Agency & Caregiver App Enhancements: Document Uploads, Reporting, Meeting Features, and EVV Integration

Ability to add files/Documents in bulk.

1. Add Files in Bulk –

We are excited to introduce a new Multi-File Upload capability to the “Add File/Document” section of client, prospective client, caregiver, caregiver applicant, and office staff profiles in the new UI on the agency portal. This feature allows agency users to upload up to 10 files at once, streamlining document management and reducing repetitive steps. Existing single‐file upload functionality remains supported for backward compatibility.

Key Features and Behavior –

The user can either drag and drop or multi-select up to 10 supported files, with each file at a maximum of 100 MB individual size. The upload area remains active until the user clicks “Save,” and the window gets closed, allowing iterative additions.

What’s more interesting is that the document name in Add File is automatically handled while you are adding them in bulk (More than 1 file). When uploading multiple files, the “Document Name” field is automatically disabled. If a user first uploads a single file, manually enters a name, and then adds a second file, the system will disable the name field and default to using each file’s original filename.

Each selected file appears as an icon (consistent with email‐attachment styling). Hovering over an icon displays the full filename in a tooltip, ensuring clarity before saving. If multiple files are selected and one (or more) exceeds the size limit, only valid‐sized files are created. If a file with the same filename and category already exists in the target folder, that specific file is not created; all other non‐conflicting files proceed.

Within the Add/Edit Document screen, “Share with Client” and “Share with Caregiver” checkboxes are added, enabling consistent sharing behavior. Files can only be added in bulk, and editing functionality will remain the same as working in the existing system.

After clicking “Save,” a modal dialog displays real‐time upload progress for each file. The modal’s “Close” (×) is disabled until all files finish processing (success or failure). Success is denoted by green tick, and if there is an upload error, this displays below the file. Once all files are processed in the dialog user can then close the modal by clicking on “Close” (×). Each file is separately created in the system with all details as added in the system.

Ability to select additional addresses while creating or updating the meetings.

We’re rolling out a new, intuitive way to manage meeting addresses in the agency portal for improved flexibility and payroll accuracy.

Users can now choose between Office Address (default, view-only) or ther Address when adding/editing meetings. (Address can be changed if the payroll is not generated for the meeting.) The default is selected as the non-editable Office address and is only displayed for informational purposes.

If the meeting address is other than the office address, the user can select the Other Address, and while typing user will also be getting Google recommendations from where the user can select the address by clicking. For a valid address added by the user, the Latitude and Longitude will automatically be added. Both the Address field and Latitude, Longitude will be mandatory for the user to add.

The Meeting address with Latitude, Longitude will also be carried over in the meeting recurrence if created. The meeting address with Latitude, Longitude will be considered for the Time Travel and Mileage calculations. Custom meeting addresses will now be used for travel time, mileage, and payroll/OT calculations if enabled.

The meeting address will be visible to the caregiver on the caregiver portal and on the caregiver mobile app. The meeting address is clickable in the caregiver app and provides navigation to the location, similar in the case of scheduling.

Also, Meeting Address, Latitude, and Longitude columns are added up in the report “Meeting Details”.

Addition of the Created By Column in Schedule Deletion Log –

We’ve enhanced Schedule Deletion Logs to give better visibility into who created a schedule and when, supporting better audit tracking.

New Features Added

• Client & Caregiver Profiles (New UI):

A new “Schedule Created” column is now available in the Schedule Deletion Log tab in the Client’s Profile New UI.

 Displays the creator’s username along with date & time in the standard UI format.

• Deleted Shifts Report Update:

Two new columns added:

“Schedule Created On”

“Schedule Created By”

Helps track original creation details directly from the report.

This update improves traceability of deleted shifts for both admins and auditors.

Invoice Creation Date Added to Billed Hours Report –

We’ve updated the “Billed Hours by Service Type and Payer” accounting report to include Invoice Creation Date for improved financial tracking and audit clarity.

• A new “Invoice Creation Date” column is now available for each schedule record.
• This reflects the exact date selected during invoice creation.
• The new column is positioned right after the Schedule Start Date for easy reference.

This enhancement helps agencies align billing records with invoice timelines more accurately.

Addition of New Report “Default Service Type Bill Rate” in Client Reports

We’re excited to introduce a new report in the Client Reports section: “Default Service Type Bill Rate”, designed to give agencies deeper insights into billing rates tied to client default service types.

This report consists of filters as Office (Multi-select), Client Status (Multi-select), Client(s) (Multi-select), Service Type(s) (Multi-select), Bill Type(s) (Multi-select), Bill Rate Start Date, and Bill Rate End Date.

Columns in the report are in the order: Office, Client, Default Service Type, Bill Type, Bill Rate, Bill Rate Start Date, Bill Rate End Date, and Bill Rate Source. The export for the report is available in PDF, Excel, and CSV formats.

Multi-select option on Territory Filter in Gross Margin Report

Enhancements have been made to the Gross Margin Report to improve filtering and grouping capabilities, offering more detailed and flexible reporting for all agencies.

A new filter named ‘Group By’ has been added with the options: ‘Office’ and ‘Territory’.
The existing Territory filter has been upgraded to support multi-select functionality. If no territory is selected, the report will display data for all territories by default.

A new Territory column has been introduced in the report to display the territory associated with each client. When one or more territories are selected, the report groups clients accordingly.

Alert for Automatic Clock-in and Clock-out

When a caregiver attempts a manual clock-in or clock-out for a shift covered under “Auto Clock-In/Clock-Out on back-to-back shift(s)”, a confirmation pop-up is displayed.

The pop-up appears:

• During intermediate clock-ins/outs (not the initial clock-in or final clock-out of the shift series).
• Only when the feature Auto Clock-In/Clock-Out on back-to-back shift(s) is enabled under Office Settings.

This feature is supported on both the Caregiver Mobile App and the Caregiver Web Portal. A new notification: “Auto Clock-in/out for Back-to-Back Shift,” is added under Office Settings > Notification Tab.

New SMS Services added under Admin Settings > Configure SMS Services:
An SMS notification will be sent to the agency user(s) specified in the Office Settings Notification Tab whenever a caregiver manually clocks in or out while Auto Clock-In/Out is enabled for back-to-back shifts.

Custom Role for Documents Access

We’ve introduced enhanced permission controls for Documents by replacing the existing “Document” permission with the two new child permissions: Documents Add/Edit and Documents Delete. These provide more granular control over document-related actions.

For Add/Edit, users with Full Access can upload new documents and modify existing ones; this access is granted by default to users who previously had full document access.

Users with Read Only or No Access can only view or download documents, with no ability to add or edit.

For Delete Documents, only Admin users have Full Access by default and can delete documents. All other users are set to No Access and cannot delete documents, regardless of other permissions.

These new settings ensure that actions like uploading, editing, and deleting documents are strictly controlled based on user roles. For example, an agency user with edit rights can upload and modify documents but cannot delete them, while an Admin can perform all document actions, including deletions.

Additionally, Admin users retain the ability to view all documents regardless of their privacy settings. The rest of the existing document-related functionality remains unaffected by these updates, maintaining continuity while improving security and access control.

EVV/EDI Updates

Ability to Sync the claim codes on HHAeXchange Billed visit Import report for billed visits as well

The user will be able to sync the claim codes on the HHAeXchange billed visit import report for all billed visits as well, so that the user does not have to open the visit to pull the latest data in each schedule.

TELLUS & HHAeXchange Data Posting Workflow update

User(s) will not have to wait for the data to be posted & then move on to the next screen or page. Upon posting the data that is selected, the system will show the alert where the users will be notified when the data is posted via the notification tab.

While the data is being posted, the visits will remain in the waiting status so that the records are not posted again.

Once the result set is received, the data will be updated, and the status of each visit will be updated against each record.

Updates on the EVV Audit Report

From this release, the EVV Audit report will be known as EVV/EDI Audit report, where the following additions have been made.

1. EVV & EDI details have been shown in 2 separate tabs, where under the EVV tab, all the EVV-related data shall be shown & under the EDI tab, EDI-related data will be shown.

2. Under the EVV tab, a new grid is added where in the Sandata payer program data will be populated & on the Authorization tab, the Service type column is also added.

3. Under the EDI tab, the data related to each client for the EDI will be populated.

New Clearing House Integrations

CareSmartz360 is now integrated with the following 2 clearing houses for sending 837 P/I files across for different payers.

However, please note that we are still in the testing phase and shall confirm once it is completed.

1. Hawaii HMSA

2. PGBA – Palmetto GBA