What's New - June 2025

There will be an update to the Caregiver mobile app & Agency mobile app with this release. The version of the Caregiver app will be V2.50 (code push 1.0). The Agency app will be on V2.15 (code push 1.1).

The minimum operating system requirements are "Lollipop" for Android and v11.0 for Apple devices.

Schedule Maintenance Window

Please note that regular maintenance is scheduled for June 17, 2025, from 12:30 AM - 4:30 AM Eastern Time, to perform necessary tool updates and deploy improvement patches. Thank you for your continued partnership!

We extend the support for .mp3 file uploads and playback across various profiles within the system — especially for use cases like saving call recordings for manual time edits.

Agency and admin users can now upload .mp3 files while adding or editing a document — this is available only in the new UI. MP3 files can be uploaded with a maximum size of 100 MB and can be played directly from the document listing without requiring a download.

Agency users can now upload .mp3 files in the Documents section of the following profiles:

· Clients

· Prospective Clients

· Caregivers

· Staff

· Caregiver Applicants
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Client Portal: .mp3 files shared by the agency will appear under Key Documents. Clients can download these files.

Caregiver Portal & App: .mp3 documents shared with caregivers will be accessible under Client Profile > Key Documents or Caregiver Key Documents. Caregivers can download these files.

Note: Caregivers do not have permission to upload .mp3 files.

It is now easier for Caregivers to view important visit-related information! They can now access both Schedule Notes and Summary Notes directly from the schedule cards within the Caregiver Mobile App.

The existing notes icon on the schedule card now opens a redesigned popup with two tabs:

· Schedule Notes: Instructions or context related to the scheduled visit.

· Summary Notes: Notes added by the agency user on client profile.

This enhancement ensures that all relevant information is just a tap away — no more searching across different screens.

Agency users can now reopen forms marked as ‘Complete’ and continue editing them — eliminating the need to create a new form when small updates are required.

Feature Details:

· Reopen Icon on Completed Forms:
A new icon will appear on forms with the ‘Complete’ status, allowing users to change the status to ‘In-Progress’ for further editing.

· Tooltip Text:
Hovering over the icon will show: “Reopen for editing (In-Progress)”

· Workflow Continuity:
Once reopened, the form behaves as any other in-progress form. No changes are made to the existing workflow.

· Available In:
This functionality is supported in all profiles where Forms are available.

Note: This does not apply to Assessments.

Access Control:

· A new sub-permission has been added under:
Main > Forms - Reopen for editing

· By default, this permission is set to ‘No Access’.

· The new icon will only be visible and usable if:

o The user has Full Access to the Forms section AND

o The sub-permission is enabled.

· If the user has Read Only or No Access, the icon will not be displayed.

This release introduces a comprehensive Goals Management System that allows agency users to define, assign, and track client-specific goals. Caregivers can now respond to these goals during visits, ensuring better care coordination.

Key Features & Enhancements

1. Client Goals Setup

Agency users can now define structured goals for clients, including:

· Goal Name: A clear, concise title (e.g., "Take Morning Medication").

· Scope/Objective: Optional field to describe the purpose.

· Steps/Description: Detailed instructions or steps to achieve the goal.

· Service Types: Multi-select dropdown to associate goals with specific services.

· Frequency: Define how often the goal should be completed (e.g., 3 times per week).

Where to Add Goals:

· Settings > Client > Goals & Response: Centralized management of reusable goals.

· Client Profile > Assessment > Goals Tab: Add or customize goals for individual clients.

2. Caregiver Response Management

Where to Add Caregiver Response:

· Settings > Client > Goals and Response - Centralized management library of standardized caregiver responses.

· Add new responses with:

· Response Text (e.g., “Completed”, “Not Completed”)

· Response Key (2-character code like “C”, “NC”)

· Responses are globally applicable across all goals.

· Responses can be reordered to assign scoring (starting from 0)

· Caregivers can log responses to goals during visits

· Predefined Responses: Quick-select options like “C” or “NC” with short keys.

· Scoring System: Each response is scored to calculate progress.

· Editable Responses: Caregivers can edit or delete responses before clock-out.

Example:
If a goal is “Assist with walking,” the caregiver can select “C” if completed and add notes like “Client walked 10 minutes.”

3. Client Profile

· Care Assessment (formerly known as Assessment) > Goals tab

· Assign and customize client-specific goals directly from the Goals section within each client’s profile.

· Select from existing goals in the settings Library.

· Customize fields like Start Date, End Date, and Frequency.

· Track goal progress and caregiver responses here.

· Assessment template

· View and manage goals directly within the context of assessments while creating or editing them.

· Goals from the client profile are pulled into the assessment.

· Any updates made here sync back to the client profile once the assessment is completed.

4. New Settings & Notifications

· Clock-Out Restriction: Prevents caregivers from clocking out if required goal responses are missing.

· Goals Report Reminder: Monthly email to remind users to generate reports.

· Smart Reminder Dates: Automatically adjusts for months with fewer days (e.g., Feb 28/29).
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5. New Pages & Permissions

· Goals and Response Page: Located under User Settings > Client, with tabs for managing goals and caregiver responses.

· Permissions Added:

o Client > Assessment > Goals

o Reports > Client > Goals Summary Report

6. Caregiver App & Portal Enhancements

· New Goals Tab: Visible in schedule details.

o Tap the Goals icon to view assigned goals.

o Tap the Respond icon on a goal card.

o Select a predefined response or enter a note.

o Save the response; it updates the pending count in real time.

o Responses can be edited or deleted before clock-out (within thresholds).

· Offline Support: Goals and responses can be accessed and recorded offline.

· Clock-Out Alerts: Warns caregivers if goal frequency is unmet.

· Ad-hoc Schedule Support: Goals can be tracked even in unscheduled visits.

7. Workflow

Goal Assignment

· Goals are linked to Service Types and Date Ranges.

· Only active goals relevant to the schedule’s service type and date are shown to caregivers.

Goal Frequency

· Defined as X times per:

o Schedule

o Day

o Week

o Month

· Determines how often a caregiver must respond to a goal.

Caregiver Interaction

· Mobile App & Portal:

o Caregivers see goals during visits.

o Can respond using predefined options or notes.

o Responses are tracked and scored.

· Clock-Out Alerts:

o If required responses are missing, caregivers are alerted.

o Agencies can enforce or allow override based on settings.

Goal Progress Calculation

· Based on the score of the last caregiver response divided by the maximum possible score, multiplied by 100.

· Displayed as a percentage to indicate completion.

8. Reporting

· Goals Summary Report:

o Available in Monthly and Quarterly formats.

o Filters for office, territory, client, and date range.

o Includes goal progress, caregiver initials, notes, and completed hours.

o PDF export with agency branding and optional signature.

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Agency users now have the ability to customize the labels of task groupings such as Personal Care, Companion Care, and Transportation within Custom Assessment V2 and V3 templates.

Key Enhancements:

· Editable Labels: While editing the assessment template, users can now update the display labels of the task groupings via the API tab within the task component.

· Secure Key Handling:

o Key fields (used to map relevant tasks) are read-only to preserve data integrity.

o Value fields are editable and control what is displayed on the assessment form.

· Live Preview: As users make label changes, the preview section reflects the updated names in real-time.

· Dynamic Impact:

o Changes apply to all 'In-progress' assessment forms automatically.

o Completed forms remain unchanged, preserving historical accuracy.

Also Updated:

· Summary View: Updated task group labels appear in the summary view for easy reference.

· PDF Output: The downloaded assessment PDFs now reflect the custom task group names.

This enhancement helps agencies personalize assessments to better match their terminology and care categories — improving clarity, consistency, and caregiver understanding.

1. Add Files in Bulk –

We are excited to introduce a new Multi-File Upload capability to the “Add File/Document” section of client, prospective client, caregiver, caregiver applicant, and office staff profiles in the new UI on the agency portal. This feature allows agency users to upload up to 10 files at once, streamlining document management and reducing repetitive steps. Existing single‐file upload functionality remains supported for backward compatibility.

Key Features and Behavior –

The user can either drag and drop or multi-select up to 10 supported files, with each file at a maximum of 100 MB individual size. The upload area remains active until the user clicks “Save,” and the window gets closed allowing iterative additions.

What’s more interesting is that the document name in Add File is automatically handled while you are adding them in bulk (More than 1 file). When uploading multiple files, the “Document Name” field is automatically disabled. If a user first uploads a single file, manually enters a name, and then adds a second file, the system will disable the name field and default to using each file’s original filename.

Each selected file appears as an icon (consistent with email‐attachment styling). Hovering over an icon displays the full filename in a tooltip, ensuring clarity before saving. If multiple files are selected and one (or more) exceeds the size limit, only valid‐sized files are created. If a file with the same filename and category already exists in the target folder, that specific file is not created; all other non‐conflicting files proceed.

Within the Add/Edit Document screen, “Share with Client” and “Share with Caregiver” checkboxes are added, enabling consistent sharing behavior. Files can only be added in bulk and editing functionality will remain same as working in the existing system.

After clicking “Save,” a modal dialog displays real‐time upload progress for each file. The modal’s “Close” (×) is disabled until all files finish processing (success or failure). Success is denoted by green tick and if there is an upload error this displays below the file. Once all files are processed in the dialog user can then close the modal by clicking on “Close” (×). Each file is separately created in the system with all details as added in the system.

Ability to select additional addresses while creating or updating the meetings.

We’re rolling out a new, intuitive way to manage meeting addresses in the agency portal for improved flexibility and payroll accuracy.

Users can now choose between Office Address (default, view-only) or Other Address when adding/editing meetings. (Address can be changed if the payroll is not generated for the meeting.) The default is selected as the non-editable Office address and is only displayed for informational purposes.

If the meeting address is other than office address, user can select the Other Address and while typing user will also be getting google recommendations from where user can select the address by clicking. For a valid address added by the user the Latitude and Longitude will automatically be added. Both Address field and Latitude, Longitude will be mandatory for the user to add.

The Meeting address with Latitude, Longitude will also be carried over in the meeting recurrence if created. The meeting address with Latitude, Longitude will be considered for the Time Travel and Mileage calculations. Custom meeting addresses will now be used for travel time, mileage, and payroll/OT calculations if enabled.

The meeting address will be visible to the caregiver on the caregiver portal and on the caregiver mobile app. The meeting address is clickable in the caregiver app and provides navigation to location similar in the case of scheduling.

Also, Meeting Address, Latitude and Longitude columns are added up in the report “Meeting Details”.

We’ve enhanced Schedule Deletion Logs to give better visibility into who created a schedule and when — supporting better audit tracking.

New Features Added

· Client & Caregiver Profiles (New UI):

o A new “Schedule Created” column is now available in the Schedule Deletion Log tab in the Client’s Profile New UI.

o Displays the creator's username along with date & time in the standard UI format.

· Deleted Shifts Report Update:

o Two new columns added:

§ “Schedule Created On”

§ “Schedule Created By”

o Helps track original creation details directly from the report.

This update improves traceability of deleted shifts for both admins and auditors.

We’ve updated the “Billed Hours by Service Type and Payer” accounting report to include Invoice Creation Date for improved financial tracking and audit clarity.

· A new “Invoice Creation Date” column is now available for each schedule record.

· This reflects the exact date selected during invoice creation.

· The new column is positioned right after the Schedule Start Date for easy reference.

This enhancement helps agencies align billing records with invoice timelines more accurately.

We’re excited to introduce a new report in the Client Reports section: "Default Service Type Bill Rate", designed to give agencies deeper insights into billing rates tied to client default service types.

This report consists of filters as Office (Multi-select), Client Status (Multi-select), Client(s) (Multi-select), Service Type(s) (Multi-select), Bill Type(s) (Multi-select), Bill Rate Start Date, and Bill Rate End Date.

Columns in the report are in the order : Office, Client, Default Service Type, Bill Type, Bill Rate, Bill Rate Start Date, Bill Rate End Date, Bill Rate Source. The export for the report is available in PDF, Excel and CSV format.

Enhancements have been made to the Gross Margin Report to improve filtering and grouping capabilities, offering more detailed and flexible reporting for all agencies.

A new filter named 'Group By' has been added with the options: 'Office' and 'Territory'.

The existing Territory filter has been upgraded to support multi-select functionality. If no territory is selected, the report will display data for all territories by default.

A new Territory column has been introduced in the report to display the territory associated with each client. When one or more territories are selected, the report groups clients accordingly.

When a caregiver attempts a manual clock-in or clock-out for a shift covered under “Auto Clock-In/Clock-Out on back-to-back shift(s)”, a confirmation pop-up is displayed.

The pop-up appears:

· During intermediate clock-ins/outs (not the initial clock-in or final clock-out of the shift series).

· Only when the feature Auto Clock-In/Clock-Out on back-to-back shift(s) is enabled under Office Settings.

This feature is supported on both the Caregiver Mobile App and the Caregiver Web Portal.

A new notification: "Auto Clock-in/out for Back-to-Back Shift" is added under Office Settings > Notification Tab.

New SMS Services added under Admin Settings > Configure SMS Services:

sAn SMS notification will be sent to the agency user(s) specified in the Office Settings Notification Tab whenever a caregiver manually clocks in or out while Auto Clock-In/Out is enabled for back-to-back shifts.

We’ve introduced enhanced permission controls for Documents by replacing the existing “Document” permission with the two new child permissions: Documents Add/Edit and Documents Delete. These provide more granular control over document-related actions.

For Add/Edit, users with Full Access can upload new documents and modify existing ones; this access is granted by default to users who previously had full document access.

Users with Read Only or No Access can only view or download documents, with no ability to add or edit.

For Delete Documents, only Admin users have Full Access by default and can delete documents. All other users are set to No Access and cannot delete documents, regardless of other permissions.

These new settings ensure that actions like uploading, editing, and deleting documents are strictly controlled based on user roles. For example, an agency user with edit rights can upload and modify documents but cannot delete them, while an Admin can perform all document actions, including deletions.

Additionally, Admin users retain the ability to view all documents regardless of their privacy settings. The rest of the existing document-related functionality remains unaffected by these updates, maintaining continuity while improving security and access control.

User will be able to sync the claim codes on the HHA billed visit import report for all billed visits as well so that the user does not have to open the visit to pull latest data in each schedule.

User(s) will not have to wait for the data to be posted & then move on to the next screen or page. Upon posting the data that is selected, the system will show the alert where the users will be notified when the data is posted via the notification tab.

While the data is being posted, the visits will remain in the waiting status so that the records are not posted again.

Once the result set is received, the data will be updated, and the status of each visit will be updated against each record.

From this release, the EVV Audit report will be known as EVV/EDI Audit report, where the following additions have been made.

1. EVV & EDI details have been shown in 2 separate tabs where under the EVV tab, all the EVV related data shall be shown & under EDI tab, EDI related data will be shown.

2. Under EVV tab, a new grid is added where in the Sandata payer program data will be populated & on the Authorization tab, Service type column is also added.

3. Under the EDI tab, the data related to each client for the EDI will be populated.

CareSmartz360 is now integrated with the following 2 clearing houses for sending 837 P / I files across for different payers.

However, please note that we are still in the testing phase and shall confirm once it is completed.

1. Hawaii HMSA

2. PGBA – Palmetto GBA