Projects

Bringing a customer and its payers together

Project

The projects in the Fieldworker associate a customer with its paying source. The Projects tab within the Customer screen serves as the operational heart for a client's care plan. It lists all specific service programs, insurance-backed authorizations, or work assignments currently active for that individual.

1. Top Controls & Navigation

At the top of the Projects tab, you have tools to manage the list of assignments:

• Search Bar: A dedicated search field to filter through long lists of projects by title or ID.

• NEW PROJECT Button: A primary action button used to launch the project creation wizard, allowing you to link a new service type to this specific customer.

• Status Toggles:

  • Ongoing: Displays all currently active projects (e.g., Andre Rios ISS 8).

  • Completed: A repository for archived or finished projects, useful for reviewing historical care data.

2. Project Card Details

Each project is represented by a detailed card that provides an immediate status update without needing to click further:

• Project Title: The official name of the service (e.g., Andre Rios ISS 8). Clicking this link takes you to the full Project Management suite.

• Date Range: Displays the start and end dates of the service period (e.g., April 24, 2024 - April 24, 2026). This is critical for monitoring when a service contract needs renewal.

• Time Spent on Tasks: A high-level metric showing total engagement. For example, it might show "6 months spent on 165 tasks," giving supervisors an instant look at service utilization.

• Phone Number: The primary contact number associated with the project site or lead contact.

• Location: The physical address where services are rendered (e.g., 1020 Brand Lane, Stafford, TX). This address is used to validate EVV (Electronic Visit Verification) when staff clock in.

3. Usage in FieldWorker & AbilityHub

FieldWorker (Staff View)

• Task Assignment: Projects act as containers. When a staff member logs a Timesheet, they must select a project to ensure their hours are billed against the correct authorization.

• Compliance: The date ranges on the project card prevent staff from accidentally logging hours for an expired service.

AbilityHub (Family View)

• Visibility: Families can see active projects to understand exactly what services are being provided to their loved ones.

• Progress Tracking: The "Time Spent" metric is shared with the family app, providing transparency on how much support has been delivered to date.

Note: If a project shows as "On Going" but the end date has passed, the system may flag it for a review of the Authorization to ensure continued Medicaid compliance.

Adding a new project for a customer

The New Project modal is the primary gateway for authorizing services for a client. It is structured into three distinct tabs to ensure that administrative, geographical, and logistical details are captured before service begins.

Tab 1: Basic Details

This tab establishes the identity of the project and the financial/management structure behind it.

Field	Necessity	Description & Importance
Project Title	Mandatory (*)	The official name of the service (e.g., "Behavioral Support - Q1"). This is what staff will see when logging time.
Project Description	Mandatory (*)	A brief summary of the scope of work or specific goals associated with this project.
Project Active Plan Version	Mandatory (*)	Tracks which version of the ISP (Individual Service Plan) or Plan of Care this project is following.
Customer	Mandatory (*)	Auto-populated based on the Client you are currently viewing (e.g., Andre Fuego Mandana Maya).
Project Sponsor	Optional	Used to identify an external organization or funding body overseeing the project.
Project Manager	Mandatory (*)	The internal agency staff member responsible for the oversight of this specific project.
Self Pay?	Toggle	Indicates if the client is paying out-of-pocket (Yes) or if it is billed to insurance (No).
Primary/Secondary Payer	Optional	Dropdown menus to select the specific insurance providers responsible for reimbursement.

Tab 2: Date & Location

The Date & Location tab is the second stage of the Project creation process. It focuses on the "When" and "Where" of the service, which is vital for ensuring that staff shifts are billable and compliant with state EVV (Electronic Visit Verification) requirements. This tab defines the operational boundaries for the project.

Field Name	Necessity	Description & Importance
Start Date	Mandatory (*)	The official beginning of the service period. Tasks cannot be scheduled before this date.
Projected End Date	Mandatory (*)	The date the service authorization or ISP expires. This acts as a "hard stop" to prevent unbillable work after a contract ends.
Timezone	Mandatory (*)	Sets the local time for the project. This ensures that check-in/out timestamps are accurate regardless of where the agency office is located.
Primary Location	Mandatory (*)	The main address where care is delivered (usually the client's home). This address is used to set the GPS Geofence.
Additional Locations	Optional	If the project involves community-based services (e.g., a daycare center or a therapy clinic), you can add multiple verified addresses here.
Budget/Units	Optional	Some versions of this tab include a field for the "Approved Budget" or "Total Units," allowing you to track spend against the location.

Key Functionality: The Geofence

The most critical aspect of the Location field is its integration with the FieldWorker mobile app:

1. GPS Verification: When a field worker clocks in, the app compares their current coordinates to the address(es) defined in this tab.

2. Radius Check: If the worker is outside the allowed radius (typically 200–500 feet), the visit is marked as "Out of Location" in your reports.

3. Audit Readiness: This tab provides the "Source of Truth" for auditors to prove that services were rendered exactly where they were authorized.

Tab Controls

• [BACK]: Returns you to the Basic Details tab to edit the project name or manager without losing the data you've typed.

• [CONTINUE]: Moves you to the final Assignment/Final Details tab. This button will remain grayed out if the Start/End dates or Primary Location are missing.

• Map Preview: Most versions of this modal show a small map pin once the address is validated, allowing you to visually confirm the location is correct before saving.

Tab 3: Final Details

The Final Details tab is the third and last stage of the Project creation process. This section focuses on assigning specific staff members, setting their billing rates, and configuring communication preferences for the AbilityHub app. This tab acts as the bridge between the project's administrative setup and its daily execution by field staff.

Field Name	Necessity	Description & Importance
Employees	Mandatory (*)	A dropdown to select the specific staff members authorized to work on this project. Only assigned employees can see this project in their mobile app.
Employee Status	Mandatory (*)	Sets the staff member as Active or Inactive within this specific project scope.
Bill Rate	Mandatory (*)	The hourly or unit-based rate associated with this specific staff member for this project. This is vital for accurate Revenue Cycle Management.
Currency	Mandatory (*)	Defaults to United States (USD). Ensures financial data is formatted correctly for billing.
Frequency	Mandatory (*)	Defines how often the service is provided (e.g., Monthly, Weekly, Daily). This helps in tracking utilization against the Authorization.
Start Date / Associate To	Mandatory (*)	Confirms the date the specific employee is assigned to start and links them to the correct project timeline.
Tags / Labels	Optional	Allows for categorization (e.g., "High Priority") to help with filtering in Insights & Reports.
Visibility Controls	Toggle	A crucial setting to determine if this project and its associated notes should be visible to the family via the AbilityHub app.

Key Actions & Controls

• [ADD EMPLOYEE]: Allows you to link multiple staff members to the same project, each with their own unique bill rates or frequencies.

• [BACK]: Returns you to the Date & Location tab to adjust the timeframe or geofencing settings without losing your progress.

• [CREATE PROJECT]: The final submission button. Clicking this commits all data across all three tabs and adds the project to the Customer's Project List.

• Internal Notes: A dedicated space at the bottom for adding specific instructions or "cliff notes" that the assigned field staff should be aware of before their first visit.

Project Lifecycle Integration

Once the Create Project button is pressed:

1. Staff Sync: Assigned employees will immediately see the project in their mobile worklist.

2. Billing Readiness: The system begins tracking time against the specific Bill Rate defined here for future Timesheet processing.

3. Family Engagement: If visibility is enabled, the project name and assigned staff (the "Care Team") will appear in the client's AbilityHub profile.