Currently, when I push out a recurring schedule to extend it for another month, the system sets the original schedule details (times and caregiver) for the new schedules.  I would like to it use the information from the schedule I opened to access the recurrence.  

The work flow should be:  I open the last schedule in the recurrence, I extend the end date, and the schedule, as it was on that date, gets duplicated moving forward.

Allow the ability to edit the text in the notes box and the consent message at the bottom of the prospective client form. The only way to edit these are to remove them but we don't necessarily want to remove these, just change the verbiage. For example, I need the notes box message to not mention medical and be changed to “Please share any additional information about your care needs.” Also, the word healthcare in the consent message should be changed to homecare for my agency as we do not offer healthcare. 

Make it so that Unassigned shifts are visible in the calendar when you have the calendar organized by caregiver. Perhaps make a caregiver called unassigned

Hello CareSmartz360 Team,

I would like to suggest an enhancement to the way CareSmartz360 handles caregiver clock-in/out times and calculates billable and payable units.

Currently, the main option available is to configure rounding rules based on how early or late a caregiver clocks in or out. While this is helpful, it can create discrepancies when a caregiver clocks in or out outside of the established rounding window. Depending on the time entered, the system may add or subtract 15 minutes from the visit.

This has become particularly challenging for payroll and billing. I have to review visits individually, compare the recorded hours against the patient's scheduled/authorized hours, identify any discrepancies, and then manually adjust them. With a larger number of patients and caregivers, this becomes extremely time-consuming.

I would like to suggest adding an optional setting that allows agencies to cap payable and/or billable hours at the scheduled visit duration, while still allowing caregivers to clock in and out at their actual times.

For example:

• Scheduled visit: 4 hours
• Caregiver works 3.5 hours → System records 3.5 payable/billable hours
• Caregiver works 4 hours → System records 4 payable/billable hours
• Caregiver clocks 5 hours → System automatically caps payable/billable time at the 4 scheduled hours

In other words, the system would recognize the actual time worked when it is less than the scheduled amount but would not automatically generate payable or billable units beyond the scheduled hours unless an authorized user manually approves the additional time.

HHAX offers similar functionality, and it significantly reduces the amount of manual reconciliation required before payroll and billing.

Ideally, this could be an optional configuration under agency settings, with separate controls such as:

“Do not allow payable units to exceed scheduled units”
“Do not allow billable units to exceed scheduled/authorized units”

There could also be an exception or alert generated whenever the caregiver's actual EVV time exceeds the scheduled visit, allowing an administrator to review and approve additional time when appropriate.

This would allow CareSmartz360 to continue capturing the caregiver's true EVV clock-in and clock-out times while preventing accidental overpayment or overbilling caused by caregivers clocking out late.

For agencies managing a high volume of Medicaid/LTC visits, this feature could significantly reduce payroll and billing reconciliation time and help ensure that payable and billable units remain aligned with scheduled and authorized services.

Thank you for considering this enhancement. I believe it would be a very valuable addition to the scheduling, EVV, payroll, and billing workflow.

I would be great if you could update the caregiver app so when they try to clock out, it would direct them step by step to the required fields they have to complete, for example: 

Click clock out > complete tasks > patient signature > caregiver signature > submit > confirmation message that everything was saved and clock out was successful. 

Each step should automatically come up as soon as they completed the previous. 

This would eliminate the issue we are having now which is that they have to manually look for what they want to complete or do in the app and in doing so, sometimes they get confused and don't complete everything or just simply forget to hit "clock out from all shifts" which means they didn't clock out at all. 

It would be great to have a built in e-fax, so we can automatically fax any forms needed to the patient's physician as well as have an inbox where we can receive faxes and automatically be able to allocate them to the correct patient or caregiver. 

It would be great if you could have access to client and caregivers forms from the admin app in order to fill them out, sign, or request signatures on the go. For example, if a nurse is completing an assessment at the patient's home, she would have access to fill out the form and maybe even collect signatures from the app on her tablet. 

At the same time, it would be great to be able to assign a signer and be able to host an in person signing from the same tablet rather then sending a signature request and the patient or caregiver have to sign from another device. 

It would be great to add a notes section under the menu on the left hand side of the patients profile, it would serve to include specific information that needs to be visible about the patient immediately, without having to go into the notes & tasks tab

. just a quick text field would be great. See picture attached for placing. 

I suggest you add an option to search the Exclusions Database of the Office of Inspector General in bulk for all active caregivers. (OIG Check). This is to find the caregivers that are not allowed to work in the health field. We have to check for this every month, so it would be nice to have it as an option in Caresmartz360. 

I suggest you have an option to verify insurance eligibility in bulk for all patients. This is something that agencies have to check for at the beginning of the month and sometimes even in the middle of the month. If you could somehow connect to the availity platform we could verify clients insurance eligibility directly from caresmartz without having to go somewhere else.