fbpixel CareSmartz360 Rolls Out New Software Updates for June 2024

Latest Release Brings Enhancements to Caregiver Weekly Hours Report, Timecard Report, and New EVV Updates

Following are the changes in this release:

There will be no update to the Caregiver mobile app & Agency mobile app with this release. The version on Caregiver app will remain same; 2.42 (code push 1.0). The Agency app will remain 2.10 (Code push 1.0).

Holiday Column(s) in Payroll Print and Export Sheet

Agency users can now view Holiday Details in the Print and Export spreadsheets available on both the Finalized Payroll screen and on the Generate Payroll screen. This enhancement makes it easier for users to identify holiday information. The following new columns have been added to display the Holiday details in the print and export spreadsheets:

  • Holiday Pay Units
  • Holiday Pay Rate
  • Holiday Amount

caresmartz360-caregiver-time-tracking-update

Timecard Report by Job

User(s) will now be able to view the Timecard Report by Job under Reports -> Scheduling report section. Standard filters the user will be able to select from & get the output.

Grouping of the record by entity selection in the filter “Group by” with a unique identity number for the Caregiver or Client. This grouping also consists of “Total Actual Hours” for the group and “Payable Total Hours”.

The columns for the report are mentioned below:

  • Schedule Date In (The start date for the schedule in the format MM/DD)
  • Caregiver Name (Including time tracking ID)
  • Clock-in: This column consists of the Clock-in time for the Schedule record in the row.
  • Clock-out: This column consists of the Clock-out time for the Schedule record in the row.
  • Total Units (Actual): This column consists of the total units according to the actual clock-in and actual clock-out time difference. If the clock-in and clock-out times are not registered successfully this will show the scheduled time instead of the actual time.
  • Total Hours (Actual): This column consists of the total hours in HH : MM format according to the actual clock-in and actual clock-out time difference. If the clock-in and clock-out times are not registered successfully this will show the scheduled time instead of the actual time.
  • Client First Name: The client’s First Name for whom this schedule was created.
  • Client Last Name: The client’s Last Name for whom this schedule was created.
  • Rounded Hours: This column displays the total rounded hours with the format HH: MM based on the round nearest logic.
  • Rounded Units: This column displays the total rounded units only based on the round nearest logic.
  • Clock-in/Clock-out Method: This column displays the method used to clock-in/clock-out for the schedule. For the GPS-based clock-in/clock-out, this displays the device used for the clock-in/clock-out and coordinated for the clock-in/clock-out, for the IVR this displays the number used for clock-in/clock-out, In the case of the manual this will display the Manual word. If the clock-in/clock-out is not performed this will show N/A in this column

Note: This report only displays the schedules that are in approved status. The report can be exported via PDF and Excel file types.

Grouped by Client

CareSmartz360 Timecard Report Update

Grouped by Caregiver

CareSmartz360 Timecard Report

Caregiver Weekly Hours Report

This report will show the weekly total hours w.r.t caregivers for the selected date range, including options to select the Office, Caregiver, and Date range.

This report will include schedules where clock-in/clock-out is correctly performed. The report will have the following columns:

  • Caregiver Name: This column shows the caregiver’s name according to the applied filters and available records.
  • Weekday Name: This column displays the name of the weekdays as per the date range selection. The Weekday Start and Weekday End depend on selecting the date range filters in the report. For, If the filter value “Service Date range from” is selected as 2nd of June 2024, this will consist of the first-weekday name as Sunday, and “Service Date range to” is selected as 8th of June, this will consist of the weekday name as Saturday in the Last column for weekdays. According to the date range the caregiver’s hours in each day will be displayed depending on the Schedules on which the caregiver has worked.
  • Total Hours: This column consists of the row total for the hours worked by the caregiver according to the selected date and schedules falling between that date range.

This report can be exported in PDF and Excel format.

CareSmartz360 Weekly Caregiver Work Hours Report

Weekly Schedules Report

The “Weekly Schedules Report” will provide detailed information on schedules grouped by caregivers, including total scheduled hours.

The report will have some standard filters that will help the users to get the required data based on schedules in the “Scheduled” status only.

The report will be grouped by caregiver & will show the following details.

  • Each group includes schedules for each weekday within the selected date range.
  • Each weekday displays the details in the cell as mentioned below:
    • Client’s Name
    • Schedule Start Date/Time
    • Schedule End Date/Time
    • Total Scheduled Duration
  • Total Hours:
    • The last column shows the total hours according to the schedules.

The report can be exported via PDF and Excel.

CareSmartz360 Weekly Schedules Report Update for Caregivers

Actual vs Scheduled Report

The “Actual vs. Scheduled Report” will provide a comprehensive comparison of actual clock-in/clock-out details versus scheduled clock-in/clock-out times, including the variance between actual and scheduled hours. This report provides the actual clock-in/clock-out details with scheduled clock-in/clock-out and the difference between the actual hours vs scheduled hours.

The report will have standard filters & will show the data below grouping-wise

Grouping:

  • First Grouping: Office Name as the first column
  • Second Grouping: Client Name with Client ID as the second column
  • Third Grouping: Caregiver Name with time tracking ID as the third column
    • Scheduled Start Date/Time: Scheduled start date with time as the fourth column
    • Scheduled End Date/Time: Scheduled end date with time as the fifth column
    • Actual Start: Actual start date/time for the visit as the sixth column (Clock-In Date and time)
    • Actual End: Actual end date/time for the visit as the seventh column (Clock-out Date and time)
    • Schedule Status: The status of the schedule as the eight column.
    • Scheduled Hour(s): Scheduled duration up to 2 decimal places.
    • Actual Hours: Duration of the visit as per the clock-in/clock-out time up to 2 decimal places.
    • Variance: Difference between actual time and scheduled time.
    • Positive if actual time exceeds scheduled time.
    • Negative if actual time is less than scheduled time.
    • Displayed as “–“ if actual clock-in/clock-out is not performed.

Export is available for the report in Excel and PDF formats.

CareSmartz360 Caregiver Actual vs Scheduled Reports

Updating the functionality of Send No Show Alert To Caregiver

Under the Office settings, previously, the “Send no show alert to caregiver” feature sent missed clock-in notifications to the caregiver.

We have now improved this functionality to send missed clock-in/missed clock-out notifications via email to caregivers.

Once the setting is turned on, caregivers will get an email notification of missing the clock-in / clock-out respectively when the threshold has passed.

CareSmartz360 Update - Send No Show Alert To Caregiver

Under Admin, the templates have also been updated to Missed clock-in & clock-out Alert.

CareSmartz360 Send No Show Alert To Caregiver Update

Capturing the reason for marking a Prospective Client as Inactive or changing in any status other than Active

The system will ask the user(s) to capture the reason at the time of changing status from Active to any other status for prospective clients. The reason captured will be shown on Report → CRM → Consumer Lead by Date report.

The reason mentioned the dropdown is already managed from DDM → Client → Discharge reasons

CareSmartz360 Prospective Client Status Update

EVV Updates

Sandata Updates

Ability to download JSON files for the schedules at batch level

User(s) will now be able to download the Request & Response JSON file on the Sandata posted detail. This file is required to be sent to Sandata (aggregator) in case additional support is required from their end.

CareSmartz360 South Dakota EVV Integration Update

Therap integration via an Export file in the state of South Dakota

CareSmartz360 is now integrated in South Dakota with Therap via export file.

For agencies in South Dakota, they will be able to export .txt file from the Therap Data post screen for all approved schedules. The configuration at EVV configuration, Payer level, and client-payer level will remain the same.

CareSmartz360 and Therap Integration in South Dakota

We've just scratched the surface.

Our users reported 95% customer satisfaction in 2023. Schedule a personal walkthrough to see CareSmartz360 in action.

Request a Demo