Changelog
Follow up on the latest improvements and updates.
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Live-Ins
Live-In Policies
- A dedicated "Live-In" policies section has been introduced within the workspace settings under the Policies category. This new section allows for detailed definition and management of pay and shift rules specific to live-in shifts.
- Administrators can now craft tailored live-in policies by naming each policy, specifying paid work hours, and selecting applicable shift rules. An added preview feature, "Days to OT," helps ensure each policy aligns with operational needs and compliance requirements.
Shift Rules for Live In Policies
- Automatic clock in / out in-between first and last day: Caregivers will manually clock in on first day and manually clock out on last day, with automatic clock ins/outs in-between.
- Manual clock out each day with automatic clock in on in-between days: Caregivers will manually clock in on first day and manually clock out every day, with automatic clock in on in-between days.
Service Template Changes
- The service templates within the workspace have been redesigned to provide greater flexibility in setting billing rates. Users can now customize rates specifically for each of three distinct shift methods: Hourly, Live-In, and Visit-Based.
- This enhancement allows for more detailed configuration, enabling administrators to assign and categorize billing rates according to the service type and the applicable shift method. This structured approach ensures that each service is billed accurately and efficiently.
- For organizations utilizing service templates, it is recommended to review your current templates to ensure that billing rates are properly aligned with the shift methods for each service offered.
Create Care Recipient Service Updates
- Integration with New Templates: The process for creating services for care recipients has been enhanced to align with recent updates to service templates and shift methods.
- When setting up a new service, simply enter the desired service template name. The service creation form will automatically populate with all associated billing rates for each shift method.
- Flexible Shift Configuration: Customize the service by enabling or disabling specific shift methods based on the needs of each care recipient. It's possible to activate multiple shift methods within a single service, such as combining live-in care with occasional hourly care.
- Customizable Billing Rates: Adjust billing rates directly within the service form to reflect unique requirements for each care recipient, diverging from the default rates set in the service template if necessary.
- Policy Application: If a live-in shift method is selected, and a corresponding policy exists in the workspace settings, you can choose which live-in policy to apply. This policy will automatically govern shifts scheduled under this service.
- Service Template Saving Feature: A new option, "Save as Template," has been added to the service creation form. This allows the created service, including its name, shift methods, and rates, to be saved back to service templates for future use.
Scheduling Live-In Shifts
- Streamlined Policy Application: When scheduling live-in shifts, start by selecting the service for the care recipient. If a live-in policy is associated with the service, it will be automatically applied in the schedule creation form.
- Policy Details Preview: View the specific details of the applied policy, including the Policy name, paid work hours, and shift rules, directly on the schedule creation page. Please note that these settings are predefined in the workspace settings and cannot be adjusted during scheduling.
- Automated Time Adjustments: Upon setting the start date and time for a shift, the end time will automatically adjust according to the work time policy duration, ensuring compliance with the policy’s defined work hours.
- Custom Shift Adjustments for Caregiver Transitions: To facilitate transitions between caregivers, such as a mid-week handoff, use the "Customize shift times per day" option. This feature allows you to adjust the number of hours for specific days within the live-in schedule. Following this adjustment, a second schedule can be created to begin exactly when the first caregiver's schedule ends, enabling a seamless transition of care.
Profile Connections
Profile "Connections" Tab:
A new "Connections" tab is now available in all workspace profiles, including Employee, Care Recipient, and Contact profiles. This centralized feature allows users to establish and manage relationships in the workspace. Here are some practical Connection examples:- Assign employees as Primary or Secondary Managers to other employees.
- Designate employees as Primary, Backup, or Preferred Caregivers to care recipients.
- Set contacts as Emergency Contacts, Medical or Financial Powers of Attorney, or Primary/Secondary Contacts for care recipients.
Dynamic Relationship Mapping:
Within the "Connections" tab, users can link different profiles together and explicitly define the nature of their relationship. For each connection, you can specify the "Connection Type" and include detailed notes to clarify the relationship. Connection type and notes can be optionally set for each direction of the relationship upon creating a connection.
Automated Connections for Payers:
Connections between payers and care recipient services are automatically generated. If a payer is removed from a service, the connection will be automatically severed, ensuring data integrity and reflecting current service arrangements.Advanced Filtering Options:
Once connections between profiles are established, users can now filter and view these connections directly from the Employee, Care Recipient, and Contact tables in the workspace, for quick access to see connections across the workspace, or view the connections to your profile.
Enhanced Contact Profiles:
Contact profiles have been upgraded to include sub-types, accommodating both Individual (e.g., Family, Social Worker) and Organization (e.g., Insurance Provider, Medical Provider) contacts. This update provides more granular control over contact management.
Notifications
Updated Caregiver Shift Notifications:
Any employee assigned to a shift will receive the following notifications:- 1 Hour Until Clock In: Sent 1 hour before the scheduled start.
- 15 Minutes Until Clock In: Sent 15 minutes before the scheduled start, if not clocked in.
- Clock In Reminder: Sent 5 minutes before the scheduled start, if not clocked in.
- Clock In Missed: Sent 5 minutes after the scheduled start if not clocked in, urging immediate clock in.
- 15 Minutes Until Clock Out: Sent 15 minutes before the scheduled end.
- Clock Out Reminder: Sent 5 minutes before the scheduled end, if not clocked out.
- Clock Out Missed: Sent 5 minutes after the scheduled end, if not clocked out, requesting immediate clock out.
New Office Staff Shift Notifications:
Any employee with a role that has permission to view shifts and schedules in the workspace will receive the following notifications: - Missed Clock In: Sent 5 minutes after scheduled start, indicating caregiver’s missed clock in.
- Late Clock In: Alert for a caregiver clocking in late, detailing the duration of lateness and shift specifics.
- Missed Clock Out: Notification sent 5 minutes after scheduled end, indicating caregiver’s missed clock out.
- Late Clock Out: Alert for a caregiver clocking out late, with details on the lateness and shift information.
Account Notification Preferences
- Employees now have the ability to tailor their notification settings within their account. This includes choosing the preferred method of receiving notifications — options include Push notifications, email, or a combination of both.
- Independent of individual settings, all notifications will invariably be displayed in the notifications view, each marked with an unread indicator. Accessibility to these notifications is contingent upon the user's workspace role and the corresponding permissions granted.
Additional Upgrades and Improvements
AI Assistant
- We have upgraded the underlying technology powering our AI assistant to significantly improve performance across writing, mathematics and logical reasoning.
- With this update, expect our AI Assistant feature to deliver more concise, direct, and conversational responses, enhancing the clarity and engagement of our interactions.
- Numerous issues impacting assessment and care plan functionalities have been addressed, ensuring a smoother and more reliable user experience.
Care Recipient Services
- The Services tab in the care recipient profile has been updated for an improved display of service lists and clearer identification of associated payers.
- The Service detail pages have been updated with a new panel that enhances the display and management of service details. This streamlined design makes it easier to view and manage payers, billing configuration, and bill rates for each shift method on a service.
Payment Methods and Commercial Payers
- ACH is now available as a payment option for electronic payers.
- Paper checks and wire transfers are now payment method options for manual payers.
- When a commercial payer is selected as the payer for a service, the policy, claim, and authorization numbers can be optionally added to the service.
- These numbers are also prominently featured on the service detail page and included on invoices and care note exports.
Base Pay Rates
- Hourly and live-in base pay rates can now be set directly in the workspace settings under the Policies section. This allows for standardized compensation structures across the organization.
- Individual adjustments can be made for each employee. Override the default hourly and live-in rates through the Employment tab on their profile to accommodate unique agreements or roles.
Miscellaneous Fixes
- Resolved an issue that restricted pay rate inputs to whole numbers, now allowing for decimal values.
- Corrected a visual glitch that partially obscured the schedule creation form, ensuring full visibility and accessibility.
- Addressed problems related to version control and formatting in assessments to improve accuracy and presentation.
New Native iOS app for Caregivers
- Robust Offline Mode:This feature enables caregivers to reliably access crucial information, clock in/out, log tasks, and view messages even in areas with limited or no internet connectivity. The app intuitively transitions to offline mode when necessary, maintaining an uninterrupted workflow. To ensure the app performs optimally, we advise caregivers to launch it before entering areas with known connectivity challenges. This proactive step allows the app to preemptively download the most recent and relevant data for their use.
- Easy Setup Prompts:Upon their initial app use, caregivers are guided through two straightforward prompts to enable location sharing and notifications. This streamlined approach significantly reduces the time and effort required for caregivers to configure their device settings, ensuring a smooth and optimal experience with Careswitch.
- Reliable Push Notifications:Caregivers will receive timely updates about schedule changes and messages from admins directly on their iOS devices. This ensures they stay informed and can quickly respond to any important changes, enhancing communication and scheduling efficiency.
- Improved Accessibility:The app supports various operating system settings for improved user experience, including increased text size, color contrast adjustments, and dark mode.
- Enhanced Privacy Controls:The Native iOS App is designed with privacy in mind, avoiding unnecessary location sharing permissions to protect caregivers' location data.
- Improved Background Functionality:With capabilities for background location sharing and data syncing, caregivers can manage their tasks more efficiently, even when the app is not actively in use. This allows them to focus on providing high-quality care with fewer interruptions.
Please Note:
The Native Android app for Careswitch is currently under development. Android users should continue using the Web App.
Redesigned Invoice Exports
- Improved Layout:The new design prioritizes critical details such as amount due, due dates, and payment instructions for clarity and ease of understanding.
- Company Branding:Invoices now include your company logo and essential details like address, billing period, and issue date for a professional and cohesive look.
Fixes & Improvements
- Resolved an issue where changes to permissions were not able to be saved in workspace settings.
- Addressed a bug that led to a 404 Error when selecting "Cancel" in the Create Shift form.
Primary and Secondary Languages on Profiles
- Introduced Primary Language as a single-select option on profile creation and editing forms.
- Implemented Secondary Languages as a multi-select feature within profile creation and editing forms.
- Made Primary Language mandatory while Secondary Languages remain optional.
Fixes and Improvements
- Enhanced user experience for creating new care plan or assessment versions by providing clearer options between AI and Manual.
- Updated all care plans and assessments to display version numbers.
- Eliminated clutter in shift activity feeds by removing the shift export event.
- Updated shift exceptions to apply upon shift completion rather than upon being added to an invoice.
- Resolved a bug affecting signatures, allowing all caregivers to clock out successfully.
- Converted names on activity feeds into clickable links directing to the respective person's profile.
- Replaced the robot icon with sparks to symbolize the "AI Assistant" platform-wide.
Generic Invoice Creation
- Users can now create invoices from scratch for any payer and any care recipient service, expanding flexibility in billing processes.
- Access the invoice creation feature conveniently located in the page bar on the top right within the Billing page.
Partial Payments and Invoice Rollovers
- Introduced a new feature to facilitate multi-payer scenarios, particularly useful when Private Payers settle the remaining balance after partial payment from a long-term care insurance company.
- Upon marking an invoice as Partially Paid, users can record the amount paid and view the remaining balance due.
- Optionally, selecting a payer when marking an invoice as partially paid will trigger the generation of a new invoice for the selected payer with the remaining amount.
Configure Travel Time and Mileage
- Workspace settings now include the option to toggle travel time and mileage collection on/off as per user preference.
- Disabling mileage or travel time in workspace settings hides corresponding inputs from caregivers working shifts.
- Even with mileage and travel time turned off, staff can still add these items to shifts as payable, billable, or both.
Profile Links
- Implemented profile links throughout the product to enhance user experience and streamline navigation.
- Easily navigate to a person's profile by clicking on their name wherever it appears.
- For instance, navigating to a Care Recipient's profile from the billing tab directs users to the Invoices tab within their profile.
- Hovering over a person's name now underlines it, indicating the option to navigate to their profile within the workspace.
Fixes & Improvements
- Upgraded modal forms to dedicated page forms for enhanced usability and performance.
- Resolved a bug causing 404 errors when selecting Care Recipients or Payers from the Billing table.
- Fixed an issue preventing users from saving certain care plans, ensuring smoother workflow.
Introducing the Activity Tab Across Profiles
- We're excited to launch the new "Activity" tab, now available on Employee, Care Recipient, and Contact profiles. This initial version allows for note posting directly on profiles, enhancing communication and record-keeping.
- To ensure a seamless integration, we've introduced new permissions under Workspace Settings > Roles, enabling you to manage who has access to view and edit these Activity feeds.
Enhancing the Caregiver Experience
- Caregivers will now receive notifications if they are clocked out by the office, adding clarity and transparency to shift management.
- We've introduced the ability to view and adjust clock-in times at the start of each shift, giving caregivers more control over their time records.
- Key information such as care plans and tasks are now more accessible, directly on the main shift detail page.
- Care documentation for past shifts can now be submitted by caregivers, as long as the shift is not on an invoice, ensuring all care activities are accurately recorded.
Shift Management Just Got Better
- Create flexible, open-ended schedules without a setting an end date, enabling endless schedules.
- Existing schedules remain unchanged but can be easily edited to remove the "Repeat Until" date, allowing for continuous scheduling without manual updates.
- Note: While schedules can extend indefinitely, the calendar will only display shifts up to a year in advance to maintain manageability. Think of it as a rolling 1 year schedule.
Streamlining Employee Start Dates
- If an employee start date is not specified during profile creation, it will automatically be set to the date of the employee's first completed shift.
- Manual completion of shifts on behalf of an employee will also adjust the start date accordingly, prioritizing accuracy in employment history.
- A start date becomes mandatory after completing shifts, restricted to not be later than the first completed shift.
Fixes & Improvements
- Changes in payer information now trigger immediate invoice creation, improving billing efficiency.
- New options to automatically apply bill rate multipliers to invoices on holidays
- We've made data collection for Care Recipients more flexible by making Ethnicity and Marital Status fields optional.
- Shift activity feeds now feature a text area input for more detailed entries.
- Caregiver shift detail pages now include shift status badges for at-a-glance updates.
- Contact "Payer Information" and Care Recipient "Self-Pay Information" cards have been moved to the main Profile tab. Profile permissions now control who can view and manage payer information.
- Billing tabs for Care Recipients and Contacts have been renamed to "Invoices" for clarity.
- Shift status updates are now more frequent, offering real-time insight into shift management.
- Canceling shifts now requires an accompanying note, ensuring all relevant details are captured and communicated.
Service templates are now available to streamline your workflow and enhance your client onboarding process. Here's what they can do for you:
Key Benefits
- Accelerated Client Onboarding: Cut down on time-to-first shift with pre-configured service templates.
- Consistent Service Organization: Maintain standardized naming conventions and bill rates.
- Error Prevention: Reduce downstream errors when reviewing shifts and invoices.
- Standardized Invoicing: Easily apply specific invoicing methods per service type (e.g., Private Pay, Medicaid, Medicare Advantage, Long Term Care Insurance, Veterans Affairs).
How it works
- Access Service Templates: Navigate to your workspace settings and select "Service Templates."
- Create a Template: Click "Create" and complete the service template form, specifying service type, name, and invoicing method.
- Add Bill Rates: After saving the template, go to your new service template to add bill rates (with the option to set a default rate).
- Apply Templates: In a Care Recipient's profile, under the "Services" tab, select "Add Service" and then "Use Template."
- Choose a Template: Pick the desired service template, which will auto-fill most information in the Create Service form (except service start and end dates). Enter these dates and click "Save."
- Customize as Needed: You can modify the service before or after creation; templates are a data copy, not linked or conditional.
Considerations
- Naming Flexibility: There's no wrong way to name services, but consider how they appear to clients and caregivers on shifts and invoices.
- Service Naming Guidance: How do you name/describe your services on your website? What do 3rd party payers call the services they hire you to provide? Are services specific to a location, price, level or duration of care you provide?
Start using Service Templates today to simplify your workflow and enhance client management in Careswitch.
new
Offer Shifts
Improved Shift Assignment
We've updated the way you assign shifts, making scheduling more efficient for your staff while facilitating greater accountability among caregivers.
- Assign caregivers to individual or recurring shifts by 'Offering' shifts to them.
- Caregivers are instantly notified via push notifications whenever a shift is offered to them. They can conveniently access pending offers through their shift inbox on the native app, where they can also review the care plan, tasks, documents, and shift location.
- Once caregivers accept the offered shifts, the shift status is promptly updated to 'Scheduled,' providing clarity on confirmed assignments. If a caregiver declines the offer, the shift status changes to "Declined".
- Caregivers are now required to accept or decline all shifts within an offer. For example, if you offer John Smith an 8-4 PM shift on Mondays, Wednesdays, and Fridays, he will be prompted to accept or decline all shifts at once.
- We've introduced three new shift statuses to facilitate better tracking of shift lifecycles: 'Offer Pending,' 'Unassigned,' and 'Declined.'
- In the event that you need to revoke an offer and assign it to someone else, a record of the offered shift(s) will be kept in the employee profile's schedule tab, labeled "Withdrawn".
3 Flexible Offer Methods
You now have multiple options to quickly offer individual and recurring shifts.
- When creating individual or repeating shifts in the care recipient's "Schedule" tab, you can handpick the employee you'd like to offer the shift(s) to. Once saved, the offer will be sent, and you'll observe the newly created shift(s) with the "Offer Pending" status.
- Alternatively, you can create shifts without immediate assignment, marking them as "Unassigned." When you're ready to make an offer, simply select the "Offer to Employee" option from the more options menu (•••) on the shift.
- If you want to use AI to help finding a caregiver, select the "Recommend Caregivers" option from the more options menu (•••). Our AI Command Center will guide you through the process and help you find the perfect match. Once identified, instruct the AI to offer the shift on your behalf.
***
Important:
In cases where multiple caregivers share the same first name, it's crucial to be explicit with the AI to ensure it assigns the correct caregiver, avoiding any scheduling confusion.Fixes & Improvements
- Display number of conflicts and previous declines when selecting an employee to offer a shift
- Updated mobile app icon to help employees differentiate between legacy Careswitch and Careswitch AI
- Tables now remember scroll position when navigating in and out of resources via browser back button
- Moved all data table pagination (bottom left) to avoid overlap with the Command Center button (bottom right)
- Removed view restrictions to care plans, tasks, and documents for offered and scheduled shifts. This enhancement allows caregivers to preview shift information prior to clocking in.
improved
Matching Criteria Updates
Employee Native App
- Upon signing in, employees will now be greeted with the following screen, and prompted to complete their matching criteria.
- Employees are now required to complete all matching criteria sections to access to their schedule, chat and profile in the native app.
Employees Table
- Added a new column to the employees table to indicate if employees have "Complete" or "Incomplete" matching criteria. This is designed to help agency staff track who has not completed their matching criteria via the native app.
Fixes & Improvements
- Made improvements to reduce the frequency of duplicate sections generated by the AI assistant.
- Implemented an AI Evaluation Suite to better test and track AI performance
- Implemented a refreshed Care Recipients table view with new Display > Group by functionality. More display and filter options are on the way.
improved
fixed
AI Care Planning Improvements
We have made a number of fixes and improvements to our AI-powered assessment and care plan workflows.
Fixes & Improvements
- Added the ability to delete unsigned assessments and care plans to help with version management and testing
- Introduced a "Save Draft" button for unsigned care plans and assessments, allowing you to save them for future edits. Please note that care plans and assessments no longer auto-save. Users need to "Save Draft" to confirm changes
- Added the ability for individual sections to be deleted. This will help alleviate the duplicate section issue, until that bug is fixed
- Fixed a bug preventing formatting (heading, bold, list) from "sticking" when applied to text
- Fixed a bug preventing care plans from properly rendering in the native app
Know Issues
- AI assistant is generating duplicate care plan and assessment sections
Employee Licenses & Certifications
Employee profiles now feature a new
Licenses & Certifications
section that enables managing various documents like Driver's License and HHA Certificate as well as setting renewal reminders to be notified when they near expiration.Notes and Reminders
We've brought back the popular notes feature to the new employee profiles, allowing users to access employee notes from any profile tab as well as send email reminders at any time and date in the future.
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