Release Notes – R109 – August 19th, 2026

Mobile App Versions

There will be an update to the Agency app with this release. The version of the Caregiver app will be 2.57 (Code push 1.0). The Version for the agency app will be V2.23 (Code push 1.0).

The minimum operating system requirements are as below:

Schedule Maintenance Window

Please note that regular maintenance is scheduled for August 19, 2026, from 12:30 AM - 4:30 AM Eastern Time, to perform necessary tool updates and deploy improvement patches. Thank you for your continued partnership!

At CareSmartz360, protecting your agency's data and the sensitive information you entrust to us is one of our highest priorities.

To strengthen the security of your account, all CareSmartz360 users (excluding caregivers) will now be required to reset their password every 60 days.

Why are we making this change?

Regular password updates are an important security best practice that helps:

What you can expect

Tips for creating a strong password

A secure password should:

Thank you for helping us keep CareSmartz360 secure. These security enhancements help protect your agency, your staff, your clients, and the integrity of the data you manage every day.

Users can now export selected data categories directly from Client or Caregiver profiles within a defined date range, with support for exports of up to one year. Depending on the profile, users can select items such as Documents, Notes, Tasks, Care Plans, Training, Compliance, Voice Mail, Email/SMS Logs, Schedule Details, and other available records.

Permissions: Users can only export profile sections they have permission to access. If a user does not have access to a particular section of the Client or Caregiver profile, that section will not be displayed in the Export Profile popup and cannot be exported.

The selected data is organized into individual folders within a ZIP file, with an option to include attachments where applicable. The export is generated in the background, and users receive a downloadable link through Notifications.

Setup checklist for admins

· Grant the Timesheet Sign-Off permission to the Admin and Office Staff roles that need it.

· In Office Settings → Main Tab → Timesheet Sign-Off, enter a compliance window in days — or leave it blank if your state doesn't impose a deadline.

· If you set a window, enable the notification opt-in.

· Use Copy to another office to roll the same configuration out across offices.

· Ask users to save a signature to their profile for faster sign-off (optional — they can draw each time).

Overview

This release introduces Nurse Timesheet Sign-Off: a dedicated review-and-sign workflow inside Time Tracking, backed by an optional office-level compliance window, digital signatures, an immutable audit trail, and downloadable PDF timesheets.

The goal is to meet state compliance requirements and produce a defensible electronic record — without adding a new approval stage to your existing Time Tracking workflow. Sign-off sits alongside your current process; it does not gate scheduling, approval, or payroll.

Key Concepts

What’s New

Compliance window configuration (Office Settings)

A new Timesheet Sign-Off section in Office Settings lets admins define how long staff have to sign off a visit.

· Timesheet Sign-Off Compliance Window (days) — an optional, whole-number field. Leave it blank and nothing changes: no overdue flags, no deadline notifications, no compliance indicators for that office.

· When a value is set, the system calculates each visit sign-off due date as visit date + configured days and uses it to drive overdue flagging and reminders.

· The setting is office specific. A Copy to another office option is available, consistent with the existing copy-settings pattern.

Deadline reminder notifications (opt-in)

Once a compliance window is configured, admins can enable reminders from the Notification tab for the user and this will out automatically to the selected users on 0, 1, 3, or 7 days before the sign-off due date. If the opt-in is off, no notifications are sent.

The reminder email lists every pending visit for the office — caregiver, client, schedule start, and sign-off due date — and links the recipient back to the Timesheet Sign-Off view. It also makes the consequence explicit: anything not signed off by its due date is flagged overdue, and a later sign-off is recorded as late.

New Timesheet Sign-Off view in Time Tracking

A Timesheet Sign-Off tab now appears in the Time Tracking module alongside Schedule Review, Open-Shift, Missing Clock-In, and Missing Clock-Out. It loads in place — no separate screen, no context switch.

Access is permission-controlled. A new Timesheet Sign-Off role permission can be granted to Admin, RN, and Staff users. Users without it don't see the tab at all. By default, the permission will be sent as No Access. This will be a child permission for the time tracking and will be treated separate from the Views.

Filtering. A left-hand filter panel provides Office, Schedule Date Range, Caregiver, Service Type, Client, Schedule Status (limited to Scheduled, Approved, Needs Review, and Time Tracking Confirmed), and Sign-Off Status. All filters default to All except Office:

· Office Staff users see their assigned office pre-selected and locked, with a padlock indicator.

· Admin users get a single-select dropdown of all offices, sorted alphanumerically, and can switch freely.

Date ranges are capped as per the similar logic on the time tracking for 62 days.

When visits appear. A visit becomes available for sign-off once its scheduled clock-out time has passed. If the office has a clock-out threshold configured, that threshold takes precedence. Directly approved shifts appear regardless of clock-out or threshold time, based on the visit date within the selected schedule date range.

Grid columns. Each row shows a selection checkbox (enabled only for visits not yet signed off), caregiver name, client name, office, schedule start–end, actual start, actual end, total scheduled hours, total payable hours, schedule status, sign-off status, signed off by, signed off at, due date, and an action link. Caregiver name is pinned as the first column and, like client name, opens the relevant profile in a new tab.

Status at a glance. Sign-off status renders as Pending, Pending (Overdue) in amber once the due date passes, Signed Off, or Signed Off — Late. The late indicator persists after sign-off so on-time and late records stay distinguishable at grid level, without opening a single visit.

Pagination. 50 (default), 100, 200, or 500 records per page, with a record-range summary and page navigation.

Individual review and sign-off

Clicking Sign Off (or View, for already-signed records) opens a flyout panel from the right that overlays the grid without hiding or shifting columns. It shows caregiver and client names, visit date, scheduled and actual in/out, total hours, completed tasks with performed / not-performed indicators, caregiver and client signature status, current sign-off status, and an overdue alert if the due date has been breached.

· Previous / Next buttons move through the grid in its current order, respecting active filters and sort. Previous is disabled on the first record, and Next on the last.

· Show the visit information with client, caregiver, visit date, Actual-In, Actual-Out, status, tasks, injury notes,

· Signature capture offers two options: Draw (mouse or touch on canvas) or Use Saved (apply the signature from your profile). If a staff user has no signature on file, they're prompted after drawing: "Do you want to save this signature to your profile?"

· The Sign Off button activates only when a signature is present and the attestation checkbox is checked.

· On submission, the visit moves to Signed Off and the signer's name and timestamp are written to the grid and the audit trail. If the due date had already passed, the Late indicator is applied.

Bulk sign-off

Select multiple rows and click Bulk Sign-Off. This open a pop-up with option to sign-off the visits.

Draw or apply a saved signature, then check the attestation confirming you've reviewed all selected timesheets. Sign Off All stays disabled until both are done. On submission, every selected visit is marked Signed Off with your name, signature, and timestamp; any visit past its due date picks up the Late indicator.

Sign-off visibility across Time Tracking

A read-only Timesheet Sign-Off column is now available in the Schedule Review, Approved, Missing Clock-In, Missing Clock-Out, and Finalized grids. It shows either the signer's name with the sign-off date and time stamp, or Pending.

The column ships under Additional Columns in the Select Grid Columns chooser; users can move it into their selected columns. No sign-off action can be started from these views — signing happens only in the Timesheet Sign-Off view — and Late/Overdue distinctions are intentionally left out of this summary column.

Timesheet PDF download

Individual download. From the grid or the flyout, Download Timesheet generates and downloads a PDF immediately, named Timesheet_CaregiverFullName_ScheduleStartDate&Time.

Bulk download. Select multiple records and trigger a bulk download; the export runs as a background job. When it's ready you get an in-app notification, and the file lands in the Library section — the same pattern as the weekly care summary download.

The notification states that the file remains available in Library for 30 days.

PDF contents, in order: agency name; caregiver name and contact; client name and contact; per-visit records (scheduled vs. actual times, total payable hours, caregiver and client signature confirmations); per-visit task list with status; per-visit comments; the RN/supervisor sign-off block (name, role, date and time signed, electronic signature confirmation); and the full audit trail. Time zone appear only when multi-timezone functionality is enabled. The format is generic and does not vary by state or payer.

If a timesheet was signed off after its due date, the sign-off section carries a late/overdue indicator and the audit trail notes that sign-off occurred outside the compliance window.

Notes and behavior to be aware of

· Sign-off does not block or alter schedule approval, finalization, or payroll. It's a parallel compliance record.

· With no compliance window configured, sign-off still works — you simply won't see due dates, overdue flags, late indicators, or reminders.

· Overdue and Late are indicators, not statuses. Filtering by Sign-Off Status offers All, Pending, and Signed Off only.

· Sign-off status is never reverted by a later edit to the visit.

What’s new

We've added clearer, more visible gridlines throughout the profile areas of the application. Previously, several list views and data-entry sections rendered rows and fields with little or no visual separation, which made it harder to scan long lists, follow a single row across columns, and tell where one field ended, and the next began.

Both list views and form/field views now carry defined row and column separators, giving every record and every field a clear boundary. Nothing about the underlying data, layout, or functionality has changed — this is a visual clarity improvement only, so no action is needed on your part.

Where you’ll see the change

Record lists

· Client, Staff, Prospective Client, Caregiver Applicant, Caregiver, and Payer lists

Profile sections (all profiles where the section exists)

· Assessments

· Notes & Office Notes

· Preferences

· Rates

· SMS & Email Logs

· Billing Info / Payer — with increased field definition so individual fields are easier to distinguish while reviewing or completing them

Profile sections

· Compatibility — Client and Caregiver profiles

· Voice Logs — Caregiver profile

· Client Feedback — Caregiver profile

· Availability / Unavailability — Caregiver and Staff profiles

· Compliance — Caregiver and Staff profiles

· Manually added Trainings — Caregiver and Staff profiles

· Training Report — Caregiver and Staff profiles

· HR Section — Caregiver and Staff profiles, including Applicant

· Claim Codes, Invoices, and EDI — Client profile

· Facilities Information — Payer Company / Community profiles

Scheduling

· Schedule Calendar (Client, Caregiver, and Staff profile calendars) — stronger gridlines between days and between shifts, making it easier to see which shift belongs to which day at a glance

· Conflicts screen (Schedule Add/Edit)

What’s new

Time Tracking views now display a grand total row at the bottom of the grid, summarizing hours and amounts across your results. Previously, getting a total meant exporting the data or adding it up manually — now it's visible directly in the view as you work.

How it works

Totals reflect your filters, not just the page. The grand total is calculated across all records matching your applied filters — not only the rows shown on the current page. If your filters return 480 records and you're viewing 50 per page, the total still covers all 480. The row appears at the bottom of every page, so you don't have to navigate anywhere to see it.

Only summable columns show a total. The grand total row populates values for columns where a total is meaningful — such as hours and amount — and leaves the remaining columns blank, keeping the row easy to read at a glance.

Included in exports. The same grand total is now carried into the export file for each Time Tracking view, so the figure you see on screen matches the figure in your downloaded report.

Where you’ll see it

The grand total row is available in the following Time Tracking views:

· Schedule Review

· Approved

· Finalized

· Cancelled

· Meetings

· Missed Visit

· Missing Clock-In

· Missing Clock-Out

· Open-Shift

Agencies can now view all unpaid/outstanding invoices for a client directly from the Client Profile, regardless of the invoice date. The Invoices section now displays all unpaid invoices, irrespective of the date range selected.

The existing date-range results continue to be displayed, ensuring users can view both:

All outstanding/unpaid invoices, regardless of date range.

Invoices that fall within the selected/search date range.

All the unpaid Invoices will be at the top.

This enhancement restores the ability to easily identify and follow up on all outstanding client invoices.

What’s new

Agencies can now configure default Care Coordinators based on a Territory and Office combination, making it easier to automatically assign the right Care Coordinators to Client Profiles.

The Territory feature can be configured under Agency Settings > Territory Management, where agencies can define default Care Coordinators for each Territory + Office combination.

How it works

Configure Territory defaults.

Administrators can use the new Assign Default Care Coordinator option in Territory Management to configure one or more default Care Coordinators for each Office within a Territory.

When saving the configuration, Administrators can choose how the updated defaults should apply to existing Clients:

· Apply going forward only — Saves the new defaults without changing existing Client assignments. The defaults apply to Clients added going forward.

· Apply to clients using territory defaults — Updates Clients that are currently using the Territory default assignments while leaving Clients with customized Care Coordinator assignments unchanged.

· Apply to all clients — Updates all Clients in the selected offices with the new default Care Coordinator configuration, including Clients with customized assignments.

Automatically assign Care Coordinators when adding or editing Clients.

When adding or editing a client, the system uses the Client's Territory + Office combination to determine whether default Care Coordinators are configured. If a default configuration exists, the Care Coordinators are automatically assigned and marked as DEFAULT.

If no default configuration exists for the selected Territory + Office combination, no Care Coordinators are automatically assigned.

Customize Client assignments.

Users can manually add or remove Care Coordinators on a Client Profile when a different assignment is needed. Manual changes switch the assignment to CUSTOM, preventing future Territory synchronization from automatically overwriting the customized assignment.

When a default configuration is available, users can use Restore Default to replace the custom assignment with the configured Territory + Office defaults.

Notify users when changing a Client's Territory.

When a Client already has manually assigned Care Coordinators and the user selects a different Territory that has its own default Care Coordinator configuration, the system displays a Choose Care Coordinator Assignments alert. The user can choose to either keep the Client's current Care Coordinator assignments or replace them with the Care Coordinators configured for the new Territory and Office.

If the new Territory does not have a default Care Coordinator configuration, the existing Care Coordinator assignments remain unchanged.

Support Prospective Client conversion.

When a Prospective Client is converted to a Client, the system evaluates the existing Care Coordinator assignment against the Territory + Office default configuration and sets the appropriate assignment mode.

Protect Care Coordinator assignments.

When an Administrator attempts to deactivate a Care Coordinator or remove them from the Care Coordinator list, the system checks whether the user is currently assigned to any Clients or configured as a default Care Coordinator for any Territory + Office combination. If an assignment exists, the system displays an alert explaining that the Care Coordinator is currently in use and asks the Administrator to confirm before proceeding.

To better support agencies operating across multiple locations, this update introduces multi-select capabilities for Manager and Care Coordinator fields. This enhancement ensures that caregivers and clients can be associated with multiple supervisors or coordinators, reflecting complex operational structures and reporting lines.

Key Enhancements

1. Multi-Select Dropdowns in Profiles
The system now supports the selection of multiple individuals within key administrative fields:

· Caregiver Profile: The Supervisor/Manager dropdown now allows for multi-selection.

· Client Profile: The Care Coordinator dropdown has been updated to support multi-selection.

· Workflow Integration: The "Add" and "Edit" workflows for both Caregiver and Client profiles have been fully updated to accommodate these multi-value associations.

2. Enhanced Data Visibility & Listings
To maintain clarity across the platform, all listings and grids that include a Manager or Care Coordinator column have been updated:

· Comma-Separated Display: When multiple managers are assigned, their names will appear as a comma-separated list within the relevant columns.

· Consistency: This ensures that administrative staff can quickly identify all associated supervisors without navigating into individual profiles.

3. Reporting & Analytics Updates
All system reports that include Manager or Care Coordinator data have been revised:

· Data Integrity: Reports now correctly aggregate and display all associated managers for a single caregiver or client record.

· Format: Associated names are presented as comma-separated values, ensuring compatibility with existing export and filtering workflows.

This update introduces a more flexible tax management system, allowing agencies to manage complex tax requirements (such as Canadian GST/QST/HST) with precision. While tax types are defined at the office level, the actual application and control of these taxes are now managed at the Client-Payer level, providing granular control over who gets taxed and for which services.

Key Features

1. Office-Level Tax Definitions

· Define Multiple Taxes: Agencies can now define up to three distinct taxes per office (e.g., GST at 5% and QST at 9.975%).

· Precision Rates: Tax rates support up to three decimal places to ensure exact calculations for provincial requirements.

· Custom Labels: Set mandatory tax names (e.g., "HST", "GST") that will appear on all invoices and reports. For Invoices in French, these should be updated manually to French and they will reflect accordingly.
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2. Client-Payer Level Control

· Taxable Toggle: The primary control for charging tax is now at the Client-Payer level. You can enable or disable taxes for specific payers independently.
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· Service-Specific Taxation: When a Payer is marked as taxable, you can select exactly which service types should incur tax for that specific payer.

· Convenience Shortcut: A "Charge Tax" toggle remains at the Client profile (preferences) level to quickly cascade settings to all linked payers or to view a "Mixed" status if payers have different configurations.
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3. New ‘Linked Clients’ Tab (Payer Profile)

· A new "Linked Clients" tab has been added to the Payer profile under Billing and Rates.

· Centralized Management: View all clients associated with a payer in one grid, including their tax status and billing details.

· Bulk Actions: Easily enable or disable "Charge Tax" for multiple linked clients at once, significantly reducing administrative overhead.
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4. Permissions
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New granular permissions now control access to the Linked Clients tab on the Payer profile. Permissions for Linked Payer and Rates (under ‘Payer’ section) have been updated to ensure that only authorized personnel can modify sensitive configurations at the client-payer level.

5. Enhanced Invoicing

· End-to-end multi-tax support is now supported across the invoicing workflow.

· Create Invoice and Finalized Invoice screens to feature a "Tax" column.

· Clicking on the value reveals a detailed breakdown of each applied tax (Tax Name, Rate, and Amount).

6. Invoice PDF and Exports

· PDF invoices and CSV exports now support separate tax lines, ensuring your financial data is ready for federal and provincial filing.

· Quickbooks and Sage50 calculate taxes in their respective portals. They both allow creation of combined rate (in case of multiple taxes) and the single combined ‘tax description’ needs to be configured with CS360 as it is done today.

7. Tax Report

· The “Tax Details” report has been updated under the ‘Accounting’ reports menu.

· Report now includes the following new details:

i. Payer Name

ii. Payable Amount

iii. Configured Taxes

iv. Total Tax Amount

v. Total Invoice Amount

Existing workflow handling

· Existing Data: Your current tax rate will be migrated under the name "Tax." You can rename this in Office Settings to match your local requirements.

· Client-Payer tax: This will be inherited based on the existing “Charge Tax” value under Client Preferences.

This update helps agencies transition an authorization from "Active" to "Pending" or "Hold" to temporarily freeze billing operations without disrupting scheduling or unlinking records. This ensures operational continuity while providing administrative control over billing eligibility.

New Administrative Statuses: Pending & Hold

· Billing Freeze: Transitioning an authorization to "Pending" or "Hold" immediately sets the Billing Eligible count to 0 for all linked schedules.

· Exclusion from Runs: Schedules associated with these statuses are automatically excluded from new invoicing cycles and EDI (837P) claim batch generations.

· Flagging for Review: Any schedules already included in open claim batches at the time of the status change are flagged for "Biller Review" rather than being removed, ensuring data integrity.

2. Operational Continuity

· Non-Destructive Workflow: Unlike the "Inactive" status, "Pending" and "Hold" do not unlink schedules from the authorization.

· Scheduling & EVV: Caregivers can still be assigned to these schedules, and mobile app workflows (including EVV clock-in/out) remain fully functional.

· Auto-Resumption: When the authorization status is returned to "Active," all linked schedules automatically become billing-eligible again without requiring manual re-linking or administrative resolution.

3. Audit Trail & Confirmation

· Impact Warning: A confirmation dialog now appears when transitioning an Active authorization to a paused state, informing the user of the billing impact.

· Mandatory Comments: Users are required to enter a Reason/Comment before the status change is committed, providing a clear audit trail for administrative freezes.

This release introduces comprehensive EDI integration support for Idaho Medicaid (Gainwell Technologies) within CareSmartz360. The integration enables providers to submit Professional (837P) and Institutional (837I) claims directly to Gainwell or through approved clearinghouses, ensuring compliance with Idaho MMIS vendor specifications

Technical Configuration to be taken care

Delimiter Settings
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To comply with Idaho MMIS specifications, the following delimiter must be configured:

· Component Element Separator (ISA16): : (Colon)

Interchange Envelope (ISA) Configuration
The following identifiers are required for successful transaction processing:

· Interchange Sender ID (ISA06): Gainwell-assigned Trading Partner ID.

· Interchange Receiver ID (ISA08): Must be configured with one of the following values:

o ID_MES_4_MMS_IG

o ID_MMIS_4MOLINA

o ID_MMIS_4_DXCMS

Certification & Production Readiness
Transitioning from testing to production requires successful certification for each transaction type:

· Usage Indicator (ISA15): Must carry "T" for test files and "P" for production.

· Certification Requirement: Submission of three test files per transaction type, each containing at least 15 transactions, with zero failures or rejections.

· Authorization: Trading Partner enrollment and authorization are mandatory before production submission.

This release introduces direct EDI integration support for Nevada Medicaid within CareSmartz360. The integration supports Professional (837P) and Institutional (837I) claim submissions. CareSmartz360 now supports direct system-to-system automation with Nevada Medicaid. Providers can bypass third-party clearinghouses by utilizing Secure File Transfer Protocol (SFTP) with SSH key exchange for secure data transmission.

Technical Configuration to be taken care

Agency Billing Setup

To ensure successful transaction processing, the following parameters must be configured on the Agency Billing Information page:

This release introduces multi-state configuration support for the EmedNY aggregator within the CareSmartz360 EVV module. This enhancement aligns the EmedNY integration with other major aggregators (such as Tellus, Sandata, and HHA), providing a unified and scalable workflow for agencies operating across multiple jurisdictions.

The EVV configuration interface has been updated to support multi-state settings for EmedNY. This allows providers to manage state-specific requirements under a single aggregator profile, ensuring compliance with New York’s evolving EVV mandates and potential cross-state reporting needs.

To maintain consistency across the platform, the EmedNY configuration now follows the standard selection hierarchy:

· Aggregator Selection: Choose EmedNY from the supported list.

· Office Mapping: Associate specific agency offices with the aggregator.

· State/Province Selection: A new dropdown enables users to specify the target state for the configuration, mirroring the logic used for Sandata and Tellus integrations.

This release introduces significant improvements to the Authorization and Scheduling modules, enabling providers to accurately differentiate between standard and EVV-exempt services. By expanding modifier character limits and enhancing selection logic, CareSmartz360 ensures seamless alignment with payer authorizations and reduces downstream billing errors.

Key Enhancements

1. Expanded Modifier Character Support

To accommodate complex billing requirements such as "EXEMPT" status, the system now supports modifier values of up to 6 characters (increased from the previous 2-character limit). This change applies to both the Authorization and Schedule screens, ensuring that full descriptive modifiers are captured and transmitted.

2. Dynamic Service Code Selection

Users can now select specific service codes (e.g., H2021:HI vs. H2021:HI:EXEMPT) directly during the scheduling and billing process. This selection is driven by the client’s authorization configuration, allowing for:

· Scenario-Based Billing: Choosing the appropriate code based on whether a visit is subject to EVV or is EXEMPT.

· Auto-Population: Procedure codes are imported and auto-populated to streamline data entry and maintain consistency.

3. Improved EVV Aggregator Integration (HHA)
The integration logic for the HHA aggregator has been updated to include the enhanced modifier values in the request JSON. This ensures that:

· The correct service code (standard vs. exempt) is reflected in EVV data transmissions.

· Validation errors such as "No associated authorization" are minimized during the claim submission process.

This update implements version 3.1 of the Therap EVV API specification for the state of Kentucky. These enhancements ensure continued compliance with state-specific Electronic Visit Verification (EVV) requirements and improve the granularity of data captured during caregiver visits.

Key Enhancements

Introduction of Schedule Comment Field

A new Schedule Comment field has been integrated into the Visit segment of the EVV data transmission.

· Functionality: This optional field allows providers to include specific, descriptive details regarding the supports and services provided during a visit.

· Data Integrity: The field is transmitted as a property within the JSON payload, ensuring that additional visit context is available to the aggregator without requiring mandatory workflow changes.

This update implements version 5.0 of the Therap EVV API specification for the state of Alaska. These enhancements ensure compliance with the latest state requirements and provide additional flexibility for capturing visit-level documentation.

Key Enhancements

1New Schedule Comment Field (Optional)
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A new Schedule Comment field has been integrated into the Visit segment of the EVV data transmission.

· Support Details: This optional field allows providers to include specific, descriptive details regarding the support and services provided during a caregiver visit.

· Technical Implementation: The field is transmitted as a dedicated tag within the JSON payload. As an optional field, it does not require a mandatory workflow to change, ensuring seamless data exchange without disrupting existing provider processes.