Knowledgebase

EVV - Key Supervision Visits

farrah@barnestorm.com — Fri, 11 Sep 2026 06:28:40 GMT

Enter Supervision Visits

Enter no-charge supervision visits under Employee Activity > Visit Entry to track upcoming supervisory visits using Report 17.33.

Key Points for Setup

Supervising Employee – Assigned revenue code nursing X55X (e.g., 0550)
Go to: Codes > Other Basic Codes > Employees to verify
Visit Status Code – Description should include Supervision
Settings: Chargeable = No, Care Given = Yes, Real Visit = Yes Go to: Codes > Program Related Codes > Visit Status Codes
Job Code – Use a job code with Supervision in the description
Go to: Codes > Rates > Job Codes to view list

Steps to Add Supervisory Visits

Go to Employee Activity > Visit Entry.

Choose the visit date.

Select the employee, patient, and correct payer.

Enter the job code and visit status code (non-chargeable).

Use the description field to search by name if needed.

Add the visit time or total time.

Click Save.

📩 Need help? Contact Barnestorm Support

17.33 Print Supe Visit Due List

farrah@barnestorm.com — Fri, 11 Sep 2026 06:26:32 GMT

Supervision Visits Due — 17.33

View upcoming supervisory visits due for CAP/PCS patients based on the last supervisory visit date and the agency’s program settings.

Screen Location

Patients Histories > Authorizations > 17.33 – Supe Visit Due
Referrals > Authorizations > 17.33 – Supe Visit Due
Reports > Audit > 17.33 – Supe Visit Due

Setup Notes

Supervisory visits must be entered using an employee with a nursing revenue code.
Employee must have a nursing Rev Code under Codes → Other Basic Codes → Employees.
Enter supervisory visits in Employee Activity → Visit Entry as a non-chargeable visit.
Visit status and job code should include “Supervision”.
Only visits with “55” in the middle of the revenue code will count (e.g., 0550).

How to Run the Report

Thru Date: Include visits due on or before this date.
# of Days: Number of days between required supervisory visits (e.g., 90).
Programs / Payers / Teams: Optional filters. Leave blank to include all.
Sequence: Choose how results should be sorted.
Add Case Manager to Report: Optional checkbox to include assigned case manager (from Referrals > Employees).

How to Read the Report

Tm: Team number (Referrals > Primary Team#)
Last Vis: Most recent visit completed (Visit Entry)
Last Sup: Last supervisory visit by employee with Rev Code 0550
Next Sup Due: Based on the # of Days setting
Employee: Person who completed the last supervision visit
Case Manager: Employee listed under Referrals > Employees (if included)

Note: If no qualifying supervision visit is found, the report defaults to 60 days from admit date.

Troubleshooting Tips

Patient will not appear if the last visit is a supervisory visit.
Ensure the employee has a Rev Code with “55” in the middle (e.g., 0550).
Go to: Codes > Other Basic Codes > Employees to verify.
If changes were made, rerun the report.

📅 Last updated: 7/23/2025
📩 Need help? Contact Barnestorm Support

17.34 Print Authorized Hours Used

farrah@barnestorm.com — Fri, 11 Sep 2026 06:24:20 GMT

Authorization vs. Visit Usage Report — 17.34

Compare a patient’s authorized hours or visits with completed visits to identify the overuse or underuse of services.

Location in Barnestorm

Patient Histories > Authorizations > 17.34 – Authorized Used
Reports > Audit > 17.34 Authorized Used

Requirements for Accurate Results

Before running the report, confirm:

Patient authorizations are entered (Patient Histories > Authorizations).
Visits are entered or imported via:
- Employee Activity > Visit Entry or Import Visit Charges
- Point of Care
- EVV
- Manual entry

How to Run the Report

Filters & Options

Programs / Payers / Teams: Filter by number or leave blank for all.
Weekly / Monthly / Yearly / Discipline: Match your authorization frequency.
From / Thru Dates: Determines which visit charges are included. If two auths overlap, the most recent will be used.
PCS / CAP / All: Select patient group(s).
Include All Patients With Visits: Includes patients with visits even if no authorization exists.
Summary + Excel: Works with Weekly, Monthly, Monthly+Weekly. Provides a summary of detailed report data.
Note: VA Respite, CAP Live-in, and CAP Respite use actual hours instead of auth hours due to unique data entry.

Additional Options (Monthly Only):

Use Visit Charges Thru This Date: Includes charges up to this date and schedules for the rest of the month.
Use Schedules Instead of Charges.
Only Print Those With Hours Over or Under.

Discipline Authorizations Only:

Option to include LUPA Episodes (ending today or later with low visit counts).

How to Read the Report

Weekly / Monthly / Yearly Format

Hours Used: Visit hours within date range.
Auth: Hours from Authorization screen.
Hours Limit: Authorized hours allowed.
Hours Under / Over: Difference between used and authorized hours.
Facility Days: Days in facility (adjusts total auth).

How Monthly+Weekly Auth Hours Are Calculated / Behind-the-Scenes Logic
Expand for more details...

When using this option, the system estimates the monthly Hours Limit by converting weekly hours into a monthly total based on the number of days in the selected month.

For example:

If the weekly authorization is 35 hours
And the month has 30 days

The system performs this calculation:

30 days ÷ 7 = 4.29 weeks (approximate)4.29 × 35 hours = 150.15 monthly hours

Note: This is an estimate and does not account for weekday vs. weekend distribution. It’s intended as a close approximation for tracking purposes.

Discipline Format:

Disc: Discipline (e.g., RN, PT)
Vx Auth / Vx Done: Authorized vs. completed visits
AuthThru / Days Auth / Days Done / Days Left
Authorization #: From Patient Authorizations screen

Troubleshooting Tips

Patient Missing? – Check date range, confirm authorization exists, try "Include All Patients With Visits", verify PCS/CAP/All selection.
Hours Over/Under Incorrect? – Look for overlapping auths, confirm auth type and amounts, review visit entries in Visit Entry.

📩 Need help with this report? Contact Barnestorm Support

Common Issues Related to Updating EVV Care Plan

farrah@barnestorm.com — Fri, 11 Sep 2026 05:54:45 GMT

EVV — Common Scheduling and Care Plan Issues

Troubleshoot common issues involving Aide Care Plans, EVV Visits, and schedule updates in Barnestorm Office.

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.

📎 Related: Complete Aide Care Plan Manual

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

The Stop function removes future EVV visits from Care Champ and adds new ones correctly. Use Stop and Copy instead of editing the existing plan when any of the following change:

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.
the patient switches payers.
when adding or removing tasks.
when task descriptions are updated.
adjusting patient visit times, days, frequency.

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

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: [later use]

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.

Article: EVV - Change date and / or employee on a single schedule

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.

EVV - Managing the Aide Care Plan

farrah@barnestorm.com — Fri, 11 Sep 2026 04:05:18 GMT

Manage Aide Care Plans

Learn how to create, edit, renew, and stop an Aide Care Plan under Aide Activity > Aide Plan.

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

Overview

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

📎 Related Guides / Features that work with Aide Plan:

Quick Reference: When to Use Each Process

Important Notes

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

➡️ Start Here — Select an Aide Care Plan Process Below

Creating an Aide Care Plan – For New Plans

📽️ Watch Video: Add Aide Care Plan

Steps to Create an Aide Care Plan

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

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

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

📽️ Watch Video: Copy and Stop Aide Care Plan

Overview

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

Important Notes

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

Steps to Complete

Part 1 — Copy Existing Aide Plan

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

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

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

Part 2 — Stop / Discontinue Old Aide Plan

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

Part 3 — (Optional) Changing the Stopped Date

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

Editing an Aide Care Plan – Correct Errors

Overview

Use this process when incorrect or incomplete data was entered originally.
This should not be used often.
Will update the plan and schedules for EVV.

Important Notes

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

Steps to Edit an Aide Care Plan

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

Renewing an Aide Care Plan

Overview

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

Steps to Complete

📽️Watch Video: Renew Aide Care Plan

Step 1 — Add the New Authorization

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

Step 2 — Copy the Expiring Care Plan

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

EVV - Mark SANDATA Visit as Non-Billable

farrah@barnestorm.com — Fri, 11 Sep 2026 03:32:11 GMT

EVV — Mark a Sandata Visit as Non-Billable

Correct a verified Sandata visit that was recorded under the wrong date by marking the incorrect visit as non-billable.

This process updates a verified visit that has already been sent to Sandata so it is marked as a non-billable visit. Only use this process for mistakes such as incorrect dates or accidental visits.

Important Notes

Do NOT use this process to change visit times just to match authorizations.
NC DHHS requires you to report the actual time worked. If needed, adjust other visits later.

Step 1 — Mark the Incorrect Visit as Non-Billable

Go to EVV Visits and select the incorrect visit.
Click Edit (🔓 unlock if the visit is already charged).
Uncheck Bill Visit, then click Update Visits.
This sends an update to Sandata marking the visit as non-billable.
The visit will show in Barnestorm as Cancelled.
Optional: Once confirmed in Sandata as non-billable, you may:
- Edit the visit in Barnestorm to a non-chargeable visit code, or
- Remove the visit entirely.
✅ You’re done if the visit does not need to be replaced.

Step 2 — Add the Correct Visit Manually

While still in EVV Visits, make sure the correct patient is selected.
Click Add Visit.
Enter the correct date and time.
Check Bill Visit.
Click Reload Tasks and select the needed tasks.
Click Add Visit.
Double-click the new visit to send it to Sandata.

Ways to Contact the Aide from Barnestorm Office

farrah@barnestorm.com — Fri, 11 Sep 2026 03:16:52 GMT

Contact Aides from Barnestorm Office

Use Barnestorm Messaging or CareChamp Pro notifications to contact an individual aide, a team, or all aides through in-app messages, text messages, or direct notifications.

Barnestorm Message - Single or Team

Go to Barnestorm Office > Messages.
Select New and use default Barnestorm Messages option.
Manually select employee(s) or use Team option.
Add details and click on Send.
- The aide receives the message inside the CareChamp app (no visual que or sound outside the app).
- CareChamp Pro users will also receive a mobile push notification.

Barnestorm Message - Care Champ

Go to Barnestorm Office > Messages.
Select New Message and the Care Champ option.
Manually select One User or All Users option.
Add details and click on Send.
- The aide receives the message inside the CareChamp app (no visual que or sound outside the app).

Text Message - Single, Team, or All Aides

Go to Barnestorm Office > Messages.
Select New and select the Text Message option.
Manually select employee(s), Team or the All Aides option.
Add details and click on Send.
- The aide will receive a text message if they have a valid number in Barnestorm Office.
- The aide receives the message inside the CareChamp app.
- CareChamp Pro users will also receive a mobile push notification.
- Device user can NOT text back.

Send a Push Notification (CareChamp Pro Only)

Go to Codes > Other Basic Codes > Employees, select the aide.
Click Care Champ Settings.
Type a message at the bottom of the screen.
Click Send Notification to send a notification to their mobile device.

Call the Aide

Go to EVV Visits and select their scheduled visit.
The aide’s contact number appears at the bottom of the screen.

📩 Need help? Contact Barnestorm Support

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.

Knowledgebase

EVV - Key Supervision Visits

Enter Supervision Visits

Key Points for Setup

Steps to Add Supervisory Visits

Go to Employee Activity > Visit Entry. Choose the visit date. Select the employee, patient, and correct payer. Enter the job code and visit status code (non-chargeable). Use the description field to search by name if needed. Add the visit time or total time. Click Save.

17.33 Print Supe Visit Due List

Supervision Visits Due — 17.33

Screen Location

Setup Notes

How to Run the Report

How to Read the Report

Troubleshooting Tips

17.34 Print Authorized Hours Used

Authorization vs. Visit Usage Report — 17.34

Location in Barnestorm

Requirements for Accurate Results

How to Run the Report

How to Read the Report

Troubleshooting Tips

Common Issues Related to Updating EVV Care Plan

EVV — Common Scheduling and Care Plan Issues

Overview

Important Schedule Requirements

#1 Issue – When to Use Stop and Copy on the Care Plan

When to Edit and Recreate Schedules

When to Update a Single Scheduled Entry

Issues Prevented When Steps Are Followed

Extra Tips for Adding/Editing Scheduled Visits

Do NOT use these screens for EVV schedules:

When to Contact Barnestorm Support

EVV - Managing the Aide Care Plan

Manage Aide Care Plans

Overview

Quick Reference: When to Use Each Process

Steps to Create an Aide Care Plan

Overview

Steps to Complete

Overview

Steps to Edit an Aide Care Plan

Overview

Steps to Complete

Overview

EVV - Mark SANDATA Visit as Non-Billable

EVV — Mark a Sandata Visit as Non-Billable

Step 1 — Mark the Incorrect Visit as Non-Billable

Step 2 — Add the Correct Visit Manually

Ways to Contact the Aide from Barnestorm Office

Contact Aides from Barnestorm Office

Barnestorm Message - Single or Team

Barnestorm Message - Care Champ

Text Message - Single, Team, or All Aides

Send a Push Notification (CareChamp Pro Only)

Call the Aide

EVV - Schedules or Visits in App Do Not Match Office

EVV — Fix Schedule and Visit Sync Issues

1️⃣ Scheduled Visits in App Do Not Match Barnestorm Office

Step 1 – Check the Aide’s Schedule in Office

Step 2 – Re-Sync the Aide’s Schedule

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

Common Cause

Automatic Sync Attempts

Fixing a Single Visit or One Aide/Patient

If the Issue Affects All Visits

EVV - EVV Visits Verify

EVV Status Overview

Automatic Verification Process

Sending & Resending Visits

Filtering for EVV Payers

EVV - Monitor Late Clock In

EVV — Monitor Late Clock-Ins

How It Works

Why It Helps

Setup Notes

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

EVV — Handle Split Visits

Steps to Add the Second Visit

Why This Matters

Tips

EVV - Adding Scheduled (Respite) Visits

Go to Employee Activity > Visit Entry.

Choose the visit date.

Select the employee, patient, and correct payer.

Enter the job code and visit status code (non-chargeable).

Use the description field to search by name if needed.

Add the visit time or total time.

Click Save.