Knowledgebase

Barnestorm Office Notification System

farrah@barnestorm.com — Tue, 01 Sep 2026 06:55:32 GMT

Barnestorm Office uses pop-up notifications to share time-sensitive information, including:

Important software updates
Billing or regulatory changes
Upcoming Barnestorm office closures
Other important reminders

An internet connection is required to receive notifications.

Open a Notification

A notification may appear in the lower-right corner of your screen or near the Barnestorm toolbar. Click the notification to open the complete message in your web browser.

Some messages may include a link to additional instructions or information.

Notification in the lower-right corner:

Notification near the Barnestorm toolbar:

Complete message displayed in a web browser:

Enable Notifications

Notifications must be enabled to receive these messages.

Click the blue Information (i) icon at the top of the Barnestorm toolbar, or press Ctrl + Alt + V on your keyboard.
Make sure notifications are enabled.

You can also turn off the notification sound while continuing to receive pop-up messages.

Holiday Office Closures

farrah@barnestorm.com — Mon, 31 Aug 2026 03:45:22 GMT

Labor Day Closure

Office Closed: 9/7/2026

Live support will be unavailable on Monday 9/7/2026 in observance of Labor Day. Tickets and the knowledgebase remain available 24/7.

How to Reach Us While We’re Closed

You can still submit support requests while our office is closed.

Use the Help page inside Barnestorm
Or click below to email us and create a ticket

customersupport@barnestorm.com

For faster assistance, include date of service, chart #, employee name, and any error text.

Our Yearly Holiday Schedule

Standard planned office closures each year

• 2 business days the week of New Year’s Day
• MLK Day
• Good Friday
• Easter Monday
• Memorial Day
• Juneteenth

• 2 business days the week of Independence Day
• Labor Day
• Election Day (Presidential year)
• Veterans Day
• Thanksgiving (Thu & Fri)
• 2 business days the week of Christmas

Add/Edit/Delete a Doctor

farrah@barnestorm.com — Thu, 27 Aug 2026 03:55:50 GMT

Add, Edit, or Delete a Doctor

Add a Doctor

From the Barnestorm Office Main Menu, go to Codes > Other Basic Codes > Doctors.
You can also access Doctors from Referrals > Dr+Pharmacy.
Click Add. A list of available doctor codes will appear.
Select an available code.
- To use a specific code range, enter the first digit of the desired range. For example, enter 3 to view available codes in the 3000 range.
Verify the correct Referral Type at the top of the screen. The default is 00 - Physician.
Enter the doctor's NPI, if available. The doctor's name is optional when searching by NPI.
Click Validate using NPPES to search for the provider.
Select the correct provider from the search results, then choose Import Information.
Review the imported information and click Save.

Tip: Entering the NPI is the fastest way to locate and import the correct provider information. If the NPI is not available, enter the doctor's name instead. Adding the State can help narrow the search results.

Optional: Select the checkbox under Validate using NPPES to limit the search results to physicians, physician assistants (PAs), and nurse practitioners (NPs).

Edit a Doctor

Go to Codes > Other Basic Codes > Doctors and select the doctor code you want to edit.
Make the necessary changes, then click Save.

Delete a Doctor

Go to Codes > Other Basic Codes > Doctors and select the doctor code you want to delete.
Click Delete at the bottom of the screen.
When prompted to confirm the deletion, click Yes.
Barnestorm will display one of the following results:
- The doctor code was successfully deleted.
- The doctor code cannot be deleted because documents are associated with it. The message will display the number and type of documents found.

Note: A doctor code cannot be deleted when documents are associated with that code.

Duplicate Doctor/Facility Codes: If duplicate codes exist, see Fix Duplicated Doctor/Facility Codes.

Barnestorm Messaging and Features

farrah@barnestorm.com — Wed, 26 Aug 2026 06:05:43 GMT

Barnestorm Messaging & Reminders

Send in-app messages, texts, emails, Care Champ messages, and pop-up reminders—all from the Messaging screen.

📽️ Watch Video: Messaging

What This Screen Does

Barnestorm Message (in-app): Instant pop-ups + Main Menu banner while users are logged in.
Text Message (SMS): Sends to an employee’s phone (160-character limit).
Email: Sends to an employee’s email and can include attachments.
Care Champ: Sends to Care Champ users on the mobile app.
Reminders: Create personal pop-ups for yourself at a set date/time.
Schedule delivery: Send now or at a future date/time.

Important: Point of Care (POC) users must sync to send/receive Barnestorm Messages. For Text/Email, an internet connection is required at send time.

Quick Start

Open Messaging → click New Message or New Reminder.
Select delivery type: Barnestorm Message, Text, Email, or Care Champ.
Choose recipients: Employee(s) or a Team.
Fill in Subject and Message (patient chart optional).
Click Send.

Setup for Text & Email (One-Time)

Go to Codes > Other Basic Codes > Employees and select the employee.
Texting: Enter a valid Cell Phone Number (carrier selection not required).
Emailing: Enter a valid Email Address.
Click Save.

Tip: For an email roster, go to Reports > Employees > 03.56 Employee Email.

Create a New Inner-Office Message

Start from Messaging (New Message) or from Referral / the taskbar mail icon.
Required: Recipient(s), Subject, Message. (Uncheck Active Patients Only to find discharged patients.)
Send To: One or more employees, or a Team (see Employee Team Codes).
Delivery: Send immediately or schedule for later.
Click Send. (POC users must sync to send/receive.)

Receiving & Notifications

Recipients see a pop-up (lower-right) and a red banner on the Main Menu.
Click the pop-up to view. Use Mark as Read to stop repeats, or Turn Off Alerts to disable future pop-ups.
Reply to sender, Reply All, or Forward to new recipients.
You can also Print or Delete a message.

Send a Text Message (SMS)

From Messaging, click New Message → choose Text Message.
Add recipient(s) set up for texting.
Enter Subject and compose message (max 160 characters).
Click Send → confirmation or error message pop-up appears.

Notes: Text replied Will NOT come back in Messages. Patient name/chart is not included in the text body. Recipients are charged per their carrier plan. Requires an internet connection at send time.

Send an Email

From Messaging, click New Message → choose Email.
Add recipient(s) with a saved email address.
Compose the email. (If a patient is selected, it will be included on the email.)
Optional: click Attach to add a file.
Click Send. Replies go to the sender’s email address.

Send to Care Champ (EVV Customers)

From Messaging, click New Message → choose Care Champ.
Select one or all users.
Compose your message and click Send.
User(s) receive the message inside the Care Champ mobile app.

Create a Personal Reminder

Open Messaging → click New Reminder.
Patient (optional), then enter Subject and Message.
Choose the Date/Time for your pop-up reminder.
Click Save.
At the scheduled time, a pop-up appears (lower-right). Click to Dismiss, Snooze, Print, or Delete.

Notes & Limits

Logged-in requirement: In-app pop-ups only appear while recipients are logged in.
Teams: Set up employee teams under Codes > Other Basic Codes > Employee Teams.
POC sync: Required to send/receive Barnestorm Messages.
SMS limit: 160 characters per text.
Text Items: End users cannot text back to Office user.

📩 Need help? Contact Barnestorm Support

EVV - Change date / time / employee on a single schedule

farrah@barnestorm.com — Thu, 20 Aug 2026 04:27:44 GMT

EVV — Change Date / time / Employee on a Single Schedule

Update an existing scheduled visit to change the date/time or the assigned employee. Updates flow to EVV Visits, Schedule, and the CareChamp/Telephony systems.

📽️ Watch: Change a Scheduled Visit when an Aide Calls Out

⭐ Best Practice: Edit the existing schedule when changing the assigned aide, date, or time instead of removing it and adding a new schedule. Each EVV schedule is created from the aide care plan and inherits its tasks. Creating a new schedule must be done a specific way or else it may not link to the aide plan, causing issues.

Steps

Go to Aide Activity > Aide Schedule (or Employee Activity > Schedule).
Pull up the employee or patient from the top search bar.
Right-click the schedule and choose Edit.
Update the Employee, Time In, Time Out, and (if needed) the Day of Week at the bottom.
Verify that the Job Code is correct and does not change to the employee’s default code.
Click Save & Close. The schedule updates immediately.

🖱️ Click & Drag: In the Schedule Calendar, drag a visit to a new date/time slot to reschedule quickly.

📎 Related:

EVV - How to Handle Split Visits / Add a Single Schedule

📩 Need help? Contact Barnestorm Support

EVV - Adding a Referral/New Patient

farrah@barnestorm.com — Tue, 18 Aug 2026 07:52:08 GMT

Video: NewEVV Customer Add Referral - YouTube

Adding a Doctor to Barnestorm- YouTube

Watch the video for complete details.

Adding a New Patient in Barnestorm

Access the Referral Section: From the main menu, navigate to "Referrals" and click on "Start a New Referral."
- The "Click for Next Chart #" field will become active. All Barnestorm chart numbers are six digits. You have the following options:
  - Enter the first three digits of the current chart sequence.
  - Leave the field blank to auto-generate a number.
  - Manually enter a unique six-digit chart number.
[Skip if you entered a six-digit number]: Click the "Click for Next Chart #" button. The system will generate the next available chart number.
Accept the Chart Number: If the number is correct, click "Accept Chart #." This will activate the referral screen.

Completing the Referral Screen

Ensure the following information is accurately entered for each tab to avoid EVV record rejections:

Patient Information: Enter the patient’s name (correct spelling), address, phone number (with area code), date of birth, Social Security number, gender, and race.

Use only valid data to facilitate smooth data transmission to the aggregator.
Do not add extra information in the name or address fields. The address field is limited to 30 characters.
Always include the area code with all phone numbers, including contacts. Avoid using parentheses or adding a "1" before the number.

Referral Information - Admit Date and Status: Enter the patient’s admit date (the date your agency began or will begin services) and change the Patient Status to "Active." Set the Admit Type to "Admitted."

Payers - Select the "Payer 1" row, then enter the program and payer code (or search by name). Input the patient’s Medicaid or payer subscriber number into the HIC# field.

For Healthy Blue patients, use the subscriber ID in the HIC# field.

Ensure you use the Medicaid number that starts with a "9." The aggregator will reject records with the old Medicaid number.

Do not include dashes in the HIC# field to prevent EVV visit rejections.

Dr + Pharmacy - Primary Physician: Add the Primary Physician by entering the code or searching by name.

Employees - Assigned Staff: Add the office case manager and the assigned aide. You can search by name or enter the four-digit code. The employee listed first will be assigned as the patient’s case manager/care coordinator.

Final Step: Before exiting the referral, click "Save All Patient Data" to ensure all information is stored correctly.

Other Tips:

EVV - When GPS Does Not Resolve (barnestorm.biz)

My Claims Were Accepted, but Medicare / Medicaid Did Not Receive Them

linda@barnestorm.com — Fri, 14 Aug 2026 03:38:57 GMT

If your claim is not appearing in DDE or if the payer states the claim is not on file, there may have been an issue with the batch/transmission. To determine if your batch has been accepted, rejected, or if a claim within your batch has been rejected, follow these steps:

Note: Download the 999 and/or 277 response files from your vendor (e.g., Ability, Esolutions) before proceeding. These will need to be saved in the same folder as your claims.

Go to Billing > HIPAA Transactions > View HIPAA Transactions.
Select the appropriate program/payer on the left. A list of transactions will appear on the right.
Select the file name of the transaction you need to review. Look for file type 837 (the claim file). An electronic format of the claim will appear.
Click the 999 checkbox at the top right of the screen. (If there is an error with transmission, it will show here. If your batch was rejected, correct the error(s), recreate, and resubmit the entire transmission. If your transmission was accepted with no errors, proceed to the next step.)
Select the 277 bullet. (This shows further edits claim by claim and indicates if any claim is rejected. If any claims have been rejected, correct the error(s), recreate, and resubmit those specific claims.)

Selecting the claim in question

Selecting the 999 bullet when there are errors in the claim

Selecting the 999 bullet when there are NO error in the claim

EVV - Employee Compliance Report 17.37

farrah@barnestorm.com — Thu, 13 Aug 2026 07:00:56 GMT

17.37 EVV Compliance

Overview

EVV compliance measures whether aides used approved EVV methods—GPS through the app or telephony—to clock in and out of visits. High compliance means visits followed Medicaid EVV requirements, which is important for successful billing.

Barnestorm has updated the EVV Compliance Report to provide additional options for comparing EVV data and identifying visits that may require review under North Carolina Medicaid EVV requirements.

Because available North Carolina Medicaid EVV guidance does not provide exact definitions or criteria for every compliant and non-compliant edit, Barnestorm provides several report options. Agencies can use these options to review compliance based on their needs and interpretation of EVV requirements.

How to Use the EVV Compliance Summary

Recommended Report Options: See the screenshot for the full report selections.

Select the From and Thru dates and the report options shown in the screenshot below.
Click Get Original Time In/Out and wait for the process to finish.
- You may receive a message if you've already ran for dates selected.
Click Print to run the EVV Compliance Report.

With the recommended options selected a visit will show as non-compliant when:

The original EVV Time In or Time Out has been changed
The app was used with location turned off
Telephony was used from a phone number that does not match the patient's phone information on the referral, such as the caregiver's phone
The visit was manually completed in office
Note: Only Sandata, HHAeXchange, and CareBridge will be included.

Complete Report Options

Option	Description
Get Original Time In/Out	Retrieves the original EVV Time In/Out from the server for comparison with edited times. This needs to be ran before the using reports with Mark Time In/Out Changed as Non-Compliant.
Print Where Start or End > ___ Miles From Patient	Flags visits started or ended beyond the selected distance from the patient's address. The checkbox does not need to be selected for the mileage comparison to work with the three main reports.
Excess Miles = GPS Error	Counts Excess Miles as non-compliant when selected.
Skip EVV Verified	Available on the Pre-Billing Audit and Details Audit only.
Skip Missed	Excludes missed visits from the report and compliance totals.
Skip No Charge/Cancelled	Excludes No Charge and Cancelled visits from the report and compliance totals.
Skip Payer HHAeXchange or Payer Not Set Up	Excludes these payer types, such as VA and Private Pay. HHAeXchange payers are included when All Payers That Require EVV is selected.
Mark Time In/Out Changed as Non-Compliant	Checked: Edited times are counted as Error GPS or Error Telephony. Unchecked: Time edits remain compliant.
Only Include EVV Sent to and Accepted by Sandata	Excludes Missed, No Charge/Cancelled, and rejected EVV visits.
Telephony – Only Patient Phone is Compliant	Identifies telephony visits that were not started from a phone number listed for the patient under the Referral. These visits are counted as non-compliant.

Reading the Report

Column	Meaning	Included in OK%
#Scheduled	Total scheduled visits after report filters are applied. Visits completed without an attached schedule are not included.	Base
OK GPS	GPS visit with no Time In/Out edits.	Yes
OK Telephony	Telephony visit with no Time In/Out edits.	Yes
No Charge or Cancelled	Visits with a No Charge visit code or that were cancelled. Select Skip No Charge/Cancelled to exclude them.	Yes
Missed	Scheduled visits that were not completed. Select Skip Missed to exclude them.	Yes
Error GPS	GPS visit with an edited Time In and/or Time Out.	Yes
Error Telephony	Telephony visit with an edited or missing Time In/Out. When Only Patient Phone is Compliant is selected, telephony from a non-patient phone is also counted as an error.	Yes
Manual	No EVV data was found. Includes visits completed through Office and visits completed through the app without GPS.	Yes
Early	Visit ended early.	No
Not Patient Telephone	Telephony number does not match the patient's phone information on the Referral, such as when the caregiver's phone was used. Count is included under Error Telephony.	Informational*
Excess Miles	Visit started or ended beyond the configured distance. Counts as non-compliant when Excess Miles = GPS Error is selected, otherwise, it is informational.	Optional

Special Notes for Live-In Aides

Live-in aides who are not required to use EVV should have a Job Code assigned withPlace of Service = 99. This excludes those visits from the EVV Compliance report.

Note: Job Code 121 is commonly used for live-in aides.

Report Types

The EVV Compliance screen includes three reports. Select the report based on the level of detail you need.

Report	Use This Report To
EVV Employee Compliance Summary	Review each employee's EVV compliance rate for the selected date range.
EVV Pre-Billing Audit	Review all visits or narrow the report to visits that may need attention before billing.
EVV Details Audit	Review detailed GPS, telephony, flagged, and missed visit information. Approved visits are excluded.
Print Where Start or End > __ Miles From Patient	This can be a separate report or work with the other report types. Mile examples 0.01 or 15.00

Tips for Better Compliance

OK% reflects the number of EVV-compliant visits compared with the scheduled visits included in the report.
Remove unnecessary or duplicate schedules, such as unused weekend rotations, to help keep the report accurate.

Keep in mind: The OK% may change depending on the report options selected. For example, usingSkip Missed or Skip No Charge/Cancelled removes those visits from the report calculation.

Pre-Billing Tips

Use the EVV Pre-Billing Audit to identify visits that may need attention before importing charges into billing.

Select Skip EVV Verified, Skip Missed, and Skip No Charge/Cancelled to narrow the report to visits that may require review.
Adjust options such as Excess Miles and not skipping Missed visits based on the visits you want to review.

Eligibility Verifications for Medicaid

farrah@barnestorm.com — Thu, 06 Aug 2026 04:52:10 GMT

Eligibility Verifications for Medicaid (270 / 271)

NC Medicaid Direct (NCTracks) – Process Flow

YOU ARE HERE
Verify Eligibility

→

Visits Audited / Imported

→

Claims Created

→

Transmit to NCTracks

→

Post Remit File

Overview

Use this workflow to verify Medicaid eligibility before billing. The process includes creating eligibility requests (270),transmitting them to NCTracks, receiving responses (271), and reviewing results. This should be done at the beginning of each month and prior to new member service rendered.

Primary Locations

Billing > Other > Create Eligibility Verifications
Billing > HIPAA Transactions > Transmit to NC Medicaid

1) Create Medicaid Eligibility Verifications (file type 270)

Go to Billing > Other > Create Eligibility Verifications.
Review Eligibility Dates (defaults to current month; adjust as needed).
- Patients discharged before or admitted after the range are excluded.
- Future dates are not allowed.
Select a Medicaid payer from the left panel.
Configure options on the right:
- Only one NPI can be used at a time.
- Check Include ALL Medicaid (CAP+PCS+HH+MCO+LME) Patients.
- Optional: Include Referred but Not Admitted or Select All PCS.
Click Create Eligibility File.
Optional: Print Patients in Eligibility Batch.
Click anywhere to return and repeat for additional NPIs or payers.

Advanced: Auto-Send (Auto-Billing)

If enrolled in auto-billing and Auto-Send is checked, the eligibility file transmits to NCTracksimmediately after clicking Create Eligibility File.

2) Transmit Eligibility Files to NCTracks (file type 270)

Go to Billing > HIPAA Transactions > Transmit to NC Medicaid.
Wait to establish a connection.
Check the Eligibility bullet.
Select the eligibility file (270) from the Local (left) panel.
- Use All Files if you do not see the file.
Click Send and watch the file status box appear, then click Refresh File List.
- An up arrow next to the file name indicates the file was sent.

3) Receive Eligibility Response (file type 271)

Return to Transmit to NC Medicaid 1-2 hours later.
In the NCTracks Mailbox (right panel), review available response files.
Select the 271 file(s) and click Receive.
- Receiving the same file more than once will not create issues.
- You may need to widen the column for file name to view file type.
If successful, the 270 file on the left side will show a green checkmark, indicating NCTracks received the file.

4) Print / Understanding Eligibility Results

Go to Billing > Other > Print Eligibility Verifications.
Select the File Name from the right side then click Print Eligibility Verifications.
Program CAPDA or MCAID with a status of OK means Medicaid direct coverage is active for the requested dates.
Program MQBB with a status of MQ means Medicaid pays the Medicare Part B Premium, and that services are not covered by Medicaid. CAP services cannot be billed to Medicaid.
***NOT NC Medicaid Direct*** means the patient has an active account with the provider listed beside PHP, ex. United HealthCare or Trillium Health Resources.
Inactive means that the patient does not have Medicaid for the selected month of the report.
72 Invalid/Missing Subscriber/Insured ID means that the Medicaid HIC# was not found, or the name or birth date does not match NCTracks records.
Pvt Insurance will let you know if the patient also has a private insurance policy. Nothing else needs done unless the patient is being billed for skilled services, which may require a denial from the insurance first.
Medicare Missing D9 - NC Only, this report checks for Medicare conditions requiring special billing codes. If the patient has Medicare but is not homebound, then you have to bill Medicaid and use the D9 condition code on the claim to indicate that Medicare is not the primary payer for that service.

Example of Medicaid Direct, not PHP/LME.

Example of PHP/LME, not Medicaid Direct.

EVV - Tips for Checking HHAeXchange Reports

farrah@barnestorm.com — Wed, 05 Aug 2026 05:35:26 GMT

Note: Barnestorm does not provide support for HHAeXchange reports. The tips below are intended to help guide you through the HHAeXchange process. For the most accurate and up-to-date information, please refer to HHAeXchange’s official articles, as their procedures may change without notice.

Timeframe: Check 24–72 hours after importing EVV Visits from Barnestorm to HHAeXchange.

Basic Process Flow

EVV Visit documentation
added to Barnestorm

→

EVV Visit Imported
to HHAeXchange

→

HHAeXchange audit
& sends 837 to payer

→

Payer responds in
HHAeXchange

Step 1: View Claims Status - View Claims Status

Use this report to confirm whether visits were accepted or rejected by the payer.

Go to Billing > Claims > View Claims Status.
Click the dropdown arrow beside each to review valuable information.

📌 Use these details to determine if any corrections are needed before re-submitting EVV visits.

Step 2: Check the Prebilling Page - Review Visits on the Prebilling Page

This section highlights visits that are held for pre-billing review before they can be processed by the payer.

Navigate to Billing > Claims > Prebilling.
Focus on the Review Visits section (starts at Step 5 in HHAeXchange documentation).
Caregiver Compliance alone should not hold up visit from billing process.
- If multiple errors are involved, visit will be held up.

📌 Visits listed here will not move forward until the issues are resolved.

Step 3: Billing Review - Billing Review

For additional review, use the Billing Review section to:

Double-check visit details
Review any remaining holds

Additional HHAeXchange Resource Guides

EDI Training Videos: Training Videos | HHAeXchange Knowledge Base

Main V5 Flat File EDI Guide: V5 Flat File

Common Import Rejections: V5 Flat File Common Import Rejections

Best Practices for EDI: Best Practices for Integration and EVV Compliance

EVV - Creating CareChamp Profile

farrah@barnestorm.com — Tue, 21 Jul 2026 10:45:21 GMT

Watch Videos 🎥Creating CareChamp User Profile

Use the following article if the employee has not been added to Barnestorm yet: Add / Edit / Terminate Employee / Reactivate Employee (Add, Employees, Instructions, New User, Other Basic Codes) (barnestorm.biz)

Create a new CareChamp user

From Barnestorm Office go to Codes > Other Basic Codes > Employees.
Pull up the employee using their four-digit code or by name.
Be sure there are no special characters in the Last Name or First Name field; a hyphenated name is valid to use. Be sure NOT to include information like the aide's credentials or office.
Leave the Email Address field blank for a generated email. If you have a personal or business email for the employee, list that in the Email Address 2 field.
Check the CareChamp checkbox. If this box is already checked, that means the account may have already been created.
Click on Save.
The CareChamp Settings button will appear, click it. Select any special rules that need to take place. You can review those rules below.
Click on Save.
Click the Sync Schedules button and wait for the progress bar to finish.

The Invite button will send a link via email and/or cell phone to the user with instructions on how to load and use the app. This should be done after all employee information has been entered.

Notes: At the time record is saved, a few checks will run to make sure the employee meets specific criteria for a CareChamp user: Cell Phone Number (include area code), Program, Job Code (with rev code 0570 or 0599 for CAP/PCS or 0550 for HH nurse assigned to it), Rev Code of 0570 or 0599 for CAP/PCS, Rev code 0550 for HH nurse, SSN. You will receive a warning message if any fields need to be corrected. If you make corrections be sure to click on Save again.

If all requirements are met, a Barnestorm email address will automatically insert into the Email Address field. This will be a combination of the first and last name, with a shortened or abbreviated agency name. This field will become locked so that you cannot change the email address.

The Email Address will be the CareChamp users login, and the system will automatically generate a password, which can be found from the Reports section on the main menu.

NOTE: Once you have activated a user, do not switch out the email address.

Synchronize Schedule

After the user has been setup for CareChamp, you’ll have access to the Sync Schedules button that appears under the CareChamp Settings button. We recommend clicking this feature after the user has been setup to force any schedules already created, over to the CareChamp app.

When you select the Sync Schedule button, you’ll notice a green status bar that shows it is working. Do not exit or switch employees until this bar disappears, indicating the sync is complete.

Deactivate CareChamp User

When an employee has been terminated you can remove their login credentials. This completely removes the login. Before completing this step, be sure all visits have been synchronized into Office. It is ok if the visits are still pending or send failed to Sandata.

Access the employee: From Codes > Other Basic Codes > Employees, pull up the employee by their four-digit code or by name.
If they are terminated, uncheck the Active Only box to include inactive records in your search.
Remove CareChamp Access: Uncheck the Care Champ box and click on Save. Answer Yes to remove the user from CareChamp.
Wait for Completion: It may take a minute for this to complete. The system will remove visits from the app and then deactivate the user. Visits within Barnestorm Office will remain intact. The screen may appear unresponsive while the process completes as this is normal.

CareChamp Settings

My Patients Only: When checked it will restrict the list of patients on the app to those assigned to the aide from the Referral > Employees tab. This works on the Schedule New Visit section and works when “Hide Schedule Create” below is not checked.

Show Visit Timer: (RECOMMENDED CHECKED) This shows at the bottom of a started visit. It is a running clock of how long the visit has been in session and also how much time is left out of the scheduled time.

Show Patient Directions: This will show the directions listed on the Referral > Directions, into the app on the patient contact list.

Hide Schedule Create: When checked it will not allow the app user to create a schedule/visit when one is not available. Use this one with caution as these will not be tied to the aide care plan for weekly reports.

Location Lockdown: When checked it will require the app user to have their location service enabled and working and start/end the visit from the patient’s home (within a one mile radius). If the user attempts to start away from the home they will get an error message and will not be able to start the visit. It is important to only use this if management has agreed to activate it. Note that Barnestorm will not be able to troubleshoot location service issues on the device itself.

Lock User: This will not allow the user to log in using their login credentials. When unchecked it will allow them to login. This will not remove the login credentials.

Troubleshooting

Issue: The user cannot log into the app. No error message appears.

Check: From Barnestorm Office go to Codes > Other Basic Codes > Employees and pull up the employee with the issue. Verify the user is not locked under the 'CareChamp Settings'. If so, uncheck the option, click on Save and then reload the Sync Schedules.

Closed Accounting Month

farrah@barnestorm.com — Tue, 21 Jul 2026 04:38:43 GMT

Closed Accounting Month

Overview

Use this feature to prevent posting activity for months that have already been closed. It also allows you to apply a transaction cutoff date on reports such as 09.01 05.07 05.11 05.12 05.22 05.23.

When working with a closed accounting month, add, edit, remove visit and supply entries from the Visit Entry or Supply Charges screens only. Do not use the Medicaid Weekly or Monthly screen.

Enable the Feature

Go to Codes > Security > Global Settings > Misc.
Update 0535 to True.

Access the Screen

Go to Accounts Receivable > Post Payments > Close the Accounting Month.
The system will automatically build a list of recent closed months and cutoff dates.

Manage Closed Months

Use the options below to manage your closed months:

Remove a Month: Select the closed month and click Remove This Date Closed (only most recent month can be removed).
Update a Cutoff Date: Select the month, update the Date Closed at the top, then click Save This Date Closed.
Add a New Month: Click Close The Next Month, select the cutoff date, and save.
Max month/year to go back is 1/2025.

Tip

Once a month is closed, posting activity dated within that period will be restricted. You'll receive a warning during Post Payments if the date is not allowed.

How Edited or Deleted Entries are Recorded

Go to the Employee Activity > Visit Entry or Supplies > Supply Charges.
Search and select the entry that needs updated.
Click Save, you'll receive a message:
- Would you like to create a negative entry to remove the one being edited, then create a new entry to replace it?
Click Yes if you want to proceed.

Barnestorm will create three entries:

Original Entry - The original transaction - comment shows XXed
Deleted Entry - A negative transaction that reverses the original entry - comment shows Deleted
Added Entry - A new replacement entry with current Date Added, allowing it to display correctly in AR reports - comment shows Added

07.06 Scheduled Visits vs Visits Made

farrah@barnestorm.com — Thu, 09 Jul 2026 11:47:33 GMT

From the Patient Info screen > Scheduled Vx shows visits scheduled during the previous 14 days as well as future schedules. If a scheduled visit prior to today has a matching assessment, then it is marked OK and shows the actual time in; if not matched it is marked __.

From the Main Menu in Barnestorm Office click on Reports > Audit > 07.06 Scheduled Visits vs Visits Made. This report compares the planned visits that were entered in the Schedules screen to the visits that were actually done.

From Dates = Starting assessment/schedule date.
Thru Dates = Ending assessment/schedule date.
Program(s) / Payer(s) / Team(s) / Employee(s) = Filter report by entering program, payer, team or Employee numbers. Or leave blank to select all.
Print Active Patients With No Future Schedules = This report will show all Active patients who have no future schedules. If you select this bullet, some of the options below will not appear.
Use Match the time +/- Hrs to indicate the number of hours difference between the scheduled time and the actual time that allows a scheduled visit to be matched to an actual visit. The information that is matched up is the chart#, employee#, date and time (+/- specified hours).
Match Schedules to POC Assessments = Use this option if you are comparing actual visit/assessments from Point of Care.
Match Schedules to Visit Charges = Use this option if you key in your charges from Barnestorm Office > Employee Activity > Visit Entry.

Skip Patients With No First Name or RBNA = This option will skip patients that do not have a first name listed or if patient is RBNA.
Skip Chart#s Starting with 9999 = This option will skip all chart numbers that start with 9999.

Select disciplines to run or leave all unchecked to select all disciplines. This option only works on some of the filter options.

The following options may take longer to run:

Print TimeIn.Out Changes = This option will audit assessments that had the time in and out updated. It shows the current time in and out and compares to what it was. Report includes the difference in times. This report will select any employee who worked during the time frame selected. No times were changed will show up for employees who do not have a difference.
Print Days to Lock Assessment = Use this option to view the number of days it takes to lock an assessment. You can pick how many days to start at (number will exclude assessment locked within the number of days you select).

The report takes each scheduled visit during the past (Look Back) days, and tries to match an assessment to it. If the time for the scheduled visit is left blank (leaving it 0000), then that gets changed to 1200 (noon). If no match is found, then the scheduled visit is printed.

There are several Print Options to choose from. Select your option, then press Print tab.

Comments Column Pulls:

< Scheduled > = no comment made on the schedule, visit either made or not made

< Unscheduled > CHARGEABLE = no schedule created, but a was visit made. Sometimes a supe visit

Comment Text = Text that has been keyed into the scheduled comment field

Deactivate a Job Code

farrah@barnestorm.com — Tue, 07 Jul 2026 05:04:36 GMT

Deactivate a Job Code

How to Make a Code No Longer Available for Use

Overview

Mark a Job Code as Do Not Use (DNU) when you no longer want it to show up as an option.

This will remove the Job Code from:

Point-of-Care > Visit/Assessment > Start
Aide Plans
EVV Visits
Schedules

Important

The only screen it may allow you to select it from is the Employee Activity > Visit Entry.

Steps to Deactivate a Job Code

Go to Codes > Rates > Job Codes.
Type the program code and job code to bring up the job code to be deactivated.
In the Description field, type in DNU at the end of the current description.

For example: Skilled Nursing DNU

Click the Save Job Code and Rate button.

POC users will need to complete a Sync to grab those changes.

Steps to Reactivate a Job Code

Go to Codes > Rates > Job Codes.
Type the program code and the job code to bring up the job code to be reactivated.
In the description, remove DNU.
Click the Save Job Code and Rate button.

POC users will need to complete a Sync to grab those changes.

When you reenter the Visit/Assessment screen, in POC, the job code will reappear as an available code for use.

📅 Last updated: 8/08/2025
📩 Need help? Contact Barnestorm Support

EVV - Visits Show No GPS for Completed Care Champ

farrah@barnestorm.com — Wed, 17 Jun 2026 04:55:32 GMT

EVV – “No GPS” Status

“No GPS” visits are billable and approved by NC DHHS, Sandata, and HHAeXchange. These send as exceptions but are still payable.

Understanding “No GPS” EVV Status

Location Services are turned off on the device.
User may have tapped “Don’t Allow” on the location popup when logging into CareChamp.
Location Services may be disabled for specific apps.
On iPhones, repeated denial of location access can disable the feature until reset.

Helpful Resources (External)

Enabling Location Services – iPhone

Close CareChamp: Swipe up to close the app completely.
Reset Location & Privacy:
- Go to Settings > General > Transfer or Reset iPhone.
- Tap Reset > Reset Location & Privacy.
- Enter your phone password and confirm.
Reopen CareChamp:
- Select Allow While Using App when prompted.
- Tap Allow for location services.

Enabling Location Services – Android

Close CareChamp: Swipe away or force-close the app.
Enable Location Services:
- Go to Settings > Location.
- Toggle Location Services ON.
Reset Location Settings:
- Go to General Management > Reset > Reset Network Settings.
- Tap Reset settings.

Reset App Permissions:
- Go to Settings > Apps > CareChamp > Permissions.
- Select Location > Allow While Using the App.

Reopen CareChamp via Browser:
- Open Chrome and visit care-champ.web.app.
- Allow location permissions when prompted.

📩 Need help? Contact Barnestorm Support

EVV - Prepare and Send the EVV Visits File to CareBridge

farrah@barnestorm.com — Tue, 16 Jun 2026 04:07:12 GMT

CareBridge will need to receive EVV Visits file for Healthy Blue. This is the only MCO using this method.

📄 Common Error Codes PDF: Click Here
📆 Need help with authorizations? Use this guide: EVV – Add Authorization Dates and Hours

Authorization Check (Healthy Blue)

Before uploading to CareBridge:

Healthy Blue requires an active authorization for every patient on the EVV file (Patient Histories > Authorizations)

Required for Visits to Appear on Import List

Referral setup must include: Correct first/last name, Correct DOB, BSBC selected as payer, Valid Medicaid # in HIC# field, Valid Member ID in MCO# field, ICD codes (dated on or before admission date).
Authorization must be: Active and valid for visit date range and Entered in Patient Histories > Authorizations.
Visits must be EVV visits: Do not use manually entered visits in Visit Entry – these lack EVV data.
Visits must be chargeable: Use the EVV > Import Visits screen to prepare them for billing

👉 Import Visits Help

Upload Visits to CareBridge

Go to Billing > HIPAA Transactions > HHAeXchange/CareBridge and select the CareBridge File Create tab.
Set From/Thru Date to match your EVV date range
Check the Exclude Patients With Missing Authorization box.
Click Check for Dupes to verify there are no overlapping patient/employee visits.
Click Select EVV Visits.
- 🛑 If an error report pops up, save or print it.

Fix those issues in EVV Visits before proceeding.

Once visits are listed, review for accuracy
Click Prepare Import File: This builds the upload file in CareBridge’s required format
When prompted:

Click Yes to send the file immediately to CareBridge
A message will appear letting you know the files has been sent
The file may not show on the uploads tab for 30-60 minutes

You're Done!

CareBridge will begin processing within ~3 hours
They’ll return a response file for each upload. Article 👉 EVV - Status of HHAeXchange and CareBridge Uploads (CareBridge, EVV, HHAeXchange)

🚫 Need to Void a Visit?

Use Select One Visit to Void
Check the visit and click to remove

🔍 Follow-Up: Claim Status

Use Availity to:
- Verify if CareBridge generated a claim
- Download the 835 remittance (may take up to 30 days)

If no claim appears, contact CareBridge Support.

Barnestorm does not handle claims after EVV is sent.
CareBridge builds the 837 and sends it to Healthy Blue.
All payments come directly from CareBridge using your registered method.

Barnestorm Reports Guide - Font Size, Excel & More

farrah@barnestorm.com — Tue, 16 Jun 2026 03:11:52 GMT

Barnestorm Reports Guide

Use this guide to search for reports, customize report layouts, export reports to Excel, and adjust report font sizes in Barnestorm Office.

Tip: Select the ▶ collapse icon throughout this article to expand additional instructions and details for each section.

Accessing Reports

From the Barnestorm Main Menu, select Reports.
Select a category from the left side menu.
Use the Find A Report section to search by:
- Report name
- Report number
- Keyword related to the report
Select the report title to open it.
Choose your report settings and run the report.

Note: If you do not have access to a category, ask your supervisory to edit your employee security to include missing sections.

Using My Reports

The My Reports section keeps track of your recently used and favorite reports for quick access.

To add a report, right-click the report name and select Add To My Reports.
To remove a report, right-click the report inside My Reports and select Remove.

Exporting Reports to Excel

There are two ways to export reports to Excel.

Option 1 — Export Before Running the Report

Select the Export to Excel option before running the report.
Run the report.
After closing the Barnestorm preview window, the report will automatically generate and save to:

C:\Barnestorm\Office

Option 2 — Export After Running the Report

Run the report normally.
Select the Export icon.
A popup window will appear asking if you would like to save and open the report.

Note: If the report does not generate correctly, the computer may not have the appropriate file types enabled to create Excel files such as .xlsx or .xls.

Customizing Reports

Many reports can be customized before running the report.

Sorting Data

Click a column header to sort the report data.

First click = Ascending order
Second click = Descending order

Grouping Information

Grouping allows similar information to appear together on the report, such as grouping by Program, Employee, or Payer.

Filtering Results

Check Allow Filtering.
Select the filter icon on the column you want to filter.
Choose a value or create a custom filter.

Multiple filters can be applied to narrow down report results.

Choosing Columns

Use Choose Columns to:

Add additional columns to the report
Remove columns you do not need
Customize the report display

Resizing Columns

Hover your mouse between column headers until the resize icon appears. Click and drag to resize the column width.

Saving Custom Layouts

Select Save New Layout.
Enter a report category, name, and description.
Select Save Report.

Your custom report layout will automatically load the next time it is selected.

Increasing Font Size on Reports

There are two different report types in the Reports screen, and each type has a different method for increasing font size.

Reports That Start With a Menu Number

Example: 02.06 Visit Reference List

Select the report.
Check the Landscape option.
Run the report.

This slightly increases the font size and improves report readability.

Reports Without a Menu Number

Select the Admin tab from the left menu.
Select Create Reports.
Choose the report from the dropdown list.
Select Next until the final screen appears.
Change the font size to 9.
Select Save Report.
Run the report again from the Reports screen.

If additional size increases are needed, repeat the steps and try a font size of 10.

Note: Running Download New Reports may reset the report font size back to the default setting.

Download New Reports

Use the Download New Reports option regularly to receive newly created reports and report updates.

We recommend downloading new reports weekly to ensure your report list stays up to date.

EVV - Editing Visits and Deviations

farrah@barnestorm.com — Fri, 12 Jun 2026 06:30:00 GMT

EVV Visit Corrections & Deviations

How to correct visit times, fix verified EVV visits, and record deviations for reporting.

Important Notes

Do not change visit times *just* to match authorizations.
Per NC DHHS, record the actual time worked -- even if over or under authorization.
Adjust future visits in the Aide Schedule instead of editing past visits for authorization purposes.

Use these steps when:

You need to correct a clock out time due to a mistake (marks as adjusted).
Incomplete tasks need marked (telephony).
Incorrect job code was used.

⚠ Note: Check to see if the aide plan needs adjusted, as well.

Correcting Overage Time on Visits

📽️ Fix EVV Visit to Correct Visit Time

When an aide stays longer than authorized, handle it the same way you normally would per NC DHHS:

If overage was legitimate (accident, extra care needed) → Adjust the service plan. Shorten future visits on the Aide Schedule. Do not use the correction process below.
If overage was an error → Follow the steps below.

Steps to Edit EVV Visit

Go to the EVV Visits and select the visit to edit.
If visit is Charged, click the 🔓 Unlock icon.
Click Edit.
Make necessary changes (codes, payer, job code, visit type, tasks etc.).

To fix times:
- Check Adjust Times → update Adjusted Start and Adjusted End.

Set Reason for change (e.g., “Caregiver forgot to clock out”).
Click Update Visit. For Sandata payers, the visit will be re‑verified.
You may need to run Employee Activity > Import Visit Charges if it was imported previously.

Optional Edits:

Tasks: Click Reload Tasks, uncheck incomplete ones, add a reason.
Check All to mark all tasks completed.
If job code, visit type, or payer are wrong, verify the Aide Plan.

Recording Visit Deviations

For any visit with a deviation—such as aide left early, no substitute available, etc.—record details in the Comments field of the visit.

If the visit is cancelled → Change Visit Type to a cancellation reason AND set the End Time to match the Start Time.
Deviations will appear on the EVV Compliance Report Pre‑Billing Audit in Reports.

📩 Need help? Contact Barnestorm Support

EVV / CareChamp - Employee Forgets to Clock Out

farrah@barnestorm.com — Mon, 08 Jun 2026 08:46:38 GMT

Complete Visits When Aide Forgot to Clock Out

How to handle visits that remain "In Progress" in Care Champ or Barnestorm Office when an aide forgets to clock out.

📽️ Complete Visits – Aide Forgot to Clock Out

Manual Visit Completion

Use this process if the visit is not clocked out and still shows “In Progress.”

See the Best Practice section later in this article for App Visits.

IMPORTANT

The Finish button may not be active until 2 days after the scheduled date.
The delay will give the visit time to sync to the office.
Each agency can set their own number of days enable the Finish button.

Steps:

In Barnestorm Office, go to EVV Visits.
Select the visit showing In Progress.
Click Finish to mark the visit as complete.
If needed, click Edit to adjust visit times or complete any missing tasks.
Verify accuracy and Update Visit.

Best Practice for Care Champ

Visits will auto-complete if the next visit occurs within 1 - 4 days of the previous in-progress visit.
When auto-completion happens, the aide will see a pop-up confirming the previous visit was marked complete.
The message disappears automatically — no action required from the aide.

If Visit Shows Completed in the App but Not in Office

Have the aide open the visit in Care Champ and tap Resend.
This will send the visit to Barnestorm Office and display it on the EVV Visits screen.
Sync may take up to 1 hour during office hours or until the next day if after hours.
Low cellular signal can delay syncing.

📩 Need help? Contact Barnestorm Support

HH EVV - Starting and Ending Visits in POC

linda@barnestorm.com — Tue, 02 Jun 2026 05:25:17 GMT

USE POC TO START & FINISH VISITS

1. Verify Location Services in POC

After logging into POC, check the indicator light under the Exit tab on the Main Menu.
- 🟢 Green = Location services are enabled.
- 🔴 Red = Location services are not fully enabled but may turn green within a minute.

2. Start the Visit in POC

Open POC and start the visit from the schedule.
Tap "Start" at the exact time you are at the patient's home.
If needed, you can tap "Start" while in your car outside the home—CMS allows starting within sight of the home.
GPS tracking is only recorded for visits where the payer requires EVV.

3. Complete the Visit & Documentation

Provide care as usual.
Document your visit note. If you can’t finish documentation immediately, you can complete it later.

4. Set End Time Before Leaving

Before leaving, go to Finish in the assessment and tap Set End Time.
This should be the last thing you do before leaving the home.
CMS allows ending the visit within sight of the home (e.g., in your car).

5. Editing or Completing Notes Later

You can edit or add to your visit notes at any time.

Common Situations & Solutions

WHAT IF I NEED TO LEAVE THE PATIENT HOME EARLY?

Before you leave the patient home, make sure to go to Finish in the assessment and tap the Set End Time Button. This should be the very last thing you do before you leave the patient home, even if you’re leaving early.

DON’T SEE THE PATIENT ON YOUR SCHEDULE FOR TODAY

Follow your agency policy: if you agency allows you to start a visit without using the schedule, do so.

All the other instructions are the same.

NO/SPOTTY CONNECTION AT PATIENT HOME

No connection is required for this to work: no wifi, no cellular, no internet.

WHAT IF I’M SUBSTITUTING?

Start the visit according your agency policy (from the schedule or as a new visit).

All other instructions are the same.

WHAT IS THE BACKUP METHOD FOR EVV?

Telephony, using the patient’s phone. The patient phone number must be documented in Barnestorm (Referral) for this to pick up scheduled visits for the patient.

1. When you arrive at the patient home, use the patient’s phone to call your agency's toll-free telephony number as soon as you arrive.

2. Complete your visit.

3. From the patient’s phone, call your agency's toll-free telephony number right before you leave.

IMPORTANT: IF YOU HAVE ANY ISSUES, TRY THE STEPS ABOVE FIRST. IF YOU STILL HAVE TROUBLE, CONTACT YOUR OFFICE IMMEDIATELY AND LET THEM KNOW YOUR PATIENT, START TIME, AND END TIME.

EVV - Adding New Employees to Barnestorm

linda@barnestorm.com — Tue, 02 Jun 2026 05:22:52 GMT

Video: Add Employees to BarnestormSystem - YouTube

Adding New Employees in Barnestorm - instructions for EVV related employees.

You can add new employees either while entering referral/patient information or by navigating to Codes > Other Basic Codes > Employees. On the Employees tab of the Referral, you can click on New Employee to start the process.

Add a New Employee: Click on the Add A New Employee button and select a code from the list.
Enter Required Information: Fill in the minimum required employee information and click Save.

Required Fields:

Correct spelling of the employee’s name
Cell phone number (10-digits with area code)
Program
Job Code (select the job code typically used for the employee)
Rev Code (nurse = 0550, aide must be 0570 or 0599 for EVV compatibility)
Social Security Number, options are:
- The full 9-digit number without dashes.
- Last 5-digits of SSN with zeros leading: Format example: 000012345.
Gender (may be required by some MCOs)
Date Hired

Other fields are optional, but it’s recommended to track the hire date as well. The primary email address can be left blank to auto-generate an email. You can enter a personal or business email in the second email field.

Common Sandata Rejection Issues & Fixes

⚠️ Employee Name – Only include the name; allowed characters: A-Z, apostrophes, periods, hyphens, and spaces.
⚠️ Cell Phone Number – Always include the 10-digit number with area code.
⚠️ Rev Code – Ensure the correct code is selected (see required fields above).

ADDING AIDES TO THE CARE CHAMP APP

EVV - Adding User to Care Champ App (App User, Care Champ, Care Champ Settings, EVV User, Location Lockdown, Sync Schedules) (barnestorm.biz)

Point-of-Care Users (not for CAP/PCS EVV Users): To stay EVV compliant, set the app status to POC. This will use the device's location services to record GPS coordinates for start and end times. Ensure the device’s location service is enabled for this feature to work. The user also must have a valid cell phone number in order to activate the POC app.

Chart Audit for End of Episode Claims

linda@barnestorm.com — Tue, 19 May 2026 08:38:14 GMT

Chart Audit for End of Episode Claims (EOEs)

This chart audit helps track PPS episodes that have been audited and are ready for billing. It verifies that visits match the ordered frequencies. Use the Billing > PPS Billing > End of Episode Claims and the Billing > PPS Billing > Edit PPS Episodes screens for this feature. (see below)

Troubleshooting Guide

What Each Screen Does

End of Episode Claims Screen: Prints the selected episode audits
Edit PPS Episodes Screen: Marks episodes as approved and ready for billing

Steps to Generate the Chart Audit Sheet(s)

Go to Billing > PPS Billing > End of Episode Claims.
Select Episodes: Use the right-bottom panel to choose episode(s) for the audit.
Program and Payer: Enter the specific program and payer or leave blank to select all.
Episodes Thru Date: Specify the date range for the episode(s).
Select Episodes for Audit: Click this button to generate a list of patients matching your criteria. A list will appear in the first column. To remove any unwanted patients, click their name to exclude from the list.
Print Chart Audits: Click this button to generate a chart audit sheet for each patient. Audits may span multiple pages depending on the episode length and data volume.

Report Options

First Day of Audit Week: Set the start day for the calendar view.
Print Calendars: Check to print a calendar view of each patient's episode with discipline abbreviations on visit dates. Leave unchecked to skip this.
Mark Audit Printed: Check to mark the episode as printed in the Edit PPS Episode screen, updating the print date. Each print date replaces a previous date.
Skip If Audit Previously Printed: Check to exclude previously printed audits, avoiding duplicates.

The audit sheet(s) will include the following:

Orders: Discipline frequencies from Box 21 of the 485 and verbal orders. Ensure frequencies are in the correct format.
Visits: Lists chargeable and non-chargeable visits by job code and date. Non-charge visits show an amount of $0.
Calendar: If enabled, prints a calendar format with discipline abbreviations on visit dates. Non-charge visits follow a forward slash.
Week-by-Week View: Shows the number of chargeable visits by each discipline per week, helping verify frequencies.
Supplies: Lists Box 14 supplies and DME orders from the 485, plus any itemized supplies entered in Barnestorm.

Completing and Approving the Audit

After completing the audit and documentation:

Mark as Approved: Go to Billing > PPS Billing > Edit PPS Episode: Select the patient and episode. Type in the employee code or name of the auditing employee. Click Mark as Audit Approved and Release for Billing button. This updates the audit approval date.
Filter Claims: Use the Audit Must Be Complete option on the End of Episode Claims screen to select Only the episodes that have been approved for billing through the audit process.

Printing Status Reports

Print a report showing each episode's status from Billing > PPS Episode > End of Episode. Enter the program and payer or leave blank for all. Specify the Episodes Thru Date and click Print Audit Status Report. You can print in landscape or export to Excel. This report includes:

Episode information
Audit print date and age
Audit approval date and age

Billing > PPS Episode > End of Episode

Billing > PPS Billing > Edit PPS Episodes

📅 Last updated: 05/19/2026
📩 Need help? Contact Barnestorm Support

My Signature Does Not Appear On My Assessment

linda@barnestorm.com — Wed, 13 May 2026 02:02:47 GMT

My Signature Does Not Appear On My Assessment

Verify those assessments are in locked status. Signatures will only appear on "locked" assessments.
Verify your signature has been properly saved in the system.

In Barnestorm Ofice: Go to Codes > Security > Employee Signatures. If your signature is not there, enter it and Save.

In Barnestorm POC: Go to My Signature tab. If your signature is not there, enter it and Save. Complete a Sync.

"My signature is already there" - Try re-entering your signature in the rectangular box and hit Save. If using POC, don't forget to Sync to update the main system.

Important: If these tips do not resolve your issue, please start a chat, or submit an email to Barnestorm Support: customersupport@barnestorm.com.

How to Print NOE 81A / 81B

farrah@barnestorm.com — Tue, 12 May 2026 11:08:40 GMT

Create and Print Hospice NOE 81A / 81B

Overview

Barnestorm can create electronic hospice Notice of Election claims including:

81A — Notice of Election (NOE)
81B — Notice of Termination/Revocation (NOTR)

Hospice NOE claims can be transmitted electronically. When the file is created, the claim file name will use either:

_A.837 for 81A claims
_B.837 for 81B claims

Important: If you are approaching the Medicare timely filing limit for the NOE or NOTR, monitor the electronic submission carefully. Medicare will return a 999 and 277CA indicating whether the file was accepted or rejected.

Requirements

The patient must be active or admitted within the past 365 days.
The patient’s primary payer must be configured as a Hospice payer with per diem billing.
81B claims are only available for discharged patients.

Create the Electronic 81A or 81B

Barnestorm Office > Billing > Other > Print 81A / 81B

Select either 81A or 81B.
Search for the patient by name or enter the six-digit chart number.
Select the patient and appropriate hospice payer.
Review the claim history panel on the right side of the screen.
- If previous claims exist, they will display in the list.
- If no claims exist, the screen will display: No claims created yet.
Click Create Electronic Claim.
A confirmation message will display showing the file name and save location.
Click OK.

Print the Claim

Click Print Electronic Claim.
Select Print All Claims in This Batch.

Transmit the File

Send the electronic NOE file using the same process normally used to transmit Medicare billing claim files.

Determining Hospice 485 Certfication Dates

farrah@barnestorm.com — Tue, 12 May 2026 06:33:49 GMT

Determining Hospice 485 Certification Dates

Overview

Staff verifying Medicare enrollment should determine the patient’s current hospice benefit period before creating the hospice 485 certification period in Barnestorm.

Previous hospice election and certification periods can typically be reviewed through Medicare DDE or payer eligibility systems.

Hospice Benefit Periods

First and second hospice benefit period = 90 days each
All remaining benefit periods = 60 days

Finding Existing Hospice Benefit Periods

Existing hospice benefit periods and prior certifications may be reviewed using:

Medicare DDE
Payer eligibility systems
Transfer documentation from the prior hospice agency
Existing Barnestorm patient records

The Medicare DDE system has a screen that records this information. Barnestorm takes the 485 from/thru dates as entered and assumes that the agency has done their homework to determine which benefit period is current. The hospice benefit period is recorded in Barnestorm under the Referrals > Payers > Hospice Tracking.

Report 19.08 pulls a detailed list of patients and benefit periods, or a summery that provides counts of the same.

Standard Hospice 485 Certification Dates

If the patient is starting a new hospice certification period, the 485 certification dates should match the applicable hospice benefit period dates.

The certification period should be determined based on:

Previous hospice election periods
Prior certification dates
Current hospice benefit period

Hospice Transfers Between Agencies

When a patient transfers from another hospice agency during an active hospice certification period, the certification dates do not restart.

Important: A hospice certification period split across two providers must maintain the same certification end date.

If the transferring agency has an active hospice 485:

Your certification start date is the patient’s admission date to your agency.
Your certification end date remains the same as the transferring agency’s current certification thru date.
Use the Special date option on the Create a New 485 screen to manually enter the certification dates.

If No Active Certification Exists

If the transferring agency does not have an active hospice 485 certification period, create the hospice 485 using the standard certification period dates based on the patient’s current hospice benefit period.

Knowledgebase

Barnestorm Office Notification System

Open a Notification

Enable Notifications

Holiday Office Closures

How to Reach Us While We’re Closed

Our Yearly Holiday Schedule

Add/Edit/Delete a Doctor

Add, Edit, or Delete a Doctor

Add a Doctor

Edit a Doctor

Delete a Doctor

Barnestorm Messaging and Features

Barnestorm Messaging & Reminders

What This Screen Does

Quick Start

Setup for Text & Email (One-Time)

Create a New Inner-Office Message

Receiving & Notifications

Send a Text Message (SMS)

Send an Email

Send to Care Champ (EVV Customers)

Create a Personal Reminder

Notes & Limits

EVV - Change date / time / employee on a single schedule

EVV — Change Date / time / Employee on a Single Schedule

Steps

EVV - Adding a Referral/New Patient

Adding a New Patient in Barnestorm

Completing the Referral Screen

Referral Information - Admit Date and Status: Enter the patient’s admit date (the date your agency began or will begin services) and change the Patient Status to "Active." Set the Admit Type to "Admitted."

Payers - Select the "Payer 1" row, then enter the program and payer code (or search by name). Input the patient’s Medicaid or payer subscriber number into the HIC# field.

For Healthy Blue patients, use the subscriber ID in the HIC# field. Ensure you use the Medicaid number that starts with a "9." The aggregator will reject records with the old Medicaid number. Do not include dashes in the HIC# field to prevent EVV visit rejections.

Dr + Pharmacy - Primary Physician: Add the Primary Physician by entering the code or searching by name.

Employees - Assigned Staff: Add the office case manager and the assigned aide. You can search by name or enter the four-digit code. The employee listed first will be assigned as the patient’s case manager/care coordinator.

Final Step: Before exiting the referral, click "Save All Patient Data" to ensure all information is stored correctly.

My Claims Were Accepted, but Medicare / Medicaid Did Not Receive Them

EVV - Employee Compliance Report 17.37

17.37 EVV Compliance

Overview

How to Use the EVV Compliance Summary

Complete Report Options

Reading the Report

Special Notes for Live-In Aides

Report Types

Tips for Better Compliance

Pre-Billing Tips

Eligibility Verifications for Medicaid

Eligibility Verifications for Medicaid (270 / 271)

Overview

1) Create Medicaid Eligibility Verifications (file type 270)

2) Transmit Eligibility Files to NCTracks (file type 270)

3) Receive Eligibility Response (file type 271)

4) Print / Understanding Eligibility Results

EVV - Tips for Checking HHAeXchange Reports

Basic Process Flow

Step 1: View Claims Status - View Claims Status

Step 2: Check the Prebilling Page - Review Visits on the Prebilling Page

Step 3: Billing Review - Billing Review

Additional HHAeXchange Resource Guides

EDI Training Videos: Training Videos | HHAeXchange Knowledge Base Main V5 Flat File EDI Guide: V5 Flat File Common Import Rejections: V5 Flat File Common Import Rejections Best Practices for EDI: Best Practices for Integration and EVV Compliance

EVV - Creating CareChamp Profile

Closed Accounting Month

Closed Accounting Month

Overview

Enable the Feature

Access the Screen

Manage Closed Months

How Edited or Deleted Entries are Recorded

07.06 Scheduled Visits vs Visits Made

Deactivate a Job Code

Deactivate a Job Code

Overview

Steps to Deactivate a Job Code

Steps to Reactivate a Job Code

EVV - Visits Show No GPS for Completed Care Champ

EVV – “No GPS” Status

Understanding “No GPS” EVV Status

Helpful Resources (External)

Enabling Location Services – iPhone

For Healthy Blue patients, use the subscriber ID in the HIC# field.

Ensure you use the Medicaid number that starts with a "9." The aggregator will reject records with the old Medicaid number.

Do not include dashes in the HIC# field to prevent EVV visit rejections.

EDI Training Videos: Training Videos | HHAeXchange Knowledge Base

Main V5 Flat File EDI Guide: V5 Flat File

Common Import Rejections: V5 Flat File Common Import Rejections

Best Practices for EDI: Best Practices for Integration and EVV Compliance