Advanced

Configure the "brain" of your Fieldworker environment

This section allows you to tweak the Fieldworker platform at its deepest level. These settings control your billing logic, document naming, and the specific terminology used across your agency. This section should only be edited after understanding the full impact of the changes. Some of the changes in this section are irreversible and could lead to permanent loss of existing data. This section is only accessible to admin users.

1. Customizing Agency Terminology

In these sections, you define the "vocabulary" of your agency. Use these to toggle standard options or create your own custom categories.

• Contact & Customer Types: Define how you categorize your clients and their emergency contacts.

• Employee Status & Types: Manage internal roles (e.g., Case Manager, RN) and employment states.

• Location Types: Label where services happen (e.g., Telehealth, Group Home).

• Task Types: These are the actual services workers perform (e.g., Monthly Visit, Intake).

How to Update:

1. Check/uncheck the boxes to enable or disable existing types.

2. To add a new one, type the name in the Add New Types field and click [ADD].

3. Important: You must click the [SAVE] button at the bottom of the specific section to apply changes.

🔐 The Set Permissions Modal

The Set Permissions modal is the primary tool for defining exactly what a specific role (e.g., Fieldworker, Manager, Admin) can see and do within the Fieldworker platform. By checking or unchecking these boxes, you can ensure that sensitive data remains secure while giving staff the tools they need to succeed. This modal is divided into logical groups representing different modules of the platform, including the web portal, mobile app, and reporting engine.

1. Reporting Access

Controls which data-heavy reports a user can generate or view.

• Company Reports: High-level compliance and payroll data (e.g., Debarment reports).

• Admin Reports: Operational data like active customer lists or plan renewal reports.

• Billing Reports: Financial oversight, including outstanding balances and claim collections.

2. Module & Tab Access

These settings determine which main menu items appear for the user.

• Settings Tabs: Grant access to General, Subscription, Agency, Billing, Employee, or Advanced settings.

• Forms & Workflows: Toggle access to the Form Builder or Workflows library.

• Billing Tab: Control access to specialized financial tools like Claims and Remittances.

3. Mobile App Screens

Crucial for Fieldworkers. Use these to define what a worker sees on their smartphone:

• Core Screens: Home, Tasks, Timesheets, and Customers.

• Feature Screens: Checklist, Notes, Artifacts, and Record Activity.

4. Functionalities (Action-Based)

These permissions go beyond "viewing" and allow users to "act."

• Scheduler: Permissions to schedule or edit sessions, mark attendance, or modify tasks.

• Resource Management: Permission to create new Projects, Customers, or Intakes.

• BI Dashboards: Access to visual data dashboards (Financial, HR, Demographics).

📝 How to Update Permissions

1. Open the Modal: From the Employee List, click the Permissions (User Icon) on the right side of an employee's row.

2. Review Settings: The title will confirm the role you are editing (e.g., "Set permissions for Fieldworker").

3. Toggle Permissions: Check boxes to grant access; uncheck to restrict it.

4. Save Changes:

   • Click [SAVE] at the top right of the modal to apply the new permission set immediately.

   • Click [CLOSE] to exit without saving.

Security Best Practice: For standard Fieldworkers, it is recommended to keep Settings Tabs and Billing Tab access unchecked to prevent accidental changes to agency-wide configurations.

This section outlines the recommended permission sets for two primary roles: the Fieldworker and the Manager. Using the Set Permissions modal, you can customize these templates to fit your agency's specific hierarchy and security needs.

🔐 Permissions Template Comparison

The following table compares the typical access levels for a standard Fieldworker (on-the-ground staff) versus a Manager (administrative oversight).

Permission Category	Fieldworker (Standard)	Manager (Standard)
Mobile App Screens	Full Access: Tasks, Timesheets, Customers, and Record Activity.	Full Access: Same as Fieldworker, plus advanced project views.
Scheduler	Limited: Mark attendance, add session notes, and modify assigned tasks.	Full Access: Schedule sessions for others, edit any session.
Reporting	Task-Based: View own tasks and active customer reports.	Full Access: Payroll, Billing, and Compliance/Debarment reports.
Settings Tabs	None: Access to General Settings only.	Partial: Access to Employee and Agency settings.
BI Dashboards	Customer-Only: View basic customer dashboards.	All: Financial, HR, and Demographics dashboards.
Billing Tab	None: No access to claims or remittances.	Full Access: Manage Claims and Accounts Receivable.
Resource Functions	Employee Level: Access to assigned projects only.	Admin Level: Create new customers, projects, and Referrals.

📋 Role Breakdown

The Fieldworker Role

Designed for security and focus. Fieldworkers are given exactly what they need to document service delivery without exposure to sensitive agency-wide financial or HR data.

• Key Focus: Mobile App, Scheduler (Self), and Active Customer Lists.

• Restriction: Cannot delete records, edit agency settings, or view peer payroll data.

The Manager Role

Designed for oversight. Managers need the ability to correct scheduling errors, approve documentation, and monitor agency performance.

• Key Focus: Billing Reports, Scheduler (All Employees), and Form Builder.

• Control: Can invite new employees, create projects, and manage Workflows.

🛠️ How to Apply a Template

1. Navigate to the Employee Settings tab.

2. Locate the employee and click the Permissions (User Icon).

3. Check/Uncheck boxes based on the comparison table above.

4. Click [SAVE] at the top right of the modal.

   Permissions take effect immediately. If an employee is currently logged into the mobile app, they may need to refresh their home screen to see new tabs or features.

🔗 The "Link Code" Functionality

The Link Code functionality within the Task Types section is a critical tool for administrators. It allows you to bridge the gap between a simple administrative task (like a "Checklist" or "Home Visit") and the complex billing data required for insurance claims. The Link Code modal is a specialized setup tool that appears when you need to connect a specific Task Type (like "Checklist" or "Home Visit") to a billable Procedure Code. This ensures that every time a staff member completes that task, the system knows exactly what to charge and which payer to bill.

How to Access

1. Locate the Task Types section.

2. Find the task you wish to configure.

3. Click the Options/Link icon (usually represented by three dots or a link symbol next to the task name) to open the Link Code modal.

Field Definitions

Fill out the following fields to ensure the task generates accurate billing data:

• Select Procedure Code: Choose the official HCPCS/CPT code required for the service (e.g., S9470 - Nutritional Counseling).

• Delivery Mode: Specify if the service is provided as I (Individual) or G (Group).

• Enter Procedure Rate: Enter the dollar amount to be billed per unit for this task (e.g., 200).

• Select Contract: (Optional) If this rate applies only to a specific service contract, select it here.

• Select Payer: Choose the specific insurance or state payer associated with this code and rate.

• Select Office: If your agency has multiple branches, assign this billing rule to the relevant office.

Action Buttons

• [LINK]: Saves the configuration. This task will now automatically populate the Task Type Mapping table and the Task Billing Rates table below.

• [UNLINK]: Severs the connection between the task and the billing code. Use this if a task is no longer billable or needs to be reset.

🛠️ How it Affects Your Workflow

Once a task is linked, the following happens automatically:

1. Staff Simplicity: Your fieldworkers simply see "Checklist" on their mobile app. They don't need to know the billing codes.

2. Automated Mapping: The system automatically adds an entry to the Task Type Mapping table, showing the Type, Description, Unit, and Code.

3. Billing Readiness: The rate you entered is added to the Task Billing Rates table, ensuring that when the task is marked as "Complete," the system knows exactly how much to charge.

[!IMPORTANT]

Check your Units: When linking a code, ensure the Procedure Rate matches the Unit defined in your mapping (e.g., if the code bills in 15-minute increments, the rate should be for 15 minutes, not the full hour).

Why This Matters

By using the Link Code feature, you automate the background work for your billing department.

• Error Reduction: Staff only see the "Task Name" (e.g., Checklist), but the system automatically attaches the correct "Code" (e.g., S9470) and "Rate" ($200) behind the scenes.

• Consistency: Ensures that every office and every employee bills the same amount for the same service.

📋 The "Link Form" Modal

The Link Form modal is a specialized tool within the Task Types section that allows you to bridge the gap between a scheduled activity and the digital paperwork required to document it. By linking a form to a task, you ensure that fieldworkers have the correct documentation ready the moment they start their visit. When you click the Link/Form icon next to a task (such as Eligibility Determination), this modal appears.

Modal Components

• Task Context: The subtitle displays exactly which Task Type you are currently configuring (e.g., "Form with Task type - Eligibility Determination").

• Form Checklist: This list pulls every active form from your Forms library.

  • Selection: Check the box next to any form (e.g., Progress Note, Test Public Form) that needs to be completed during this specific task.

  • Multiple Links: You can link multiple forms to a single task if that service requires several distinct documents.

• Navigation: Use the pagination numbers (e.g., 1, 2) at the bottom to browse through your full library of available forms.

• [LINK] Button: Click this to save your associations.

🛠️ How This Impacts Fieldworkers

Once a form is linked to a task, it changes the user experience in the mobile app:

1. Guided Workflow: When a fieldworker selects the task on their schedule, the linked forms are automatically suggested or required.

2. Reduced Errors: Workers no longer have to guess which form to use for an "Intake" vs. a "Home Visit"—the system presents the correct document for them.

3. Automatic Filing: Completed forms are automatically tagged with the task details, making them easier to find later in the Documents section.

Pro-Tip: If a form you recently created is missing from this list, go to the Forms section of the Advanced Tab and ensure it is checked as an "active" form for the agency.

2. Forms & Documentation

The Forms section determines which digital documents are available for your staff to use in the field.

• Activation: Check the box next to any form (like SOAP note or Progress Note) to make it visible to your fieldworkers.

• Availability: Forms unchecked here will be hidden from the "New Form" menus across the platform.

• Mobile Sync: Once you click [SAVE], these forms will immediately appear as options for your fieldworkers on their mobile devices.

3. MT (Monthly Monitoring Tool) & Automation

This section controls how reports are generated and how the system communicates with your team.

• Logic Toggles: * Track Employee Cost: Includes payroll/cost data in reports.

  • MT Notification: Sends an automated alert to supervisors when a report is due or completed.

• Naming Convention: Use brackets to automate file naming (e.g., {customer_name}_{month}_{year}). This keeps your Documents organized without manual renaming.

• Date Range Mode: Select Contact Date only to track by the actual service day, or Calendar month for standard billing cycles.

4. Billing Engine: Mapping & Rates

This is the most critical part of your setup. It bridges the gap between what your fieldworker does and how the insurance company is billed.

Task Type Mapping

This table connects your internal Task Types (what your staff sees) to Procedure Codes (what insurance sees).

• Unit: Defines the billing increment (e.g., 15 Minutes or Per Diem).

• Code: The standard HCPCS/CPT code (e.g., T2021 or H2016).

• Delivery Mode: I for Individual or G for Group sessions.

Task Billing Rates

Define exactly how much is billed for each code based on the Customer Tier.

• Modifier Codes: Use these for specific billing requirements (e.g., HI, SE, UI) to ensure higher reimbursement or compliance.

🚀 How to Map a Task to a Procedure Code

Follow these steps to ensure your tasks generate correct billing claims:

1. Define the Task: First, ensure your service is listed under Task Types (see Section 1).

2. Navigate to Task Type Mapping: Scroll to the mapping table.

3. Enter Mapping Details:

   • Type: Select your internal task (e.g., Home Visit).

   • Description: Enter the clinical description (e.g., Applied Behavior Analysis).

   • Unit: Choose the billing increment (15 Minutes or Per Diem).

   • Code: Enter the HCPCS code (e.g., T2021).

   • Delivery Mode: Select I (Individual) or G (Group).

4. Set the Rate: Scroll down to Task Billing Rates.

   • Find the Procedure Code you just mapped.

   • Enter the Billing Rate (e.g., $25.00).

   • Add any Modifiers if required by the payer (e.g., HI:UP).

5. Workflow Settings

To help your team stay ahead of their schedule, use the Workflow Settings to automate task visibility.

• Advance Creation: Currently set to 5 days. This means a recurring task or scheduled visit will appear on a worker's calendar 5 days before it is set to begin, giving them ample time to prepare.

Pro-Tip: If a fieldworker reports they cannot find a specific service type or form in their mobile app, check the Advanced Tab first to ensure the specific Task Type or Form is selected and saved.

Admin Checklist

• [ ] Did you click [SAVE] after modifying a section? (Each section has its own save button).

• [ ] If you added a new Task Type, did you remember to map it to a Procedure Code?

• [ ] Are the correct Forms checked for the current reporting period?