Provider Visit Maintenance and Report Training
Contents
1. A Visit Maintenance No FVV Values Input When a call was made to enter FVV values but the attendant did not enter any values the Call Start time will be clearly flagged in pink to indicate the call did not originate from the individuals home phone and there will be no FVV symbol on the visit line This exception is referred to as an Unmatched Client Phone ID The agency should work with the attendant to determine the reason for the missing FVV values and resolve in Visit Maintenance by adjusting pay hours accordingly Use the appropriate memo code s to document the reason for the correction Providers should note actual hours worked in the free text field for example 10 05AM 10 55AM SPY Client Employee EYY Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs Memo M C C Task Ex Fry Ted Markus Tombre Mon 06 20 10 00 iL eS 00 50 03 01 a M Spy Client o o o l Employee FY Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs __ Memo M C C Task Ex A When the FVV values are not entered at the time of the call the time of the call not the time of the visit appears in E TEXAS e Call Start Department of Aging N and Disability Services issing FVV Device Data 6 Sandata P B Correcting Pay Hours 3 Ways There are three ways to adjust the Pay hours in Visit Maintenance e Ifthe Pay hours should equal the scheduled hours click2. 30 01 30 m m Department of Aging and Disability Services E TEXAS ba KF What to expect in Santrax Visit Maintenance 6 vandala If an FVV icon is clicked a description of the call will appear in a pop up It includes e The first and second visit verification numbers FVV Values e he call in time and call out time e The Caller and Client Individual associated with the call eAny interim calls calls that occurred between the call in and the final call out Fixed Visit Verification FWW Ji Caller A MARIA Client B Call Received 5 4 2011 7 02 11 PH Calculated Date Time 5 3 2011 7 42 32 AM S a 2011 S 2i 32 AM Mid BY TEXAS Department of Aging and Disability Services A FVV Visit Maintenance Process 6 sangala If FVV Device visits have missing data or there are errors in the data the provider will need to fill in the missing data or make corrections using Visit Maintenance This is the same process that is used for missing or incorrect data in landline home telephone calls Examples of missing or errors in data include eClient ID is entered incorrectly eEmployee ID is entered incorrectly eMultiple FVV calls Client ID and Employee ID are both entered incorrectly eFVV Device In or Out values are entered incorrectly Midy BX TEXAS Department of Aging and Disability Services A 6 Sangata How to Conduct Visit Maintenance with FVV Review Visi
3. 6789 Szafran Jack In 034 18 11 11 24 455 048 H2012094 MAN ELIZABETH 1273 45 6769 Szafran Jack In 03718711 11 24 455 048 H2012094 MAN ELIZABETH 1234 45 6786 Sfarran Jack In 03 18711 11 24 455 048 ee 28 K EXAS Department of Aging ba and Disability Services A Running the FVV Registrations Report Step 1 6 sangala Step 1 To view the FVV Registrations Report select Date Range from the green menu bar at the top of the page i EK TEXAS ba W sability Seios ic A 6 sandata Running the FVV Registrations Report Steps 2 3 and 4 Step 2 Select the check box next to FVV Registrations Report Step 3 Select the time and date range Step 4 Select OK to view the FVV Registrations Report C Weekly Call Summary C Payroll Summary Emp i Payroll Summary cli CJ Visit Maintenance Sort Options at Report _ visit Maint Exceptions 0O Visit Maintenance Activity Report e FE 30 E E e e E Ie PDF Format ot Last transfer files received 11 06 2009 16 43 gt ASCII Format we a _ Last transter files processed 04 19 2011 12 46 completed ki ast reje d we ia K EXAS Department of Aging ba and Disability Services Ca ap y Viewing the FVV Registrations TECHNOLOGIES Report e The report will appear in PDF format which can be printed or saved to your c
4. ID and adjusting pay hours accordingly Use the appropriate memo code s to document the reason for the correction Providers should note actual hours worked in the free text field for example 08 09AM 08 34AM TASIS PayHrs _ Memo M C When the Client ID is entered incorrectly or not at all the time of the call not the 14 time of the visit appears in Call Start Denarna Anie and Disability Services Aig Visit Maintenance Unknown Client and Employee In this example both the client and employee are unknown The provider should determine which attendant placed the call and work with the attendant to determine the reason for the unknown client employee and resolve accordingly and then correct the unknown client employee and adjust pay hours Use the appropriate memo code s to document the reason for the correction Ea Client Employee Date _ Sch Start e aa Call End Act Hrs PayHrs Memo S 06 20 Loo L A ee sams The number displayed in the When the Client ID is entered Client field is the number from incorrectly or not at all the which the call was placed This time of the call not the time of number may or may not be the visit appears in Call Start associated with the attendant Department of Aging and Disability Services R BOs A Visit Maintenance Multiple FVV Calls If FVV values were entered for the same visit on different calls Santrax will app
5. Aging and Disability Services A Running the FVV Assignment Report Steps 2 3 and 4 Step 2 Check the box next to the FVV Assignment Report Step 3 Choose the time range and date range for the report Step 4 Then select OK to view the report Sort Options E E PoF Fromat ECHAO 6 Sandata ASCII Format WF C Daily Call Listing t v EO L No Show pag C unknown Client k See Eel Last transfer files received 11 06 2009 16 43 o we Last transfer files processed 04 19 2011 12 46 completed Unknown Attn Emp Last reject files processed F C unscheduled Visit i E Fackaged by Supervisor w _ Master Schedule Select for ial LJ Clients Supervisor 1 Client C Attendant EMPLOYEEs h i Dept T S w oe E Daily Call Summary Employee F Select by Contract SelectAll All 25 Department of Aging and Disability Services Running the FVV Call Listing Sandata P TECHNOLOGIES Report Step 1 Step 1 To view the FVV Call Listing Report select Date Range from the green menu bar at the top of the page Date Range Exports Export Maintenance Start Dashboard New Visit Maintenance Ba 26 K EXAS Department of Aging ba d Disability Services A Running the FVV Call Listing Report Steps 2 3 and 4 Step 2 Select the check box next to FVV Call Listing Report Step 3 Select the time and date ran
6. TECHNOLOGIES 6 Sandata Santrax Electronic Visit Verification Fixed Visit Verification Device Provider Visit Maintenance and Report Training 01 30 14 6 Sandata Agenda gt ntroduction Fixed Visit Verification FVV Calls in Santrax Visit Maintenance Running FVV Reports This training presentation is for Electronic Visit Verification EVV FVV only Additional EVV training materials can be accessed via the DADS EVV website at http www dads state tx us evv training html Department of Aging Disability Services B S A 6 Sangala What you will learn e How to identify FVV Device calls in Santrax Visit Maintenance e How to identify the call times and visit verification numbers in Santrax Visit Maintenance e How to run FVV Device reports in Santrax EAS n A Agenda Introduction FVV Calls in Santrax Visit Maintenance Running Reports Ba TEXAS Department of Aging and Disability Services 6 Sandata Benefits of FVV e The FVV Device is used to capture in and out times of the attendant when a landline home telephone is not available for use e When used correctly visit maintenance should not be required to document FVV visits e To limit time and effort for visit maintenance providers should ensure all staff follow the FVV process E x EXAS Department of Aging and Disability Services A What to expect in Santrax
7. Visit Maintenance During the FVV call process errors can occur These errors are corrected using Visit Maintenance e The Santrax Visit Maintenance module allows for editing visit information by designated users This is covered in detail in the santrax user manual via the DADS EVV site at htto www dads state tx us evv training html e NOTE It is important to review Visit Maintenance on a daily basis If corrections need to be made Sandata recommends waiting until the following day Department of Aging and Disability Services as A hat to Expect in Santrax Visit Maintenance When a Santrax call is received in which an FVV value has been entered an FVV Icon is displayed in the view column in Santrax Visit Maintenance This icon appears as a green box with a light green button icon inside s i i Eee s i From ng gii Client santrax Exception Types 05 17 2011 l l pee ak Pw eee ee all Exceptions i pu Visit Maintenance i roos zo z011 _ Wii a all Visits Tue May 31 14 51 21 Create Schedule Fotal Visits 10 SP Client Employee LACAS BELCH Sch Sta E LEl E Memo M C C MTask Exp Bat Herme Chavez Pas we 05 17 08 00 10 00 02 00 08 02 10 00 01 58 02i 0g El Baut Herme Chavez Pas ue 057 17 14 00 15 30 01 30 14 00 15 31 O1 31 01 30 m Baut Herne Chavez Pas Wed 057 18 06 00 10 00 22 00 07 58 10 00 0z 0z Oo2 00 Pl Baut Herm Chavez Pas fed 057 18 14 00 15 30 01 30 14 01 15 31 01
8. e selected 12 Department of Aging and Disability Services E TEXAS ba K A FVV Call Invalid Client ID HAD In the FVV call process after pressing the star key to indicate an FVV call the attendant will be prompted to enter the Client s ID Please enter first Client I D If the Client ID is entered incorrectly the attendant will hear the following prompt No FVV registered please re enter the Client I D or press the pound key to continue e The attendant should re enter the correct Client ID and will be prompted to continue the FVV call e f the Client ID is not accepted after repeated attempts the attendant should hang up contact their agency for the correct Client ID and try the call again 13 Department of Aging and Disability Services as A ET Visit Maintenance Unknown Invalid Client ID This is an example of an incorrect Client ID FVV call in Visit Maintenance The attempted call will appear as an unknown client exception with no FVV icon displayed If the attendant followed the proper procedure for correcting the invalid Client ID by calling the provider for the correct client ID and retrying the call a secondary visit with correct information will appear in Visit Maintenance If the attendant did not follow proper procedure the provider should work with the attendant to determine the reason for the unknown client and resolve by updating the Client
9. ge Step 4 Select OK to view the FVV Call Listing Report PDF Format CoK Cex C Employee a ASCII Format Weekly Master San Mek Client Weekly Oooo M Master Schedule i a Weekly Call CHAROL 6 Sandata v Last tra r files ved 11 06 2009 16 43 i Last tran es proc rocessed 04 19 2011 12 46 completed L Payroll Summary i Last r emits ocessed Em L Payroll Summary Select for cli Visit Maintenance Supervisor Report Clie nt Exceptions __ Deptt asks L Visit Maintenance v o Activity Report piis aT Select Selectby Contract Contract 1 Visits Summary 7 x 4 Emp l Selectby Exception by Exception a L Tole ime Fv vi Registrations Report Select All Clear All 27 x TEXAS ba YOY eren of Aging and Disability Services Viewing the FVV Call Listing Report e The report will appear in PDF format which can be printed or saved to your computer e Select the arrows to scroll through the pages IS ats fs js F ka Ey Pe Comment Share FVV CALL LISTING REPORT j Ver 6 7 Page 1 O68 MAY 11 14 08 24 FOR 02 22 11 05 06 11 VEN 0998 Sort order Client ID ENTRY ENTEY EWW CLIENT ID CLIENT NAME SANTRAZ ID EMPLOYEE NAME In Out DATE TIME VALUE H2012094 MAH ELIZABETH 1234 45 6789 Sfarran Jack In 034 18 11 11 24 455 048 H2012094 MAH ELIZABETH 1243 45
10. ly visit matching rules to automatically associate the FVV values with the correct visit No visit maintenance is required If the matching rules do not determine a match you will need to resolve any missing or unmatched call information in Visit Maintenance NOTE Attendants should try to avoid making more than one call to enter FVV values 16 Department of Aging and Disability Services Be TEXAS ba KF A 17 FVV Call Incorrect FVV Values HAD In the FVV call process after entering the Client ID correctly the attendant will be prompted to enter the first FVV number Enter the first visit verification number This is the first number obtained from the FVV Device when the attendant arrived at the individual s home and will represent the time in If the FVV number is entered incorrectly the attendant will hear the following prompt Invalid visit verification number please try again The attendant should re enter the correct FVV number and they will be prompted to continue the FVV call If the attendant does not successfully enter the correct FVV Number they should hang up and contact their agency to correct the visit using Visit Maintenance Department of Aging and Disability Services as A Visit Maintenance Missing Call Out SPV Client Employee FW Mon 06 20 12 00 12 25 00 25 10 09 _Date __ Sch Start Sch End Sch Hrs Call Start Clooney Ge
11. omputer select the arrows to scroll through the pages ae DSi kR Le Ae Comment Shar FVV REGISTRATIONS REPORT Ver 6 7 Page 1 FOR 04 22 11 05 06 11 O6 MAY 11 15 03 46 Sort Order FVV Serial Number REGISTRATED DEACTIVATED CLIENT NAME CLIENT ID DATE DATE 10000109 Rina Smith 1273456 12 14 10 i ACO AMELIA 423456 12 15 10 10000111 MAN ELIZABETH 08 13 10 31 E A 8 TEXAS Department of Aging and Disability Services A 6 Sandata What you have learned In this presentation you have learned How to view FVV calls in Santrax Visit Maintenance How to review FVV Visit Maintenance The purpose of FVV Related Reports How to run and review FVV reports in Santrax Should you have any questions contact Sandata at 855 781 2079 Ex TEXAS A 6 Sandata FVV Training Access For additional FVV training please access the additional training modules FVV Overview Request Training Provider Overview and request process FVV Install Call Training Provider FVV Device installation and call process PRSS epartment of Aging Disability Services A
12. on the check box next to the Pay column e lf the Pay hours are different than the scheduled hours click once on the Pay Hrs box and type the desired hours If less than 10 hours enter a zero first e To accept the Pay hours shown simply double click on the pay DOX Remember to add a Memo Code to give the reason for the correction Manually corrected hours will appear bolded a E TEXAS ba KF Department of Aging and Disability Services A Agenda Introduction FVV Calls in Santrax Visit Maintenance Running FVV Reports TEXAS wae at rita sability Services 6 Sandata FVV Related Reports The reports related to FVV and a description of the content for each report FVV Assignment Report Displays the client the FVV Device serial numbers and the date and time they were registered FVV Call Listing Report Displays client and employee information for all calls made using FVV values FVV Registrations Report Displays the serial number client information registration date and deactivation date for a date range Midy 23 E e TEXAS Department of Aging and Disability Services A Running the FVV Assignment Report Step 1 Sandata Step 1 To view the FVV Assignment Report select Daily from the green menu bar at the top of the page Exports Export Maintenance Start Dashboard New Visit Maintenance yhyy BK TEXAS Department of
13. orge Rubble Barney e a A t Call End When a call was made to enter FVV values but the attendant entered the second FVV value incorrectly the Call End time is not recognized as valid and now the pay hours must be manually entered Memo Code 06 for Attendant failed to call in out individual verified attendant worked hours as entered should be selected Providers Should note actual hours worked in the free text field for example 10 09AM 10 34AM Department of Aging and Disability Services Ba TEXAS ba KF A 19 FVV Call No FVV Values Input In the FVV call process after entering the Client ID correctly the attendant will be prompted to enter the first FVV number Enter the first visit verification number This is the first number obtained from the FVV Device when the attendant arrived at the individual s home and will represent their time in HAD If the attendant does not enter both FVV numbers they will hear the following prompt You have not entered any visit verification numbers press 1 to return or press the key to continue The attendant should enter the FVV numbers if Known and they will be prompted to continue the FVV call If the attendant does not Know or has not successfully entered the FVV numbers they should hang up and contact their agency to correct the visit using Visit Maintenance Department of Aging and Disability Services s
14. t Maintenance on a dally basis to view and correct any exceptions Sandata recommends waiting until the following day to make corrections to ensure complete information is in the EVV system Department of Aging and Disability Services E TEXAS ba K A 6 Sandata FVV Call Invalid Employee ID When a call is placed to Santrax the attendant will hear the following prompt Welcome please enter your Santrax ID If the Santrax ID is entered incorrectly the attendant will hear the standard response as if the Santrax ID had been entered correctly Received at TIME Press the star key to enter Visit Verification numbers or pound to continue Furthermore this call will be flagged in red as an unknown employee exception in Visit Maintenance If the attendant continues with the correct client ID for the individual being serviced and correct FVV values the FVV icon will display in Visit Maintenance 11 Department of Aging and Disability Services as A Visit Maintenance Invalid Employee ID an aa iploye rr ch Start Call StartCall End Act Hrs Pay Hrs __ CALD Tue 05 31 oS o0 ozoli ozo weon O In this example a call was made to enter FVV values but the attendant entered an incorrect Santrax ID Once this unknown attendant is identified and corrected this visit will then match up with the original scheduled visit line and Reason Code 02 for Invalid ID PCA Verified should b
Download Pdf Manuals
Related Search