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EVV - Schedules or Visits in App Do Not Match Office

farrah@barnestorm.com — Thu, 10 Sep 2026 06:50:50 GMT

EVV — Fix Schedule and Visit Sync Issues

Troubleshoot schedule differences between CareChamp and Barnestorm Office, or visits that appear missed or in progress in Office but completed in the app.

1️⃣ Scheduled Visits in App Do Not Match Barnestorm Office

Sometimes when updating the Aide Care Plan or adding schedules manually, steps may be missed. This can cause scheduled visits to appear incorrectly—or not at all—in the aide’s Care Champ app.

Step 1 – Check the Aide’s Schedule in Office

Go to Aide Activity > Aide Schedule.
In the Employee field at the top, select the aide.
Review the schedule to confirm it’s correct.
If schedules are missing, go to the Aide Plan tab and recreate them before proceeding.

🔍 Note: The Sync Schedules tool only syncs scheduled visits—not completed EVV visit records.

Step 2 – Re-Sync the Aide’s Schedule

Go to Codes > Other Basic Codes > Employees.
Select the aide with schedule issues.
If they have an active Care Champ account, click Care Champ Settings.
Click Sync Schedules and wait for it to process.
The sync may take several minutes depending on the number of schedules, processor, and internet speed.
When the progress bar disappears, the sync is complete.
Ask the aide to check their schedule again in the app.

2️⃣ Visit Shows as Missed or In-Progress in Office, but Completed in App

Common Cause

This usually happens when the aide's device has weak or no cellular signal at clock-in or clock-out. The visit will not sync to Barnestorm Office until a stable connection is available.

Automatic Sync Attempts

Between 9:00 AM and 5:00 PM, the EVV system runs a sync cleanup every 30 minutes to push through any delayed visits. Wait until the aide has a stable connection before trying the steps below.

Fixing a Single Visit or One Aide/Patient

Original Care Champ App & Care Champ Pro:
- Have the aide locate the visit in the app, tap the visit, and select Resend.
- Do not complete the visit manually in Barnestorm Office unless necessary.
- The resend will attempt immediately. If it fails, it will be queued to try again later.
- If tapped after 5:00 PM, the visit may not appear in Office until the next day.
Care Champ Pro users can also use the Menu > Sync Visits feature (Click here for the article).

If the Issue Affects All Visits

If all aides' visits are missing or stuck as in-progress during the same timeframe, contact Barnestorm Support to check for a possible system-wide issue.

📩 Need help? Contact Barnestorm Support

EVV - EVV Visits Verify

farrah@barnestorm.com — Thu, 10 Sep 2026 06:47:56 GMT

EVV Status Overview

The EVV Status column displays the verification date after a visit is successfully sent to Sandata. If the visit is sent more than once, only the most recent verification date appears.

It is important to note that payers sent through CareBridge or HHAeXchange do not display whether the visit was imported on this screen. The verified status simply confirms the date the visit was completed or edited. The Status could also show up blank.

Automatic Verification Process

Nightly Sandata Submissions

Weekday Processing: The system checks the last 48 hours for visits added.
Weekend Processing: The system extends the search to 8 days.
- Pending visits
- Send failed visits
- Verified visits that were modified
- Late visits manually added

Sending & Resending Visits

Double-Click to Send Pending or Resend Verified Visits

If needed, double-clicking a visit will send or resend it to Sandata.
The EVV Status column will update to Sending (see GIF below).
Stay on the EVV Visits screen (do not change dates or patients) until you see:
- Green Verified Status (successful)
- Orange Send Failed (issue with submission)

Editing a Verified Visit - Sandata

After making changes to a verified visit, click Update Visit.
The system will automatically resend the visit to Sandata.

Filtering for EVV Payers

Only EVV Payers

To focus on Medicaid Direct visits, select the EVV Payers dropdown and click Sandata.
This removes non-Sandata payers, including MCO Medicaid, private insurance, and VA, so that only Medicaid Direct visits remain.

Resolve Sandata Errors Article

📩 Need help with this article? Contact Barnestorm Support

EVV - Monitor Late Clock In

farrah@barnestorm.com — Thu, 10 Sep 2026 06:08:23 GMT

EVV — Monitor Late Clock-Ins

Identify scheduled visits that have not started on time so office staff can follow up promptly.

📽️ Watch: Monitor Late Clock-Ins-feed.

How It Works

If a visit hasn't been started within a set number of minutes after its scheduled start time, it displays the Late icon.
Example: A visit scheduled for 8:00 AM will show the icon at 9:00 AM if your late setting is 60 minutes.
The icon disappears once the visit is In-Progress or Completed.

Why It Helps

Makes it easier for office staff to spot delays.
Enables quick follow-up with the aide (their number appears at the bottom when you click the visit).

Setup Notes

This feature is optional and disabled by default.
Agencies choose the number of minutes to wait before a visit is marked late.
Does not block the aide from starting the visit — it’s a visual alert only.
Works best when scheduled times reflect actual visit times.
Setup Path: Barnestorm Office > Codes > Security > Global Settings > Aide Activity > 0227: Set number of minutes considered late.
Tip: After selecting a scheduled entry, you will see the aide’s cell phone listed at the bottom of the screen.

📩 Need help? Contact Barnestorm Support

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

farrah@barnestorm.com — Thu, 10 Sep 2026 06:03:50 GMT

EVV — Handle Split Visits

When an aide leaves during a visit and returns later, each portion must be recorded as a separate visit. A second scheduled visit is also required when a visit crosses into the next date for an HHAeXchange payer.

📽️ Watch: Add a Scheduled EVV Visit

Steps to Add the Second Visit

From EVV Visits, select today’s date if the visit is happening today.
Click the existing visit for that patient.
At the top, click Schedule.
Update fields as needed: Employee, Payer and Job Code, Date and Time.
If there are multiple Aide Plans, select the correct employee number/dates and click Reload Tasks.
Click Check All to select all tasks, or check only those needed.
Click Add Schedule at the bottom right.

Why This Matters

Ensures each segment of care is properly recorded for EVV compliance.
Prevents billing issues when a visit is split into multiple parts.
Keeps patient care records accurate for auditing and reporting.

Tips

Confirm times are accurate before adding the second visit.
If the split is due to an aide leaving early and not returning, record it as a deviation instead.
Always document in visit Comments why the visit was split.

📩 Need help? Contact Barnestorm Support

EVV - Adding Scheduled (Respite) Visits

farrah@barnestorm.com — Thu, 10 Sep 2026 05:49:19 GMT

Respite EVV — Add a Scheduled Visit

Add scheduled Respite visits when service dates are determined weekly or at the last minute.

📽️ Watch: Add a Scheduled EVV Visit

Overview

Create the Aide Care Plan using the Respite payer and job code.
Select all days on the care plan, but do not auto-generate schedules.
Add each scheduled visit from the EVV Visits screen as dates are confirmed.

Steps to Schedule a Respite EVV Visit

Create the Aide Care Plan using the Respite payer and job code.
Select all days of the week on the care plan. Do not generate schedules for Respite care plans.
When the visit date is known, go to the EVV Visits screen.
Select any schedule/visit for the patient and click the Schedule button (top).
Update as needed: Employee, Payer, Job Code (usually Respite), Date, and Time.
Under Aide Plans, select the Respite care plan, then click Reload Tasks.
Click Check All to include all tasks, or select only the tasks needed.
Click Add Visit (bottom-right) to create the scheduled visit.

Tip

Respite dates change often—add visits individually from EVV Visits rather than generating from the care plan.
Always verify the Payer and Job Code before saving.

EVV - Creating Care Champ Profile

farrah@barnestorm.com — Thu, 10 Sep 2026 05:47:13 GMT

Create and Manage Care Champ Users

Create a Care Champ account, synchronize schedules, manage user settings, or deactivate an employee’s access.

📽️ Watch: Create a CareChamp User Profile

If the employee has not been added to Barnestorm, follow the instructions inAdd, Edit, Terminate, or Reactivate an Employeebefore creating the Care Champ account.

Create a New Care Champ User

From Barnestorm Office, go to Codes > Other Basic Codes > Employees.
Select the employee using their four-digit employee code or name.
Review the First Name and Last Name fields. Do not include credentials, office information, or other special characters. Hyphenated names are allowed.
Leave the Email Address field blank so Barnestorm can generate the CareChamp login. Enter the employee’s personal or business email in Email Address 2, if available.
Check the Care Champ box.
Note: If this box is already checked, the employee’s CareChamp account may already exist.
Click Save.
Click Care Champ Settings and select any settings that apply. The available settings are explained below.
Click Save.
Click Sync Schedules and wait for the progress bar to finish.

Invite the employee: After all employee information has been entered, click Invite to send the employee an email or text message with instructions for accessing the app.

Care Champ User Requirements

When the employee record is saved, Barnestorm checks the following information:

Cell phone number, including the area code
Program
Job code
Revenue code assigned to the job code
Social Security number

CAP/PCS job codes must use revenue code 0570 or 0599. Home Health nursing job codes must use revenue code 0550.

Important: Barnestorm will display a warning if required information is missing or incorrect. After making corrections, click Save again.

When all requirements are met, Barnestorm automatically enters an email address in the Email Address field. The address combines the employee’s first and last name with a shortened version of the agency name. This field becomes locked and cannot be changed.

The generated email address is the employee’s Care Champ username. Barnestorm also generates a password, which can be found under Reports on the main menu.

Important: Do not change or replace the generated email address after the Care Champ user has been activated.

Synchronize Schedules

After the employee is set up for Care Champ, the Sync Schedules button appears below Care Champ Settings. Click this button to send existing schedules to the Care Champ app.

A green progress bar appears while the schedules are synchronizing. Do not exit the screen or select another employee until the progress bar disappears.

Deactivate a Care Champ User

When an employee is terminated, you can deactivate the employee’s Care Champ login.

Before deactivating the user: Verify that all visits have synchronized to Barnestorm Office. Visits may still show a Pending or Send Failed status for Sandata.

Go to Codes > Other Basic Codes > Employees.
Select the employee using their four-digit employee code or name.
If the employee has been terminated, uncheck Active Only to include inactive employees in the search.
Uncheck the Care Champ box and click Save.
Click Yes when asked whether you want to remove the CareChamp user.
Wait for the process to finish. The system removes the employee’s visits from the app and then deactivates the user. Visits already received by Barnestorm Office will remain intact.

The screen may appear unresponsive while the process is running. This is normal and may take a minute to complete.

Care Champ Settings

My Patients Only: Limits the patient list to patients assigned to the employee under Referrals > Employees. This setting applies to the Schedule New Visit screen when Hide Schedule Create is not checked.

Show Visit Timer: Displays a timer at the bottom of an active visit. It shows how long the visit has been in progress and how much scheduled time remains. This setting is recommended.

Show Patient Directions: Displays directions entered under Referrals > Directions in the patient’s contact information within the app.

Hide Schedule Create: Prevents the employee from creating a visit when no schedule is available. If this option is not checked, employees can create unscheduled visits that may not be linked to the Aide Care Plan for weekly reporting.

Location Lockdown: Requires location services to be enabled and working. The employee must start and end the visit within a one-mile radius of the patient’s home.

Use Location Lockdown with caution: Management should approve this setting before it is activated. Barnestorm cannot troubleshoot location-service problems on the employee’s device.

Lock User: Prevents the employee from logging in without removing their Care Champ credentials. Uncheck this option to restore access.

Troubleshooting

Issue: The employee cannot log in to the app, and no error message appears.

Check: Go to Codes > Other Basic Codes > Employees and select the employee. Click Care Champ Settings and verify that Lock User is not checked. If it is checked, uncheck it, click Save, and then click Sync Schedules.

EVV - Cancel a Visit from EVV Visits Screen

farrah@barnestorm.com — Thu, 10 Sep 2026 05:33:37 GMT

Cancel a Visit — Non-Chargeable

Mark a scheduled visit as canceled from the EVV Visits screen. Canceled visits are non-chargeable and are not sent to the EVV aggregator.

📽️ Watch: Cancel a Visit

How It Works

Select the visit that needs cancelled.
Click the Cancel button.
Select the Visit Type reason for the cancellation.
The end time automatically changes to match the start time.
Add Comments if needed.
Click on Update Visit.

📩 Need help? Contact Barnestorm Support

EVV - Evaluating Employee Compliance with EVV

farrah@barnestorm.com — Thu, 10 Sep 2026 05:30:16 GMT

Evaluating Employee Compliance Using EVV Visits

Review employee EVV visits to identify staff members who may need additional coaching or training.

EVV compliance measures whether aides used approved EVV methods—GPS via the app or telephony—to clock in and out. High compliance means visits followed Medicaid EVV rules.

Evaluating in the EVV Visits Screen for a quick, manual check:

Go to EVV Visits.
Apply filters to reduce load time:
- (Optional) Select Program and All EVV Payers.
Set Start/End Dates for the past 2 weeks.
Sort by Employee and review for patterns.

What You Want to See

Status icons:
- Green check – completed visits.
- Green flag – incomplete tasks (reason shown).
- Yellow flag – delayed clock out.
Type icon = App → GPS used.
- If users not locked down to patient location, use report 17.37 to confirm visits start at the patient’s home.
EVV Status = Verified (or blank for HHAX/CareBridge).
Actual matches Scheduled with blank +/-.
- +/- shows over/under scheduled time.

What to Look Out For

GPS issues – App w/o GPS
- Always same patient → check address (spell out, move unit # to Directions tab, save).
- Random flags → clock in without GPS, clock out with GPS → always enable location services.
Missed visits
- Retrain on app & timelines.
- Flip phone → switch to telephony.
- Suspicious excuses → retrain or enforce policy.
Excessive over/under time
- Review authorization and compare to aide plan.

📩 Need help? Contact Barnestorm Support

EVV - Editing Visits and Deviations

farrah@barnestorm.com — Thu, 10 Sep 2026 05:29:16 GMT

EVV Visit Corrections and Deviations

Learn how to correct visit times, update verified EVV visits, and document 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 - Completing a Missed Visit

farrah@barnestorm.com — Thu, 10 Sep 2026 05:24:35 GMT

EVV — Completing a Visit

If a visiting staff member cannot complete a visit using EVV, an office user can manually complete it. The visit will be assigned a CallType of Manual.

📽️ Watch: Complete a Non-EVV Visit

Steps to Complete a Missed Visit

Go to Barnestorm Office > EVV Visits, select the date of the missed visit, and choose the visit entry.
- Note: The visit date cannot be changed.
Click Complete. This updates the visit times to match the scheduled times and changes the status to Completed.
If needed, click Edit to adjust the visit times, then click Update Visit to save changes.

Important Notes

Once completed, the visit will sync to CareChamp to prevent duplicates or missing data.
The Complete button may not be active until 48 hours after the scheduled date. This delay ensures EVV compliance before changes are made and is set per agency.

📎 Related Guides:

Cancel Visit - Non Chargeable

📩 Need help? Contact Barnestorm Support

EVV / CareChamp - Employee Forgets to Clock Out

farrah@barnestorm.com — Thu, 10 Sep 2026 05:22:54 GMT

Complete a Visit When an Aide Forgets to Clock Out

Learn how to complete a visit that remains “In Progress” in CareChamp or Barnestorm Office because an aide forgot to clock out.

📽️ Watch: Complete a Visit When an Aide Forgets 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

EVV - Using the Action Buttons

farrah@barnestorm.com — Thu, 10 Sep 2026 05:13:59 GMT

Using the Action Buttons

Learn how to use the action buttons located at the top of the EVV Visits screen.

How It works

Add Visit

Use this feature to add a quick visit. Note that schedules are not tied to the visit when using this method. This step is not typical for payers where EVV is required.
If a visit is missing from EVV Visits, check the Aide Plan and Aide Schedule to determine why it isn’t appearing.

Schedule

Use this to add an unexpected scheduled visit, such as a Hospice visit.
Select any schedule or visit for the patient you are adding.
Select the Schedule button and change the following information, as needed: Employee, Payer and Job Code, Date and Time.
This will add the scheduled visit to the aide's CareChamp app.

📽️ Watch Video: Add a Scheduled EVV Visit

Edit

Use Edit to make changes to a visit or schedule.
If the visit is In-Progress, you will also see a Finish button.

📽️ Watch Video: Fix EVV Visit to Correct Visit Time

Complete

Use Complete to finialize visits that were not completed using EVV.
Visits must be completed in EVV for billing to process.
The Complete button may appear after 48 hours, allowing time for EVV data to sync. Each agency is setup differently.

📽️ Watch Video: Complete Non-EVV Visits

Cancel

Use Cancel if the visit was canceled for any reason.
Cancelled visits do not get sent to an aggregator and will not be billed.

📽️ Watch Video: Cancel Visit

Finish

If a visit is In-Progress because an aide forgot to clock out, use Finish to close the visit.

Note: All tasks will be marked as completed--you must edit the visit to mark tasks as incomplete, if needed.
📽️ Watch Video: Complete Visits Aide Forgot to Clock Out of

REMOVE -- Use Caution with the Remove button:

Do not remove visits unless you are absolutely sure they are incorrect.
Once removed, visits may not be retrieved.
Removing visits from the EVV Visits screen does NOT remove them from the EVV Vendor it was sent to.

📩 Need help? Contact Barnestorm Support

EVV - Using the EVV Visits Screen

farrah@barnestorm.com — Thu, 10 Sep 2026 05:12:53 GMT

Using the EVV Visits Screen

Use the EVV Visits screen to monitor scheduled visits in real time as caregivers clock in and out. We recommend reviewing this screen daily.

📽️ Watch: EVV Visits Screen Overview

📽️ Watch: Navigate the EVV Visits Screen

📽️ Watch: Understanding EVV Statuses

📽️ Watch: Understanding the Time, Scheduled, Actual, and Plus-Minus Columns

Filters and Navigation

From / To Date: Select a custom range or use quick filters for a Day, Week, or Month view.
Program: Filter by one program at a time.
Status: Filter by visit status:
- Pending: Visit needs to be verified.
- EVV Verified: Sent to aggregator (Sandata).
- Send Failed: Transmission error occurred and needs resolved.
- Blank: In-Progress, not started, or not Sandata payer.
EVV Payers: View all or a selected EVV payer.
Binocular (and visit preview window): Compares GPS coordinates to the patient's home and contact address to determine the closest match.
- Home or specific contact name with the distance between starting/ending visit and address
- Community Shows distance when greater than five miles away from home address AND not listed under Contacts
- Telephony (Telephonic) Phone number (Patient/Employee/Contact)
- Invalid coordinates Location turned off
- No visit coordinates Manual entry or missed visit
- Progress Visit is still In Progress

Verifying Visits

Automatic: Visits are sent nightly to Sandata.
- Weekdays: Pulls visits from the last 30 days.
- Weekends: Pulls visits from the last 60 days.
Manual: Double-click a visit to send or resend it.
Editing: Re-verifies and re-sends the updated visit.

EVV Status Descriptions

Icon Meaning	Description
	Sandata Payers: The visit has been sent to Sandata - Care Champ, Telephony or Manual. HHAX/CareBridge: Verified does not mean the visit has been imported via Barnestorm, it means the visit is complete and ready for import process.
	The visit is pending to be sent to Sandata.
	Any starting with Send Failed means the visit failed to send to Sandata due to incorrect patient, employee, or visit information. A short description of the error will follow. You can see the article for resolving Sandata errors for more details.

Icon Meaning

Description

Sandata Payers: The visit has been sent to Sandata - Care Champ, Telephony or Manual.

HHAX/CareBridge: Verified does not mean the visit has been imported via Barnestorm, it means the visit is complete

and ready for import process.

The visit is pending to be sent to Sandata.

Any starting with Send Failed means the visit failed to send to Sandata due to incorrect patient, employee, or visit information.
A short description of the error will follow. You can see the article for resolving Sandata errors for more details.

Status Icon Guide

Icon Meaning	Description
	Employee has not clocked in yet.
	Visit was started via CareChamp or Telephony (Actual time shown).
	Visit ended via CareChamp, Telephony, or entered manually.
	Visit has been unlocked by office staff.
	Visit was edited from Barnestorm Office.
	Some required tasks were marked incomplete.
	Employee forgot to clock out of visit. App user will receive an option to automatically clock out of previous visit at next visit clock in. This feature is only active if the missed visit is between 1 and 4 days old.
	Scheduled visit was not completed before today.
	Visit was canceled - non chargeable (not sent to aggregator). Actual time should be blank.
	Visit marked as no charge or under 8 minutes.
	Feature enabled; visit not started by designated late threshold.

Charged (no icon)	When the status description shows Charged, this means the visit within Barnestorm has been prepped and imported for billing/claims (Import Visit Charges).

Visit Completion Type Indicators

The Type column shows how the visit was started and ended. If clock-in and clock-out were done using different methods, both icons will appear.

Visit Views and Summaries

All Visits: Default view showing all visits in the date range.
Patient Summary: Shows all visits for the selected patient.
Emp Summary: Shows all visits for the selected employee.
Summaries: Include totals for visits, scheduled hours, and variance.

📩 Need help? Contact Barnestorm Support

EVV - When a Patient is Discharged

farrah@barnestorm.com — Thu, 10 Sep 2026 05:11:24 GMT

EVV — Discharge a Patient

Discharge a patient, enter the last date of service, and remove future scheduled visits from the EVV system.

📽️ Watch: Discharge an EVV Patient

How to Discharge a Patient

Use the following steps to discontinue services for a patient. This will mark the patient as discharged and remove visits scheduled after the discharge date.

Go to Select Patient, choose the patient, and click the Referrals tab.
Click the Payers tab and select the payer you want to discharge.
Discharge the payer:
- Check the Discharged box.
- Enter the patient’s last date of service as the Discharge Date.
- Select the D/C Reason.
- Click Save Payer.
Remove future schedules: A message will ask if you want to remove schedules after the discharge date.
- Click Yes to remove the visits from CareChamp, EVV Visits, and Schedules.
Click Save All Patient Data to begin the process. It may take a few minutes to finish.

EVV - Add Authorization Dates and Hours

farrah@barnestorm.com — Thu, 10 Sep 2026 05:08:21 GMT

EVV — Add Authorization Dates and Hours

Enter the patient’s authorization dates and hours to compare scheduled and completed hours and help ensure accurate EVV billing.

📽️ Watch: Add Authorization Dates and Hours

Overview

Works with the 17.34 Authorizations Used report for visit/hour comparisons.
Use 17.35 Expiring Auth report to timely track expiring authorizations.
Annual authorization and care plan dates typically match, creating a continuous flow with no gaps.
For MCOs like Healthy Blue, the authorization# is required for EVV submissions through CareBridge.
CareBridge Only: For service codes that do not require an authorization, enter NCBLANK in the Authorization # field.

📎 Related Guides:

Managing the Aide Care Plan

Steps to Add Authorization Dates and Hours

From Patient Histories or Referral, click on Authorizations.
Pull up the patient and select the correct payer.
Enter the Service Plan From and Thru Dates.
For Home Health, select the Discipline.
For others, select Hours/Week or Hours/Month and enter the authorized hours.
- We suggest using the Month option for the convenience in reports.
Click Save.

Healthy Blue HH Example

📩 Need help? Contact Barnestorm Support

17.35 Print Expiring Authorizations

farrah@barnestorm.com — Thu, 10 Sep 2026 05:05:50 GMT

Print Expiring Authorizations — 17.35

This report identifies authorizations that expire within a selected date range, helping you obtain timely renewals and prevent interruptions in care.

Locations

Patient Histories > Authorizations > 17.35 Expiring Auth tab
Reports > Audit > 17.35 Expiring Authorizations

How to Run the Report

From/Thru: Date range for expiring authorizations based on the Thru date
Programs/Payers/Teams: Filter by codes or leave blank to select all
Print By: Select the order in which to print the data

How to Read the Report

AidePlan: Thru date of the Aide Care Plan
* indicates that the Aide Plan and Authorization dates do not match
LastVisit: Last chargeable visit within the authorization period
Expires: Date the authorization expires
LastAuth: Most recent authorization date
Hours or Hours/Visits:
- Hours = total authorized hours for the period
- Visits = discipline and number of visits approved
Authorizations#: Associated authorization screen
Case Manager: First employee listed under Referrals > Employee tab

Troubleshooting and Tips

Use a wider date range to catch missed or overdue authorizations.

📩 Need help with this report?Contact Barnestorm Support

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

farrah@barnestorm.com — Thu, 10 Sep 2026 04:54:13 GMT

EVV — Change the Date, Time, or Employee on a Single Schedule

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

📽️ 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 - Import Visits to Mark as Ready for Billing

farrah@barnestorm.com — Wed, 09 Sep 2026 09:10:35 GMT

Import Visits into Billable Charges

NC Medicaid Direct (NCTracks) – Process Flow

Verify Eligibility

→

YOU ARE HERE
Visits Audited / Imported

→

Claims Created

→

Transmit to NCTracks / Post Charges

→

Post Remit File

Overview

This step converts completed EVV visits into billable charges. These charges are used when generating claims and payroll-like reports. Only visits that are complete,verified, and free of errors should be imported.

Helpful Resources

How to Import Visit Charges

Go to Employee Activity > Import Visit Charges.
- Limit charged time pop-up - answer no until you understand how it works.
Set the From and Thru dates for the service period.
Optional: Use filters such as Just One Chart # or MCO Only to narrow results.
Confirm that Round .25 is selected.
Click View Visits and review the visit list.
Resolve any issues before clicking Create Visit Charges.
- Print the report if needed.

Tip

If visits do not appear, click the Find Incomplete Visits button to verify if the visits show up.

You can also return to the EVV Visits screen to confirm visits are complete, verified, and error-free.

Once visit charges are created, you are ready to proceed to claim creation in the next step of the billing process.

Care Champ - Adding CareChamp App to Devices

farrah@barnestorm.com — Tue, 08 Sep 2026 07:24:26 GMT

Open Care Champ for Aides Open Care Champ for Nurses

IMPORTANT:When opening Care Champ, select Allow or Always Allow for Location Services. If location access is declined, the visit will be out of compliance. Care Champ records your GPS location only when you select Start Visit and Finish.

How to Send the CareChamp Link from Barnestorm Office

From the Barnestorm Office Main Menu, go to Codes > Other Basic Codes > Employees.
Select the employee who needs Care Champ installed on a device.
Click the Invite button.
A confirmation message will let you know that a text message—or a text message and email—has been sent.

The Care Champ application link will be sent by text message to the employee’s cell phone number.
If a secondary email address is entered, the Care Champ application link and manual link will also be sent by email.

Install Care Champ on the Device

📱 iPhone

Use the Safari Share menu to selectAdd to Home Screen.View the iPhone installation instructions

📱 Android

Open the browser menu and selectAdd to Home Screen.View the Android installation instructions

CareChamp - Installing onto Android

farrah@barnestorm.com — Tue, 08 Sep 2026 06:28:24 GMT

CareChamp Setup Instructions

1️⃣ Install CareChamp onto Device

📱 Android

An office member will send you the install link via text message.
Tap the link in your text message.
Tap the three-dot menu in the upper-right corner of your browser.

Select Add to Home Screen from the menu.

2️⃣ Log into CareChamp

Locate and tap the CareChamp icon on your Home Screen.
Log in using the username and password provided by your supervisor.

IMPORTANT: Tap Allow when prompted for notifications. This allows the office to send you messages through Barnestorm.

IMPORTANT: Tap Allow for Location Services. This is required to record your location during EVV visits.

CareChamp - Installing onto iPhone

farrah@barnestorm.com — Tue, 08 Sep 2026 06:13:08 GMT

CareChamp Setup Instructions

1️⃣ Install CareChamp onto Device

📱 iPhone

An office member will send you the install link via text message.
Tap the link in your text message.

Depending on your Safari layout:
- Tap the Share icon—a square with an arrow; or
- Tap the three dots, then tap Share.
Your screen may look like one of the examples below.

Scroll down and tap Add to Home Screen.

Tap Add.

2️⃣ Log into CareChamp

Locate and tap the CareChamp icon on your Home Screen.
Log in using the username and password provided by your supervisor.

IMPORTANT: Tap Allow when prompted for notifications. This allows the office to send you messages through Barnestorm.

IMPORTANT: Tap Allow for Location Services. This is required to record your location during EVV visits.

EVV - Switching Payer To/From Medicaid and MCO

farrah@barnestorm.com — Wed, 02 Sep 2026 03:36:48 GMT

The following walks you through how to correct information in Barnestorm when a patient switches payer from/to straight Medicaid and an MCO.

Referral - updating the payer info

Add the new payer to the referral (do NOT change any existing payers). You will discharge the old payer and place the new one as the primary payer.

IMPORTANT: It is critical to keep the discharged payer on the patient chart, since it is linked to previous billing, documentation, and EVV.

Here are detailed instructions on how to discharge an old payer and add a new payer:

Changing Payer and Patient Status to Discharged (Discharge, Referral, Status) (barnestorm.biz)

Aide Care Plan - stopping the plan and copying a new one

Stop the discharged aide plan with a stop date of the day you find out about the change.

IMPORTANT: This aide plan should NOT be changed or deleted! It should only be stopped.

Copy the aide plan. The new aide plan should have tomorrow's date as the start date.

Change the payer and job code on the new aide plan to the new payer & job code.

More details on this feature: EVV - Changing the Aide on the Care Plan / Ending Care Plan Early (barnestorm.biz)

Authorization - adding the new authorization

Update the authorization screen with an entry for the new payer.

Do not edit, delete, or remove any existing entries.

More details: EVV - Add Authorization Dates and Hours (barnestorm.biz)

Visits and Billing - updating the visit payer if needed

If you like, you can correct the Sandata aggregator visits to no bill status for any that were sent.

Biller will need to correct the visits and schedules in Barnestorm so that they will be available for the new MCO, follow this process:

1. Go to Employee Activity and click on Fix Payer/Job Cd/Chart#.

2. Select the patient from the top left screen.

3. The discharged payer should show up under the patient on the left.

4. Select the from and through dates of the visits that need the payer changed.

5. Click the Find All Visits Like This.

6. Select the new payer on the right.

7. Select the correct Job Code from the list on the right. For most, it will match the payer code.

8. Click the And Change Them to This.

More details on this feature: Fix Payer / Job Code / Chart Number (Correct, Fix Chart, Fix Job Code, Fix Payer, Instructions, Visits / Assessments) (barnestorm.biz)

Use the Billing > HIPAA Transactions > HHAeXchange/CareBridge to send visits if the payer was switched to an MCO.

Details on sending EVV File: EVV - Prepare and Send EVV Visits to HHAeXchange (barnestorm.biz)

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.