EVV – Common Scheduling & Care Plan Issues
Barnestorm Office > EVV > Aide Care Plan / EVV Visits / Schedule Updates
Overview
This guide covers the most common issues and misunderstandings when maintaining EVV schedules and care plans, including:
- When to use Stop and Copy on the Aide Care Plan.
- When to edit/recreate schedules vs. update a single entry.
- What actions cause schedule/app problems and should be avoided.
- When Barnestorm Support may need to help clean up existing schedules.
Important Schedule Requirements
- Each schedule must have a valid Program and Payer.
- An appropriate aide Job Code
- Typically, the Job Code matches the payer code
- The Job Code should have aide revenue codes (e.g.,
0570, 0571, 0599).
- A chargeable visit code
- A valid Employee/Caregiver who is set up correctly in Barnestorm for EVV.
If any of these pieces are missing, the aide may not see the visit/tasks on the app or may be unable to clock out.
#1 Issue – When to Use Stop and Copy on the Care Plan
Use Stop and Copy instead of editing the existing plan when any of the following change:
- The assigned aide is changing permanently.
- The patient switches payers (Medicaid, MCO, etc.).
- You are adding or removing tasks from the plan.
- The visit times, days, or frequency has changed mid authorization period.
Do NOT: - Do not change the Thru Date on the care plan to end services.
- Changing the Thru Date will not clear future visits from the app and can cause schedule errors.
📽️ Video: EVV – Changing the Aide on the Care Plan / Ending Care Plan Early (barnestorm.biz)
When to Edit and Recreate Schedules
Edit/recreate schedules (rather than Stop and Copy) when data was entered incorrectly from the beginning:
- You find incorrect or incomplete information on schedules that needs to be updated.
- The preferred visit time of day or day of week was entered incorrectly.
- If time or day of the week is changing, then use the Stop and Copy feature.
- Note that this does not keep a historical record of the aide plan.
📽️ Video: EVV – Edit Aide Care Plan (barnestorm.biz)
When to Update a Single Scheduled Entry
Update a single schedule entry (instead of recreating everything) when:
- The assigned aide calls off and a fill-in aide will complete that visit only.
- You need to change the scheduled time in and out.
For a single visit, do NOT: - Do not remove the existing scheduled entry and manually add a brand-new one.
- Do not copy a past schedule and paste it into a future date.
- Do not use the Recurrence feature on the Schedule Calendar for EVV changes.
📽️ Video: EVV – When an Aide Calls Off / Fill-In Aide (barnestorm.biz)
Issues Prevented When Steps Are Followed
Correct use of Stop and Copy, schedule edits, and single-entry updates will help prevent:
- Incorrect app schedules – missing or duplicate visits on the aide’s app, even when Barnestorm Office looks correct.
- Aides unable to clock out or unable to view tasks for a visit.
- EVV visits that do not print on the weekly visit note.
Extra Tips for Adding/Editing Scheduled Visits
Do NOT use these screens for EVV schedules:
- Do not copy previously used schedules and paste them into future dates.
- Do not use Schedule Entry, Medicaid Weekly, or Medicaid Monthly screens to add EVV schedules.
✅ Recommended: - Use the EVV Visits or Schedule screen to add extra schedules.
- Always be sure to select the correct Aide Care Plan when adding a new schedule.
When to Contact Barnestorm Support
If incorrect steps have already been taken on an existing care plan (for example, manual schedule edits in multiple places or incorrect Thru dates),Barnestorm Support may need to:
- Clean up incorrect schedules in the background.
- Remove problem visits and rebuild them using the correct EVV workflow.
- Help ensure the app and Barnestorm Office are back in sync.
Tip: When in doubt, stop and copy the care plan for permanent changes, and use the EVV Visit screen for one-time schedule fixes.