Adding a Doctor to Barnestorm- YouTube
Watch the video for complete details.
Creating a New Referral in Barnestorm
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Access the Referral Section: From the main menu, navigate to "Referrals" and click on "Start a New Referral."
- The "Click for Next Chart #" field will become active. All Barnestorm chart numbers are six digits. You have the following options:
- Enter the first three digits of the current chart sequence.
- Leave the field blank to auto-generate a number.
- Manually enter a unique six-digit chart number.
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[Skip if you entered a six-digit number]: Click the "Click for Next Chart #" button. The system will generate the next available chart number.
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Accept the Chart Number: If the number is correct, click "Accept Chart #." This will activate the referral screen.
Completing the Referral Screen
Ensure the following information is accurately entered for each tab to avoid EVV record rejections:
Patient Information: Enter the patient’s name (correct spelling), address, phone number (with area code), date of birth, Social Security number, gender, and race.
- Use only valid data to facilitate smooth data transmission to the aggregator.
- Do not add extra information in the name or address fields. The address field is limited to 30 characters.
- Always include the area code with all phone numbers, including contacts. Avoid using parentheses or adding a "1" before the number.
Referral Information - Admit Date and Status: Enter the patient’s admit date (the date your agency began or will begin services) and change the Patient Status to "Active." Set the Admit Type to "Admitted."
Payers - Select the "Payer 1" row, then enter the program and payer code (or search by name). Input the patient’s Medicaid or payer subscriber number into the HIC# field.
- For Healthy Blue patients, use the subscriber ID in the HIC# field.
- Ensure you use the Medicaid number that starts with a "9." The aggregator will reject records with the old Medicaid number.
- Do not include dashes in the HIC# field to prevent EVV visit rejections.
Dr + Pharmacy - Primary Physician: Add the Primary Physician by entering the code or searching by name.
Employees - Assigned Staff: Add the office case manager and the assigned aide. You can search by name or enter the four-digit code. The employee listed first will be assigned as the patient’s case manager/care coordinator.
Final Step: Before exiting the referral, click "Save All Patient Data" to ensure all information is stored correctly.
Other Tips:
You can get to the ICD Histories screen from the Referral by clicking on ICD History or from the Main Menu > Patient Histories and then ICD History.
Make sure the ICD date is dated on or before the patients admit date. The admit date shows up at the top of this screen. The ICD Effective date should default to the admit date.
1. Click on New Date.
2. Add the ICD to the Code Number or Description field. Click on Save. Repeat with secondary code.
3. Once all codes are keyed in click the Save All Changes button.
Note: Some payers may require a minimum number of ICD codes for billing.
Adding New Employees in Barnestorm
You can add new employees either while entering referral/patient information or by navigating to Codes > Other Basic Codes > Employees. On the Employees tab of the Referral, you can click on New Employee to start the process.
- Add a New Employee: Click on the Add A New Employee button and select a code from the list.
- Enter Required Information: Fill in the minimum required employee information and click Save.
Required Fields:
- Correct spelling of the employee’s name
- Cell phone number (10-digits with area code)
- Program
- Job Code (select the job code typically used for the employee)
- Rev Code (nurse = 0550, aide must be 0570 or 0599 for EVV compatibility)
- Social Security Number
- Gender (may be required by some MCOs)
- Date Hired
Other fields are optional, but it’s recommended to track the hire date as well. The primary email address can be left blank to auto-generate an email. You can enter a personal or business email in the second email field.
TIPS related to common issues for Sandata rejection:
- Only include the employee’s name; allowed characters are A-Z, apostrophes, periods, hyphens, and spaces.
- Always include the area code with the cell phone number (10-digits only).
- Ensure you use the correct Rev Code (see required fields).
ADDING AIDES TO THE CARE CHAMP APP
Point-of-Care Users (not for CAP/PCS EVV Users):To stay EVV compliant, set the app status to POC. This will use the device's location services to record GPS coordinates for start and end times. Ensure the device’s location service is enabled for this feature to work.
Video: (1) Adding Authorization Dates and Hours - YouTube
Use the approved authorized hours to help track how many hours are scheduled versus how many hours have been completed. This feature works with the 17.34 Authorizations Used report, in combination with schedules and visits, to compare authorized to scheduled to completed hours.
Ideally, annual authorization and care plan dates will match. They should create a continuous flow of uninterrupted dates, with no gaps.
For MCOs like Healthy Blue, make sure you enter the From, Thru, auth #, the discipline (for Home Health) and number of visits authorized. This information is required when sending EVV Visits through CareBridge.
1. From Patient Histories or Referral, click on Authorizations.
2. Pull the patient up and select the payer.
3. Add the Service Plan dates as the From and Thru Dates.
4. For Home Health, select the discipline.
5. Select Hours/Week or Hours/Month and key in the authorized hours.
6. Click on Save.
CAP/PCS Example
Healthy Blue HH Example
This step will create the aide care plan, which includes the days of the week and times the aide will visit, and which tasks need to be completed. This is the process that will also generate the scheduled entries for the EVV Visits screen, Schedule Calendar and the Care Champ app (including telephony).
1. From Aide Activity > Aide Plan, click New.
2. Change the From and Thru dates to match authorization dates (auth dates show up at the bottom of the screen).
3. Select the assigned aide and office case manager. For CAP/PCS, make sure the three-digit payer and job code match - this is vital for billing and sending data through the EVV Aggregator. The Vst code should be a regular chargeable visit.
4. Select all applicable tasks assigned to the service plan (you will assign days of week in upcoming steps).
5. Click the checkbox on each day of the week that the aide will visit the patient.
6. Assign times by changing the times as needed, making sure that the total time matches the authorized as closely as possible.
7. If the aide should not perform a task on a certain day, uncheck the box for that task on that day, as needed (you can also do this as you select each task from above).
8. Click the Precautions tab at the top of the screen and select precautions and other indicators, as needed (optional).
9. If you need to add special instructions you can make notes under Special Instructions.
10. (Optional) Save and Print/Preview the plan to verify that the information is correct.
11. Select the plan and click on Edit, click on Create Schedule and Save Plan. IMPORTANT: This step will generate the schedule for the aide/patient with assigned tasks. This is the step that creates the visits for the Care Champ app and telephony.
12. Go to Aide Activity > Aide Schedule. Pull up the patient in the upper right. Make sure the schedule is accurate. You can use the Month View tab to add minutes onto visits as needed to make the monthly hours match authorization (see ‘View Schedule / Update Single Scheduled Entry video).
Use these steps for the following reasons: • Incorrect or incomplete information was keyed originally. You can use this process if the payer was keyed incorrectly but, note there is a different process if the patient switches payers. The information being updated will not retroact visits already completed.
• You need to change the times the patient will be seen.
Do NOT use the following steps to:
- Switch out the assigned aide.
- Renew or change the authorization (from and thru) dates.
- Switching the payer.
This process will update the plan and the information on the schedules for EVV.
1. From Aide Activity > Aide Plan select the plan and click on Edit.
2. Modify the information that is incorrect.
3. Click on Create Schedules.
4. Once the schedules are finished creating click on Save Plan.
Note: The Create Schedules button may only appear once valid information has been updated.
Video: When the Aide Switches on the Aide Plan - YouTube
***IMPORTANT: Do not change the Thru date of the care plan. The instructions must be following exactly, otherwise app issues will occur.
Use these steps for the following reasons:
- The assigned aide will change permanently
- The patient switched payers
- Tasks are being added / removed
- Task descriptions are updated
PART 1 - COPY EXISTING AIDE PLAN
1. Go to Aide Activity > Aide Plan.
2. Click on the active plan. Click Copy. This creates a new plan.
3. On the new plan click the Edit button.
4. Change the From and Thru dates and anything else in the plan that changed.
5. Click Create Schedules and then Save Plan. This step creates the schedule for the new plan.
PART 2 - DISCONTINUE OLD AIDE PLAN
6. Select the plan that will be discontinued and click the Stop button. Answer Yes to stop the plan. This may take a minute; the entry will change to grey when ready to proceed.
7. (Optional if plan is not ending on current date) Click the stopped plan and click on Edit. Change the Stopped date to the date the plan will discontinue.
8. Click on Save Plan. This step will remove future schedules after the Stopped date.
****IMPORTANT: DO NOT REMOVE AIDE PLAN!!!! That is a historical record that provides the tasks & info for every visit note.
Use the following steps to update an existing scheduled entry to change the date or the employee who is scheduled to visit the patient.
These steps will update the EVV Visits screen, Schedule and Care Champ/Telephony.
Each schedule is built from the aide care plan and will link the tasks that are assigned from the care plan.
Creating a new schedule from this screen will not link the aide plan and will cause issues with CareChamp.
1. Go to Aide Activity > Aide Schedule (or Employee Activity > Schedule).
2. Pull up the employee or patient.
3. Right-Click on the schedule and click on Edit.
4. Update the employee and / or the time in date, time out date and change the day of the week at the bottom.
5. Save & Close. The visit will immediately update.
EVV - Adding a Referral/New Patient 
