CDS Visit Maintenance and Report Training
Contents
1. santrax Electronic Visit Verification Fixed Visit Verification Device Financial Management Services Agency Consumer Directed Employer Visit Maintenance and Report Training 6 Sandata Agenda gt Introduction Fixed Visit Verification FVV Calls in Santrax Visit Maintenance Running FVV Reports This training presentation is for Electronic Visit Verification EVV FVV only Additional EVV training materials can be accessed via the DADS EVV website at http www dads state tx us evv training html Ex 2 8 Al EXAS Department of Aging and Disability Services A 6 Sandata What you will learn e How to identify FVV Device calls in Santrax Visit Maintenance e How to identify the call times and visit verification numbers in Santrax Visit Maintenance e How to run FVV Device reports in Santrax E d ldg 8 Ai EXAS Department of Aging and Disability Services A 6 Sandata Agenda Introduction FVV Calls in Santrax Visit Maintenance Running Reports iy Be TEXAS YOY occa of Aging Daa Disability Services 6 Sangata Benefits of FVV e The FVV Device is used to capture in and out times of the attendant when a landline home telephone is not avallable for use e When used correctly visit maintenance should not be required to document FVV visits e To limit time and effort for visit maintenance providers should ensure all staff follow the FVV2. Device installation and call process e A
3. the FVV icon is showing the Call Start End values represent the time of the visit not the time of the call 16 Department of Aging and Disability Services Ba TEXAS ba OY 6 Sandata FVV Call No FVV Values Input In the FVV call process after entering the Client ID correctly the CDS Employee will be prompted to enter the first FVV number Enter the first visit verification number This is the first number obtained from the FVV Device when the CDS Employee arrived at the individual s home and will represent the time in If the CDS Employee does not enter both FVV numbers they will hear the following prompt You have not entered any visit verification numbers press 1 to return or press the key to continue The CDS Employee should enter the FVV numbers if known and they will be prompted to continue the FVV call If the CDS Employee does not know or has not successfully entered the FVV Numbers they should hang up and contact their CDS Employer to correct the visit using Visit Maintenance y TEXAS ba KF Department of Aging and Disability Services A Visit Maintenance i No FVV Values Entered When a call was made to enter FVV values but the CDS Employee did not enter any values the Call Start time will be clearly flagged in pink and there will be no FVV symbol on the visit line This exception is referred to as an Unmatched Client Phone ID The CDS Employer should work
4. with the CDS Employee to determine the reason for the missing FVV values and resolve in Santrax Visit Maintenance by adjusting pay hours accordingly Use the appropriate memo code s to document the reason for the correction CDS Employers should note actual hours worked in the free text field for example 08 09AM 08 34AM amp Sandata SPV Client Employee FVV Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs Memo Client Fu Rose Debra Mon 06 20 09 19 a spv oe ient_ Employee FVV Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs PayHrs __ Memo When the FVV values are not entered at the time of the call the time of the call not the time of the visit appears in Call Start 18 iE K 8 EXAS Department of Aging and Disability Services A Missing FVV Device Data 6 sandala Correcting Pay Hours e o resolve visits where the CDS Employee did not call in or out the CDS Employer must correct the Pay Hours To do that click once in the Pay Hours box and type the actual hours worked and hit enter The pay hours format must be input as 4 digits add a 0 If less than 10 hours Examples 1 hour 0100 1 hour 30 minutes 0130 Manually corrected hours will appear in bold Remember to add a Memo Code to give the reason for the correction and enter the actual hours worked in the free text field Midd 7 MX ATEXAS Departmen
5. Cl Visits Summary by Emp 0O Visits Summary hy Client an FVV Call Listing Report a E E E el eE E E eee 30 Department of Aging and Disability Services iewing the FVV Registrations Report FMSA Only e The report will appear in PDF format which can be printed or saved to your computer e Select the arrows to scroll through the pages AEE ebsjoe k T A Ble samira FVV REGISTRATIONS REPORT Wer 6 7 FOR 04 22 11 05 06 11 O6 MAY 11 15 03 46 FECHNOLOGIES Comment Shar Page 1 Sort Order FWW Serial Number REGISTRATED DEACTIVATED CLIENT NAME CLIENT ID DATE DATE 10000109 ina Smi 123456 12 14 10 ACO AMELIA 423456 12 15 10 10000111 MAN ELIZABETH Por 08 13 10 31 iE we 8 TEXAS Department of Aging and Disability Services 6 Sandata What you have learned In this presentation you have learned e How to view FVV calls in Santrax Visit Maintenance e How to review FVV Visit Maintenance e The purpose of FVV Related Reports e How to run and review FVV reports In Santrax Should you have any questions contact Sandata at 855 781 2079 hdd L MX TEXAS Department of Agin and Disability Services 6 Sandata FVV Training Access For additional FVV training please access the additional training modules FVV Overview Request Training CDS Overview and request process FVV Install Call Training CDS FVV
6. SA will have the ability to view these types of visits for security reasons Therefore only the FMSA will be able to correct these types of visits The FMSA should work with the CDS Employer to determine the reason for the unknown client employee and then resolve in Visit Maintenance by correcting the unknown client employee and adjusting pay hours accordingly Use the appropriate memo code s to document the reason s for the correction and include the actual time worked in the text field e Once corrections are completed the visit can be viewed by the CDS Employer Department of Aging and Disability Services EK TEXAS ba OY 6 Sandata Visit Maintenance Multiple FVV Calls In this example FVV values were input by the CDS Employee for the same visit on different calls Santrax will apply visit matching rules to automatically associate the FVV values with the correct visit and no visit maintenance is required If the matching rules do not determine a match the CDS Employer will need to resolve any missing or unmatched call information in Visit Maintenance Department of Aging and Disability Services E TEXAS ba KF A 6 Sandata FVV Call Incorrect FVV Values In the FVV call process after entering the Client ID correctly the CDS Employee will be prompted to enter the first FVV number Enter the first visit verification number This is the first number obtained from the FVV Device when t
7. Santrax Visit Maintenance If an FVV icon Is clicked a description of the call will appear in a pop up It includes The first and second visit verification numbers FVV Values The call in time and call out time The Caller the CDS Employee and Client Individual associated with the call Fixed Visit Verification FVV Caller A MARIA Client B DORA Call Received 5 4 7011 7 02 11 PM Calculated Date Time SS 2011 Fria AM S 3 2011 8 21 32 AM Type Call in Call Out A EXAS Department of Aging and Disability Services 6 Sandata Visit Maintenance Process Reinforce that if the CDS Employee knows that there was a problem with entering visit information during the FVV Device call the CDS Employee should contact their CDS Employer If FVV Device visits have missing information or there are errors in the information the CDS Employer will need to fill in the missing data or make corrections using Visit Maintenance This is the same process that is used for missing or incorrect information in landline home telephone calls Examples of missing or errors in data include Client ID is entered incorrectly Employee ID is entered incorrectly Multiple FVV calls are made Client ID and Employee ID are both entered incorrectly FVV Device In or Out values are entered incorrectly B S Department of Aging and Disability Services A 6 Sandata FVV Call Invalid Client ID In the FVV call proc
8. W F Select by Contract Visits Summary v auuu Select by Exception E FVV Registrations Report Select AIl Clear AIl 25 v Department of Aging ba and Disability Services Running the FVV Call Listing Report Step 1 oS Employer Only Step 1 To view the FVV Call Listing Report select Date Range trom the green menu bar at the top of the page 6 Sandata Date Range L R OK 26 K EXAS Department of Aging ba d Disability Services Running the FVV Call Listing Report Steps 2 3 and 4 CCDS Employer Only Step 2 Select the check box next to FVV Call Listing Report Step 3 Select the time and date range Step 4 Select OK to view the FVV Call Listing Report 6 Sandata PDF Format OK LJ Weekly call DOO B ASCII Format CO Payroll Summary cli i t transfer files received 11 06 2009 16 43 Cl visit Maintenance i Last transfer files processed 04 19 2011 12 46 completed Report L visit Maint Excepti L Visit Maintenance Activity Report Visits Summary Hemo SelectAll Clear All 27 v Department of Aging ba and Disability Services Viewing the FVV Call Listing Report e The report will appear in PDF format which can be printed or saved to your computer e Select the arrows to scroll through the pages FVV CALL LISTING REPORT s rinm F eT
9. con will not be displayed The CDS Employer should work with the CDS Employee to determine the reason for the unknown client and resolve by updating the client ID and adjusting pay hours accordingly Use the appropriate memo code s to document the reason for the correction CDS Employers should note actual hours worked in the free text field for example 10 09AM 10 34AM Employee FW Date __ Sch Start Sch End Sch Hrs Call Start Call End Act Hrs a aT Fry Ted Fri 06 17 Employee FW art Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs Memo M C C Tasl amp Sandata A When the Client ID is entered incorrectly or not at all the time of the call not the time of Mad l E TEXAS 12 the visit appears in Call Start NO enen iai ba and Disability Services 6 Sandata M Visit Maintenance ae Unknown Client and Employee Employee FW Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs PayHrs Memo Fri 06 17 13 15 F ient Employee FVV Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs Memo M C M M e In this example the CDS Employee entered an incorrect Santrax ID and was unable to enter a correct individual s client ID therefore both the client and employee are unknown and are flagged in red e The CDS Employer will not see this visit recorded and will need to contact their FMSA to correct the visit e Only the FM
10. e err Ver 6 7 Page 1 O6 MAY 11 14 08 24 FOR 02 22 11 05 06 11 VEN 0998 Sort Order Client ID CLIENT ID CLIENT NAME SANTRAZ ID EMPLOYEE NAME In Out DATE TIME VALUE H2012094 MAN ELIZABETH 123 d5 6789 Szafran Jack In 03718711 11 24 455 048 H2012094 MAN ELIZABETH 123 d5 6789 Szafran Jack In 03 18711 11 24 455 048 H2012094 MAN ELIZABETH 123 d5 6785 Szafran Jack In 03 18 11 11 24 455 048 H2012094 MAN ELIZABETH 123 d5 6789 Szafran Jack In 03718711 11 24 455 048 OK lt TEXAS Department of Aging and Disability Services unning the FVV Registrations Report Step 1 FMSA Only 6 Sandata Step 1 To view the FVV Registrations Report select Date Range from the green menu bar at the top of the page 29 It K 8 TEXAS Department of Aging and Disability Services unning the FVV Registrations Report Steps 2 3 and 4 FMSA Only Step 2 Select the check box next to FVV Registrations Report Step 3 Select the time and date range Step 4 Select OK to view the FVV a Report POF Format OK CE gt ASCII Format A ka 6 Sandata C Client Weekly E Last transfer files receiwed 11 06 2009 16 43 Last transfer files processed 04 19 2011 12 46 completed Last reject files processed L Weekly Call Summary o Payroll Summary Emp 0O Payroll Summary cli C visit Maintenance Report _ Visit Maint Exceptions C visit Maintenance Activity Report
11. ess after pressing the star key to indicate an FVV call the CDS Employee will be prompted to enter the Client s ID Please enter first Client ID If the Client ID is entered incorrectly the CDS Employee will hear the following prompt No FVV registered please re enter the client ID or press the pound key to continue e The CDS Employee should re enter the correct Client ID and will be prompted to continue the FVV call e If the Client ID is not accepted after repeated attempts the CDS Employee should hang up contact their agency for the correct Client ID and try the call again Department of Aging and Disability Services By TEXAS ba KF A Visit Maintenance Sandata M Invalid Employee SPY Client _ Employee _FW Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs PayHrs Memo M C Client FVV D rmi 13 03 13 12 00 09 oo09 O M In this example a call was made to enter FVV values but the CDS Employee entered an incorrect Santrax ID Once this unknown employee is identified and corrected Memo Code 02 for Invalid ID PCA Verified should be selected Maly 11 a 8 TEXAS Department of Aging and Disability Services Visit Maintenance ye Unknown Invalid Client In this example the CDS Employee entered an incorrect client ID for the individual receiving services therefore this is flagged in red as an example of an unknown client The FVV i
12. he CDS Employee arrived at the individual s home and will represent the time in If the FVV number is entered incorrectly the CDS Employee will hear the following prompt Invalid visit verification number please try again The CDS Employee should re enter the correct FVV number and they will be prompted to continue the FVV call If the employee does not successfully enter the correct FVV Number they should hang up and contact their CDS Employer to correct the visit using Visit Maintenance Department of Aging and Disability Services By TEXAS a KY A S Visit Maintenance Missing Call Out When a call was made to enter FVV values but the CDS Employee entered the second FVV value incorrectly or not at all the call end Is missing and the call end box will be red Pay hours must be manually entered and Memo Code 06 for Attendant failed to call in out individual verified attendant worked hours as entered y Sandata should be selected CDS Employers should note actual hours worked in the free text field for example 07 07AM 10 34AM sPp Cie lt C YS S lt s Crmpto vee F Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs Memo M C C 1 Client PVV Texas Lovely Mon 06 20 07 07 a SPY a F Date Sch Start Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs Memo M C C 1 A A When
13. process E d ldg 8 Ai EXAS Department of Aging and Disability Services A FVV What to expect in sandata P up Santrax Visit Maintenance When FVV Device information is called in by the CDS Employee there are several possible errors that could occur These errors are corrected using Visit Maintenance The Santrax Visit Maintenance module allows for editing visit information by designated users This is covered in detail in the santrax user manual via the DADS EVV site at htto www dads state tx us evv training html NOTE Review Visit Maintenance on a daily basis If corrections need to be made Sandata recommends waiting until the following day Midd 7 MX ATEXAS Department of Aging and Disability Services A FVV What to Expect in G Sandata ae bs Santrax Visit Maintenance When a Santrax call is received in which an FVV value has been entered an FVV Icon is displayed in the view column in Santrax Visit Maintenance This icon appears as a green box with a light green button icon inside santra O ae oe From 96 15 2011 EE View Selected Visit Type Client epti Ype Al Exceprions tne soe O vist Maintenance O All vis 0 i Sele isits Create Schedule elete Visi Undo Legend Get Report AK xit Sc E a ar n C rs a rs erro i JGA D O Exp Total Visits 23 N ne 7 h I Department of Aging and Disability Services FVV What to expect in
14. sed 04 19 2011 12 46 completed Unknown Attn Emp Last reject files processed e Unscheduled Visit 1 o Packaged by Supervisor Master Schedule 1 Select for hl C Clients r C Attendant EMPLOYEEs koa E Daily Call Summary i h X TEXAS Department of Aging ba and Disability Services 23 Running the FVV Call Listing Report Step 1 FMSA Only Step 1 To view the FVV Call Listing Report select Date Range trom the green menu bar at the top of the page 6 Sandata Date Range Exports Export Maintenance Start Dashboard New Visit Maintenance WOE A 8 A EXAS Department of Aging and Disability Services Running the FVV Call Listing Report Steps 2 3 and 4 FMSA Only Step 2 Select the check box next to FVV Call Listing Report Step 3 Select the time and date range Step 4 Select OK to view the FVV Call Listing Report t Options a CE 6 Sandata alee 3 ASCII Format Weekly Master O om A OO _ Client Weekly a Master Schedule C Weekly call Last transfer ved 11 06 2009 16 43 Summary Last transfer files processed 04 19 2011 12 46 completed LJ Payroll Summary heal Last reject a ak Emp LI Payroll Summary _ v Select for Cli a C visit Maintenance Supervisor a Ul at Client C Visit Maint v b Exceptions ia Dept Tasks Cl Visit Maintenance employee i Activity R irt
15. t of Aging and Disability Services A Agenda Introduction FVV Calls in Santrax Visit Maintenance gt Running FVV Reports TEXAS mg artmen eS d Disability Services 6 Sandata FVV Related Reports Here are the new reports related to FVV and a description of the content for each report FVV Assignment Report Displays the client the FVV Device serial numbers and the date and time they were registered FVV Call Listing Report Displays client and employee information for all calls made using FVV values FVV Registrations Report Displays the serial number client information registration date and deactivation date for a date range Midd 7 n MX TEXAS Department of Aging and Disability Services Running the FVV Assignment Report Step 1 FMSA Only 6 Sandata Step 1 To view the FVV Assignment Report select Daily from the green menu bar at the top of the page Exports Export Maintenance Start Dashboard New Visit Maintenance m 8 A EXAS Department of Aging and Disability Services Running the FVV Assignment Report Steps 2 3 and 4 FMSA Only Step 2 Check the box next to the FVV Assignment Report Step 3 Choose the time and date range for the report 6 Sandata l k C Daily Call Listing t hl C No Show _ C Unknown Client ni ee Last transfer files received 11 06 2009 16 45 g w Last transfer files proces
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