CareSmartz360 Enhances Billing, Scheduling, EVV Compliance, and Quebec French Invoicing

French Language Support for Invoice PDFs (Quebec French)

We have introduced French (Quebec) language support for invoice PDFs across the CareSmartz360 web portal, enabling agencies to generate, download, print, and email invoices in both English and French to meet regional regulatory requirements.

What’s New:

• Invoice PDF Language Preference: A new Invoice PDF Preferred Language dropdown has been added at both the Office and Payer levels, allowing users to select between English and French for invoice generation.
• Preference Inheritance & Override:

– Office Level: Set the default invoice language under Office Settings → Billing tab; all newly created payers inherit this setting automatically.

– Payer Level: Override the office default for any specific payer, giving granular-level control per payer.

• Language Selection at Download:

– A new Invoice PDF Language dropdown is available at all invoice download/print locations across the Agency Portal and Client/Contact/Payer Portal.

– Users can choose from: Payer Preferred (Default), English, or French.

-All actions — single download, bulk download, print, and pop-up preview — respect the selected language.

Sample Attachments

• English Invoice: Test_Data (EN).pdf
• French Invoice: Test_Data (FR).pdf

• Bulk Download Support: During bulk downloads, the system correctly generates each invoice page in the respective payer’s preferred language, handling mixed-language scenarios seamlessly.
• Bulk Downloaded File: Bulk_Download(FR+EN).pdf
• Static Label Translation: All system-defined invoice labels are translated into Quebec French using maintained localization from database level— these are not user-editable.
• DDM Value Translation (AI-Assisted):

– Service Types, Caregiver Skills, and Expense Types (Code & Description) now support Quebec French translations.

– AI-suggested French translations are automatically prefilled when users select the auto-translate icon while creating a new DDM value.

– For existing values, all available translations are automatically populated and prefilled, allowing users to review and update them as needed.

– Users can review, modify, and override AI suggestions before saving — overridden translations are preserved for all future invoices.

– If a French translation is unavailable, the original English value is displayed as a fallback.

– Email Notifications: Auto-triggered email notifications continue to be sent in English, while the attached invoice PDF is generated in the payer’s preferred language. Manual emails from the Finalized Invoice screen use the language selected by the agency user at runtime.

– Invoice Preview: The invoice preview now also renders in the selected language, matching the downloaded PDF.

User-Entered Data Handling: Free-text fields such as Expense Notes and Care Notes remain unchanged — no automatic translation is performed on user-entered content, ensuring data integrity.

Excluded from Scope (No-Translation on Tasks) as they are not directly managed through the DDM.

Consistency: All other invoice functionalities (filters, paging, finalization workflow, email behavior) remain unchanged. The default language is configured as English at go-live, ensuring current functionality continues to work as-is for all existing agencies.

This update introduces comprehensive French (Quebec) language support for invoice PDFs, gives agencies flexible control at both office and payer levels, leverages AI-assisted translations with user override capability for DDM values, and ensures that all invoice touchpoints — download, print, email, and preview — consistently respect the selected language, while keeping existing workflows and user-entered data fully intact.

Schedule Calendar & Print Preview Alignment

The Print Calendar in the client profile displayed scheduled hours even after scheduling approval, when it should have switched to actual hours worked (based on caregiver clock-in/out). Both the Schedule Calendar and Print Calendar now consistently show scheduled hours before approval and actual hours after approval.

Global Calendar: Group by Caregiver View Updates

Enhancements have been made to the Group by Caregiver in view on the Global Calendar, specifically improving how Availability and Unavailability information is displayed on hover.

1. Multiple Availability & Unavailability on Hover

Upon hovering over the ‘A’ (Availability) and ‘U’ (Unavailability) icons, multiple entries are now displayed as a comma-separated list, allowing users to view all relevant records briefly without navigating away.

2. Caregiver’s Time Zone Displayed

Availability and Unavailability times are now shown in the Caregiver’s own office time zone, ensuring accurate time representation regardless of the viewer’s local time zone.

3. The Updated ‘U’ Icon Design

The Unavailability (‘U’) icon has been updated to align with the application’s design theme, providing a more consistent and polished UI experience.

EVV/ EDI Updates

Alabama EVV – Data Posting

Going forward, the EVV data posting to AL Medicaid will happen via the vendor on the 5th of every month. Providers do not have the option to post the file to SFTP.

The data will be posted on the 5th of every month for the previous month. Providers need to ensure that Visits are approved & billing has been done for those records.

For claim processing, the user will have the option to download the CSV that will be submitted by the providers directly to My ADSS.

In addition to this, we have given an option to download the data in an export file for reference at any given point in time.

A new “ADSS CSV Export” button is available on the AL Medicaid report screen. This generates a CSV file conforming to the ADSS EVV Data Submission standard (Version 1.3), ready for direct upload to myADSS.

Exported Fields Include:

• Patient Medicaid ID (13-character validated)
• Recipient name (Last, First, MI)
• Rendering Provider NPI and Name
• Caregiver ID and Name
• Date of Service (MM/DD/YYYY)
• Service Code (T1019, S5130, S5150, T1005, S5135, S9213, S9124)
• Service Name
• Clock-In/Clock-Out Time (HH:MM AM/PM)
• GPS-based location data (address, city, state, zip, lat/long) when captured via the smartphone app

Aggregator Submission:

EVV visit records are also submitted to the Medicaid EVV Aggregator (separate from the myADSS upload) using the SFTP method by the Vendor itself.

Configurable “Place of Service as Home” for EDI Claims

A new configurable option has been added to the Billing Information screen that allows agencies to send the patient’s home address in the Service Facility loop of EDI claim files. This eliminates “Service Facility Not Found” rejections from payers like VACCN — without requiring any backend code changes.

What’s New

A “Set Place of Service as Home” checkbox is now available in the Billing Information section for all clearinghouses

How it works:

• When the checkbox is enabled, a Payer ID (EDI) text field appears where users can enter one or more comma-separated payer IDs (e.g., MPM36, 22254, VACCN).
• During EDI file generation, if the claim’s payer matches a configured Payer ID, the Service Facility segment is populated with the patient’s home details instead of default payer details:

– NM1*77*2*Patient’s Home* N3*3* N4

• When the checkbox is unticked, existing default behavior continues unchanged.

Key Details

Who Benefits

Billing administrators at home care agencies using any clearinghouse who encounter “Service Facility Not Found” errors for specific payers. Agencies can now self-configure this setting directly from the front end.

EVV Compliance Report – Payer-Based Compliance Tab

What’s New

1. New “Payer” Tab in EVV Compliance Report

A new Payer tab has been added to the EVV Compliance Report when the HHAeXchange is selected as the aggregator. This tab provides a per-payer breakdown of visit compliance data, grouped by office, with the following columns:

An Export option is available to download the full payer compliance data.