🖥️For Care Providers
Let's get you properly set up on Fieldworker. We've designed the system to be intuitive and simple to use, and here is an overview of how your agency can improve its process.
Supports & Community Care programs
NJ DDD provides public funding for certain services that assist eligible New Jersey adults with intellectual and developmental disabilities, age 21 and older, to live as independently as possible.
The Supports Program is a Medicaid waiver program that provides services for eligible adults with intellectual and developmental disabilities, age 21 and older, living with their families or in other unlicensed settings — their own home or apartment or the family home.
The Community Care Program is a Medicaid waiver program that provides services for eligible adults with intellectual and developmental disabilities, age 21 and older, living in licensed or unlicensed settings or with their families.
Using Fieldworker
Do you know: depending on the role, a Fieldworker user may have a different experience. For the most relevant content for your situation, chose your role.
Setting up your account
First things first, let’s sign up!
You’ll need to complete this form with your contact details and email address to sign up.
Once you've successfully submitted the form, please check your inbox for your login credentials.
If your agency has already signed up for FieldWorker, you don't need to (will not be able to) create an account from this sign-up form – instead, your will add you to the system and you'll receive an invite by email. This is necessary so that you're part of their agency on FieldWorker!
You should receive an invitation to complete setting up your FieldWorker account by email. To keep the platform secure and HIPAA-compliant, we send you unique credentials to access FieldWorker, managed through Microsoft. So, in this invitation email, you’ll be able to see your credentials. It’s important to make sure you use these credentials rather than your own email address to access your FieldWorker account.
Log in any time by visiting https://app.fieldworker.ai
The first time you log in, we recommend copying and pasting your credentials from the invitation email. You'll then be prompted to change your password – make sure to pick something secure but memorable, and unique to your FieldWorker account!
After changing your password, you'll be asked for more information for securing your account. This is necessary to set up “2 Factor Authentication”, which refers to a process by which you'll need two (factors) key bits of information to access your account. The first is your username and password. Here, you'll set up the second factor.
There are different options here – you can add a phone number or email address to receive codes for logging in, or alternatively set up personal security questions to access your account which only you’ll know the answers to – such as what was the name of the first street you lived on.
We recommend setting up all of these if possible, as these will be used to secure your account if you forget your password.
Once you've completed these steps, you'll be able to access your account!
Your first time logging in
When you first log in to FieldWorker, you'll arrive at the dashboard or “Home” section.
To get to know how to use the different features, we've implemented guided tours. Take these at any time by clicking on the “Tours” icon on the lower left side, and you'll also be able to see which ones you’ve already taken. If you close these, you'll still be able to access them whenever you need.
On the left, you have the navigation bar with projects, contacts, locations, new, and timesheets. Under each, you’ll be able to set up clients and projects and more.
For now, let’s focus on the dashboard.
Here, you can see your upcoming appointments with locations and times. You can also check in to your visits here – as required for EVV. Of course, you can also edit and cancel your appointment from here too.
With the calendar widget, you can view a monthly view or daily which will show a list of your tasks for the given day.
On the lower left side, you have the timesheet entries by week – you can click on each day to see the timesheet entries for each specific day.
You can directly create an entry here. Just click on the plus icon to the left of the "Timesheets" title, and it’ll add an entry, which you can then edit directly within this part of the dashboard. You just need to enter a description, select which project the entry relates to, and when you started and ended the task
Caseload report - encompasses rules and regulations for visits, be they by phone, in-person or in-home. For all patients, this will display a high-level overview of what kinds of appointments you have had with them over the last 3 months and accordingly, what the next 3 visits should be depending on your state rules.
Timesheet report - provides an alternative view of all tasks and time entries by all your employees, formatted as a report.
Depending on your role, you may either see your own time entries, or those of your whole team (for a manager) in addition to your own. You also have the option to filter entries and change which columns you wish to view, giving you flexibility over your overview, for example, by filtering entries from a specific date range.
This is a detailed overview of all time spent on tasks and can be downloaded as a CSV file.
Dashboard - Only available to admin users, this tab provides a summary of key indicators about your agencies.
You can view the total number of new customers you've added so far this year in the number of times you've contacted your customers. There’s the option to view a graph showing progress on specific projects and tasks to give yourself a high-level overview.
Inviting your team
In the top left by clicking on your company name, you can view your team.
Here, you can select team members and change their designation – or that is to say their role. This is where you switch between admin, manager, and field worker as the different kinds of roles.
For admins, there’s an additional section for onboarding other members of the team. Here, they can invite team members to join their organization on FieldWorker.
Under this section, you can also view employee analytics. This will show you a snapshot of the number of tasks completed and in progress overall.
What is your HR structure?
On FieldWorker, there are 3 broad categories of users – or put differently, your users can have one of three roles: admin, manager, or employee.
There will usually only be one admin user, who will typically be the owner of the agency. They have the broadest overview in addition to the ability to send invites to team members to join the team and high-level metrics to help gauge the overall health of the business.
Managers and employees – also known as "providers" or “fieldworkers” (hence the inspiration for the name of our platform!) – have similar features throughout. The difference is that managers will have a broader scope of access and be able to see information for employees across the teams they are responsible for, whereas employees will only be able to see their own direct or assigned information.
Once you've invited your team, you’ll be able to change their roles if need be to ensure they have the right level of access.
Let us now look at the key business areas that concern you as an admin of a service provider agency.
Editing your profile and agency details
On the top right corner, you have the cogwheel icon which is where you can change your company's profile information and other configuration.
Under “Company”, admins can edit the company's details including payment and tax ID information in addition to details on your payer organizations.
If you are integrated with any other tools providing EVV, you can enter credentials here as well to ensure your tools are linked up.
If you need help, the question mark icon takes you to our knowledge base, with details on how to get in touch if you have any questions.
Population Management
Clients, plans, and tasks
Let’s take a look at the Clients page. Clients are intended to be a single source of information for each of your customers and tasks. Simply go to the Clients tab
You can see each client along with all projects for one of your clients, as defined by your state – and depending on your state, these typically last for a year.
Firstly, you can see Active (or On Going) and Inactive (or Older), as well as Prospective clients. Inactive clients give you details of any customer that does not have any active plan (aka project).
If you have a lot of clients, there’s a search bar so you can find what you're looking for. You can search for a plan using the customer name, or DDD ID.
When you've found the client you need, click on it and you'll see the information open on the right-hand side of the screen.
This includes information about the client herself. The summary page itself has personal details, contact details as well as any government-provided identifications. The Client tab also has associated plan details visible, where applicable.
You can edit any of this information flexibly here by clicking on the edit icon. This includes assigning only authorized tasks for this customer.
Additionally, you can view all tasks associated with each project, including an overview of their current status and the total amount of time spent on these tasks. As with the general project information, you can flexibly edit the task information here as well, which might include changing the due date, and the person it is assigned to, and adding any comments or updates.
Under the People tab, you can see all the people who are currently associated with this client. This includes your team as well as any other contacts that you maintain about this client. This could for example include relatives or friends in their support network who you might at some point want to contact for updates on your client. Each contact is associated with a customer. You can add employees here – and when doing this, you'll need to add their employment status and payment rates, which will help further down the line with your billing process.
Under the Files tab, you can view any artifacts – or documents – related to this project. These documents can be uploaded flexibly from the mobile app at any time.
Under the Notes tab, you have an overview of all comments made on the project or task. This helps you keep track of all information related to each ISP. You can add comments on mobile with the FieldWorker app, and here you can use voice-to-text technology to dictate your comments.
Finally, the Authorization tab includes any prior authorizations related to the individual for whom the project has been set up.
Plans
Let’s take a look at the Plans page. Plans are intended to be a single source of information for each of your plans, payers, and tasks. Simply go to the Plans tab
We see each project as aligning with an SDR on the Individual Service Plan (or ISP) for one of your clients, as defined by your state – and depending on your state, these typically last for a year.
Firstly, you can see active (or On Going) and past (or Older) plans. Older Plans give you an overview of any plans that have come to an end.
If you have a lot of plans, there’s a search bar so you can find what you're looking for. You can search for a plan using the project title, customer name, or DDD ID.
When you've found the plan you need, click on it and you'll see the information open on the right-hand side of the screen.
This includes information about the project itself, such as the start and end date and location, in addition to information about your client and their contact details.
You can edit any of this information flexibly here by clicking on the edit icon.
Additionally, you can view all tasks associated with each project, including an overview of their current status and the total amount of time spent on these tasks. As with the general project information, you can flexibly edit the task information here as well, which might include changing the due date, and the person it is assigned to, and adding any comments or updates.
Under the Employees tab, you can see all the people who are currently working on a project. You can add employees here – and when doing this, you'll need to add their employment status and payment rates, which will help further down the line with your billing process.
Under the artifacts tab, you can view any artifacts – or documents – related to this project. These documents can be uploaded flexibly from the mobile app at any time.
Under the comments tab, you have an overview of all comments made on the project or task. This helps you keep track of all information related to each ISP. You can add comments on mobile with the FieldWorker app, and here you can use voice-to-text technology to dictate your comments.
Finally, the contacts tab includes any people related to the individual for whom the project has been set up. This could for example include relatives or friends in their support network who you might at some point want to contact for updates on your client. Each contact is associated with a customer.
Time Management
Timesheets
Under Timesheets, you have the most detailed view of your personal or your agency’s time entries.
Here, you can see an overview of how a specific employee is spending their time through searching and filtering, in addition to how overtime is being spent.
You can also flexibly create and edit time entries here to ensure your records are accurate.
EVV
EVV-related information, if subscribed, is accessible from the left navigation bar. This is a full report of all actions requiring EVV.
For EVV, there are 6 pieces of information that need to be collected. These are:
1) The type of service provided
2) The date the service was delivered
3) The individual receiving the service
4) The individual providing the service
5) The start and end times of the service
6) The location where the service was delivered.
Different states have different timelines for requiring EVV, which is why we’ve designed this feature to be quick and simple to implement.
For states requiring EVV, such as New Jersey, the information shown here is sent to consolidators to provide the necessary information for payment to be received.
Revenue Cycle Management
Revenue cycle management functionality, if subscribed, is accessible from the 'Billing' option on the left navigation bar. This is a full set of functionality ranging from authorizations, claims, and billing.
Revenue cycle management for your agency typically starts with capturing all the service authorizations for your customers.
Prior Authorization
The prior Authorization tab on the Charge capture screen allows you to upload the prior authorizations in the system. If you receive a CSV file or a spreadsheet for your authorizations, you can directly upload it using the supported format, to the system.
Service Detail Reports
Fieldworker allows you to enter the Service Detail Report (SDR) for a client, for an approved ISP, into a format that can be uploaded to the system.
The information in the above SDR can be easily converted in the following format .. to upload the authorizations in the SDR into the Fieldworker system.
The Platform automatically matches completed tasks against the prior authorizations in the system. You can see the matches and generate claims for billing.
Claims
You can easily generate claims for matching tasks and send them to the Claims dashboard.
The validated claims may then be directly submitted for billing purposes to Medicaid.
Reports
The Fieldworker has several reports that can track the entire Revenue Cycle to properly manage, and anticipate revenue.
For your business, Service Authorization, as well as PA Utilization reports could be of immense use for efficiently managing your revenue cycle.
Service Authorization Report
PA Utilization Report
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