hhaexchange release notes -...

HHAeXchange

Release Notes

Version 6.5.9.5

Table of Contents

Overview ....................................................................................................................................................... 1

Functionality ................................................................................................................................................. 2

Contract Setup Page Restructuring ........................................................................................................... 2

General .................................................................................................................................................. 2

Billing Rates ........................................................................................................................................... 3

Billing/Collections ................................................................................................................................. 3

Scheduling/Confirmation ...................................................................................................................... 4

Eligibility ................................................................................................................................................ 4

QuickBooks ............................................................................................................................................ 5

Notes/Uploads ...................................................................................................................................... 5

Additional Contract Setup Updates .......................................................................................................... 6

Permissions ........................................................................................................................................... 6

General Page – New Contract Fields Section ........................................................................................ 6

General Page – Effective Date and Expiration Date Fields ................................................................... 7

Scheduling/Confirmation Page – Required Fields................................................................................. 8

Call Dashboard Updates ............................................................................................................................ 8

Rejected Calls Filters ............................................................................................................................. 8

Reverse Rejected Calls .......................................................................................................................... 9

Claim Submission Type for Linked Contracts .......................................................................................... 10

Reference Table Updates ........................................................................................................................ 11

Agency Level Values Active at Office Level ......................................................................................... 11

Clinical Reference Table Items ............................................................................................................ 11

Timely Filing Column added to Prebilling and Billing Review ................................................................. 12

New Fields added to Automatic Creation of Schedule Function ............................................................. 13

_____________________________________________________________________________________ Release Notes / Overview Page | 1 Version 6.5.9.5

Overview

These release notes contain a high-level overview of any updates and/or new functionality introduced to the HHAeXchange Enterprise version 6.5. Further inquiry concerning the contents of this document should be directed to HHAeXchange Customer Support: [email protected].

mailto:[email protected]

_____________________________________________________________________________________ Release Notes / Functionality Page | 2 Version 6.5.9.5

Functionality

Contract Setup Page Restructuring

The Contract Setup page has been restructured to improve the organization of fields and information. Instead of a single continuous page, Contracts are now broken up into several pages, each of which may be accessed using one of the available tabs:

Contract Tabs

General

Includes basic Contract details and the address of the Agency or Office.

General Page

Sections on this page include:

Contract Details

Address

*New Contract Fields

Note: When entering a new Contract, the General page will contain an additional section: New Contract Fields. Once a new Contract is saved, the fields in this section will move to the Scheduling/Confirmation page. See New Contract Fields Note for more information.


Billing Rates

This page allows users to create, review, and search for any Billing Rates associated with a Contract.

Billing Rates Page

Billing/Collections

This page contains all fields related to invoicing and collections.

Billing/Collections Page

Sections include:

General Billing and Collections Configuration

Organize Invoices By

Enforce Selected Prebilling Validations

Duty Sheet Printing Options

Automated Collection Notes


Scheduling/Confirmation

This page includes Scheduling, Visit, and Timesheet Configuration setup. Additionally, there are two Payroll related fields on this page:

Scheduling/Confirmation Section

Sections include:

Scheduling Configuration

Visit Confirmation Options

Timesheet Options

Payroll

Note: Payroll configuration is handled primarily under Admin > Payroll Setup

Eligibility

This page contains the Eligibility Check functionality.

Eligibility Page

Note: Eligibility Checks are not a complimentary service. Please contact HHAeXchange Customer Support with any questions concerning costs associated with the Eligibility Check functionality.


QuickBooks

All fields pertaining to QuickBooks can be found on this page.

QuickBooks Page

Notes/Uploads

Any notes or documents associated with a Contract are created and stored on this page.

Notes/Uploads Page


Additional Contract Setup Updates

Permissions

In addition to the new setup, each Contract Setup page is permission controlled. If a user does not have the permission to access a certain page, the tab will display in grey.

Permission denied for Scheduling/Confirmation and Eligiblity Sections

Please note that any users with permission to access the Contract Setup page prior to this update will retain their access. Any questions regarding the new permissions for this page may be directed to HHAeXchange Customer Support.

General Page – New Contract Fields Section

When entering a new Contract, the General page will contain an additional section: New Contract Fields. The fields found in this section include:

Authorization Required

Apply Authorizations toward TT/OT on Missed Visits

POC Duty Compliance

New Contract Fields Section

Once a new Contract is saved, the fields in this section will move to the Scheduling/Confirmation page. Once a value is selected for any of these fields, they can only be updated by HHAeXchange Technical Support.

mailto:[email protected]?subject=Contract%20Setup%20Changes


General Page – Effective Date and Expiration Date Fields

Two new fields, Effective Date and Expiration Date, have been added to the Contract Setup page under the General tab.

New Fields: Contract Setup > General Tab

The Effective Date and Expiration Date were added primarily as reference fields. The values entered for these fields, however, must coincide with the effective dates of preexisting Billing Rates and vice versa. More specifically:

If an Effective Date and/or Expiration Date is entered for a Contract which does not have any Billing Rates, any Billing Rates entered must fall within the Effective/Expiration Date range.

If an Effective Date and/or Expiration Date is entered for a Contract which already has Billing Rates, the Effective/Expiration Date(s) must fall within the dates specified by the Billing Rates

If the Effective/Expiration Date values do not match with the date ranges of the Contract’s Billing Rates, or vice versa, the following validation errors will appear when attempting to save:

Effective/Expiration Date violates existing Billing Rates

Billing Rate violates existing Effecitve/Expiration Date

Finally, the Contract Search page will now include new filters for the Effective Date and Expiration Date. Search results will also contain columns for Effective and Expires:

New Filters: Contract Search


Scheduling/Confirmation Page – Required Fields

The Audit section on the old Contract Setup page has been removed. The fields once available in that section are now values for the Fields required when Editing Visit Info Tabs field on the Scheduling/Confirmation page.

Audit Values

Call Dashboard Updates

Rejected Calls Filters

The Rejected Calls section of the Call Dashboard will now include all the search filters available in the Call Maintenance section.

New Filters: Call Dashboard > Rejected Calls


Reverse Rejected Calls

A new permission based link, Reverse Call Rejection, has been added to the Rejected Calls section. To reverse a previously rejected call, complete the following:

1. Run a search for rejected calls.

2. In the search results, each line item will contain an information icon to the right of the Status column. Click on the icon to open the Call Rejection Details popup.

3. Click on the Reverse Call Rejection link in the popup.

4. The call will return to the appropriate section of the Call Dashboard.

Information Icon in the Search Results

Call Rejection Details Popup

In addition to contain the Reverse Call Rejection link, the Call Rejection Details popup will maintain a record of the user that rejected the call initially, and when it was rejected.

Note: To enable, or disable, this permission, navigate to the Edit Roles page in the User Management function and select Visit in the Section Dropdown.


Claim Submission Type for Linked Contracts

Two new permission based fields, Claim Submission Type and TRN Number, have been added to the Bill Info tab of Linked Contract Visits. These fields are included in both non-skilled and skilled Visits.

Claim Submission Type and TRN Number Fields

The Claim Submission Type and TRN Number fields allow Agencies to send E-Billing claims to Linked Contracts on a case by case basis. The Claim Submission Type dropdown contains the following values:

Original: The default method of sending claim information to Linked Contracts. This value will serve as the default entry for this field.

Adjustment: Selecting this field will prompt the system to generate an Adjusted E-Billing claim for the Visit.

Void: Selecting this field with prompt the system to generate a voided claim for the Visit.

The TRN Number field is required when the value for Claim Submission Type is Adjustment or Void. Note: To enable, or disable, these permissions, navigate to the Edit Roles page in the User Management function and select Patient in the Section Dropdown.


Reference Table Updates

The Reference Table Management function, which allows users to create custom values for specific fields in the system, has been reconfigured to work at two levels:

Agency Level: The existing Reference Table, which is found under Admin > Reference Table Management.

Office Level: The new Reference Table, found under Admin > Office Setup.

Reference Table values created at the Agency level will be labeled Agency Default, and will appear at the Office Level. Values created at the Office level will only be available for the Office it was created under.

Agency Level Values Active at Office Level

When a new value is created, and set as Active, using the Agency level Reference Table, it will automatically be applied, and set to Active, to all existing and new Office level Reference Tables.

Active Values Created at Agency Level

Values Active at Office Level

Clinical Reference Table Items

Values for the following Clinical Reference Table items may only be set at the Office level:

Clinical Category Goals

Clinical Category Orders

Clinical Discipline Category

Clinical DME and Supply

Clinical Nutritional Requirement

Clinical Safety Measure


Timely Filing Column added to Prebilling and Billing Review

A new column, TF (Timely Filing), has been added to the search results on the Prebilling and Billing Review pages. This column will display the number of days remaining before a Visit reaches the Contract specified Timely Filing Limit:

TF Column in Prebilling Search Results

Values in the TF column will display in one of three ways:

If the value displays in black, the Timely Filing Limit is at least 10 days away.

If the value displays in red, the Timely Filing Limit is less than 10 days away.

If the values displays in red and has a negative sign, it has passed the Timely Filing Limit.

This new column is for reference purposes only and does not affect existing functionality; Visits past the Timely Filing Limit may still be billed in the system without consequence. Note: To set the Timely Filing Limit¸ navigate to Admin > Contract Setup > Billing/Collections


New Fields added to Automatic Creation of Schedule Function

New fields have been added to the Automatic Creation Schedule function, allowing users to conduct more precise searches:

New Fields: Automatic Creation of Schedule Window

Users may now sort results by:

Office(s)

Admission ID

Caregiver Code

Discipline

Patient/Caregiver Team

Coordinator

Patient/Caregiver Location

Contract

Patient/Caregiver Branch

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