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EVV Webinar Series: Implementing EVV – Pitfalls, Promise, and Pavillio
The state of Minnesota has mandated that agencies begin the implementation of Electronic Visit Verification (EVV) by the end of 2022.
Watch this informative webinar to get more information about how to begin and continue the implementation of EVV in your agency.
DHS Announces EVV – What now? Live Webinar
The Minnesota Department of Human Services announced the date that all PCAs and Care Services need to be compliant with Electronic Visit Verification (EVV). What does this mean for you?
In this informative webinar, we will go over the following:
1. What do you need to know about this rollout? Who does this impact?
2. Basics of good site wide or agency wide implementation – Decisions you will have to make.
3. Implementing EVV – Start your pilot program now to ensure easy transition.
4. Change is hard, but it is easier with support – How Pavillio Product Managers help you.
5. Urgency is key in getting the support you need and getting your team ready.
Wait, are we a homecare agency or a IT support desk?
As EVV becomes more of a reality in Minnesota, agency administrators have had to transform their teams filled with people-focused employees into IT support organizations overnight. While EVV has long term benefits, in the short term, it is a strain on support staff, caregivers and clients alike.
Regardless of the EVV software system you use, the challenges of rolling it out, supporting it and gaining user adoption are the same; taxing and demanding. There is hope!
This webinar is lead by Samantha Frederick, who has a unique perspective having been the Director of a large agency with over 2500 clients and now is the Product Manager at Cashe Software. She has been on both sides. She has some of the most valuable insights that she will be sharing to help you accelerate adoption within your agency.
Here’s what you will take away from this webinar:
1) EVV Best practices
2) Pitfalls to avoid
3) Technology selection
4) The power of piloting
5) The 3 legged stool of EVV success
6) Managing expectations with employees and clients
7) Agency processes that have to change with EVV
New and Improved reporting in Pavillio!
Pavillio Standard Analytics 2022
Pavillio Day Support Services DSS
Pavillio Goals and Outcomes
Day and Employment Services is now available in Pavillio!
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Cashe EVV Caregiver Procedures
Cashe EVV Client Procedures
Pavillio Language Options
Pavillio Language Options
We understand and embrace the diversity we have throughout our country and here in our state. Being able to accommodate as many ethnic and cultural backgrounds is important to us. As a result, Pavillio can display screen text in a minimum of 10 different languages.
To change the default language of the Pavillio site, go to the Administration menu option and select Masters. Click on the Configuration tile then click the edit icon for the Default Language option to select the desired language.
You can work with Pavillio in English…
hauv hmoob…
af soomaali…
en enspanol…
and more…
Pavillio provides you with the system that embraces diverse cultural and ethnic backgrounds with your employees and your clients.
Welcome to Pavillio 2022
Welcome to Pavillio
A system built on best-in-class technology designed specifically for home and community-based providers to manage their entire agency. Pavillio is at the forefront of the EVV mandate and has a fully compliant system ready for you to use immediately.
Dashboard
The Dashboard organizes your real-time data into easy-to-access tabs based on your role. Add your most used tiles to the My Dashboard tab to save you even more time.
My Stuff
My Stuff ensures you and your employees have access to all of the tools you need to be effective and efficient.
Clients
From an easy-to-follow intake process to a robust client record, the information you need to be compliant with licensing, successfully bill payors, and provide great service is all managed within Pavillio. Create care plans, manage Service Agreements, view the client’s care history, and all other client-related data in one place. Everything is stored securely and accessible on any device.
Employees
Manage all steps of the onboarding process for new applicants as well as the ongoing management of current employees with Pavillio. This includes background checks, certifications, and education. Pavillio saves you time because the information you enter during each step is carried over. This ensures the information is accurate as you only have to enter it once.
Scheduler
With Scheduler, you can manage open shifts and staff workload from an intuitive scheduling program.
EVV
Electronically track visits using Pavillio’s easy-to-use and comprehensive EVV functionality. Everything is compliant with the state’s requirements.
Care Management
With Care Management, you find intelligent service capture and time approval. Whether you are entering paper timesheets or approving electronic records all of it can be done through Pavillio. You can record charges, approve attendance, and review your clients’ care history. In addition, Pavillio is configured to handle shared care services electronically. No more manual tracking and submitting of claims for those services.
Financials
Pavillio provides an automated approach to billing and claims management. Your accounts receivable will improve and the time required to manage billing will decrease. Pavillio uses an extensive validation process to identify what is wrong with the record prior to it being sent to the payor. You can fix those records that do not pass validation immediately resulting in a higher clean claim rate. With payroll exports, invoicing, and detailed financials, Pavillio provides you with the financial toolkit needed to run your agency effectively and make informed decisions.
Administration
In Pavillio, you can easily manage agency and user information as well as customize Pavillio to best fit your agency’s needs. This includes changing the default language of the Pavillio site. You can choose from 10 different languages that are currently available. Pavillio provides you with extensive administration capabilities to make Pavillio your own.
Pavillio provides you with a complete solution to help you run your agency more efficiently allowing you to spend your time where it matters most. Caring for your clients.
EVV App Client RP Procedures
EVV App Caregiver Procedures
Dashboard & Analytics Highlights
Pavillio has an extensive reporting capability that provides you with real-time data to help you run your agency more efficiently and profitably. No matter what data you need, Pavillio can provide it.
Pavillio gives every user a dashboard tailored specific to their roles. The tiles provide you with information quickly and easily without having to run reports or rely on others to send you what you need.
With Agency Financials, you can view a snapshot of where your receivables and revenues currently reside and track them in real-time.
Redash is Pavillio's built-in business intelligence and analytics tool that contains extensive reporting including pivot tables. These tables give you the ability to manipulate the data and create customized reports.
You need a lot of information to run your agency efficiently. Pavillio provides you with many ways to access real-time data right at your fingertips.
Pavillio Payroll Highlights
Pavillio helps make your payroll process more efficient. From the entry of hours to the export of data for your payroll provider, Pavillio manages everything for you.
Employee hours get entered into Pavillio through manual timesheet entry or automatically using the EVV app. No matter which method is used, the hours can then be sent directly to the payroll system. You do not have to re-enter any information to get it ready for your payroll processing service.
Once in the payroll system, you can generate payroll records and export an Excel file using templates that are compatible to upload to your payroll provider. It's as easy as that.
Pavillio provides you with the tools to make your agency more efficient.
Manual Payment Posting
Pavillio now provides you with the ability to quickly and easily post a manual payment for those claims with remits that were not provided electronically. You no longer need to rely on customer support for assistance. It is now within your control.
Let's take a look at the manual payment posting process in Pavillio.
Procedures
Go to the Claims Management section of the Financials menu option:
• Manual payments can only be done to claims in the Claims card.
• For the applicable claim, click the three dots to the right of it and select Manual Payment Posting.
• Enter the Claim Number into the Payor Reference Number field. You will need the exact Claim Number so it is best to copy and paste the Claim Number into the field.
• Identify the payment date and select the Payment Mode. Most of the time, you will select the EFT option.
• The Payment Reference and Notes fields are optional, but these can be used to include the check number, EFT reference number, or other details.
• All line items for the claim will display in the view so you can update the paid amounts.
• Before saving the payment, make sure the information is correct because you cannot change the Payor Reference Number or paid amounts after you click the Save button.
If the claim is paid in full, it will go to the Claim Final card. If the claim is only partially paid, it will go to the Claim Denied card so you can move it to the Claims Workbench and fix it, if needed.
Pavillio's manual payment posting functionality gives you the ability to manage your claims more quickly and easily. The control is yours.
Replacement Claims
Pavillio provides you with the ability to easily and efficiently submit replacement claims when changes are needed.
Pavillio's replacement claim functionality allows you to go into a claim that is denied or finalized and quickly update dates and hours then submit a replacement claim right from the system.
Procedures
Go to the Claims Management section of the Financials menu option and search for the applicable claims. To submit a replacement claim, the claim must have already been sent and a remit posted in Pavillio. Without a claim number, you cannot submit a replacement.
Claims eligible to be replaced will either be in the Denied card or the Finalized card. More often than not, a replacement claim is required when a time sheet is not entered correctly due to an incorrect date or number of hours.
Select the incorrect claim and move it to the workbench. Click the radio button then the three dots to the right of the claim. Now you can modify the claim record. Remove the incorrect date or update the appropriate hours, then save and replace the original claim. The replacement claim automatically moves to the Ready card for you to send it to the payor for payment. It's that easy.
We understand that mistakes are made or changes can happen with claims. Pavillio provides you with the tools to replace those claims easily and efficiently.
Housing Stabilization Services
Pavillio provides the most comprehensive list of services in the industry. This includes Housing Stabilization Services.
Housing Stabilization Services, or HSS, supports a client's transition into housing and helps them avoid being homeless or institutionalized in the future. This is a new service in Minnesota and Pavillio can manage this program for you.
The main components are housing consultation, transition services, and sustaining services. Pavillio can help you with all of them.
Procedures
Within the client record, Pavillio accommodates the Housing Stabilization service line and the three service codes of Housing Consultation, Housing Transition, and Housing Sustaining. Here, you can view the relevant information for each such as total units allowed, maximum hours per day, the rate, and total amount.
When entering the caregiver's hours, select Housing Stabilization from the Service Line dropdown menu, enter the date range for the pay period, select the client, then verify or adjust the hours appropriately and finalize them. Those hours are automatically sent to the billing and payroll systems.
You can then send the claim to be paid easily and efficiently.
Pavillio provides you with the most comprehensive list of services to ensure you can provide the care your clients need.
Pavillio Payroll
Pavillio helps make your payroll process more efficient. From the entry of hours to the export of data for your payroll provider, Pavillio manages everything for you.
Let's take a look at the payroll export process in Pavillio.
Entering Hours
Hours get entered into Pavillio in one of two ways: through manual entry of timesheets or automatically through the EVV app.
For manual timesheet entry, go to the Paper Timesheet section of the Care Management menu option. The allocated hours are automatically pulled in from the service agreement, you just have to verify the numbers, update them if needed, then finalize them.
For hours entered from EVV, go to the Approve Visits section, you can see a list of all submitted visit records. Access the records, adjust them if needed, then finalize them.
No matter which method is used, the hours are immediately sent to the payroll and billing systems.
Generating Payroll
Start the payroll export by going to the Generate Payroll section of the Financials menu option. The payroll process consists of three components: computing time, validating the data, and exporting it.
To compute payroll, you can select all service lines or just one. Enter a date range and determine if you want to run payroll for a specific employee or all employees, then compute it. The payroll batch appears in the view indicating it is in progress.
After it finishes processing, you can view the data to validate it. Here, the total hours and wages appear for the batch. Now, select the employees included in this payroll. See how the hours and wages compute for you to validate the data again? When ready to go, click the Export button. Review the data and select the specific format of the export file. Use the format that applies for your payroll provider.
When the process finishes, you can download an Excel file. All files consist of two worksheets, one with summary data and the other with detailed data. This provides you with the flexibility to use whatever data you need.
You do not have to re-enter any information once it is in Pavillio to get it ready for your payroll processing service. Why wouldn’t you use Pavillio's payroll functionality? Pavillio continues to provide you with the tools to make your agency more efficient.
Pavillio Reporting
Pavillio provides you with extensive data to help you run your agency more efficiently. You can access data on the Pavillio dashboard, in your agency financials, or in Redash, which is Pavilio's analytic tool. No matter what data you need, Pavillio can provide it.
Dashboard
After logging into Pavillio, you are taken directly to an easy-to-read dashboard. The dashboard is role-based and tailored to the needs of each team member in your agency. The data is automatically pulled into the various tiles. You will see data tables, pie charts, column charts, and line charts. For some of the tiles, you can create an image, export the data, or print a graphic. In other charts, you can dynamically change what is displayed.
Agency Financials
In the Financials menu option under Agency Financials, you can view a snapshot of where your receivables and revenues currently reside in real-time. For a specified time period, you can see the total unbilled claims, the total billed but not paid claims, total cash, and total revenue received. In addition, you can review this information broken out by service line.
Redash
To access even more data, you can go to Redash, Pavillio's analytic tool. Redash is accessed via the analytics icon in the top menu bar. Inside the Pavillio Analytics Dashboard, you can review up-to-date information about your agency. In the Aging by Service Line tile, you can see which service lines have receivables and how long they have been outstanding. In addition, you can manipulate some data through pivot tables. To view claim data, just drag and drop the desired data items to either the columns or rows areas and create the report you need.
You need a lot of information to run your agency efficiently. Pavillio provides you with many ways to access real-time data right at your fingertips.
PDF Dynamic Function Mapping
Announcing Pavillio's much awaited feature…PDF dynamic function mapping. What is it? Dynamic function mapping gives you the power to create custom PDF documents on your own…no more requesting system changes. Now you control what information goes into your documents and how it displays.
Details
In the Masters section of the Administration menu option, go to Templates.
You still have the standard templates setup by your Pavillio Admin. The same functionality exists where you can map data from Pavillio to the PDF. However, Pavillio now provides you with additional unlimited functionality…
You can now create private templates only your agencies can see and customize them as much as you need. When adding a new template, Pavillio defaults to a private template category. Select the entity type, then enter a name and select the PDF for the template.
Until now, PDF mapping only allowed the data residing in Pavillio to be inserted into documents using the attributes. You can still access this functionality by selecting the attribute type.
However, with dynamic function mapping, you can now take that raw data and convert it to a format that best meets your needs. To do this, select the Function attribute type. This provides you with various function types that can convert the data you need into the appropriate format. For example, if the client's date of birth resides in Pavillio, but you need their actual age for a form, Pavillio now provides you with the ability to convert their date of birth to their actual age.
You can also arrange the data in whatever format you need using the function value field. Here you select the way the data will display. The order the values appear in this field is the order they will appear in the form.
Dynamic function mapping in Pavillio has given you the power to determine what information is included in your documents and how it displays. With unlimited custom fields and dynamic function mapping, the options are endless.
Analytics: Claim Data
Pavillio provides you with extensive reporting capability. To view claim data by prepared date, access the Analytics screen by clicking the icon in the top menu bar. This opens a new tab for Redash, which is Pavillio's analytic tool.
Click the Favorite Dashboards link…then the Pavillio Analytics Dashboard option. When the dashboard loads, scroll down to the Claim Data Pivot Table tile.
Select a date range then click the Apply Changes button. Select the "billed" option from the dropdown menu to display the total amount billed for the identified date range. To view the billed claim data by date for each service line, drag the service line and drop it in the columns area. Next, drag the prepared date item to the rows area. The claim data by service line is now sorted by the prepared date.
You can add and remove any item to create the report you want. Pavillio gives you the flexibility to easily view the data you need.
Analytics: Billed Claims by Prepared Date
Pavillio provides you with extensive reporting capability. To view billed claims data by prepared date, access the Analytics screen by clicking the icon in the top menu bar. This opens a new tab for Redash, which is Pavillio's analytic tool.
Click the Favorite Dashboards link…then the Pavillio Analytics Dashboard option. When the dashboard loads, scroll down to the Billed Claims by Prepared Date Pivot Table tile.
Select a date range then click the Apply Changes button. The report data options display. To see what claims have been billed, select the "billed" option from the dropdown menu. The total amount of billed claims for the identified date range displays. To view the billed claims data by the prepared date, drag the prepared date item to the rows area and the service line item to the column area.
Adding additional items to the rows and columns will sort the data even further. You can also view the data in its own pop-up window. Pavillio gives you the flexibility to easily view the data you need.
Analytics: Employee Payroll Data
Pavillio provides you with extensive reporting capability. To view employee payroll data, access the Analytics screen by clicking the icon in the top menu bar. This opens a new tab for Redash, which is Pavillio's analytic tool.
Click the Favorite Dashboards link…then the Pavillio Analytics Dashboard option. When the dashboard loads, scroll down to the Employee Payroll Data Pivot Table tile.
Select a date range then click the Apply Changes button. The exported payroll data for that date range appears. Now you can view the information by different criteria. To view payroll data by service line, drag the service line item and drop it in the rows area. The data is automatically sorted by service line.
You can add and remove any item to create the report you want. Pavillio gives you the flexibility to easily view the data you need.
Analytics Billed Claims by Prepared Date
You can gather information regarding billed claims by prepared date by using Pavillio Analytics.
Pavillio Integrated EVV
Pavillio's EVV is an efficient, easy-to-use fully integrated solution to help you meet the State of Minnesota's mandate. Pavillio helps you know who provided the service, how long they spent providing the service, and who received the service. Then, Pavillio automates the billing process to ensure your claims are processed and paid quickly. Here's how.
Caregiver Procedures
When the provider arrives for the service, they can pull up the list of care recipients on their mobile device, clock in, and select the service they are going to provide. If the provider is physically located outside of the client's geofence boundaries, a warning message will appear.
After they have completed the service, the provider can clock out and document the visit. Notice how Pavillio automtatically maps the provider's location in relation to the client's geofence boundaries. This is an important compliance feature. The provider can verify the time, select activities, add notes, then sign and submit the visit record.
Client Procedures
Once the time has been submitted by the caregiver, the service will show up for the recipient to approve. Any unapproved time will show up at the top of the home page. Here, the recipient can view details, sign, and approve the services.
Verifying Visit Records
During this process, the administrative staff will be able to see the status of time coming in. Pavillio tracks if the time has been successfully approved or identifies potential issues. If there are any issues, the visit record is placed in a warning status. After the time has been finalized, it is ready to be billed.
Billing
In Pavillio, all claims are run through our extensive validation process to ensure you are submitting complete and clean claims the first time. In the Claims Management menu option, you can see what status your claims are in. If a claim does not pass the validation process, it is put into a failed status where Pavillio helps you easily resolve any issues before sending it to the payor.
Once claims have passed validation, the status is set to Ready. Claims can be sent as a group or individually. With continuous billing turned on, any claim that reaches Ready status will automatically be sent to the payor. One less step for you to worry about.
Conclusion
Minnesota-based Cashe Software is at the forefront of the EVV mandate. Trust us to help you navigate the new requirements through Pavillio's fully integrated, CURES Act compliant solution.
Pavillio 2021: Exclusive updates with Praba Manivasager – Webinar 01.13.21
Whether you’re a Legacy customer, Pavillio user, or in the market for options, explore Pavillio on your time with our walk-through for 2021. Find out what’s changed, what’s new, and what’s coming up with Pavillio. In this Webinar, our President, Praba Manivasager, takes us through:
1) The state of the state: EVV updates
2) Improvements in the last 7 months
3) Pavillio Product Roadmap
4) Live Platform Demo
5) Migration Updates (Legacy to Pavillio)
6) Q&A
Copy and paste links in browser for the following supplementary information:
Full follow-up of Q&A pdf - https://ss-usa.s3.amazonaws.com/c/308481622/media/864160141d914988a32997169695168/Q%26A.pdf
Webinar slides - https://ss-usa.s3.amazonaws.com/c/308481622/media/116106014326a0d86e18293614726749/1.13.21%20Cashe%20Webinar.pdf
Custom PDF Configuration
Pavillio can automatically create PDFs for you directly through the system. No more paper copies for you to keep track of as everything is done electronically.
Creating PDFs
To create a PDF for a client, access Current Clients in the Clients menu option. Within the client record, go to the documents tab. Generate the document by selecting the template from the dropdown menu.
Notice how the information from the client record populates the PDF automatically. The PDF is also completely fillable allowing you to change or add information, if needed. If a signature is required, the Add Signature button is activated for you to sign the document through Pavillio. No special PDF applications are needed. Pavillio handles it for you.
Configuring PDFs
If you want to customize the PDFs, you can configure it yourself. In the Administration menu option, select Masters. In the Templates section, you can view the PDF templates for different entities.
Within each entity are associated templates. To configure the templates to meet your needs, click the PDF Mapping icon. Here you can add and edit tags for that PDF template.
No more paper copies, automatic custom PDF creation, the flexibility and efficiency Pavillio provides is second to none.
Secure Communications
Pavillio provides HIPAA-compliant communication methods to let you easily and securely communicate with clients, employees, or any other registered users in the system.
Secure Communications
Pavillio provides four different methods of communicating with your clients and other contacts directly through the site: secure messaging, telehealth calls, secure chat, and support for task and note creation.
Secure messaging is accessed from any page in Pavillio by clicking the "mail" icon in the top toolbar.
Telehealth calling and secure chat capabilities are accessed by clicking the "call" icon on the upper right corner of the page. Calls can be done either by voice or video.
To access admin notes and tasks, go to the client record and click on the Create Admin Note button. Here you can add tags, enter a note, then assign a task and due date, if applicable, to anyone in Pavillio.
Remember, all communication methods are HIPAA-compliant.
Easily and securely contact your clients, employees, or any other registered users directly through Pavillio's extensive communication tools. Everyone is just one click away.
Service Agreement Import from a PDF
Pavillio automates the Service Agreement entry process by reading and extracting the information directly from the PDF, then automatically entering it into the appropriate fields. Here's how.
Within the current client record, go to the Care tab.
Find the associated service line and click the Add Service Agreement icon. Click the Upload SA button in the upper right corner, select the service line and service description, then upload the Service Agreement.
Finally, click the Upload button to let Pavillio enter the information for you.
Notice how the information from the Service Agreement is automatically filled in. Complete any additional information as needed, then click the Next button to enter the diagnosis code. Notice how the diagnosis code is already pulled in from the PDF. Verify the entry, then click the Next button.
Multiple service line items are also added automatically to the system detailing out different rates, units, and durations.
Pavillio - making processes easier for you by saving you time and reducing errors.
Pavillio Waiver Eligibility and Co-Pay
Pavillio simplifies the client care process by providing you with the information you need when you need it. Pavillio now displays the client's waiver eligibility and co-pay information to allow you to easily see it and inform clients what the co-pays are on the various services provided.
Client Waiver Eligibility and Co-Pay
Pavillio performs regular eligibility checks with state agencies and other payors to identify individuals on waivers and the co-pays for the applicable services. Within the client profile, you can perform a real-time check on the waiver eligibility details and co-pays by clicking the "i" icon next to their eligibility status for more information. Client eligibility, including waiver details, display along with the co-pays listed by service code. This can be viewed for both incoming and current clients.
Pavillio continues to provide the tools needed to efficiently run your agency. The information you need to provide the best care for your clients is always at your fingertips.
