Enhancements to the caregiver app, homecare agency portal, New EVV Integrations & Reporting features

Caregiver Mobile App

Ability for Caregivers to view Client’s completed Forms

Caregivers can now view completed Client Forms directly from the mobile application. A new ‘Client Forms’ option has been added under the Client Details view in the ‘My Clients’ section. This allows caregivers to access and review forms that have already been completed for a selected client.

To enhance usability, caregivers can also search for forms by name or filter them by a specific completion date range.

Please note:

• This feature is not available in offline mode.
• Access to this feature is permission-based. A new permission setting for ‘Client Forms’ has been added under ‘Mobile Role Management’, enabling agency users to control caregiver access.
• Upon release, the permission will be set to ‘No Access’ by default to ensure that no sensitive information is shared without explicit authorization.

Caregiver Mobile App

Quick Access to Client Info from Schedule Details

Caregivers can now quickly access Client Information directly from the Schedule Details screen. By simply tapping on the Client Image, caregivers will be redirected to the Client Info screen. After reviewing the information, they can return to the Schedule Details with a single back action—ensuring a smooth and intuitive navigation experience.

Please note:

This access is conditional. Caregivers will only be able to view Client details if they have upcoming (future) schedules with that client.

Territory Filters added to the Reports

Caregiver Emails

In the Caregiver Emails report, a Territory filter and a Territory column have been added. The Territory filter displays only the territories assigned to the caregivers, allowing for targeted filtering. Additionally, the report results are now accurately filtered based on the selected territory, ensuring that caregivers’ data is correctly segmented as per the applied filter.

Caregiver Hire and Rate Details

In the Caregiver Hire and Rate Details report, a Territory filter has been introduced, allowing users to multi-select territories for flexible filtering. A new Territory column has also been added to the report for better visibility. The report results are now accurately filtered according to the selected territories, ensuring users see relevant caregiver data based on their chosen filters.

Caregiver Hire Anniversary

In the Caregiver Hire Anniversary report, a Territory filter has been added with multi-select capability, enabling users to filter results across multiple territories. A new Territory column is now included in the report for enhanced data visibility. The report results are properly filtered based on the selected territories, ensuring accurate and relevant information is displayed.

Caregivers Pay Rates

A Territory filter has been added with multi-select capability, enabling users to filter results across multiple territories. A new Territory column is now included in the report for enhanced data visibility.

Caregiver Training

Added a Territory filter that allows users to multi-select territories when viewing reports. Introduced a new “Territory” column in the caregiver training report to display the selected territory for each entry.

Caregiver Training Expirations

A new Territory filter in the Caregiver Training Expirations report, allowing users to multi-select multiple territories. Introduced a new “Territory” column in the report to display each caregiver’s associated territory.

Client Roster

A new Territory filter in the Client Roster report, allowing users to multi-select multiple territories. Introduced a new “Territory” column in the report to display each client’s associated territory.

Client Completed Assessments

Added a new Territory filter with multi-select capability, allowing users to filter results based on multiple territories. Added a new Territory filter with multi-select capability, allowing users to filter results based on multiple territories.

Client Discharge Outcome Report

A multi-select Territory filter has been introduced, enabling users to filter discharge outcomes by one or more territories. A new Territory column has been added to the report for enhanced data clarity.

Task Report by Client

A multi-select Territory filter, along with the territory column, has been introduced in the Task Report by Client.

Paycor CSV Export

A new “Paycor CSV Export” option is now available on the View Finalized Payroll screen.

Each shift/schedule generates two rows: one “IN” and one “OUT”. No overtime (OT) information is to be sent — Paycor handles OT calculations. Holiday multipliers are applied by Paycor, not included in the export.

The following fields are included in the file:

An additional CSV will be generated for travel time, mileage, and expense reimbursements.

Exported file will be named: PaycorPayItem_yymmdd.csv

The following fields are included:

Scheduled Profile Status Update (ON Future Date Selection)

We are excited to announce the release of the Scheduled Profile Status Update feature in the CareSmartz360 Agency Portal (New UI) and Agency Mobile App. This feature enables Staff and Admin users to schedule automatic status updates for Clients, Caregivers, and Office Staff profiles based on a specified date, streamlining profile management and ensuring timely status transitions. The feature includes safeguards, visual indicators, and the auto-status update on the Learn2Care (L2C) platform to maintain system consistency.

• Functionality: When updating a Client, Caregiver, or Office Staff profile status to a non-active state (e.g., Inactive, Suspended), users can specify a Status Update Date/Separation Date in a pop-up window.
• If the date is today or in the past, the profile status updates immediately.
• If the date is in the future, the status update is scheduled and applied on the selected date.
• Applicable Platforms: CareSmartz360 Agency Portal (New UI) and Agency Mobile App.
• The Status Update Date cannot exceed the profile’s restore date. Attempting to set a date beyond the restore date triggers a prompt: “Profile Status change Date cannot be greater than the restore date.”
• Icon for Future Updates: Profiles with a scheduled future status update display a clickable icon next to the profile status.
• Pop-Up Actions: Clicking the icon opens a pop-up allowing users to:
• Edit the scheduled status update (e.g., change the date or status).
• Cancel the scheduled update using the Cancel Request button, which removes the request and the icon.
• Availability: The icon is only visible for future-dated status updates.
• Delete Future Schedules Option: When updating a Client’s status to non-active, users can check the Delete Future Schedules option.
• If checked, any schedules associated with the Client are deleted as of the Status Update Date.
• For past or present dates, schedules are deleted immediately, consistent with existing workflows. 
• Scope: Applies to Client profiles only.

• Caregiver/Staff Profile Synchronization with L2C: The status on L2C will be updated as per the scheduled date. If the status change happens immediately, this get changed immediately. If the status change is scheduled for the future, this will change the status of the profile as soon as this get changed in CareSmartz360.

Exclusion Check Report

We’re introducing the new Exclusion Check Report in CareSmartz360, available under Reports > Caregiver for Admin and Agency users, designed to help agencies easily identify caregivers, caregiver applicants, and office staff who appear on federal exclusion lists of List of Excluded Individuals/Entities (LEIE) and System for Award Management (SAM). This report is updated monthly (on or about the second Saturday of the month; during off-hours to minimize interruption), and it is enabled by default for Admin users and accessible to U.S.-based agencies only.

Only individuals who match an exclusion record based on First Name, Last Name, and Date of Birth (or First Name + Last Name, if date of birth is missing) are displayed.

Each record displays key details such as Name, Entity Type, Status, and the Exclusion List(s) they appear on. Statuses are color-coded, Red for Confirmed, Black for Dismissed, and Blue for Pending Review.

Users can click on the status to view comments and the timestamp of the last update.

Users can view detailed match information, add notes, and update the status of a record directly within the intuitive flyout panel under the ‘Action’ column. After reviewing the additional details from the respective exclusion lists, users can confirm or dismiss the record. To facilitate the review of multiple records with the same name, pagination is included, enabling users to easily navigate through the results.

The flyout also allows users to switch between different exclusion lists if the record appears in both exclusion lists.

To support this feature, a new Exclusion Check Status section has been added to caregiver, applicant, and office staff profiles. Access to this section is controlled through role-based privileges in the Caregiver, Caregiver Applicant, and Office Staff sections in role privilege, ensuring users only see what they’re authorized to view.

By surfacing only relevant matches and providing actionable workflows, the Exclusion Check Report helps agencies proactively manage compliance and maintain high standards across their workforce.

Rockerbox

We’ve introduced the ability for agencies to view the Work Opportunity Tax Credit (WOTC) status of caregivers and caregiver applicants. This enhancement allows agencies in the U.S to integrate with Rockerbox and track WOTC eligibility through a streamlined interface.

New Features

1. Rockerbox Management Section in Agency Settings

• A new Rockerbox Management section is available under Agency Settings (Admin).
• The section can be expanded or collapsed and includes two new displays:
• Rockerbox Configuration
• Rockerbox Mapping

2. Rockerbox Configuration

• The Configuration display allows a secure connection with Rockerbox to facilitate WOTC status updates. All fields will be pre-filled to ensure a seamless setup experience.

3. Rockerbox Mapping Display

• The Rockerbox Mapping display provides a detailed view of caregiver and caregiver applicant WOTC statuses.
• The Agency will be able to send emails with the Rockerbox survey link to the Caregivers and Caregiver Applicants.
• The email will be sent to only those Caregivers or Applicants who have a First name, Last name, and Email mentioned in their profiles.
• The Rockerbox survey link will be automatically generated and attached to the email.
• Caregivers and applicants who have already filled out the Rockerbox survey form or whose WOTC status has been obtained will not be able to fill out another form.
• The form will not be sent to caregivers hired more than 28 days ago. If the caregiver has not submitted the WOTC questionnaire within 28 days of hiring, they will no longer be eligible for WOTC.

4. WOTC Status Field in Caregiver Profiles

• A new WOTC Status field is now available in the new UI of caregiver and caregiver applicant profiles. This will be visible only for agencies integrated with Rockerbox.
• Status options:
• N/A – This will be the default value before the survey URL has been shared by the agency.
• Pending – This will appear in the following scenarios:
• The agency has shared the URL, but the caregiver/applicant has not yet submitted the form, and the results are unprocessed.
• The form has been submitted, but the results are not yet processed by Rockerbox.
• Eligible – Based on Rockerbox response.
• Not Eligible – Based on Rockerbox response.

5. WOTC Status display in Listings

• The “WOTC Status” column is shown in the new UI of caregiver and caregiver applicant listing views.
• This will be shown only for agencies with Rockerbox integration.

6. Caregiver Applicant Form Changes

• Save & Next Button – Replaces the “Submit” button for agencies integrated with Rockerbox.
• Clicking Save & Next redirects to the Rockerbox form.

7. Data Sync with Rockerbox

• After successful form submission, the WOTC Status field will be updated asynchronously based on Rockerbox’s response.

8. Profile Data Update

If any of the following fields are updated in the caregiver or applicant’s profile after WOTC status is already obtained, the updated information will be sent to Rockerbox, and the WOTC Status will be updated accordingly:

• First Name
• Last Name
• Email Address
• Occupation Code
• Role
• First Service Date
• Hire Date

Allowing special characters “Hyphen” in the Client’s Medicaid ID Field.

Users will now be able to use ”Hyphen” as the only special character in the client’s Medicaid ID field.

Ability to Drag & Drop the visits in the Day & Week view.

User(s) will be able to drag & drop the visits in day & week view with the ability to change the time as well. When the user will go in the day view, they will be able to drag & drop within the day to change the time of the visit. Similarly, it shall be done in Week view as well, wherein they will be able to date & time both of the visits when they drag the visit in the calendar view for the client/ caregivers.

EVV/EDI Updates

Description of the Reason Code Not Visible

The user will be able to view the notes that have been entered for the exception so that they can double-check what they have entered in the notes against each exception.

Automating Exceptions for Non-Completed Task Status to Prevent Manual EVV Cases

In the state of Hawaii, when the tasks are not completed in any visit & exception is applied, by default reason code “Other” will be applied automatically. The description for the same is “Not applicable”.

Sandata – Arkansas Integration

CareSmartz360 is now integrated in the state of Arkansas with Sandata. However, please note that we would still need 1 agency to test the same before we can say that we are fully integrated.

Michigan EDI Configuration

CareSmartz360 is now integrated with EDI configuration for Michigan Medicaid – state portal. However, please note that we still need 1 agency to test the same before we can say that we are fully integrated.