Electronic Visit Verification (EVV)

Electronic Visit Verification (EVV) dates back to 1998 as explained in Wikipedia and was patented and invented by a nurse who also is a technologist, entrepreneur and Home Health Care Consultant and Domain Expert. In 1996 Michelle Boasten, RN designed and created the first clinical documentation information system for Home Health, Home Care, and Hospice . Twenty years later mass adoption of electronic visit verification is underway and smartphones and 4G networks are making it possible. With CMS efforts to fight Medicaid fraud and overpayments, we believe states should have an open system allowing 3rd party vendors like Optonome to continue to build solutions helping providers submit information securely to state’s EVV vendors and allow support professionals, families, advocates and most importantly individuals receive value-based healthcare and assistance in remote locations.

Our founder and CEO, Dennis Dicker, a serial entrepreneur, patent examiner for paperless technologies and computer engineer invests in real estate decided to use his business acumen to serve a disadvantaged population.  First he conducted research to select a population that is under-served and faces problems he thinks he can fix. Then he set up a company to serve that population: adults with Autism Spectrum Disorder (ASD) or Intellectual Disabilities (ID). He then obtained the necessary licensure and insurance certification to provide comprehensive services and 24-hour residential care for Medicaid participants. He closely examined every problem, created technology-enhanced solutions, tested them and perfected them.

One of the enhanced solutions tried and tested includes EVV to help document location information along with any medical-related tasks.  Optonome allows anyone to create HIPAA compliant channels and make sure anyone interested in accessing stored medical data are authorized and at a known location. Once in a known location, authorized users are able to access documentation and healthcare history using our easy to use Form builder to document signatures, text, pictures, audio or any other requirement specific for that individual with searching capabilities to find anything. Each time a form is submitted, time, date and location are stamped along with an individuals mood, staff data, and provider information. See Fig. 1 and Fig. 2.

Our form options allow any healthcare provider to quickly create customized EVV forms and push them out to staff in less than 5 minutes! Easily customized for your state! Create an EVV form today and customize to individual support plans and state regulations. With Optonome you can easily set up an individuals receiving services and keep all communication, forms, ongoing documentation, courses completed, proof of compliance, staff information, support plan information, timesheets and location data in a single location.

Here are some suggestions when creating your form based on CMS and state requirements using Optonome (See Fig. 3 and Fig. 4)

  1. Type of service provided
    1. (Use form option “Select” form option giving the staff the ability to select from a list of services to be provided as displayed in ISP)
  2. Individual receiving the service
    1. Information automatically entered by submitting the EVV form in the individual’s channel and/or by adding a “signature” option in the EVV form – See Creating Paperless Forms on adding a signature form option.
  3. Individual providing the service
    1. Information automatically entered by submitting the EVV form via a registered user in the individual’s channel and/or by adding a “signature” option in the EVV form – See Creating Paperless Forms on adding a signature form option.
  4. Date of the service
    1. Time and Date stamps are automatically added at the point of submitting the form in the channel
  5. Location of the service delivery
    1. Location stamps are automatically added at the point of submitting the form in the channel
  6. Time the service begins and ends
    1. Automatic – Timesheets are automatically created separately in a separate form with start time and end time of service and saved in the channel.
    2. Manually entered by creating a “text” form option allowing the user to enter a start time and end time of service.

Fig. 3

 

Fig. 4

Interested in learning more? 

Email us hello@optonome.com

 

 

Assigning A Form To A Channel

After you create a form you can assign the form to a channel to be viewed or completed by someone you invite to the channel Ex. if the channel is a HIPAA type the user will only have access to the form after verification of location or if an invite channel type the user will have access to the form anywhere.

 

Step 1View channel settings of the channel you are interested in assigning the form to as shown in Fig. 1

Fig. 1

 

Step 2 – View the section titled “Forms Available For The Channel” as shown in Fig. 2

Fig. 2

 

Step 3 – Click on “Choose a Form to Add” to view or search for available forms on a team as shown in Fig. 3 and select desired form. Click o

Fig. 3

Step 4-  After selecting the desired form click on the plus sign next to the form to confirm adding the form to the channel as shown in Fig. 4

Fig. 4

 

Step 5 – View confirmation of the form added to the channel as shown in Fig 5. Click done to return to the channel.

Accessing Channel Settings While In Channel

After you create a new channel you can later change the settings on the fly while in the channel.

Step 1 – Open left curtain as shown in Fig. 1

Fig. 1

 

Step 2 – Click edit channel as shown in Fig. 2.

Fig. 2

Step 3 – Managers of the channel only – View and edit channel settings such as adding forms to the channel, inviting new users or changing the type of the channel as shown in Fig. 3.

Fig. 3

 

Creating New Channels

Channels are created to communicate: healthcare information, behavioral data, financial transactions, pictures with friends, moments with family members, emergency situations, meetings, healthcare needs, event updates and anything else you can think of!

There are two ways to create channels

  1. By accessing section 4 of your team settings 
  2. By accessing the curtain from any channel screen which we will go over in this post.

Step 1 – Go to your channel screen from the dashboard as shown in Fig. 1.

Fig. 1

 

Step 2 – Click on the curtain to view channel options as shown in Fig. 2.

Fig. 2

 

Step 3 – View channel options in open curtain as shown in Fig. 3. You may access a member list, invite users, create a new channel and view channels of teams.

Fig. 3

Step 4 – Click on “New Channel” as shown in Fig. 4

Fig. 4

 

Step 5 –  Edit new channel settings as shown in Fig. 5.  Your options are as follows

  1. Channel Name
  2. Pick which team to associate with the new channel
  3. Rollup Channel – Ability to group channels for easy searching (Coming Soon)
  4. Description
  5. Channel type(s)
    • HIPAA Compliant: Members entering the channel to verify their location is within1969 feet/ 600 meters/.3 of a mile before accessing the channel with more accurate location verification if the user makes an update in the channel. Ex. Healthcare Information or Financial transactions
    • Invite: Members can access the channel from anywhere with an invite without a need to verify location. Ex. Any messaging between family, friends, contractors, businesses, events attendees, managing documents, sharing forms for completion with temporary users (most used).
    • Public with GPS:  Anyone registered in Optonome.com can search and view the channel if they are within 1969 feet/ 600 meters/.3 of a mile of the location you enter. Ex. Live event or meeting updates, neighborhood updates or emergencies exclusive to people within 1 mile.
    • Public without GPS: Anyone registered in Optonome.com can view the channel. Ex. customer service for small businesses, share events and updates of business to the world, share birthdays or random events.
  6.  Address – Used to verify users in HIPAA compliant and public with GPS channels.

Fig. 5

 

Step 6 – Click on “Create” button to create the channel. You may create as many as you like following Steps 1-5.  Click the blue “Done” button when finished to go back to the channel screen.

Accessing and Leaving Channels

Optonome gives users the ability to quickly communicate and share information. All information on Optonome is shared based on the creator of the channelCreating a Channel helps ensure security by replacing email and text messaging with instant messaging secured by location, beacons sensors, HIPAA compliant servers.  Optonome makes it easy for friends, family, staff, third parties, service workers, advocates, community members, emergency personnel, or any team of interest can access channels from the dashboard (Fig. 1) with permission

Fig. 1

While in the channel view there are many options available. To leave the channel view and return to the dashboard, click on the lock in the top right corner as shown in Fig. 2 .

Fig. 2

Invite To A Channel

If you want to Invite someone to a channel without making the user a part of your team please the following instructions. Example users that you may want to invite directly into a channel include a potential employee, 3rd party medical professional on a temoporary basis, certified investigator, doctor, contractor completing a task or even a landlord.

NOTE invite permissions are based on the type of the channel and role of the user in the channel.

Step 1 – From the dashboard, access the curtain from the specified channel (Fig. 1)

Fig. 1

 

Step 2 – Double check channel and click on Invite as shown in Fig. 2

Fig. 2

 

Step 3 – Enter desired email address and press enter to highlight each individual contact. When done click send and done.

 

 

Creating Paperless Forms

Our goal is to help you go paperless as fast as possible. In order to do that we created a custom form builder to document offline activities no matter the required inputs.

 

Step 1 – Sign In and access your desired team settings screen as shown in Fig. 1

Fig. 1

 

Step 2– Scroll down to Section 3 and click on “Create New Form” as shown in Fig. 2

Fig. 2

Step 3 – The form edit screen allows you or a designated manager of the team to edit the form name, required fields or other form options as shown in Fig. 3 with a simple drag and drop operation

Fig. 3

Step 4 – Edit the Form name as shown in Fig. 4. After you edit the name of the form click the Blue check button next to the input box to update the form name

 

Fig. 4

 

Step 5 – Drag and Drop desired form options from right column as shown in Fig. 5. 

Fig. 5

 

Step 6 – After you drag and drop the desired form field(s) you have the following option to duplicate, make a required field, edit or delete the selected field as shown in Fig. 6.

**The Edit form Field button opens and closes the edit window for the form field as shown in Fig. 6.**

Fig. 6

Each form field has different options as listed below

a) Checkbox group: Users are able to complete field by checking  more than one option

Fig. 7

 

b) Date Field: Users are able to complete the field by selecting a date

c) File Upload: Users are able to complete the field by uploading a file or picture

d) Header: Used for displaying heading to a form only (No input required)

e) Paragraph: Used for displaying instructions or text only (No input required)

f) Number: Users are able to complete the field by inputting a number

g) Radio Group: Users are able to complete the field by checking only one option

h) Select: Users are able to complete the field by selecting one of the options from a dropdown list

i) Text Field: Users are able to complete the field by inputting a maximum one line of text

j) Text Area: Users are able to complete the field by inputting at least one line of text

k) Signature: Users are able to complete the field by signing their name with their finger on their smartphone or mouse on a desktop.

Step 7 – Click on the blue save button in the bottom right corner to save the form as shown in Fig. 6.

Invite Members To Team

We made it very simple to invite new users to your team. This will allow you to quickly manage all users and set who has managing rights to create channels and forms within the team.

Step 1 – Access Settings from the dashboard as shown in Fig. 1

Fig. 1

 

Step 2– Click on “My Teams” to view a list of joined and owned teams as shown in Fig. 2

Fig. 2

 

Step 3 – Click on “Invite User” icon in the row of the team you want to invite the new user as shown in Fig. 3

Fig. 3

 

Step 4 – Enter the email address of the user you want to invite and press “Enter” or “Return”  You may invite as many people as you wish to the team at one time as shown in Fig. 4 **do not press tab***

Fig. 4

 

Step 5 – View verification displaying that an invite was sent to the user as shown in Fig. 5

Fig. 5

 

Optional Step 6 – View users invited to a team – Click on Edit Team icon as shown in Fig. 6

 

Optional Step 7 – List of team members will be displayed in Section 2 as shown in Fig.  7

 

Accessing Your Team Settings

1) After registering, a personal team is created for you, named after your email address. This team is for your friends and family. To access your personal team settings click the gear icon on the user dashboard to access your user settings click on “My Teams” as shown in Fig. 1

Fig. 1

 

2) After clicking on “My Teams” view available teams then click on the “Edit Team” icon to access your owned team(s) as shown in Fig. 2 or you may create a team.

Fig. 2

 

3) Edit Team Screen as shown in Fig. 3 has four sections for easy accessibility.

Section 1 allows you to change your team name or logo or avatar for the team.

Section 2 allows you to add or remove team members and designate manager roles allowing other users you invite to your team the ability to create new forms or channels for the team.

Section 3 allows you invite new team members and designated managers of the team. Managers are able to create forms for other users to complete while in channels of the team.

Section 4 allows you or a designated manager of the team to create channels and invite other users who are a part of the team, Optonome application (non-team members) or non-Optonome users into a channel via email.

Fig. 3

When changing the name of your team simply edit the “Change Team Name” field and click on the green “Update” button

 

 

To go back to the dashboard from settings Click on Arrow as shown in Fig. 4.

Fig. 4

Creating A New Team

Creating a team allows managers to designate roles to other team members and quickly monitor updates across all team channels via Optoome’s advanced searching and retrieving features.

Step 1 – After login view dashboard as shown in Fig. 1 and click on the setting gear in the bottom left corner.

Fig. 1

 

Step 2-View settings menu as shown in Fig. 2 and click on “My Teams”

Fig. 2

 

Step 3– View “My Teams” screen and click on “Create a new team” as shown in Fig. 3

Fig. 3

 

Step 4 – Input Team Name and click on the green”Create” button as shown in Fig. 4

Option to Upload an avatar or logo

Fig. 4

 

 

Step 5 -Optional – After the creation of the new team, your team will be listed under “Owned”  as shown in Fig. 5. You may then edit the team settings as shown.

Fig. 5