive stops and illustrating return travel to home.
• Interactive Sync: Clicking any map pin highlights the matching stop in the timeline, and vice versa.
• Route Details & Timeline (Right):

– Daily Summary: Immediate stats showing total drive distance (shift + meeting), drive time (shift + meeting), shift hours (highlighted in amber if daily overtime is reached), meeting hours, and counts of assigned, suggested, meeting, and idle gap stops.

– Chronological Timeline: Step-by-step breakdown of every visit, client name, service type, and address.

3. Smart Idle Gap Detection

• Automatically detects when the gap between two consecutive mid-day stops exceeds 60 minutes beyond necessary driving time.
• Flags long downtime visually in amber on both the map and the timeline (e.g., "2.1 mi · 8 min travel · 2h 52m idle before next shift").
• Schedulers can quickly spot unoptimized schedules and take corrective action on the Smart Scheduler grid.

4. Split Clock-In / Clock-Out Location Support

• Handles shifts where a caregiver starts at one address and finishes at another (e.g., client medical transport).
• Renders as two connected pins (e.g., 2a and 2b) joined by a solid line to indicate paid transit time rather than an idle gap.
• Next-leg travel times and gap calculations automatically measure from the clock-out address.

5. 7-Day Week Strip Navigation

• A week header strip shows all 7 days of the currently selected week.
• Displays daily counts (e.g., "3 Shifts · 1 Meeting" or "No Shifts").
• Shows alert dots on days containing flagged idle gaps or overtime.
• Selecting a caregiver automatically opens their first scheduled day of that week.

How to Use It

1. Navigate to the Smart Scheduler grid.

2. Optimize Open Shifts

3. Click View Smart Route in the top header.

4. Select or search for a caregiver from the left panel.

5. Review their daily route on the map, check drive durations, and verify flagged idle gaps.

6. Click across the Week Strip tabs to inspect other days of the week.

7. Close the drawer to return to the grid to finalize, reassign, or publish shifts.

Important Notes & Boundaries

• Read-Only Visualization: The drawer is designed for route validation only. Shift assignments, edits, and publishing continue to take place directly on the Smart Scheduler grid.
• Powered by Smart Scheduler: The view directly reflects the schedule, availability, and routing logic computed by the Smart Scheduler—it does not alter or recompute shift logic independently.

View Care Logs for Deleted Shifts

• Agency users can now access Care Logs associated with deleted shifts through the Schedule Deletion Log and Deleted Shifts Report. This enhancement helps agencies maintain access to care logs for audit, compliance, and review purposes.
• A new Care Logs column displays a View hyperlink when Care Logs are available for a deleted shift. If no Care Logs exist, a hyphen (-) is displayed.

• Clicking View opens a pop-up displaying all Care Logs associated with the deleted shift, with the same information available in the standard Care Logs view.

• A new Care Logs column in the Deleted Shifts Report provides users with options to download the associated Care Logs.

Add Attachment Type to Compliance Documentation

Agency users can now select an Attachment Type when uploading compliance documents, improving document organization across Caregiver, Caregiver Applicant, and Office Staff profiles.

• Attachment Type: A mandatory dropdown is available during compliance upload, defaulting to Caregiver Attachment.
  

• Custom Configuration: Authorized users can add custom values through the new Compliance Attachment Type setting under Caregiver DDM. The system-defined Caregiver Attachment value cannot be edited or deleted.

• Automatic Mapping: The selected Attachment Type populates the Type field in the corresponding “Documents” section. Compliance Type remains independent and unchanged.

• Existing Behavior: Existing records default to Caregiver Attachment, and the Notes column continues to display “Caregiver Compliance”.
• Document Type Filter: Selecting Compliance in the Document Type filter displays all compliance-type documents.

• Export Enhancement: Compliance exports now include File Name and Attachment Type columns, followed by the existing compliance details. File Name remains blank when no file is attached.
  

Default Caregiver-Client Compatibility to N/A

New caregivers and clients will have their compatibility set to N/A by default when no matching skills or restrictions are found.

• Automatic Compatibility: Compatibility is set to

– N/A when no skills or restrictions match,

– Compatible when at least one skill matches,

– Not Preferred when a restriction matches, and

– Staffed when the caregiver has previously worked a shift with the client.

• Manual Selection: N/A is now available as an option in the Compatibility dropdown.
• Caregiver Assignment Priority: The preference order is

i. Staffed

ii. Preferred

iii. Compatible

iv. N/A

v. Not Preferred.

• Impacted Areas: Client Profile, Caregiver Profile, Caregiver Profile Quick View, Find Caregiver, and the Client Caregiver Relationship report will show “N/A” as a compatibility status.

Edit the Start Time and Service Type of Ad Hoc Schedules Before Approval

You can now correct the start time and the service type of an ad hoc schedule directly from the Ad Hoc View, before you approve it.

What's New

Until now, the only way to change the start time of an ad hoc schedule was to approve it first, find it again in the Time Tracking View, edit it there and then confirm it. With this update, you can review and fix everything in one place, so shifts are no longer lost between time tracking views, and it is easier to stay within overtime and daily-hour limits.

At a glance

• Edit the start time of an ad hoc schedule before approving it.
• Change the service type, with Bill Type and Pay Type filled in for you.
• Built-in checks prevent invalid times and show conflicts per the existing end-time adjustment flow.
• Caregivers are notified by push notification and SMS when their clock-in time is changed.
• Every change is recorded in the shift logs.

Who can use this

Office staff and admin users who have permission for the ad hoc schedules. You can change it in a similar way; the End time for the Ad-hoc schedule is changed from the grid view. You can click on the Scheduled Start, and this opens the pop-up to edit the Actual Start time.

From the Ad hoc View (new UI)

1. Go to Scheduling › Time Tracking › Ad Hoc View and click Apply.

2. Find the schedule and click its Scheduled Start time.

3. In the Clock-In pop-up, enter the new start time.

4. If your agency uses EVV, select a Reason Code (for example, “Caregiver forgot to clock in”).

5. Click Save. Review any conflicts that appear, then approve the schedule when you are ready.

From Ad hoc Edit View on time tracking views new UI

1. In the Ad Hoc View, open the schedule with Edit.

2. Change the Start Shift and, if required, select a Reason Code.

3. Update the status of the shift (Mandatory step)

4. Click Save.

5. Note: Selection of status remains mandatory here. You need to select the status of the schedule to Approved/Unapproved to update the Schedule Start as in the case of Schedule End. The new start

Note: On changing the schedule start time, the end time also changes if there is no clock-out added for the shift, as per the added duration by the caregiver. The end time is auto-adjusted as per the adjusted start time and the duration added.

Change service type for Ad hoc schedule

1. In the Time Tracking (new UI) >> Ad Hoc View, open the schedule with Edit.

2. Choose a new option from the Service Type list. It shows every service type available for that caregiver and client. Options with authorization are marked Auth. This is kept similar to what the caregiver selects while creating the Ad hoc schedule.

3. Check the Bill Type and Pay Type, which are filled in automatically (see below).

4. If required, select a Reason Code, then click Save.

Acknowledgement

Caregivers get an option to acknowledge the change for the updated start time for the Ad hoc schedule, like that of the schedule end time change on the caregiver app and portal. The same option appears on the Ad hoc time tracking view, where the agency office staff/admin user can view and add the acknowledgment on behalf of the caregiver, like the schedule end change.

Drag and Drop Functionality on Global Schedule Calendar

You can now reschedule visits directly from the Global Schedule Calendar by dragging a schedule card to a new date or time. You no longer need to open each client’s or caregiver’s profile calendar to make the change.

Who can use it

Office Staff and Admins with Full Access permission to the Global Schedule Calendar.

Where it works

• In both Group by Client and Group by Caregiver modes
• In the Daily, Weekly, Monthly, and 5-Week views

How it works

1. Drag a schedule card to a different day or time within the same client’s or caregiver’s row.

2. Drop it on the new date or time. A confirmation prompt appears:

a. Move: reschedule the original visit to the new date or time.

b. Copy: creates a duplicate visit at the new date or time and leaves the original as it was.

c. Cancel: makes no changes.

In Daily view, only Move and Cancel are available.

3. Only the visit date and/or time changes. The client, caregiver, service type, billing details, notes, tasks, and other details stay the same.

Good to know

• Conflict checks still apply. Scheduling overlaps, availability conflicts, and authorization issues are checked just as they are on the profile calendars. Whether you see an alert, are blocked, or see no warning depends on your office settings.
• Visits can’t be moved to a different client or caregiver. If you drop a card on another row, nothing changes. To reassign a visit, edit it the usual way.
• Approved visits can’t be dragged. This matches the profile calendars.

Bulk Credit Adjustment – Adjust Many Invoices at Once

The View Invoice(s) screen now has a Bulk Credit Adjustment button. It lets you apply credit adjustments to multiple invoices at once. If your agency uses QuickBooks Online, the adjustments are synced to QuickBooks in the background.

What's New

• Bulk Credit Adjustment button on the View Invoice(s) screen.
• Adjust up to 500 invoices at a time, across multiple offices.
• Enter a dollar amount or a percentage for each invoice and see the new balance before you apply.
• + / – shown on every adjustment type so you can tell if it increases or reduces the balance. This also applies to the existing single-invoice Credit/Adjustments window.
• Fully paid and $0 balance invoices can now be adjusted from the View Invoice(s) screen, for one invoice or many. Earlier, this was only possible from the Payment Register.
• For QuickBooks Online agencies: background sync, notifications, and a new Credit Adjustment Failure Log.

Where It Is Available

• Accounting → Billing → View Invoice(s)
• Credit Adjustment Failure Log: Accounting → Billing → QuickBooks Integration (QuickBooks Online agencies only)

Selecting Invoices

• Select the invoices on the View Invoice(s) screen and click the green $ (Bulk Credit Adjustment) button at the top right. If no invoice is selected, you will see "Please select at least one invoice."
• You can select up to 500 invoices from multiple offices.
• Invoices with a pending balance, fully paid, $0 balance, and overpaid invoices can all be adjusted.
• Voided invoices cannot be adjusted. They are left out automatically. If every invoice you selected is voided, you will see "All selected invoices are voided and cannot be adjusted." and nothing opens.

Credit/Adjustment Setup

A Credit/Adjustment Setup window opens first. Fill in:

• Adjustment Types (required) – Each type shows a + or – to tell you whether it increases or reduces the invoice balance.
• Date (required) – Today's date is filled in and cannot be changed here. Each invoice has its own date, so you can change the date for individual invoices on the next screen.
• Memo (optional) – Up to 100 characters. The same memo is used for every invoice.

Click Continue to go to the next screen, or Cancel to close the window.

Apply Credit/Adjustment to Selected Invoices

A panel opens from the right with one row for each selected invoice.

Columns: Office Name, Invoice No., Invoice Amount (),Adjustment/CreditType,Date,Amount(), Invoice Balance ($).

• Adjustment/Credit Type and Date are filled from the setup window and can be changed for each invoice.
• Amount accepts a dollar amount or a percentage ($ / % switch). Invoice Balance updates as you type.
• The memo from the setup window applies to every invoice and cannot be changed per invoice.
• Invoices left blank are not adjusted.

Applying Adjustments

Click Apply Adjustments.

• Invoices with an amount are adjusted. Blank rows are skipped. If no invoice has an amount, you will be asked to enter one for at least one invoice.
• If a percentage is above 100, or a date is earlier than the invoice date, the field is highlighted in red, and nothing is applied until it is fixed. Hover over the field to see the reason.
• Errors are checked as you type and again when you click Apply. A highlight clears as soon as it is fixed.
• If you try to close the panel after entering amounts, you will be asked, "You have unsaved changes. Do you want to continue without applying adjustments?" Cancel closes without asking.
• After applying, the panel closes, and the invoice list shows the updated balances.

QuickBooks Online Sync

This applies only to agencies using QuickBooks Online. Agencies on QuickBooks Desktop continue as before.

• The adjustment is saved in CareSmartz360 right away. You do not need to wait for QuickBooks.
• The sync runs in the background, and you can keep working.
• You will get a notification (bell icon) when it finishes, with the time it completed.
• If a sync fails, the adjustment stays applied in CareSmartz360. Only the QuickBooks sync needs to be retried. Invoices that synced successfully are not affected.

• Failure notifications have a View failure log button. It opens the log for just the invoices in that notification, and the reload icon next to the title shows all failures.

Credit Adjustment Failure Log

Lists the adjustments that failed to sync to QuickBooks. An entry stays in the log until it syncs successfully or is marked as done.

• Columns: Invoice, Client, Payer, Office, Adjustment Type, Amount, Failed At, Reason, and Action. The reason is written in plain language, for example "Adjustment type not mapped to a QuickBooks Item."
• Sorting: Click any column heading except the checkbox and Action. The newest failure is shown first.
• Search and filters: Search by invoice number, or filter by Office, Client, Payer, and date. Click Apply to use them and Reset to clear them.
• Pages: Shows 50 per page by default. You can switch to 10, 25, or 100.
• Retry QuickBooks Sync – Select one or more rows and click the button at the top. It only retries the sync and never changes the invoice balance. Rows that sync are removed from the log. Rows that fail again stay, with a new time and reason. The result is shown as a message on screen (no bell notification).
• Mark as done in QB – Use this if you already entered the adjustment directly in QuickBooks. After you confirm, the row is removed from the log without a retry. Who did it and when is recorded.
• When there are no failures, you will see "No credit adjustment failures right now."

Bulk Update Rates – Change or Delete Many Rates at Once

A Bulk Action button is now available in the rate sections listed below. It lets you update or delete multiple rates at once.

What's New

• Bulk Action button in every rate section listed below.
• Change the rate, unit type, start date, and end date for many rates together.
• Delete multiple rates together.
• Filters to find the rates to update.
• Checks for overlapping rates and date errors before anything is saved.

Where It Is Available

Note: The Bulk Action button shows only when the section is expanded. It is greyed out when the section has no rates.

Opening Bulk Update

Click Bulk Action to open the Bulk Rate Management panel from the right. It has tabs for the rate types in that profile and opens on the tab for the section you clicked from. From top to bottom: tabs, filters, the list of rates, and the update options with buttons at the bottom.

Filtering Rates

• Bill Type / Pay Type is set to Hourly every time you open the panel, switch tabs, or click Reset. You can work on one type at a time.
• Click Apply to filter the list. This also clears any rows you had selected.
• Click Reset to clear the filters and show all rates for that tab again.
• If nothing matches, you will see "No rates match your filters."

Selecting Rates

• Tick the rates you want to change. The number selected is shown at the bottom.
• All data columns can be sorted. The headings and bottom buttons stay in view while the list scrolls.

Updating Rates

In the update section at the bottom, you can change:

• Rate – Bill Rate or Pay Rate
• Unit Type – Bill Unit Type or Pay Unit Type (not on Meeting Pay Rates)
• Start Date and End Date
• You can fill in any of these. Fields you leave blank keep their current value on every selected rate.
• Entering only a Start Date, or only an End Date, is fine.
• Bill Type / Pay Type cannot be changed in bulk. Change it on the single rate.
• Rates with the Visit type have no unit type. They stay empty even if you pick a unit type for the others.

Click Update to apply.

Checks Before Updating

When you click Update, every selected rate is checked. If any rate has a problem, nothing is updated. The rates with problems are highlighted, an Alerts/Conflicts column appears, and you will see "Please review the highlighted rows to continue."

• A rate overlaps when it has the same service (or meeting), the same type, and dates that overlap.
• The check covers all the rates, including ones hidden by your filters.
• On the Meeting Pay Rates tab, the message shows the meeting name instead of the service.
• If a rate has more than one problem, each is listed on its own line.
• The Alerts/Conflicts column is hidden until you click Update. It goes away again when you switch tabs, apply or reset filters, or reopen the panel.

Fix the problem and click Update again. When everything is fine, you will see "Rates updated successfully."

Deleting Rates

• Select the rates and click Delete at the bottom.
• Confirm "Are you sure you want to delete the selected rate(s)?" The selected rates are removed, and you will see "Rates deleted successfully."
• Cancel closes the pop-up and nothing is deleted.

Other Messages

$0 Visits – Show, Hide, or Highlight $0 Visits

The filter panel on the Create Invoice screen now has two new $0 Visits options. One hides visit rows with a $0 Payable Amount. The other highlights them.

What's New

• $0 Visits checkbox under Include, above $0 Invoices. It is ON by default.
• $0 Visits checkbox under Highlight, at the bottom of the list.
• $0 Invoices now depends on the Include $0 Visits checkbox.

Where It Is Available

• Invoice → Create Invoice(s) → Filter By panel

Note: This applies to the Create Invoice screen only. The finalized invoice screen is not changed.

$0 Visits (Include)

• When ON (default), the screen works as before. After you click Apply, all visit and payer rows are shown, whatever the Payable Amount.
• When OFF, visit rows with a Payable Amount of $0.00 are hidden after you click Apply.
• Grouping by client and payer stays the same.
• A payer with no visible visits is not shown. A client with no visible payers is not shown.
• A tooltip explains the option: "Includes individual visit rows where the payable amount is $0."

$0 Invoices

• When $0 Visits is turned OFF, $0 Invoices is turned OFF automatically and is greyed out. A tooltip says "Requires Include $0 Visits to be ON."
• When $0 Visits is turned back ON, $0 Invoices is enabled again.

$0 Visits (Highlight)

• When ON, every row with a Payable Amount of $0.00 is highlighted in yellow, the same color used by the other highlight options.

Medicaid ID / Patient ID Added to Client Information

The Client Information section of the Client Profile now displays the Medicaid ID / Patient ID directly below the Date of Birth. This field reflects the value saved in the client’s Profile Summary, giving agency administrators and billing specialists quick access to the identifier during eligibility checks and claim entry—without navigating between screens.

EVV/EDI Updates

HHAeXchange Data Post: Export Visit Errors to Excel

A new Download error report option in the HHAeXchange Data Post report allows agencies to export failed visit records and their error descriptions to Excel, making it easier to review and resolve errors without opening each record individually.

What’s new

• Flexible export options: Download selected records or all records matching the current filters, with record counts displayed for each option.
• Error details included: The Excel (.xlsx) file includes all columns displayed in the report, plus an Error Description column.
• Bulk selection: Select all records in the filtered results to simplify large volume error reviews.

How to use it

Filter for posted visits with a visit status of Error, then click Download error report next to Search and choose Selected records or All records. The export is not available when visit status is set to All.

This enhancement helps billing teams review errors in bulk, identify visits requiring correction, and prepare them for reposting.

Partners BHM EDI Support for North Carolina Medicaid

CareSmartz360 introduces a dedicated Partners BHM (NC Medicaid) EDI profile for generating 837P professional and 837I institutional claims. This enhancement applies payer-specific EDI mappings without relying on or changing the existing “Used for All” profile.

What’s new

• Dedicated payer configuration: Supports Partners BHM, Payer ID 28223, with Receiver ID 13141.
• Payer-specific claim formatting: Applies Partners BHM requirements for submitter, receiver, billing provider, and member information.
• Additional billing requirements: Supports atypical provider identifiers and applicable Carolina ACCESS authorization and override information.

Configuration

When adding a new clearinghouse configuration, select Partners BHM and enter 13141 as the Receiver ID.

This enhancement helps North Carolina agencies generate claims aligned with Partners BHM requirements and is intended to reduce rejections caused by incompatible generic EDI mappings.

Arkansas DHS: Sandata EVV Integration Updates

CareSmartz360’s Arkansas DHS Sandata integration has been updated to align with AltEVV specification version 7.18.14, including revised exception handling and client data requirements.

What’s changed

• Updated exception descriptions: Exception 01 now references “Employee on visit” instead of “Client on visit.” Exception 23 no longer requires a visit change segment record.
• GPS exception support: Updated handling for Exception 25, covering mobile visits with clock-in or clock-out coordinates outside Arkansas’s ⅛-mile radius—approximately 660 feet or 200 meters—from the client’s known address.
• Required client status: ClientStatus is now required in the Client General Information segment.
• Updated call types: “Other” is no longer an accepted CallType value for Arkansas submissions.

These updates help agencies submit client and visit data in accordance with the revised Arkansas DHS requirements.

District of Columbia DHCF: Sandata EVV Integration Updates

CareSmartz360’s District of Columbia DHCF Sandata integration has been updated to align with AltEVV specification version 3.2, including additional service codes and revised data submission requirements.

What’s changed

• Additional service codes: Added support for the following codes under payer DHCFP for scheduling and billing:

– DD Waiver (DD): G0151U1, G0151U2

–Participant Directed Services (CDS): 99509U4X1, 99509U422X1

• Conditional caregiver identifier validation: The EmployeeOtherID field is required in Employee and Visit submissions only when the payer program is FFSI or EPD and the procedure code is T1019. When required, the identifier must contain 10 digits.
• Updated submission format: Revised outgoing data mappings to align with version 3.2, including excluding fields marked “DO NOT PROVIDE.”

These updates help agencies submit EVV data in accordance with the revised DC DHCF requirements.