ANDROID CAREVISIT VERIFICATION (EVV)

Agencies that are choosing to use Careficient as their alternate EVV vendor are able to do so once the following process has been completed.

Video of the App

First step is for the agency to e-mail as follow:

Agencies planning to use an alternate EVV system, should contact their state aggregator. It is important to allow sufficient time for development and testing.

  • Include the provider name, the provider Medicaid ID, the name of the person serving as the primary point of contact, and the phone number for the person serving as the primary point of contact in the email,
  • Please make sure the email addressed used is monitored frequently so that there are no unintended delays in the certification process.
  • Please list Careficient Inc. as your EVV alternate vendor.
  • IT Contact at Careficient Inc.  Therese Lewis tlewis@careficient.com

The state should also provide a guide outlining alternate vendor responsibilities for integration, so it’s beneficial for well to know what’s needed to get that Implementation piece completed.

Any questions, feel free to ask.

On your phone download the APP from the Google play store. The CareVisit ICON will be installed on your phone:

https://play.google.com/store/apps/details?id=com.company.CareVisit&hl=en_US

Make sure you turn on the Location and Storage Services for the APP CareVisit. This is normally found in setting option under APPS.  CareVisit is designed to work on both a Tablet and a Phone.

To use the APP you must have a user id and password to the Careficient System.  If you cannot log into that website, you will not be able to use this APP.

The primary purpose of this APP is to allow for the entry of Patient Service notes and the collection of Patient Consent forms.  It will also allow for viewing Patient Facts reports, the capture of the GPS Location and start and stop times of where Patient Services are performed and the tracking of mileage.

You may us this APP in a connected mode via Wi-Fi or a cellular connection.  If you choose to use the cellular connection you could be charges a data usage charge from your cellular carrier.  Careficient is not responsible for these charges.  This App is to provide the following functionality:

  • Capture of Start Driving and Stop Driving GPS location and times.
  • Capture of Start Care and Stop Care GPS location and times.
  • Updates the Careficient system with daily driving and care GPS locations and times.
  • Obtain signed consent forms.
  • View the Patient Facts report.
  • Enter Service Notes for a scheduled and unscheduled services.
  • Update Careficient system with the signed Patients Consent and Service Note forms.

Use you the same credentials to log into the CareVisit APP that you user to log into the Careficient website.

For CareVisit APP support and questions send an email to Support@Careficient.com

Initial Installation:  When the APP is first installed and the initial data for the Service Notes, supporting data and your current schedule it can take several minutes.  We recommend you have Wi-Fi turned on.

We recommend only downloading the Service Note Forms if the office has told you they need to be updated.

Initial load of a Service Note.  When you first start using CareVisit the Service Note rendering can take 2 minutes or more.  This time is drastically reduced as you use the application.  The system learns as it is used.

Signing into CareVisit

Enter your Org ID, User Name and Password.

Select “Sign-In” to log into the Careficient Server and work in a connected mode.  Normally you will only do this at the start of the day to download an updated copy of your Patient schedule. You should always be connected via Wi-Fi if you do not want potential data charges.

Select “Work Offline” to use the App without a connection to the Careficient server.  This allows you full APP functionality without consuming data.

Help – will display the User’s Guide for CareVisit

Refreshing your Schedule and updating the Service Notes forms

After signing into the system:

We recommend you have Wi-Fi turned on when downloading data.

If Wi-Fi is on:

Under normal circumstances you should always select N

  • Select N to download a current copy of your Patient Schedule.
  • Select Y to download a current copy of your Patient Schedule and a new copy of all Service Notes.

If Wi-Fi is not on:

Under normal circumstances you should always select N

  • Select N will not download any data
  • Select Y to download a current copy of your Patient Schedule and a new copy of all Service Notes.

CareVisit Home Page

ICON Functionality

  • Start Mileage: Records your start driving location and date/time.  You will be required to select the Patient Service you are driving to. This ICON will change to “Stop Mileage” when selected.
  • Stop Mileage: Records the location you stopped driving and the date/time.  This ICON will change to “Start Mileage” when selected.
  • Start Care: Allows you to select the Patient / Service you are providing care for and records the GPS location and date/time that you started care for the selected Patient / Service. This ICON will change to “Stop Care” when selected.
  • Stop Care: Records the date/time you completed the patient care.  This ICON will change to “Start Care” when selected.
  • End Day: End of day process (not mandatory). Only works in the “logged in” mode as it will upload any start and stop mileage and start and stop care GPS transactions.
  • Other Forms: Consent form entry and signature for the selected patient.
  • Patient Facts: display the Patient Facts report for a selected patient.
  • Service Notes: Allows you to select patient services and select a service note to be entered.
  • Logout: Logs out of the App
  • Help: Displays this Users Guide

Menu Options

This menu is displayed by selecting the three dots in the upper right corner of the Home Page.

Access Careficient website: with open the https://www.careficient.com website.  This option requires you to have a Wi-Fi or cellular connection. A cellular connect will consume data.

  • Download Data: Take care in using this option as it does a COMPLETE data download including new service note formats, consent forms format and your most current schedules. Only works with Wi-Fi on.
  • Upload Data: This option will upload any Start and Stop Drive times and Start and Stop care GPS locations that have not been upload.
  • List Activity: This option will list all the Start and Stop Mileage and Start and Stop Care GPS transactions.
  • New Scheduled Service:  This option will allow you to enter a service note for a patient that has not been scheduled.
  • Upload Completed Forms: This option will upload to the Careficient server any completed Patient Service Notes and Consent forms.
  • Log Off: Logs off the system.
  • Remove Data: Take care in using this option. This option will remove all data from the device.
  • Careficient Version: This is the version of the Careficient EVV Service Note APP that is installed on the device.

Understanding how the APP works:

  • Tracking GPS and times for driving: If you want to track the GPS location and the start and stop times for Associate driving, you should use the ICON for Start and Stop driving.  This is not mandatory that the associates use these ICONS.
  • Tracking GPS and times for Care: If you want to track the GPS location and the start and stop times for Patient Care you should use the ICON for Start and Stop Care.
  • Consent Forms: If you need a Consent form signed by a Patient or Patient rep select the “Other Forms” ICON.
  • Patient Facts report: To view a Patient Facts report select the “Patient Facts” ICON and you will be allowed to select the Patient you wish to view.
  • Service Notes: This is the primary ICON you will use in the CareVisit APP.  When you are providing care for a patient you should select the “Service Notes” ICON, select the Patient Service you are performing and then select the Service Note you want to enter.  First let’s discuss the Patient Services list.

Patient Services List:

  • You will see the schedule Patient Services List frequently.  The services list has built-in color coding so you can tell if a scheduled Patient Service already has a Service Notes and what state the Service Note is in (see image below).  Color codes are as follows:
  • Black: No Service Nots have been started for this scheduled Patient Service.
  • Green: The Patient Service Notes has been entered, completed and uploaded to the Careficient system.
  • Yellow: The Patient Service Note has been completed and is waiting to be uploaded to the Careficient system.
  • Red: The Patient Service Note has been started but not completed.

Services for David Demo

Service Note List:

Once you select a scheduled Patient Service, the APP will ask which Service Note you want to enter.  Simply select the Service Note you want; you will then be asked to confirm your selecting and then the Service Note will be rendered on the device.  If you have already started a Service note for the scheduled Patient Service, the APP will load that Service Note.   The following is what the Service Note list looks like:

Confirmation Page

The flow of each ICON:

Start Mileage, Start Care and the Patient Facts ICONS flow as follows:

  1. Select ICON.
  2. Select the Patient wanted from the Patient Services List.
  3. Confirm or Cancel the selection.
  4. Selecting the Patient Facts ICON will open the Patient Facts report for the selected Patient.

End Mileage and End Care simply end the previous Patient Service that was selected.:

  1. Select ICON. The ICONs will change back to the Start Mileage and the Start Care ICONs.

The Other Forms allow you to create and have the consent form signed.  The flow for this ICON is:

  1. Select ICON.
  2. Select the Patient wanted from the Patient Services List.
  3. Confirm or Cancel the selection.
  4. Select the Consent form wanted
  5. Confirm or cancel the selection
  6. The form will load, and you can complete the form, and have it signed by the Patient or the Patients representative.

The Service Notes allow you to create the required Service Note and have it signed by the Patient or the Patient’s representative.  The flow for this ICON is:

  1. Select ICON.
  2. Select the Patient wanted from the Patient Services List.
  3. Confirm or Cancel the selection.
  4. Select the Service Note wanted
  5. Confirm or cancel the selection
  6. The form will load, and you can complete the Service Note and have it signed by the Patient or the Patients representative.

End Day allows you to stay in the app but upload completed service note.

Logout allows you to upload completed service notes but logs you out of the app at the same time.

Service Note form structure

Once opened the Service note is structured with a Header page and Sections.  The Service Note content is the same as found on the Careficient website but presented using a method that allows CareVisit to be used on a Phone or a Tablet.

The Service Forms starts off by displaying the Header information with the all sections available by either a dropdown list or paging forward and backward to each section using the “Next” and “Previous” options. The Header is where you enter the service, service date, time in, time out, travel information, make a comment and allow the Patient or the Patient Representative to sign the Service Note once the service has been completed.

You will be able to select a specific section via the dropdown list or start at the first section (select “Next”) and page forward and backward thru each section by using the “Next” and “Previous” options. When a section is opened it will present each question sequentially. When you answer the current question, the next question will be displayed. It is designed to work on a Phone or a tablet.

Basic Flow of completing a service note:

  1. On the Patient Header page Enter “Time In”, Travel duration, Miles and any comments.
  2. Press “Next”, this opens the first section. Answer each applicable question.
  3. Press “Next” after you have finished the current Section.
  4. Complete all sections that are required.
  5. Select section dropdown and return to the “Patient Header”
  6. Collect the Patient’s signature
  7. Enter the “Time Out”
  8. Press “Complete”
  9. Press “Upload” if you want to immediately upload the Service Note.

Completed Service Notes can be upload via the Home page using the dropdown menu option “Upload Completed Forms”.

The following is a brief overview of the various pages and how different question types work.

Service Note Header

  1. Four update related button:
  2. Delete - deletes current Service Note.
  3. Save - Save all work and allow you to continue working.  
  4. Complete - Mark the Service Note as Completed.
  5. Upload - will upload the Service Note to Careficient.
  6. Allows override of Service Date
  7. Allows override of the Service
  8. Displays and allow section of a section in the service note.
  9. Next – move to the next section in the service note
  10. Previous – moves back to the previous service not section.
  11. Enter the Start of care Time.
  12. Enter the Time Care completed.
  13. Enter travel duration in minutes
  14. Enter miles traveled
  15. Select travel type
  16. General comment
  17. Collect Signature.  This step should be done when you complete providing services.  Your options on signature are normally:
  18. Electronic
  19. Not Required
  20. Paper and
  21. Signature on File.

Enter “Time In” and “Time Out”

Select the Hour, select the minutes, select AM or PM and press “OK” to update the Time.

Press “Cancel” to skip this question and move to the next question.

Service Note Section (Example)

When you select a question, the question will “popup” allowing you to answer the question and the automatically move to the next question.

  1. Name of Section. Use the downward arrow to display a list of all the Service Note sections.
  2. Press “Next” to open the next Section.
  3. Press “Previous” to move back to the previous Section.
  4. Will display list of possible answers to the question.
  5. Allows enter of a freeform alpha numeric answer.
  6. Allows enter of a Date.
  7. Allows enter and selection of a diagnosis code.

Drop down examples (check Box (multiple choice) or radio button (single choice)

Example of a checkbox list.  This allows for multiple choices.

Select the answers you want and press “Update” to save and move to the next question.

Press “Cancel” to skip this question and move to the next question.

Example of a radio button list.  This allows for a single answer.

Select the answer you want and press “Update” to save and move to the next question.

Press “Cancel” to skip this question and move to the next question.

Text Box example

Example of a freeform text box.

Enter the information in the field and press “Update” to save and move to the next question.

Press “Cancel” to skip this question and move to the next question.

Example of selection a date.

Select the date you want and press “Update” to save and move to the next question.

Press “Cancel” to skip this question and move to the next question.

Enter / Select a Diagnosis Code

Enter at least 3 characters to do a search for a diagnosis code.  The more complete the search criterial the smaller the select list will become.  Press “Search” to create list of potential diagnosis codes.

Press cancel to bypass selecting a diagnosis code.

Select the diagnosis code you want and “Update”.

Press cancel to bypass selecting a diagnosis code.

Viewing the EVV data n https://www.careficientinc.com/

EVV data may be view in the Careficient site on the Associates and Patient EVV tab and during the verification of the service.  EVV must be configured to work the way you want.  By default, it does not update the service verification.  If you wish that functionality, please request that via your account rep or Support request.

The Patient Encounter looks like this:

The Associate EVV Page looks like this.

One example of the Edit Verification page.  

The app currently does not support "Dark Mode".
Interactive Tutorial