At the far right end of the Office Setting tabs, you will see a vertical ellipsis (three dot. Clicking on these gives you two options.
The first is the Care Summary. The DMAS90 and DMAS90 enablement and configuration live here as well.
Each of them are controlled by the toggles. Care Summary and DMAS forms are mutually exclusive, i.e. you must choose DMAS (Virginia) or Care Summary. Both types cannot be enabled at the same time.
1. Enable/Disable Weekly Care Summary
This turns the summary feature on for your office.
If it’s not enabled, the weekly care summary won’t show up in reports.
2. Show/Hide Fields
You can choose whether specific data appears on the summary:
Client Type
Payer Name
Client DOB
This is helpful if your payer or client doesn’t need all the details.
3. Filtering Options
You can set filters for the generated report (e.g., Service Type) so that only certain shifts or services are included in the summary.
4. Signature Requirements
Options related to caregiver or client signatures (including audio signatures where available) may connect to the summary. Importantly, when Weekly Care Summary is enabled, caregiver signatures at clock-out may become mandatory.
What “Fetch Tasks” Means
Fetch Tasks controls which caregiver tasks are pulled into (included on) the Weekly Care Summary.
It decides where the system looks for tasks when building the Care Summary report.
Because tasks in CareSmartz360 can exist in more than one place, this setting is important to make sure the summary reflects what actually happened during care.
Where Tasks Can Come From
Tasks in CareSmartz360 are typically tied to Service Types or Care Plans, and caregivers complete them during a shift in the mobile app.
The Fetch Tasks setting tells the system which task source to use when generating the Care Summary.
Depending on your configuration, tasks may be:
Assigned at the Service Type level
Pulled from the Client Care Plan
Recorded directly during the caregiver’s shift
How Fetch Tasks Affects the Care Summary
When you enable and configure Fetch Tasks:
Only tasks from the selected source(s) will appear on the Care Summary
Completed tasks show as part of the weekly care documentation
Tasks from non-selected sources will be excluded (even if completed)
This helps prevent:
Duplicate tasks
Missing tasks
Tasks appearing that were not relevant to that service or client
If your agency operates in Virginia, you may be required to use/submit DMAS forms.
You can enable the DMAS90 and/or the DMAS97 forms in the Care Summary Section.
DMAS-90 in CareSmartz360
What it is:
The DMAS-90 is a visit documentation form/report used to capture what happened during a caregiver’s visit — including clock-in/out times, tasks completed, caregiver responses to specific questions, plus client and caregiver signatures. In Virginia Medicaid EVV rules, this corresponds to the Provider Aide Record used for compliance and audit documentation.
Purpose:
It records the details of caregiving services provided during a shift (tasks completed, time, signatures, responses to defined questions).
How to set it up in CareSmartz360:
Enable the DMAS-90 setting in Office Settings
Agency users go to Office Settings and turn on the DMAS-90 functionality.
Configure the questionnaire:
You can add, edit, or delete questions that caregivers must answer at clock-out.
Questions are presented to caregivers when they clock out, and if the answer is “yes,” they must provide a narrative response, i.e. notes
Default answer templates can be managed under Admin > Scheduling > DDM-Scheduling > DMAS90 Answer Template.
Client and caregiver signatures:
Enable client signature required in Office settings (Main tab).
Caregivers must sign at clock-out and obtain the client’s signature (or the signature of another person on behalf of the client).
Optional audio capture:
If audio files are required (for signature capture or notes), enable this in Office Settings > Main.
Where to access or produce the DMAS-90:
Schedule Window: Under the Questionnaire tab you can view the weekly DMAS-90 and download it.
Weekly Summary: Scheduling > DMAS-90 Weekly Summary shows aggregated reports for a week.
Reports: A printer/exportable DMAS-90 Report exists under Reports → EVV → DMAS90 Report.
Key points:
It’s part of EVV compliance documentation and can be generated weekly.
Requires setup in both questionnaire and signature options.
DMAS-97A/B in CareSmartz360 (Plan of Care)
The DMAS-97A/B form is a plan-of-care document mandated by Virginia Medicaid. It outlines the recipient’s care needs, tasks to be performed, and time allocated for each task—and it’s often used in creating or verifying authorizations for services.
In the context of CareSmartz360, this form is not the same as the visit verification DMAS-90 but rather a care plan / weekly summary form that corresponds to the state’s plan-of-care (DMAS-97A/B) requirement.
How to set it up / use it in CareSmartz360:
Enable DMAS-97A/B in Office Settings:
Like DMAS-90, you must turn on the DMAS-97A/B option from within Office Settings.
When enabled it turns off the Weekly Care Summary report (because the DMAS-97A/B is specifically used instead).
Indicate Service Type:
When configuring service types, select an appropriate TYPE for use in DMAS-97 reporting.
Generate the DMAS-97A/B Report:
Go to Scheduling > DMAS and select DMAS-97A/B from the report dropdown.
Set filters like Office Name, Client, and Date Range (typically weekly).
Export / Download:
After running the report, agencies can export or export all pages to an editable PDF for purposes such as record keeping or submission.
What the DMAS-97A/B represents:
It’s based on a plan of care that includes the breakdown of tasks or services and total hours for a week for a particular client.
In traditional Medicaid terms, this form (DMAS-97A/B) helps support authorizations and care planning, and often pull ADL scores from DMAS-99.
🧠 How They Fit Together in Practice
Feature | DMAS-90 | DMAS-97A/B |
Purpose | Visit documentation & EVV reporting | Care plan / weekly care tasks and hours |
In CareSmartz360 | Questionnaire + signatures at clock-out | Weekly aggregated plan of care form |
Setup Location | Office Settings (enable, questionnaire config) | Office Settings (enable DMAS-97A/B mode) |
Output | Weekly DMAS-90 forms / reports | Weekly DMAS-97A/B PDF report |
Dependency | Requires caregiver responses | Uses schedule + configured service types |
Setup Tips
Always enable Client Signature Required if using either DMAS-90 or DMAS-97A/B reports (for compliance and completeness).
Customize DMAS-90 questions early so caregivers see them at clock-out.
Know that DMAS-97A/B usage will replace the Weekly Care Summary in reporting.
Pre-Screening Survey
The Pre-Screening Survey in Caresmartz360 is a health screening tool originally designed to help agencies prompt caregivers to answer health-related questions (often for COVID-19 exposure/symptoms) before attending a visit or at a set time of day. It’s integrated into the caregiver mobile app and the main agency dashboard/reporting.
Setting Up the Pre-Screening Survey
Enable the Feature
Go to Office Settings in the main Caresmartz360 admin portal.
Look for Pre-Screening (or Shift Pre-Screening) in the configuration options.
Configure the Questions
Within Office Settings under the Pre-Screening area, you can:
Add and edit questions caregivers will be asked (up to a set limit, e.g., 10 questions).
These are typically Yes/No questions where “Yes” is considered an adverse answer triggering alerts.
Choose When Questions Are Asked
You can select:
At the start of a shift — caregiver must answer before clock-in.
At a designated time each day — caregiver receives a reminder to complete the survey.
Agencies can define the specific daily time for the reminder when using the daily prompt option.
Control Clock-In Behavior (Optional)
agencies may choose to restrict caregiver clock-in if an adverse response is given (e.g., prevent start of shift until resolved).
Notifications Setup
Within Office Settings → Notifications, designate which users should receive alerts (email/SMS) when caregivers submit adverse responses.
This ensures any potential risk is escalated promptly.
How It Works for Caregivers
Once enabled and configured:
The caregiver opens the CareSmartz360 mobile app and begins a shift.
If set for start of shift, the Pre-Screening survey appears when clicking Clock-In.
If set for designated time, a reminder appears at that time.
Caregiver answers the configured questions.
After answering, the caregiver signs and saves their responses.
If any answers are flagged as adverse (Yes), clock-in can be prevented (if this setting is enabled) and agency users are notified.
Where Responses Appear in Caresmartz360
Dashboard Widget
A Pre-Screening Survey widget (e.g., on the Enhanced Dashboard) shows caregiver responses grouped by date/caregiver.
You can toggle to show only unfavorable (adverse) results.
Clicking View All opens the full Pre-Screening Report V2 with filtering and notes.
Schedule Screen
After caregivers save survey answers, those answers are visible under a Pre-Screening Survey or Pre-Screening Answers tab in the Schedule window.
Reporting & Alerts
Agencies can run reports on Pre-Screening answers and filter for adverse responses.
A dashboard widget can highlight unfavorable responses to support scheduling decisions and safety planning.
Key Points
Setup Step | Agency Admin Action |
Enable feature | Turn on Pre-Screening in Office Settings |
Define questions | Customize Yes/No health screening questions |
Schedule prompts | Choose start of shift or daily time |
Control clock-in | Optionally block clock-in on adverse responses |
Manage notifications | Set who receives alerts on flagged responses |
View results | Dashboard widget + detailed Pre-Screening report |