This release adds custom note categories, caregiver-specific mileage rates, and more ways to manage expenses and billing. We’ve also improved authorization calculations, accounting sync, and caregiver shift information. Events and the new Help center are available to agencies where those features are enabled.
What’s New
Organize and find notes by category
Create custom categories in Settings → Tags → Note Categories and apply them to caregiver, client, contact, and shift notes. You can filter Activity by category or use the new Notes page to review categorized notes across your workspace. The Notes page includes date, person, and category filters, plus CSV export.
Set mileage rates for individual caregivers
A new Mileage rate in Employment → Pay Rates lets you override the workspace mileage rate for a specific caregiver’s shifts. Setting the rate to $0 prevents mileage from being included in payroll for that caregiver. Completed shifts keep their previous rate.
Manage office locations
Set up your offices and assign an office to each territory so client documents display the appropriate office contact information.
For more information, view the Knowledge Base article on Territories.
Find expense settings in one place
Settings → Policies → Expenses now brings together Travel Mileage, Travel Time, and your custom expense types, organized into Built-in and Additional sections. Expense types also support Minutes and Hours as units.
In payer settings, Add-on Reimbursements is now labeled Expenses, with a separate Bill setting for Errand Mileage. Existing payer billing stays the same until this setting is configured.
Filter billing items by client tag
Use the new Client Tags filter on Billing → Items to narrow the client list and its summary totals.
Use workspace service rates when scheduling
Bill rates entered in Settings → Services now appear when creating shifts, editing shifts or schedules, and scheduling through Looper.
More billing and shift-review options
- Billing without an NPI: Agencies can now configure billing and submit claims using an atypical provider ID.
- Office-completed shifts: Shift-review rules can identify shifts completed by office staff, allowing you to skip Missing Employee Signature blocks for those shifts.
- Completion reasons: Added Early Release (Client) and Training (Office).
- Client information: An optional IDOA Client ID field is now available in Basic Information, with masking similar to the Veteran ICN field.
Everyday workflow improvements
- Chat permissions: Caregiver, Staff, and Supervisor roles now default to Limited Manage chat access, allowing messages to admins, office staff, and their own connections.
- Sales: The lead-creation action is now labeled Create Lead, and the Referral Sources report includes an Analyze with Looper button.
- Intake drafts: Starting a new intake while one is already in progress now shows an Open draft button.
- Invoice actions: Send Invoice, Charge Now, and Download Invoice now appear disabled when unavailable.
Fixes & Reliability
Billing, claims, and accounting
- Service limits: Service-group limits and timing rules now apply to the correct procedure code, preventing incorrect Exceeds maximum warnings.
- Authorization usage: Calculations now use billed hours for each day, preventing an over-limit warning when a claim bills exactly the authorized maximum.
- Bulk invoice review: Overage warnings now identify the period they apply to, and status tooltips no longer error on identical lines.
- Claim protection: Claims cannot be voided while submission is in progress, and dates already paid are protected from being billed again.
- QuickBooks VA invoices: Invoices now match the claim’s 15-minute units, allowing remaining amounts on electronic remittance advice (ERA) records to apply instead of going to manual review.
- Small payment differences: NetSuite and QuickBooks now record one-cent underpayments and overpayments instead of leaving invoices marked Sent.
- NetSuite permissions: A missing permission now affects only the related sync job rather than pausing the entire connection. Needs Review identifies the missing permission.
- Payment reversals: Receiving the same ERA through two feeds no longer creates duplicate payment reversals.
- Member IDs: When an SSN is used as the fallback member ID, it is now sent as nine digits.
Payroll and everyday reliability
- Pay processing for couples: Clients are now paired only when they share the same home address.
- Care summaries: Saves no longer fail simply because they take longer to complete.
- Spreadsheet previews: Files that cannot be previewed now show Preview unavailable instead of an error.
- Profile tags: Changing tags and immediately leaving the profile no longer causes an error.
- Looper messages: If Looper is temporarily unavailable, a clearer message with code LPR-402 replaces the technical error.