5.28 Release

Last updated on 8/27/2025

Versioning

Table of Contents

5.28 Feature Release        2

EVV: HHAX v5 (FL) - Edit Visit and Missed Visit Reason Code Updates        2

EVV: HHAX v5 (PA) - Updates to Missed Visit Reason and Action Codes        3

Live Patient Record: Renamed to ‘Live Client Record’ (LCR)        4

Payroll: Increase to Reliability        4

Admin: Teams: Removed Field ‘Treat Team as Facility’        4

Settings: Permissions: Facility, Training, and Inventory        4

Settings: Training        5

Settings: Inventory Management        6

Settings: Pick Lists: Note Types        6

Clinical: Intervention Types: New Options: Outcome & Objective and Targeted Behavior        8

Clinical: Input/Output Type New Options: Does NOT Flow to I/O Record        10

Facility: Facilities        12

Facility: Calendar: Facility Census        12

Facility: Calendar: Facility Check In Start        13

Facility Day View        14

Facility: Facility Management: Tasks/Forms & Audit        15

Billing: Payers: Service Codes: Rate Type: Per Diem        16

Billing: Payers: E-File Option: Team/Facility        19

Calendar: Facility: Scheduling a Client and/or Employee        19

5.28 Feature Release

Release Date: September 25, 2025

EVV: HHAX v5 (FL) - Edit Visit and Missed Visit Reason Code Updates

Edit Visit Reason Codes 916-922 and 998 are now available for Florida HHAX v5 visits.

When selecting Edit Visit Reason Code 916-921 a note is required.

When selecting Missed Visit Reason Code 8 and 27 a note is required.

When selecting Missed Visit Action Code 6 a note is required.

EVV: HHAX v5 (PA) - Updates to Missed Visit Reason and Action Codes

When marking a visit as Missed for Pennsylvania HHAX v5, Reason Codes 520-525 will now require a note be entered and the payer names have been appended to the end of the description text for each code that is valid only for a subset of payers.

Missed Visit Reason Codes

Missed Visit Action Codes

Live Patient Record: Renamed to ‘Live Client Record’ (LCR)

The Live Patient Record (LPR) has been renamed the Live Client Record (LCR)

• Client List > row ellipses > Live Client Record menu option
• Breadcrumb in header Home > Client List > Client > Profile > Assessments > LCR
• LCR page header, LCR - <client name> LCR

Payroll: Increase to Reliability

To mitigate risk associated with payroll processing within the system, the lambda that marks all assignments as paid must finish prior to delivering the payroll CSV file to users. This will ensure that if that process fails, payroll cannot be rerun with duplicate data.

When a user clicks to run payroll, we will lock the payroll screen with a spin icon and process all work in the background, resulting in a file download at the end of the final update.

Admin: Teams: Removed Field ‘Treat Team as Facility’

Within a Team’s Profile, the system will no longer have the option to mark a Team as a Facility.

• For PPEC providers, any existing team at the time of 5.28’s release that was marked [x] Treat Team As Facility will have that Facility automatically created and associated with the Team.
• This update will allow for new facility-specific functionality, including multiple facilities being associated with a single team.

Settings: Permissions: Facility, Training, and Inventory

Within the Admin & Patient section of Permissions, there are new permissions controlling access to various menu options.

Facility: allows user to access and/or edit the Facility menu (this is still the permission that allows a user to view the Calendar (formerly labeled PPECC))

• Permissions: Admin: Facility

• Admin: Facility: View:

• controls the visibility of the Facilities item under the Facility menu

• Admin: Facility: Edit:

• controls the ability to add, edit, or inactivate Facilities under the Facility menu

Facility Tasks: allows user to view/edit/delete Facility Tasks within the Facility menu

• Permissions: Admin: Facility Tasks

• Admin: Facility Tasks: View

• controls the ability to view and access Facility Tasks menu

• Admin: Facility Tasks: Edit

• controls the ability to add, edit, save Facility Tasks

• Admin: Facility Tasks: Delete

• controls the ability to inactivate Facility Tasks

Training: this permission will be visible in 5.28 but it will not have any effect until after Release 5.29

• Permissions: Admin: Training

• Admin: Trainings: View

• controls the ability to view and access Training menu

• Admin: Training: Edit

• controls the ability to add, edit, save Training courses

• Admin: Training: Delete

• controls the ability to inactivate Training courses 

• Admin: Training: Download

• controls the ability to download Training course documents

Inventory: this permission will be visible in 5.28 but it will not have any effect until after Release 5.29

• Permissions: Patient: Inventory

• Patient: Inventory: Edit

• controls the ability to edit existing inventory information

Settings: Training

This menu option will navigate users to a new page for a Learning Management System within Statewise where providers may create and save training content.

This feature will be toggled off when 5.28 is released and will be fully functional with Release 5.29.

Settings: Inventory Management

This menu option will navigate users to a new page for Inventory Management within Statewise where care providers may add, track, and audit inventory for clients or facilities with electronic signatures and full history. #49573

This feature enables care providers and administrators to manage inventory items for clients or facilities efficiently. Users can add inventory records with essential details, track quantities and values, and audit all changes with electronic signatures. The system supports viewing current inventory summaries and detailed history for each item, ensuring full transparency and compliance. Inventory management workflows apply consistently across various facility types.

This feature will be toggled off when 5.28 is released and will be fully functional with Release 5.29.

Settings: Pick Lists: Note Types

• The Settings: Notes Pick List index will include new columns:

• Form Type (form name)
• Generates PDF (yes/no)

• When a note includes a form association & a user utilizes this note type, the associated form will be tied to the note and may be filled out by the user. The form may include required fields.

Required Fields

• Name
• Assigned To:

• Assign to All

• REPLACED with Assign to Client, Employee and General (no change to function

• Assign to Client

• no change to function

• Assign to Employee

• no change to function

• Assign to Facility

• new option for use by facility

Optional Flags and Selections for all Assigned To Options

• Generate PDF of Note

• Will create a PDF of the form upon note creation
• Notes assigned to a Client Document will create a PDF of the form upon note creation (similar to how existing Incident & Grievance work)

• Allow Edit of Note

• Generated notes may only be edited from the Client or Employee Notes and not from the Inbox

• Attach Form

• Picklist of forms

Optional Flags and Selections for ‘Client Only’ and ‘Facility Only’ Assigned To Options

• Scheduled Activity

• Will allow for date and time to be created when a note is added so that the note is in the Task list for a Facility employee

Optional Flags and Selections for‘Facility Only’Assigned To Options

• Include Census Data on PDF

• This option is ONLY visible if the note type is also marked to Generate PDF; the PDF will    include clients checked in that day

Clinical: Intervention Types: New Options: Outcome & Objective and Targeted Behavior

NOT YET AVAILABLE IN THE APP

Two new Intervention Types, Outcome & Objective & Targeted Behavior are available in the system. Similar to Vent Settings, these fields get filled in by the assessing clinician and are viewable by the DSP when charting.

Outcome & Objective

Assessment view for the assessing clinician:

DSP View: they will see all of the above READ-ONLY and they have to fill out the following:

Then in the LCR users may generate the Outcome/Objective report:

Targeted Behavior

Assessment view for the assessing clinician:

DSP View: they will see all of the above READ-ONLY and they have to fill out the following:

Then in the LCR users may generate the report for Behaviors:

Clinical: Input/Output Type New Options: Does NOT Flow to I/O Record

The I/O table options have been expanded to include new options when creating an Intervention and the Type: Input/Output. These options have been made available to allow for documentation to be recorded by a DSP for IDD Facility clients and do not flow to the I/O record. 

• Bowel Movement (Output)
• Urine Ext (Output)
• Menstruation (Output)
• Vomiting (Output)
• Food/Fluids (Input)

When utilized on the web, the following fields will need to be addressed:

Bowel Movement

Urine Ext

Menstruation

Vomiting

Foods/ Fluids

Facility: Facilities

Access the list of facilities, create or edit a facility’s details, and associate Team(s) to a Facility in the Facilities menu.

Profile Tab:

Check in Option:

• Manual: the system would require a user to complete the form before any assignments can be clocked into
• Automatic: the system completes the form in the background

Facility Check In Form:

• Still has to be set even if it’s Automatic

Use Facility Info for Clinical Documents

• If ‘Use Facility Info’ for clinical documents is checked, clinical documents will display the Facility address (currently this can be set for teams to override the Company level address)

Billing Facility Name

• A new field for Facility Billing Name has been added to override the company level name, where needed. If left as null, the billing name falls back to the team billing name.

Inventory Tab:

Not yet available, the group exists for functions becoming available in a future release.

Identifiers Tab:

Billing Identifiers to allow for claim filing details to be associated with the Facility.

Facility: Calendar: Facility Census

Access the facility census via the Facility Calendar to see a list of all clients scheduled that day and their current visit status, including those marked as Missed and the Reason associated with the Missed Visit.

Click on ‘Facility Census’ for a specific day of the week to see the list:

Facility: Calendar: Facility Check In Start

Access the facility check in (clock in/out) via the Facility Calendar. Clock in and access the Facility Census, as well.

Once clocked in, the employee will be navigated to the Facility Day View.

Facility Day View

Once employee clocks in the page will reload to the Facility Day View

Task List

• Includes

• Tasks for ALL CLIENTS
• Facility Tasks
• Submitting the Visit as its own Task, available in the last hour the client is scheduled to be at facility (listed as Complete [Name of the Form] and Submit)
• Notes that are scheduled for the client or facility
• PRN relabeled: As Needed

• User will be stopped from saving a client task if the client has not yet been checked into facility

Census

List of clients scheduled at Facility today and visit status

5.29 includes updates that will allow for Groups

• May single or multi-select the clients, allowing the below buttons will appear:

• Check In:

• Clients may be checked in one at a time or multiple at a time
• Client may also be individually checked in

• Ellipsis > Assignment > Check In

• Mark As Missed

• Clients may be marked as missed one at a time or multiple at a time
• Once marked as missed this cannot be undone from Facility Day View

• Client Ellipsis:

• Assignment: Check In (once a user checks in, they are navigated to a view specific to the client’s visit (how PPEC works today)
• Location: shows all facility assignments including current

• being updated in 5.29 for better user experience and to handle client on-site/off-site and groups

• Note: creating a note for this specific client; if the type allows schedule, it will show option to schedule it or submit it
• Incident: current defaults to the statewise OG incident form

• being updated in 5.29 to be set to the providers desired form

• Client Profile: navigates user to the Client Profile

Shift Notes

A list of any note that has the assignment date and has been taken about either:

• Client
• Facility

Facility: Facility Management: Tasks/Forms & Audit

This menu option will allow users to access a page where they may create tasks that are assigned to the Facility (versus a client). The tasks may be assigned to a single or multiple facilities.

A user with permission may create/edit Tasks that are specific to a Facility by clicking the +New button. Creating a new Task has Recurrence options (exactly like interventions work).

Users also have an option to +New Detail to set additional fields for the employee to fill in when the task is completed and may add multiple fields

The tasks will appear under the Task List based on the set recurrence.        

Billing: Payers: Service Codes: Rate Type: Per Diem

The system has been updated to allow a billing rate type of ‘Per Diem’ for services that are authorized and billed regardless of how many separate assignments exist in Statewise in a single day. 

Billing Payer: Service Code: Rate Schedule

• Payer Service Code: Rate Schedule: Rate Type: New Option:

• Per Diem

• When selected:

• additional option is Min/Max fields

• Min/Max fields (same function as per visit)

• both may be left null
• only Min may be utilized
• only Max may be utilized

• When a min/max is set on a rate type Per Diem:

• the min/max will ONLY be checked on assignment verification to allow for a roll up of multiple Per Diem assignments in a single day
• the min/max will never be checked on assignment creation or edit
• if min & max both used, the system will validate that min must be less than max

Client Payer: Authorization Segment

• Authorization Segment: Unit Type: New Option:

• Per Diem

Calendar

• When an assignment is scheduled with rate type Per Diem

• The system will allow for multiple assignments on the same day EVEN IF the auth has a Daily Limit of 1 Per Diem because they will roll up

• When an assignment is auto-verified/manually verified with rate type per diem:

• we will check against the Min/Max of the rate schedule
• if one exists we will take the exact minute total of all the per diem assignments in a single day and compare to min/max

• When auth segment is Unit Type Per Diem the left assignment pane auth tab will = 1 used per day regardless of how many assignments against

Billing Create Claim

• When a date of service includes an assignment with a Per Diem rate
• Claim will have one line for a Date of Service and Always = 1 Per Diem even if there were multiple assignments in a single day

Here is an example where a client has 3 separate assignments 7 days/week at the group home:

The claim will send the 1 Per Diem row, making time frames irrelevant and the clinician will equal the facility

(there are two claims below because the payer is set to split at month end)

Secondary Billing

• allows replacements; must have block that code also has to be per diem
• allows forward; must have block that code also has to be per diem
• cannot go from hours/units/visit -> per diem
• cannot go from per diem -> hours/units/visits

Billing: Payers: E-File Option: Team/Facility

Facilities will have an Address section available and a Billing Identifier group to specify billing identifiers needed for payer e-file options. Update in the Payer > e-File options: 

• update label from team to ‘Team/Facility’’
• functionality will look at the lowest level (based on assignment schedule)

Calendar: Facility: Scheduling a Client and/or Employee

Prior to Release 5.28

When a team is marked [x] Treat Team As Facility the system:

• Created a background ‘client’ to schedule the employees at
• Creates a background ‘facility employee’ to schedule the clients with

As of 5.28:

A background ‘client’ will still be created for any Team  that has at least one Facility associated with it.

The calendar updates the left pane because it knows:

• if a client is on Team that has any Facilities
• if an employee is on a Team that has any Facilities
• if a form is Homecare Clinical or Facility Clinical

• Homecare Clinical: Assumes 1:1 and will show Employee Pick List
• Facility Clinical: will show Facility Picklist instead of Employee

Scheduling a client that may receive care at a Facility or 1:1

• Goose Nelson is on Team Statewise
• Team Statewise is associated with several Facilities
• Goose receives service IDD Facility which includes several forms:

• Day Hab Service Note: a Facility Clinical Form
• Group Home Service Note: a Facility Clinical Form
• Statewise HH SN Visit: which is a Homecare Clinical Form
• Behavioral Assessment: a Homecare Clinical Form

• Because Goose is on a team that has facilities, the form will drive whether or not the system displays an Employee pick list for 1:1 care OR the facility pick list to schedule him at Facility for group care

When the user selects Statewise HH SN Visit Form, the Employee Pick List shows as displayed in image on left.

When the user changes the form to one that is Facility Clinical, the Employee Pick List is replaced with Select Facility as displayed in image on the right.

Scheduling an Employee that may provide 1:1 care OR be scheduled at a Facility

Currently users cannot select a Facility in the client drop down only the Team ‘Facility,’ so the best way to schedule an employee is to filter to them on the top of the page.

Statewise knows that the employee is on a Team that has facilities associated with it so it will default the NEW assignment pane:

Toggle Client/Facility to Facility

The Form will default to the Facility Payroll form (the form is configured by the Statewise team)

To schedule the employee for 1:1 Toggle to Client

The client will auto-populate with the Team’s background client. Then, the user may type the name of an actual client and select 1:1 form and select the employee.