We have a visit that shows up on schedule deviations and three of us have tried (and failed) to move it to new episode. We've tried changing dates, moving to new episode within details but nothing is working. We continuously get an error that says "not within episode range". The new cert period has been created so it does has a new episode to move to. The only thing I can think of is that it is in "saved" mode.
Anyone else encounter this issue?
Hi Donna,
Thank you for reaching out to us in the User Community!
If there is no documentation on the visit, I wonder if you could simply delete the visit and reschedule it within the new episode?
Let us know! Thank you for being a valued Axxess user,
Kari
It's an EVV visit so if I delete it, won't that delete the patient's signature? Does the EVV have anything to do with it? Hmmmmm
The EVV data shows the 9/8 date whereas the visit is scheduled for 9/5 and we've tried changing the date of the note itself and in details.
Hi @Donna Graham
I went into my testing environment and was able to move an EVV signed visit from 1 day to another within the same episode, but was not able to move it into the next episode. I believe the system will not allow you to move the visit because your trying to move it to the next episode. If you do delete the visit, the patient signature will remain with the deleted visit. The deleted visit will flow under Quick Links to deleted tasks (and can be restored). You may need to have the clinician or manager document what happened then manually enter the visit times in the EVV exception center for the newly created visit. Let me know if that helps!
Thank you!
Kari
I have come to the conclusion that the episode period (care period) acts as a sort of container for all of the visits and notes within that care period. Once a note or visit has been worked or opened within that care period, the care plan defined in that care period applies to their respective note or visit (assuming that care plan and visit/note associations are correctly defined in company setup).
When this all happens I have noticed that the visit/note is now locked into this care period. Since the visit/note was "filled in" with the care plan contents for the care period, it seems to make sense that the visit could not fall outside of this care period.
I hope this doesn't confuse the situation more. I would document the mistake, delete the incorrect visit/note and manually input the EVV information for the new correct visit.
The additional thought to think about is how the EVV visit data and the scheduled visit data does not match.
If the EVV date and time need changed, it would be better to delete and just rebuild the visit on the correct date, then manually enter EVV date for the visit, sign the visit and complete the note manually.
If the scheduled date & time is what needs changed, then I would do the following:
If you have the option in Company Setup > Billing > EVV Time Management > Mobile App Visit Time, set to [Use EVV times as actual visit times.] When I test this with a visit inside the same care period, the visit actually moves to the EVV date when completed with in & out EVV data. I haven't been able to build out my Test Patient specifically to the example you had asked about with the care period change within the date deviation. If I do get this tested also, i can always post another update on here. I am just a user of the Axxess system also and test this kind of stuff for the benefit of all us agencies that use Axxess software.
I'm not sure of all the details of how exactly this happened in your situation.
If the user clocked into a visit that was scheduled in the future or more than 5 days old, there are some ways to prevent this from possibly happening again.
We have the option Company Setup > Clinical > Documentation Requirements > Prevent Future Documentation: set to [Enable] This not only applies to the nursing, but to the health aides visits also.
The app won't let a user clock in to a visit/task that is older than 5 days. When the aide does attempt to clock into a visit that is scheduled in the past the following message is presented to them: " Warning The task is scheduled in the past. Do you want to clock in to this task? Cancel Clock In"
The user has to select the option to still clock in.
I hope something from this helps. Let me know.
Okay, haven't been able to move that visit from 9/5 to 9/8 (different cert periods). HOWEVER, my Clinical Manager is having the same problem with a physician order. Forgot to change the cert period to the previous when creating the physician order and now it is "stuck" in yellow. I used to be able to just click that "move to another cert period", select the correct cert period and move visits, orders, etc. I mean, why have it if it's not supposed to work? I'm going to open a ticket and ask support to tell me how to fix these issues.
If the visit or the physician order has already been started within that care period, it is kind-of locked to that care period. I could very well be wrong or misunderstanding, but as far as I am aware there isn't much that can be done (except deleting & rebuild) to any document/note/visit/order that is started in the wrong care period.
I feel like I had more than one ticket on this subject. I will look into some of my history and see what I can dig up. I will be back in the office Friday and will update you with any findings.
@Donna Graham ive opened a case with support because of not able to move an order. ive not had a response still from them