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EVV - Managing the Aide Care Plan

EVV - Managing the Aide Care Plan

Managing the Aide Care Plan (Aide Activity > Aide Plan)

A complete guide to creating, editing, renewing, and stopping aide care plans in Barnestorm.

📌 Note: This article contains collapsible sections that may not print properly. We recommend saving or bookmarking the link to ensure you have access to the most up-to-date and complete content.

Overview

The Aide Care Plan is the blueprint for a patient’s in-home care, based on their approved authorization.
It specifies the assigned aide, tasks to be completed, visit days/times, and authorized period.
When finalized, it generates schedules for the entire authorized period:
- EVV Visits screen
- Schedule Calendar screen
- Aide’s CareChamp app and telephony system

📎 Related Guides / Features that work with Aide Plan:

Quick Reference: When to Use Each Process

Important Notes

The Aide Care Plan should cover the entire approved authorization period.
❌Do NOT remove or overwrite expired plans; they are historical records for visit notes and audits.
❌Do NOT change the Start or Thru date on any plans that have documentation tied to them.
- New dates require that you copy and stop, which creates a new plan for the updated dates.

➡️ Start Here — Select an Aide Care Plan Process Below

Creating an Aide Care Plan – For New Plans

📽️ Watch Video: Add Aide Care Plan

Steps to Create an Aide Care Plan

Go to Aide Activity > Aide Plan and click New.
Adjust the From and Thru dates to match the authorization. (Auth dates appear at the bottom of the screen.)
Assign Staff & Verify Payer Information:
- Select the assigned aide and office case manager.
- For CAP/PCS: Most agencies make the payer and job code match — this is helpful for billing correct service code.
- Vst Code should be a regular chargeable visit.

Based on the service plan, select all tasks that could occur during the week.
Check the box for each day of the week the aide will visit.
Adjust the times for each day to match the service plan.
If certain tasks should not be done on specific days, uncheck them for that day.
(Optional) Use the Precautions tab to select any applicable safety notes or alerts.
(Optional) Enter notes for the aide on the Special Instructions tab. These display on the CareChamp visit Start screen.
Verify accuracy of the plan before scheduling.
Finalize the Schedule - this generates the schedules and pushes them to CareChamp
- Click Create Schedule and wait for it to process.
- Click Save Plan.
(Optional) Verify the Schedule — Go to Aide Activity > Aide Schedule and pull up the patient. Use Month View to adjust minutes as needed to match the authorization.

Changing the Aide / Ending Care Plan Early (Copy & Stop)

📽️ Watch Video: Copy and Stop Aide Care Plan

Overview

Use when the assigned aide is permanently changing (not just a substitute).
- Substitute aides can be applied on the individual schedule.
- For longer terms of leave, copy and stop and add a plan for the active aide.
Use when the patient switches payers.
Use when adding or removing tasks.
Use when task descriptions are updated.
Appropriate for adjusting patient visit times, days, frequency.
The Stop function removes future EVV visits from CareChamp and adds new ones correctly.

Important Notes

After stopping a plan, you may edit the stopped date if the plan ends on a different date than current date.

Steps to Complete

Part 1 — Copy Existing Aide Plan

Go to Aide Activity > Aide Plan.
Select the active plan and click Copy to create a new plan.

This copies all details from the existing plan into a new one.

The From date will be the effective date of the change.
The Thru date will match the end of the authorization.
UPDATES: Make necessary changes, reviewing the details carefully.
Click Create Schedules to generate schedules for the new plan's date range.
Click Save Plan.

Part 2 — Stop / Discontinue Old Aide Plan

Select the plan to be discontinued and click Stop. Confirm when prompted.
Wait for the entry to turn grey — this may take a minute.
- Behind the scenes: This sets the Stopped Date to today, removing schedules today and going forward from both Barnestorm Office and the aide's CareChamp app (for this plan only).
Click Save Plan.

Part 3 — (Optional) Changing the Stopped Date

The Stopped date equals the date the plan is no longer in effect.
Select the stopped care plan and click Edit.
Change the Stopped date (⚠ NOT the From or Thru date).
Click Save Plan.
- No need to click Create Schedules — schedules will adjust automatically.

Editing an Aide Care Plan – Correct Errors

Overview

Use this process when incorrect or incomplete data was entered originally.
This should not be used often.
Will update the plan and schedules for EVV without changing historical records.

Important Notes

Do NOT use this process for tasks like Switch the assigned aide, Change From / Thru dates, Switch payers.
See 'Changing the Aide / Ending Care Plan Early' for a list of appropriate uses.

Steps to Edit an Aide Care Plan

Go to Aide Activity > Aide Plan and select the plan to update.
Click Edit and make the necessary changes.
Click Create Schedules to apply updates to the schedule.
Click Save Plan once schedules are regenerated.

Renewing an Aide Care Plan

Overview

Use when the current aide care plan has expired and a new one is needed for a new authorized period.
Ensure there are no gaps in the aide’s schedule when authorization dates change.
Use one of the following reports to check aide plan / authorization thru dates:
- Reports > Audit > 17.35 Expiring Authorizations
- Reports > Audit > 17.36 Aide Plan Audits > Detailed Report, Print by Expiration Date

Steps to Complete

📽️Watch Video: Renew Aide Care Plan

Step 1 — Add the New Authorization

Go to Patient Histories > Authorization for the patient.
Select the payer and enter the new authorized dates and hours. ✅ Do not overwrite the previous authorization.
Update the authorization number if the payer requires it for claims.
📄 See: How to Add Authorization Dates and Hours

Step 2 — Copy the Expiring Care Plan