Helpful Tips & Tricks for Home Care Agency Owners in Idaho
Just some friendly tips & tricks 😀
Signed Information Release, indicates your organization has on file a signed statement by the Participant authorizing release of medical data to other organizations. This is for the automated billing feature. Your patients DO NOT have to accept this. The feature will still work even if you put it as informed, declined release.
You can send a secure message to Gainswell by clicking on the yellow envelope ✉ icon. You can include all denied claims in the message, but you most include the following items for them to view and process your message: Claim #, Pay to NPI, Pay to Name, Member Name, Member Date of Birth, Date of Service, and Total Bill Charges. Include your name, reason for messaging, and the error message you received from Gainswell. This will help you get straight answers on how to fix your claim and get it accepted.
Emails: firstname.lastname@example.org – email@example.com
Phone Numbers: 208-373-1351 – 208-373-1424
Need the link to the Medicaid handbook? Click here
Make sure to check your Sandata visits in your Sandata dashboard for any error messages. Any error messages you don’t understand, email Sandata or email us the error.
Try to NOT date span when submitting claims. Date spanning can result in EVV and Claim data not matching. Data not matching = denial to your claim!
Some providers, for payroll purposes, are consistently rounding up to the next 15-minute unit. This principle does not apply to visit time. Sandata does not “round” any data that it consumes. Example: a visit clock in is 10:03AM and the clock out time is 10:50AM. Total visit time = 47 minutes. This means that only 3 15-minute units are billable, not 4 units. If the provider bills 4 units, the claim will deny for unit mismatch.
The claims’ engine does not apply “lesser of” billing logic for units mismatch: if provider’s billable hours are 27 units in Sandata, and provider bills 28 on the corresponding claim, currently the claim is denying for unit mismatch. It is critically important that providers’ billed units do not exceed the corresponding billable visit time.
Follow the link here to view all the EVV Idaho Medicaid resources.
Check your visits in Carehandler for any error messages and to ensure that all visits have been sent off successfully to Sandata for processing.
You can now go to the visit’s section of Carehandler, click on “Export Visits Rendered” and export all visit data that included the service code & the total number of units used for that visit! We hope this helps when you are submitting claims. All your data is now is one place 🙂
Caregivers filling out missing appointments will still count towards EVV. Make sure you have your caregivers fill out those shifts, then go into visits and make sure you make any administrative adjusts before hitting submit!
There cannot be any spaces or symbols in an employees or caregivers name! Sandata will reject the visit if they have any. Also, when entering a SSN, make sure to just add the last 5 digits and not any (-) or symbols!
When entering a participant’s address, if they live in an apartment complex, please make sure to put their apartment number in the address line. This will insure no errors come up when caregivers try and click on an address.
Make sure each employee has their SSN filled out so that Sandata can verify the visit. Make sure each profile has been ‘updated’.
The Caregiver will be able to clock in to the current appointment anytime BEFORE the shift end time. For example, if the shift is scheduled to start at 9am and end at 1pm, they have anytime from 9am to 12:59pm to clock into the shift and record their time. The shift stays open in case the caregiver is late by a force they cannot control, they need to start later for reasons given by the participant, or if by administration approval they are able to start later than the start time. Please instruct them that they will need to still work the scheduled hours, not necessarily the scheduled time.
If an employee or participant has an unapproved error from Sandata in their profile, sometimes all it takes is to hit the ‘update’ button in the top right of the participant/employee profile.
Any unknown Sandata error you receive, please forward it on to us by taking a screenshot and giving us a quick message as to what you were trying to accomplish before this error came up. We can help communicate with Sandata’s support team to get some answers for you 🙂
Pending status in visits means the caregiver needs to fill out the appointment in missed appointments. Make sure they give a reason why they missed it or attended the visit at another time OR if there were technical difficulties make sure they put that reason in there.
Make sure location tracking is turned on for the app by going to settings –> carehandler app –> Location –> Always allow or allow while using.
Sometimes on android it can help if your caregivers are not seeing things to clear their app data and cache. Here is a video on how to do that —> View Video
Don’t be afraid to troubleshoot the issue with your team. You can certainly ask us for help, but this helps us get to the bottom of the issue faster if these things are answered first.
Ask questions like this to help get to the bottom of an issue:
Is all the employee and patient information filled out?
Is this email being used with another agency? Does this Caregiver have multiple jobs with another agency using Carehandler?
Is the email correct and spelled correctly?
Did I have my caregiver take a video of what is happening? Did I take screenshots of the error messages and problems I am having?
Home Care Pulse has some great resources on their website to help Home Care agencies tackle the everyday challenges they face. Check them out when you get a chance!
Don’t forget that we are constantly making this app better for you and love getting feedback on the product! Thank you for all your support!
New Idaho Medicaid Rates Starting this July!
Here it is! The moment we’ve been waiting for!
Our team was able to find what the new Idaho Medicaid Rate increases will be starting this July!
If your agency needs any help understanding how this new rates work and how to fix your billing – do not hesitate to reach out to the Carehandler team!
Meet our new CEO
CEO, Priya Kanaparti, is a top-performing market professional with over 13 years of experience in delivering large-scale software and web projects using innovative product development methodologies. Her experience spans from start-ups like Carehandler, to enterprises such as IBM, HP, Truckstop.com, Bodybuilding.com, and Scentsy.
Priya excels at bringing awareness to projects, creating product stories, applying sound judgment, keeping teams focused, and building successful products in evolving environments. Her ability to communicate with clients and senior managers establishes a clear, cross-functional collaboration in order to understand and achieve common goals. Her experience within the Personal Care Services market is vital to the continued growth and success of the Carehandler team.
How to Avoid Losing Clients to Senior Living
Did you know that 66% of seniors who planned on moving to senior living in 2020 were skeptical of moving due to COVID-19? The decisions behind those moves are difficult to predict if you are not directly involved in the process.
In home care, it’s hard to anticipate when your clients might move. Other than when you are informed of their relocation, you generally don’t know they were even looking. When your revenue is at risk, it’s a challenge to shuffle caregivers onto other shifts without interrupting their schedules.
How to Create the Best Possible Experience for Your Home Care Clients
As we are all seeing, home care is becoming increasingly client-centric. Pandemic or otherwise.
And there is a rising swell of clients who seek such care, in countries around the world.
Competition for their attention, and the ability to attract and retain caregivers, is higher than ever. Meanwhile, fee-for-service is giving way to value-based purchasing, meaning the outcomes of care – not just the delivery of care – really matter.
Meet our CTO!
The CTO of Carehandler, Ben Whitaker, is a passionate and open-minded leader, and a loving husband and father of seven boys. He has led Riafox, a successful software development company, for more than 20 years, and his expertise on how to successfully incorporate cloud and mobile technology to meet business objectives will be key to the success of Carehandler.
Ben feels most excited when he is helping organizations implement Internet solutions that lead to incredible results. He’s been privileged to work with all kinds of entities and businesses in various stages, and truly enjoys sharing what he knows with others in order to open new doorways of ideas and opportunities. With the help of his vision and expertise, the Carehandler team is well on its way to launching the perfect app to meet the needs of the Personal Care Services community.
Health Service Providers Section within Patient Profile
You will notice that now you can add each part of your patient’s life on their profile. This section is OPTIONAL, however it is a great place to add where they go to doctor, dentist, their hospice agency. That way, the office staff has a quick way to verify who they need to contact in case the patient needs assistance from one of those locations or if your agency needs to request documentation (or other items) from that location.
Think of that space as a place to store more information about the patient, without having to keep it on a sticky note somewhere!
Meet the Head of Customer Relations
As Vice President of Customer Relations, Maclain Underwood has worked on a personal level within the Personal Care Services (PCS) industry for five years. As a result of his years of market research, he found over 100 pain points within the market, and has seen firsthand the struggles these agencies face on a daily basis.
His hands-on perspective makes him an invaluable voice in the Carehandler team, ensuring a successful launch of the app. Maclain continues to maintain personal relationships with local and national PCS agencies to foster trust and connection, and to receive feedback with regard to Carehandler’s product viability. The attentive care that Maclain has invested into these relationships will be the foundation for building the kind of customer care that PCS agencies need and deserve in order to better serve their caregivers and clients.
6 Recruitment Strategies, Every Home Care Agency Owner Needs to Compete in a Competitive Job Market
I remember when I tried to wing my grandpa’s famous Norwegian Krumkake recipe. Growing up, I had seen my mom make them dozens of times, so I relied on my memory for the recipe.
In the process, I forgot multiple ingredients, couldn’t remember the measurements of others, and ended up improvising the tools and length needed to bake them. I was left with a very vague resemblance to the traditional cookie that no one wanted to try and would certainly make my ancestors roll over in their grave.
Needless to say, I’ll be baking with the family recipe book open from now on.
Like baking, successful recruitment requires following a strategy with precise measurements in order to create an irresistible employment opportunity that everyone wants a piece of.