EVV - Managing the Aide Care Plan


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

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

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Overview

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

    Quick Reference: When to Use Each Process

    Care Plan Main Buttons

    Important Notes
    • The Aide Care Plan should cover the entire approved authorization period.
    • ❌Do NOT remove or overwrite expired plans; they are historical records for visit notes and audits.
    • ❌Do NOT change the Start or Thru date on any plans that have documentation tied to them.
      • New dates require that you copy and stop, which creates a new plan for the updated dates. 
    ➡️ Start Here — Select an Aide Care Plan Process Below
    Creating an Aide Care Plan – For New Plans

    Steps to Create an Aide Care Plan

    • Go to Aide Activity > Aide Plan and click New.
    • Adjust the From and Thru dates to match the authorization. (Auth dates appear at the bottom of the screen.)
    • Assign Staff & Verify Payer Information:
      • Select the assigned aide and office case manager.
      • For CAP/PCS: Most agencies make the payer and job code match — this is helpful for billing correct service code.
      • Vst Code should be a regular chargeable visit.
    • Based on the service plan, select all tasks that could occur during the week.
    • Check the box for each day of the week the aide will visit.
    • Adjust the times for each day to match the service plan.
    • If certain tasks should not be done on specific days, uncheck them for that day.
    • (Optional) Use the Precautions tab to select any applicable safety notes or alerts.
    • (Optional) Enter notes for the aide on the Special Instructions tab. These display on the CareChamp visit Start screen.
    • Verify accuracy of the plan before scheduling.
    • Finalize the Schedule - this generates the schedules and pushes them to CareChamp
      • Click Create Schedule and wait for it to process.
      • Click Save Plan.
    • (Optional) Verify the Schedule — Go to Aide Activity > Aide Schedule and pull up the patient. Use Month View to adjust minutes as needed to match the authorization.
    Changing the Aide / Ending Care Plan Early (Copy & Stop)

    Overview

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

    Steps to Complete

    Part 1 — Copy Existing Aide Plan
    • Go to Aide Activity > Aide Plan.
    • Select the active plan and click Copy to create a new plan.
      • This copies all details from the existing plan into a new one.
    • The From date will be the effective date of the change.
    • The Thru date will match the end of the authorization.  
    • UPDATES: Make necessary changes, reviewing the details carefully.  
    • Click Create Schedules to generate schedules for the new plan's date range. 
    • Click Save Plan.
    Part 2 — Stop / Discontinue Old Aide Plan
    • Select the plan to be discontinued and click Stop. Confirm when prompted.
    • Wait for the entry to turn grey — this may take a minute.
      • Behind the scenes: This sets the Stopped Date to today, removing schedules today and going forward from both Barnestorm Office and the aide's CareChamp app (for this plan only).
    • Click Save Plan. 
    Part 3 — (Optional) Changing the Stopped Date 
    • The Stopped date equals the date the plan is no longer in effect. 
    • Select the stopped care plan and click Edit.
    • Change the Stopped date (⚠ NOT the From or Thru date).
    • Click Save Plan.
      • No need to click Create Schedules — schedules will adjust automatically.
    Editing an Aide Care Plan – Correct Errors

    Overview

    • Use this process when incorrect or incomplete data was entered originally.
    • This should not be used often. 
    • Will update the plan and schedules for EVV without changing historical records.
    Important Notes
    • Do NOT use this process for tasks like Switch the assigned aide, Change From / Thru dates, Switch payers.
    • See 'Changing the Aide / Ending Care Plan Early' for a list of appropriate uses.  

    Steps to Edit an Aide Care Plan

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

    Overview

    • Use when the current aide care plan has expired and a new one is needed for a new authorized period.
    • Ensure there are no gaps in the aide’s schedule when authorization dates change.

    Steps to Complete

    📽️ Watch Video: Renew Aide Care Plan

    Step 1 — Add the New Authorization

    • Go to Patient Histories > Authorization for the patient.
    • Select the payer and enter the new authorized dates and hours. ✅ Do not overwrite the previous authorization.
    • Update the authorization number if the payer requires it for claims.
    • 📄 See: How to Add Authorization Dates and Hours
    Step 2 — Copy the Expiring Care Plan
    • Go to Aide Activity > Care Plan and select the expiring plan.
    • Click Copy.
    • Change the From and Thru dates to match the new authorization period.
    • Update other details as needed:
      • Aide
      • Tasks
      • Days or visit times
    • Click Create Schedules and then Save Plan to generate new schedules.
    Print Options

    Overview

    Print a quick care plan summary or a weekly time sheet with documented visit details.

    🖨️ Print Care Plan Summary
    • Aide Activity > Aide Plan → select the plan.
    • Click Print (top of the screen).
    • Review the basic plan details, then print or save as PDF.
    🗓️ Print Weekly Time Sheet

    Shows documented visits, start/end times, and tasks completed.

    • Aide Activity > Aide Plan → select the plan.
    • If more than one plan exists, choose the correct aide and date range.
    • Open the Aide Plan dropdown and select the week to view.
    • Click Print to print.



    💡 Tip: If a sheet looks incomplete, verify visits were documented as EVV and assigned to a care plan.
    📩 Need help? Contact Barnestorm Support

    Posted Tuesday, August 05, 2025 by farrah@barnestorm.com
    http://kb.barnestorm.biz/KnowledgebaseArticle51778.aspx