Knowledgebase

Change Healthcare thru Barnestorm: Billing VA/MCO/LME

linda@barnestorm.com — Wed, 22 Apr 2026 04:07:56 GMT

Barnestorm's Claims Builder Service

Barnestorm offers a Claims Builder monthly service that allows you to use EVV visits in Barnestorm as usual and then create billing claims for VA / MCO / LME patients. These claims can be uploaded to the Change Healthcare portal through an SFTP interface in Barnestorm. Please note that this service incurs a monthly fee, and we need to enable it for you.

Overview

Create Your Claim Bill Medicaid Claims (All Other Billing, Billing, BillingBasics, Claims, Medicaid) (barnestorm.biz)
- Go to the "All Other Billing" screen to create your claim.
- Note the file name of your claim.
Transmit to Change Healthcare
- Navigate to Billing > HIPAA Transactions > Transmit to Change Healthcare.
- Locate the file you need to send and click the ‘Send’ button on the right.
- The status will change from ‘Not Sent’ to ‘Sent, not acknowledged.’
Verify Claims:
- Use the payer portal to verify if the claims were accepted.

Please note that Change Healthcare payers do not post electronic remittances. You must retrieve/download remittances from the payer portal. Click here for general instructions for downloading remittance from the Optum Portal. For specific inquiries or issues using the payer portal, please contact the payer directly.

Barnestorm also offers VA Billing Services---please contact us at customersupport@barnestorm.com to get help!

EVV - When a Patient is Discharged

farrah@barnestorm.com — Thu, 09 Apr 2026 06:22:37 GMT

Video: DischargeEVV Patient - YouTube

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

Go to Select Patient screen, choose the patient, and click on the Referrals tab.
Click the Payers tab and select the payer you wish to discharge.
Discharge Payer:
- Check the Discharged box.
- Update the Discharge Date to last date of service.
- Select the D/C Reason.
- Click Save Payer.
Remove Future Schedules: A pop-up message will ask if you want to remove future schedules after the discharge date.
- Click Yes to remove the schedules from the Care Champ app, EVV Visits, and Schedules.
Click Save All Patient Data to initiate the process. This may take a few minutes.

Select a Patient

farrah@barnestorm.com — Mon, 30 Mar 2026 07:22:52 GMT

Select a Patient

Location: Main Menu > Select Patient

Overview

Quickly find and select a patient using name or chart number.
Search results narrow as you type.
Available in both Barnestorm Office and Point of Care.

Barnestorm Office – Select Patient

📽️ Video: New Select Patient (Office YouTube)

Search Options

Search by Last Name, First Name, or Chart #.
Results update as you type.
Patients by Name searches both first and last name.
Select Discharged when searching for inactive patients by name.

Search by Chart #: Enter the 6-digit chart number (no need to select Active/Discharged).
View All Active Patients: Set Viewing = Patients by Last Name. Increase Show if needed (ex: 500).
Program Filter: Use dropdown to limit results by program.
Show Field: Controls how many rows display.

Additional Features

Recent / Pending / CCNs: Select a view and adjust row count. Click a row to preview.
Auto Run Search: Saves your last search and runs it automatically.
Patient Photo: Click the edit (pencil) icon to upload a photo.
Show Stats: Displays counts for patients, visits, and schedules (approximate values).

Point of Care – Select Patient

📽️ Video: Select a Patient (POC YouTube)

Select Active or Discharged depending on patient status.
Search by Chart # or start typing First or Last Name.
This Program # Only: Limits results to a specific program.

Click a patient to select.
The selected patient will display at the top of the screen.

Note

When maximized, additional details may display such as last visit date and hospice benefit period.

Tip: If you’re not finding a patient, try switching between Active and Discharged, search by chart number, or remove any filters.

Closed Accounting Month

farrah@barnestorm.com — Tue, 24 Mar 2026 07:28:35 GMT

Closed Accounting Month

Overview

Use this feature to prevent posting activity for months that have already been closed. It also allows you to apply a transaction cutoff date on reports such as 09.01 Source of Revenue.

Enable the Feature

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

Access the Screen

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

Manage Closed Months

Use the options below to manage your closed months:

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

Tip

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

Referral Status Types

farrah@barnestorm.com — Mon, 23 Mar 2026 09:39:05 GMT

Updating Referral Status Types

Overview

Use these steps to update a patient’s referral status in Barnestorm Office. New patient referrals default to Referred.

From Barnestorm Office, select the patient from Select Patient screen and select the Referrals tab.

Important

If a patient is marked as Referred or RBNA, they will not appear for billing.

Change Status to Active

Use this process when:

Changing a patient from Referred to Active
Resuming services after a hospital stay or other temporary interruption

Go to Referrals > Referral Information.
Change the Patient Status to Active.
If the patient is starting services, enter the correct Admit Date.
If the patient is resuming services, check the Resumption box and enter the ROC dates (not the SOC dates).
Click Save All Patient Data.

Tip

Resuming: If EVV is involved, the Aide Care Plan may need to be continued or renewed to build out schedules.

Change Status to On Hold

Use this process when:

An expected admission is delayed
The patient is admitted to the hospital during services
Services are temporarily paused for another reason

Go to Referrals > Referral Information.
Change the Patient Status to one of the following:
- On Hold – in another facility
- On Hold – other
If future schedules exist, a message will ask whether you want to remove them:
- Click Yes to remove future schedules
- Click No to keep them
Click Save All Patient Data.

📄 Related Report: Printing a List of On-Hold Patients

Change Status to Not Admitted or Referral Cancelled

Use this process when referral information has been entered, but the patient is never admitted.

Referred, not admitted is usually when the patient declines
Referral Cancelled is other reasons not admitted

Go to Referrals > Payers tab.
Select the payer and check the Discharged box.
Use the calendar drop-down to enter the discharge date.
Select the reason the patient was not admitted from the Discharge Reason drop-down.
Click Save Payer.
- If schedules exist, a pop-up may ask if you want to remove them.
The Referral Information tab will automatically update to a discharge-related status. Change the reason if needed.
Click Save All Patient Data.

Note

The most accurate discharge date to use is usually the date the patient refused services.Make sure the Patient Status and Admit Type reflect that the referral was Not Admitted.Admit types numbered 70–99 are used to identify the reason a referral was never admitted.

Related Article

Discharge Status – Use this article for more detailed discharge instructions.

EVV - Using the EVV Visits Screen

farrah@barnestorm.com — Thu, 19 Mar 2026 10:38:21 GMT

Using the EVV Visits Screen

The EVV Visits screen helps you track scheduled visits in real time as caregivers clock in and out. We recommend daily monitoring.

📽️ EVV Visits Screen Overview

📽️ EVV Visits Navigate

📽️ EVV Status

📽️ EVV Visits | Understanding Time, Scheduled, Actual & 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: Compares visit GPS coordinates again the patient's home and contact address to determine the closest match.
- Shows matched location (Home or specific contact name) with the distance between GPS and address.
- Telephony displays patient, patient contact, or employee phone.
- Edited telephony will pull comments from the visit note.

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

How to Post Remittance from Optum (VA)

linda@barnestorm.com — Wed, 18 Mar 2026 03:23:16 GMT

Upload ERA/835 From Optum

You will need the following information from your Barnestorm Payer Setting.
- Go to Codes > Program Related Codes > Payer Codes
- Type in the program number and payer code
- Click the Electronic Claims Setup tab.
- Locate the Transmit Folder Field. Jot down the file path. This is where you will need to save the ERA/835 file from Optum.
Once you've located the file path, log in to Optum to upload the file to the correct file path for posting.

Click View Payments.

Two methods of reviewing/downloading 835:

Method 1:

1. Click the Payment Number (blue hyperlink) of the remit to be posted.

2. This takes you directly to the remittance where you can view and print.

3. Scroll down and click the Download 835 button. A download popup will appear. Click Open File to open the file. Then save it to your billing folder location (see steps above).

4. This may be different on your device: You may need to locate where your downloads are saved, then Save it to your Barnestorm claims folder.

Method 2:

1. Go to the line of the remit to be downloaded.

2. At the end of that line, click the 835 hyperlink.

3. Follow steps above to save to your Barnestorm claims folder.

Now you are ready to Post Electronic Remittance.

(See separate instructions for that).

Post Electronic Remittance Advice

linda@barnestorm.com — Tue, 17 Mar 2026 07:59:23 GMT

You will use Accounts Receivable > Post Payments >Post Electronic Payments to post .835 and .ERN files.

Select ERA Files

If your agency has multiple payer types, use the selector at the top of the screen to choose All Other.
Select the folder where the ERA files are saved.
A list of available 835 files will appear. Select the file you need to post.

Process the ERA File

Click Process this 835/ERN File.
- This saves ICNs for rebilling and creates service line posting details.

Important

The checkbox next to this button is only used if a software update requires an ERA to be re-posted, 'Reprocess 835/ERN file'.

Review & Print (Optional)

Print Summary
- Shows amount billed, amount paid, amount noncovered, and a summary for the amount noncovered with adjustment reason codes.
Print Detail
- Shows each patient dates of service range, with total amount billed and paid.
Print Denials option - run this to see which visits did not pay and why.
- This shows the EOB edit code, adjustment reason code, HIPAA remark code.
  - Include All Unpaid Services prints all unpaid lines.
  - Skip 45 omits contract adjustments to shorten the report.

Create ERA Entries & Post to A/R

Click Create ERA Entries.
- Only use the 'Replace previous posting...' checkbox if you are reposting the file.
When prompted, review the A/R Posting Date (defaults to bank date) and click OK.
- There's an optional checkbox if you have multiple NPIs posting.
Print the report if needed, then click Close.
- At this point, the process has collected the information to post. The report will show you the payment and adjustment amount for each patient/claim.
Click Post to A/R and select OK when processing completes.

Archive the ERA File

After posting is complete, click Archive This 835/ERN File to remove it from the list.

Click the Create ERA Entries button to generate payment entries. A Set A/R Posting Date pop up box will appear. It will default the bank date, only change it as needed, click on OK. Print the report as needed and then click the Close button.
Click the Post to A/R button. A pop-up box will appear once it is finished. Click on OK.

Create PPS Adjustments

PPS Payers Only: If you are posting PPS payments you will then need to click the Create PPS Adjustments button. These steps will post any adjustments, as well as mark the episode as Paid/Complete. The following window will appear:

PPS Payers Only - Check the box above Step 1. This will make sure nonMedicare AR is posted correctly.
PPS Payers Only - Click the Step 1 - Update PPS Tracking button. (If no new payments are found, the process stops here. If payments are found, the Step 2 button will activate.) Click Close to exit the preview.
PPS Payers Only - Click the Step 2 - Create A/R Adjustments button. (If nothing is found, the process stops here. This can occur if payer made payment in full.) Click Close to exit the preview.
PPS Payers Only - Click Step 3 - Post to A/R button to complete the posting/mark episode as Paid/Complete. You can now click X to close the window.

Once posting is complete and you want to remove the ERN file from the screen. Click the Archive This 835/ERN File button to remove the ERA file from the list. Check Move All ERN Files to the 835 folder if that is what you want to do.

Add ICD Codes for a Patient (nonHH)

farrah@barnestorm.com — Mon, 16 Mar 2026 11:16:40 GMT

1. Pull up the patient from the Select Patient screen (Main Menu).

2. From Barnestorm Office click the Patient Histories button from the Main Menu. A menu will pop up right underneath that, and from there you will select ICD History. From Point of Care select the ICD History button or use the Current ICD > Edit ICDs screen within a visit assessment.

You can key up to 50 ICD codes into the history. Note that only the first 15 will pull into the 485.

Step 1: Adding a New Effective Date

3. Under the ICD Effective Dates label, click on the drop down arrow to select the from date for the new ICD codes. Or type in the date that you desire. This will be the date of the visit to your patient, when you determined that the condition of the patient has changed. This occurs most frequently on a resumption of care after an inpatient stay.

Note: If you are entering ICD codes for the first time, be sure the From date is at least on or before the patient's admit date. This could cause billing issues.

4. Click the New Date button. This will populate the date selected into the list of ICD From Date in the panel below. If a previous date already exist then the most recent ICD codes will copy into the new ICD From Date.

Step 2: Add/Change/Remove Diagnosis Code for Selected Effective Date:

5. To add diagnosis: Look up diagnosis code, by Code/Number or by Description. A list of all codes that contain those numbers or description will appear. Select the appropriate code.

6. Select the onset date, O/E, and severity level. (The Onset Date cannot be dated after the ICD From Date.) Click Save button after each entry. Proceed with next code entry.

7. When finished entering all codes click on the red Save All Changes button and then Exit.

Changing Payer and Patient Status to Discharged

farrah@barnestorm.com — Mon, 16 Mar 2026 08:24:22 GMT

Discharge Patient

Overview

Use the steps below to discharge a patient from a payer in Barnestorm. This process can also remove future schedules, if needed.

Important

If the patient has future schedules under the payer being discharged, Barnestorm will prompt you to remove them.This is especially important for employees using the Care Champ app.

Method 1: Discharge from the Payers Tab

From Barnestorm Office, pull up the patient from Select Patient screen.
Go to Referrals > Payers tab.
Select the payer being discharged.
Check the Discharged checkbox.

Select the Discharge Date

If you are discharging the primary payer, choose one of the following:

Option A: Use the calendar drop-down to select the discharge date.
Option B: Click Find Last Visit Date to automatically set the discharge date to the most recent visit or supply charge.

Note

If the payer is Hospice and a Death Date has been entered on the Patient Information tab,that date will be used automatically.

Once the discharge date is entered:

Patient Status updates to Discharged – Goals Met
If a death date is found, status updates to Deceased

Complete the Discharge

Select the appropriate Discharge Reason from the DC Reason drop-down.
Click Save Payer.
- This is especially important for employees using the Care Champ app, because it removes those visits from the mobile schedule.
- If future schedules exist under that payer, Barnestorm will ask if you want to remove them.
Select Yes or No as needed.
Click Save All Patient Data.

Patient Status

If needed, you can manually update the patient status from the Referral Information tab.

If the Patient Remains Active with a Different Payer

If the patient is simply changing payers and continuing services:

Add the new payer
Mark the new payer as the Primary Payer

This will automatically return the patient’s status to Active.

Important

In some cases, it may be better to discharge the current chart and create a new chart number.Review the article:
When to Create a New Chart Number in Barnestorm (chart number, payer change, Referral)

Optional Method: Discharge Summary Feature

You can also discharge the patient from:

Referrals > Referral Information tab > Discharge Summary

This screen lets you document:

Condition at discharge
Goals summary and outcomes
Additional discharge information

What This Screen Does Automatically

Sets the discharge date
Updates patient status
Prompts to remove future schedules

How to Complete the Discharge Summary

Enter the D/C Date at the top of the screen.
Only enter the Death Date if the patient expired.

Date Definitions

D/C Date updates the discharge date on the Payers screen
Death Date updates the death date on the Start screen

Answer each discharge question that applies.
If future schedules exist, review the checkbox near the bottom showing the number of future schedules.
- Leave it checked to remove those schedules.

How Saving Works on the Referral Screen

farrah@barnestorm.com — Mon, 16 Mar 2026 05:52:52 GMT

When you move from one tab to another, Barnestorm automatically saves the information entered on the previous tab. Simply navigating between tabs will save your changes.

If you enter information and plan to close the screen without clicking another tab, you must click Save All Patient Data to save your work.

Ways to Save

• Click another tab

• Click Save All Patient Data

Note: When adding or editing a payer, you must click Save Payer to save those changes.

Additional Documentation Requests (ADR) Tracking

linda@barnestorm.com — Fri, 13 Mar 2026 06:40:11 GMT

Note: the UTN is required before you can create the EOE claim; therefore, in addition to the tracking below, please add the UTN on Billing > PPS Billing > Edit PPS Episodes.

For ADR Tracking, from Barnestorm Main Menu, select Audits > ADR Tracking. This screen will appear:

On the Main tab is where you will pull up the patient. Type in the chart number or search by last name. To minimize the listing that appears, there are two alternate selection/checkbox options: 1. "Only Search for patients in Program #," or 2. "Include D/C Patients." Once you select the patient, from the listing, the payer field will populate (beneath the patient field) and a list of episodes will appear beneath the "Select the 485 period for the ADR." (See screen shot below) Select the appropriate payer and the appropriate 485 period, then click Save.

(If there is an asterisk by the episode period, this indicates there is an ADR Tracking established for that 485 episode.) On this same screen, you will enter the dates to track the ADR period, which includes the Date ADR Received; Date ADR Due; Date ADR Mailed; and Date ADR Resolved. You can print the reports by using the Reports tab. From there you can either Print all ADR History or Print All Unresolved ADRs.

From this Main screen, you can also add additional notes or comments under "Items found in the paper chart that are not in Barnestorm," "Notes," and "Final Status." (Make sure to hit Save, whenever any data is entered.)

We recommend using Documents (if you have this Barnestorm service). We have created an ADR folder for each patient.
Place the documents into the ADR folder when you bring them up for printing, as shown below:

There are also options to Print ADR Tracking Sheet; and to Delete the Tracking Period (if entered in error or the wrong 485 period was chosen).

We recommend using the ADR Checklist documents to track what to send. Those are linked at the bottom of this article, and for any Barnestorm customers that use FormFiller, they have been added for you to check off, complete, and file for the patient within FormFiller in Barnestorm. If you have Documents but not FormFiller, you can scan the checklist to the patient's ADR folder. If you'd like to add Documents and FormFiller to your Barnestorm service, please give us a call at 877-999-1171.

Other SubMenus of the ADR Screen include:

Visit Notes = Includes all Notes for the patient, during the 485 period. You have the options to Show Visit Status; and Order Visits by Date or by Discipline. You also have various print options. (See below)

OASIS = Includes all OASIS documents for the patient, during the 485 period. You have the option to preview/print the long or short form. You also have the OASIS Compare tab to compare previous OASIS.

Verbal Orders = Includes all Verbal Orders for the patient, during the 485 period. Print List of Orders will print the running list on the screen. Print All Orders will print the actual order preview. Check Include FYI Orders to print those as well.

Care Coordination Notes = Includes all CCN for the patient, during the 485 period. There are multiple print options on this screen. (See below)

Reports = You have the option to Print All Unresolved ADRs or Print All ADR Requests.

ADR Denial Tracking

Track denied ADR charts and print reports to show previously denied ADRs and current tracking.

What Is An MR ADR?

linda@barnestorm.com — Fri, 13 Mar 2026 06:36:54 GMT

An MR ADR is a Medical Review Additional Documentation Request for claim(s) being processed. Additional documentation is needed that supports the medical necessity of service(s) reported on the claim to ensure compliance with Medicare's coverage, coding, payment and billing policies. The requested documentation must be received within 45 calendar days from the date of the request.

According to the CMS Pub. 100-08, Ch. 3 §3.2.3.2) claims will be denied if the documentation is not received by day 46. For Palmetto GBA's ADR Response Calculator, click here. This will help you submit your documents in a timely manner.

Other Related Websites:

Medical Review Additional Development Request Process

Other links can be found on the Palmetto GBA website; as well as the CGS (A Celerian Group Company) for states other than NC.

How do I enter in miscellaneous charges that change

linda@barnestorm.com — Tue, 10 Mar 2026 07:30:41 GMT

You can add charges for meals, groceries, mileage, etc…This method will allow you to change the price as needed, instead of having a set amount.

1. From Barnestorm Office > Codes > Rates > Supply Codes, create a supply code with an * in front of the code. Example, *MEALS would be a code to keep track of meals purchased for the patient; or *REMOD could be used for "kitchen remodel." Complete the other fields applicable to the supply code. You may type in the Supply Price or leave it blank. The Item Cost and Item Price fields will need to be blank. You will be typing in the dollar amount in Step 4.

2. From the Main Menu in Barnestorm Office click on Supplies > Supply Charges.

3. Enter the employee number, chart number, change date if needed, enter the code, and quantity.

4. Enter the each unit price and Barnestorm will calculate the total charge.

5. Save the charge entry.

6. When you create the bill from Billing > All Other Billing > Print Patient Statements; your miscellaneous charges will be listed.

Supplies > Supply Charges screen

Example of Patient Statement

Tips for Customizing Care Coordination Note

farrah@barnestorm.com — Thu, 19 Feb 2026 05:24:04 GMT

Customize Care Coordination

Overview

Customize the content used in the Care Coordination note (Topics, Who, and Text Item Box).
Best managed by clinical directors or designated staff with appropriate permissions.

How to Access CareCoord Note Codes - Topic / Who

Go to Barnestorm Office > Codes > POC Codes > Note Codes.
From Filter Page, choose CareCoord.
Use the Name drop-down to pick which part of the Care Coordination note you want to change.
More detail: KB 50243 – Note Codes

Text Item Box

Stores frequently used conversation text as reusable items.
Staff can insert the saved text into the note with a single click.
Useful for standard messages such as:
- Routine coordination updates with family members/staff.
- Standard follow-up instructions or education notes.
- Common communication phrases used by your agency.

Related Setup Help

KB 50091 – Using Text Items

IMPORTANT: Changes to CareCoord Note Codes affect all Barnestorm users in your agency.These updates should be made by clinical directors or by clerical staff with sufficient permissions, at the direction of the clinical leadership.

Tip: When rolling out changes, notify staff so everyone understands new Topic, Who, and Text Item options in the Care Coordination note.

Add / Edit / Terminate Employee / Reactivate Employee

farrah@barnestorm.com — Tue, 17 Feb 2026 03:11:18 GMT

This article will cover how to add a new employee, edit their information as needed, terminate an exiting employee and reactivate a past employee. The following is located in Barnestorm Office under Codes > Other Basic Codes > Employees or from Referrals > Employees.

Add a New Employee

1. From the Employees screen click on Add a New Employee Code.

2. (Optional) Enter the first one or two digits of the code you want to use (above the Add A New Employee button). Click on the button: Add A New Employee.

3. Select an employee number from the list provided of available numbers or enter a four digit code that has not been used before.

4. Enter the employee’s Last and First Name, Date Hired, Program, Job Code, and Rev Code (in addition to billing purposes this will generate the initials after the name ie. Jill Smith, RN).

5. Other required fields include: email address and SSN. Barnestorm will add a temporary email/SSN if you do not have one to add at time of saving.

6. Enter any other information needed, such as address, contact numbers, email etc.

7. Click on the Save button.

NOTE: If you want to differentiate full-time employees, part-time employees or Contract Employees, the following:

FT - Add FT to Status field for Full-time employees

PT - Add PT to Status field for Part-time employees

** - Add ** to Vendor # field for Contract employees. For example: ** or ** (with the vendor #). We have several report options to exclude or include vendors.

CT - Add "CT" to Status field to mark the employee as a payroll contract employee; they will be added to payroll reports. CT pays payroll by visit.

SA - Add SA to Status field for salaried employees.

Continue with the following steps if the employee will log into Barnestorm software:

Create employee login using the steps from the Create Login article.

Modify the employees security setting using the Employee Security article.

Edit an Existing Employee

You can search for an employee by searching for their last or first name, vendor number, or employee number. You can also search for employees that are active or both active and terminated.

1. If you know the employees four digit code, enter it in the Code box to the left of the screen.

2. If you don’t know the employee number you can do a search. If you want to search for active employees only, leave the Active Only box checked. If you want to search for both active and terminated employees, uncheck that box.

3. Select the bullet that you want to search by: Last Name, First Name, Vendor #, Employee #.

4. In the small box to the left, enter the search information (ex. Start to type out the employee last name). A list of employees matching the criteria you have entered will appear.

5. Select the employee from the dropdown list.

6. Make the changes needed and click on Save.

Terminate an Employee

1. Pull up the employee by entering their four digit code or by doing a search.

2. Click inside of the Termination Reason field. A list of reasons will appear to the left. Enter an appropriate code or select the code from the left panel.

3. While the cursor is inside the Termination Reason field, press the Tab key to activate the reason and termination date.

4. At this point the Date Terminated will become active; enter the termination date.

o If you do not have any termination reasons assigned, go to Codes > Status Codes > Employee Termination Reasons.

o Add different termination types.

5. Click the Save button

CareChamp Users:

Remove CareChamp Access: Uncheck the Care Champ box and click on Save. Answer Yes to remove the user from CareChamp.
Wait for Completion: It may take a minute for this to complete. The system will remove visits from the app and then deactivate the user. Visits within Barnestorm Office will remain intact. The screen may appear unresponsive while the process completes as this is normal.

Reactivate an Employee

1. Pull up the employee by entering their four digit code or by doing a search. You will need to uncheck the box "Active Only."

2. Click inside of the Termination Reason field, and delete the code that is there. Press Save.

3. Exit and reenter the screen. The employee is now reactivated.

Holiday Office Closures

farrah@barnestorm.com — Wed, 11 Feb 2026 07:19:07 GMT

Barnestorm Office Closure Notice

Easter Weekend Closure

Office Closed: Friday, April 3 & Monday, April 6

Live support will be unavailable on Friday 4/3 and Monday 4/6.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

02.06 Visit Reference List

farrah@barnestorm.com — Mon, 09 Feb 2026 10:00:39 GMT

02.06 Visit Reference List

Location: Reports > Visits > 02.06 Visit Reference List

Overview

Shows visit and supply charge details by patient, employee, program, or payer.
Pulls from Employee Activity > Visit Entry and Supplies > Supply Charges.
Useful for auditing visit times, disciplines, contract staff, and HHAeXchange/CareBridge submissions.

Data Source

Verify visit assessments have been imported into charges.
Include Completed Assessments will also pull completed (not-yet-imported) assessments.

How to Run

From / Thru: Date range for visit and supply entries.
Program(s) / Payer(s) / Team(s) / Employee(s): Filter by any combination; leave blank for all.
Skip PPS Payers / Skip PerDiems: Exclude payers flagged as PPS or Per Diem.
Include Supply Charges: Adds supply entries to the visit list.
1 Pg per Pt: When printing by patient, adds a page break after each patient.

Charge / Employee Filters

No Charge Visits Only: Only visit codes with Chargeable = No (visit status codes). Not used with “Include Supply Charges”.
Exclude No Charge Visits: Hides any entry with a zero charge amount.
Exclude Contract Employees: Excludes employees whose Vendor # starts with **.
- Codes > Other Basic Codes > Employees > Vendor No
Contract Employees Only: Shows only employees whose Vendor # starts with **.
Contract Vendor #: Limit contract results to a specific vendor number (optional).
Use the Dates These Charges Were Keyed: Filters by the date the charge was entered, instead of service date.
- When unchecked, the report uses the From and Thru date at the top of report screen.
- Added charges only:
  - Checked: Includes only visits that were newly added during the keyed date range.
  - Unchecked: Includes visits that were modified during the keyed date range.
SN / PT / OT / ST / SW / HHA: Restrict to selected disciplines only or leave all unchecked to select all.
MemoCode = X: Used to identify visits transmitted to HHAeXchange and CareBridge (excludes visits not sent).

How to Read

Date: Visit or supply service date.
Time In / Time Out: Start and end time of the visit. When supplies are included, this column may show the supply description instead of times.
Employee: Staff assigned on the visit entry.
Pg / Pay / Job / Vst / Reve / Tm: Program, payer, job code, visit/supply code, revenue code, and team.
Hours: Visit duration in hours, or quantity for supply codes.
$Amount: Visit = Hours × job code rate Supply = Quantity × price

Subtotals appear by patient or employee (depending on sort), with a grand total at the end.

📎 Related:

Import Visit Charges

Tip: If visit counts or dollars do not match other reports, rerun 02.06 with narrower filters (one program, one discipline, or one employee) to pinpoint the issue.

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

farrah@barnestorm.com — Mon, 09 Feb 2026 09:59:39 GMT

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

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

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

Important: 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. Editing the existing schedule is the best way to avoid 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

Post Electronic Remittance for NCTracks

farrah@barnestorm.com — Sun, 08 Feb 2026 11:38:03 GMT

Post Electronic Remittance for NCTracks

NC Medicaid Direct (NCTracks) – Process Flow

Verify Eligibility

→

Visits Audited / Imported

→

Claims Created

→

Transmit to NCTracks / Post Charges

→

YOU ARE HERE
Post Remit File

Overview

Accounts Receivable > Post Payments >Post Electronic Payments: Use this screen to post 835 files, save ICNs for Medicaid rebilling, view denied visit payments, and create Accounts Receivable payment/adjustment entries in Barnestorm. This feature works after downloading the electronic remittance from Billing > HIPAA Transactions > Transmit to NC Medicaid.

Example of Medicaid Direct, not PHP/LME.

Select ERA Files

If your agency has multiple payer types, use the selector at the top of the screen to choose All Other.
Select the folder where the ERA files are saved.
A list of available 835 files will appear. Select the file you need to post.

Process the ERA File

Click Process this 835/ERN File.
- This saves ICNs for rebilling and creates service line posting details.

Important

The checkbox next to this button is only used if a software update requires an ERA to be re-posted, 'Reprocess 835/ERN file'.

Review & Print (Optional)

Print Summary
- Shows amount billed, amount paid, amount noncovered, and a summary for the amount noncovered with adjustment reason codes.
Print Detail
- Shows each patient dates of service range, with total amount billed and paid.
Print Denials option - run this to see which visits did not pay and why.
- This shows the EOB edit code, adjustment reason code, HIPAA remark code.
  - Include All Unpaid Services prints all unpaid lines.
  - Skip 45 omits contract adjustments to shorten the report.

Create ERA Entries & Post to A/R

Click Create ERA Entries.
- Only use the 'Replace previous posting...' checkbox if you are reposting the file.
When prompted, review the A/R Posting Date (defaults to bank date) and click OK.
- There's an optional checkbox if you have multiple NPIs posting.
Print the report if needed, then click Close.
- At this point, the process has collected the information to post. The report will show you the payment and adjustment amount for each patient/claim.
Click Post to A/R and select OK when processing completes.

Archive the ERA File

After posting is complete, click Archive This 835/ERN File to remove it from the list.

Eligibility Verifications for Medicaid

farrah@barnestorm.com — Sat, 07 Feb 2026 05:40:22 GMT

Eligibility Verifications for Medicaid (270 / 271)

NC Medicaid Direct (NCTracks) – Process Flow

YOU ARE HERE
Verify Eligibility

→

Visits Audited / Imported

→

Claims Created

→

Transmit to NCTracks

→

Post Remit File

Overview

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

Primary Locations

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

1) Create Medicaid Eligibility Verifications (file type 270)

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

Advanced: Auto-Send (Auto-Billing)

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

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

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

3) Receive Eligibility Response (file type 271)

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

4) Understand Eligibility Results

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

Example of Medicaid Direct, not PHP/LME.

Example of PHP/LME, not Medicaid Direct.

EVV - Pending Claims in NC Tracks

linda@barnestorm.com — Wed, 04 Feb 2026 02:07:11 GMT

For claims that show as Pending in NC Tracks, here is more info:

Pending does not mean denied, it means that NC Tracks has not received the EVV data from Sandata. The way DHHS has described Pending is that it means it's waiting for info from Sandata.
You can log into the Sandata Aggregator portal to check to see if the visits that are in Barnestorm in EVV Visits show in the Sandata Aggregator and show Verified. If they are, that means Sandata has the visits.
Sandata's transmission to NC Tracks supposedly happens nightly. However, this transmission process is between Sandata and NC Tracks (Barnestorm has no control over this).
When you see Pending in NC Tracks, and the visits are in the Sandata portal, that means NC Tracks has not received them yet from Sandata.
Barnestorm cannot remediate the Sandata transmission to NC Tracks, so your courses of action would be:

Keep checking NC Tracks daily to see if claim status changes.
Contact NC Tracks to let them know the visits are verified in Sandata.
Contact Sandata and open a ticket to let them know that they need to send the visits to NC Tracks.

My Claim Has Denied: 02077: Electronic Visit Verification Not found For the Claim Line Date of Service. How do I resolve?

Step 1: Verify the EVV shows as Verified in Barnestorm. If it does not, send the EVV. If it does, proceed with the next step.
Step 2: Verify the EVV shows as Verified in the Sandata portal. If it does not, resend the EVV. If it does, proceed with the next step.
Step 3: If the EVV shows as Verified in Barnestorm and the Sandata portal, contact NC Tracks and inform them that the visits show as Verified in Sandata. You may also need to contact Sandata to let them know that NC Tracks has not received the EVV.

Welcome to CareChamp Pro

farrah@barnestorm.com — Wed, 28 Jan 2026 10:36:37 GMT

CareChampPro Overview

CareChampPro is an upgraded version of the original CareChamp app. The pro version includes all of the same core features you rely on, plus several new features designed to improve the functionality and communication between field staff and office staff. It allows field staff to:

Mark visits as Up for Grabs so other staff can fill in
Take Available Visits directly from the app
Receive notifications when a visit becomes available
Use tools to resolve schedule and visit issues on their own

📘 New Terms and Definitions

Shift Exchange
The process of one staff member canceling a scheduled visit, making it an available visit, and another staff member picking up the visit directly from the app.

Cancel - Marking a Scheduled Visit Up For Grabs
A scheduled visit canceled by the aide - usually due to availability (e.g., Aide not available, Holiday, Weather, or Other)., making the shift available for other staff to take.

Note: This is a new type of Cancel, different from canceling a visit that will not occur, such as when the patient is not home or refuses services.

Unassign
When office staff removes an assigned staff from a visit, marking it as an Available Visit in CareChampPro.

Available Visit (Shift)
A scheduled visit that currently has no assigned staff. Internally, it is coded as “Available Shift” in Barnestorm. Also shows up in the app as 'Available Visits'.

Take Visit
The action within the app that lets a staff member claim an Available Visit (Scheduled Visit). Once taken, the visit is assigned in Barnestorm Office automatically and in the app.

CareChamp Pro - Marking Scheduled Visit Up for Grabs

farrah@barnestorm.com — Wed, 28 Jan 2026 10:36:05 GMT

Mark a Visit as Up For Grabs / Available Visit

🎥 Marking a Visit Up For Grabs

📅 Cancel Scheduled Visit For Today

This process is to cancel a scheduled visit from CareChampPro so that another staff member can take the visit instead.

This is not to be confused with cancelling a visit that will not take place due to the patient not home or refused services.

From the Home screen, tap the scheduled visit for today’s date.
Scroll down and tap Cancel Visit.
Select a reason. This varies by agency. Most common are Aide not available, Holiday, Weather, or Other.
Tap OK.
(Optional) Enter a comment under Cancellation Comments, then tap Cancel.
Confirm by tapping Yes, Cancel Visit.
The visit will now appear in orange at the bottom of your schedule as an Available Shift.

📅 Cancel a Future Scheduled Visit

From the Home screen, scroll to the date of the scheduled visit.
Tap the scheduled visit.
A pop-up panel will appear at the bottom of the screen.
Tap Cancel Visit.

CareChamp Pro - Taking an Available Shift

farrah@barnestorm.com — Wed, 28 Jan 2026 10:35:51 GMT

Taking an Available Visit

🎥 Taking an Available Shift

This allows you to take a scheduled visit that appears under Available Visit(s) in your CareChamp Pro app.

From the Home screen, scroll to the Available Visits list at the bottom.
Tap the visit you want, then tap Take Visit.
The visit will now appear in your personal schedule.
Note: The visit date will remain the same, even if it’s scheduled in the future.