Client Management›Client Addresses

Client Addresses

Overview

Addresses can be managed in Ankota a variety of different ways. Addresses can be added (multiple times if needed), changed, retroactively changed, and even auto-coded in some cases.

This article includes the following sections:

  • Enter Address
  • Add/Change Address (Automatic)
  • Change Address (Manual)
  • Setting up Multiple Addresses
  • Georgia Second Address Automatic Reason Coding

Enter Address

Setting the address is part of the standard client and caregiver set-up. Client registration for the address usually looks like this:

A contact form section displaying address fields including Address, Address2, City (marked as required with red asterisk), Country dropdown set to "USA", State/Province dropdown set to "Missouri", and Zip/Postal Code field (marked as required).

Additional addresses can be entered manually in the profile:

Addresses management table showing a single address entry with columns for Address 1, Address 2, City, State, Zip Code, County, Type, Status, Order, and Delete; the displayed address is located in St. Louis, MO with zip code 12345 and is marked as Active.

In the case of clients, address changes are critically important because visits may not be billable if they are billed with the wrong client address.

Add/Change Address (Automatic)

If you need to edit an existing address, simply click the address (street address) and open the address pop-up, then correct as needed. If visits are already scheduled, a question will appear regarding changing future visits to the new primary address. Normally this offer should be accepted to change future addresses.

IMPORTANT NOTE: If there are visits in the past at this new address, affected visits must be manually changed. See the next section below.

A "Change Address" dialog box prompts the user with the message "You have 6 future visits, should we change these to the new primary address?" with two buttons labeled "Yes" and "No" available for selection.

Change Address (Manual)

To manually change the address of past (or future) visits:

  1. Go to the Visits page.
  2. Filter for the visits (be sure to pick the correct date range!).
  3. Select the visits.
  4. Click the Set Address button.
  5. Enter the new address.
  6. Click Save.

The Search for Visits page displays a filter panel on the left with search criteria fields (Visit Date, Visit Start Date, Visit End Date, Visit Name, Visit Status, Visit Number, Visit Type, and Payer Descriptor) and a results table showing visit records with columns for Visit ID, Client Name, Assigned Caregiver, Visit Type, and Visit Date. A "Set an address for the above visits" dialog box is open in the center, with fields for entering Street Address, City, State/Province, Zip Code/Postal Code, and other location details, and action buttons at the bottom including Change Type, Cancel Visits, Delete Visits, and Set Address.

Setting Up Multiple Addresses

To set up multiple addresses, follow these steps:

  1. Go to Clients and search for the appropriate client and open their record.
  2. On the main information page (the client's facepage), go to the address field.
  3. Click "Add" to add another location.

The Addresses section displays a table with one address entry showing columns for Address 1, Address 2, City, State, Zip Code, County, Type, Status, Order, and Delete; the visible entry shows "123 Main Street" in Kansas City, MO 64128 with Type "Home" and Status "Active".

  1. Enter the new address fields. (Reminder: If the address has an apartment number, this information goes in Address 2.)
  2. Save the new address.

The new address will now be added to the approved list of addresses; when the caregiver reports arrival and departure, both addresses will be checked for accurate GPS verification.

The Addresses section displays a table with two address entries showing fields for Address 1, Address 2, City, State, Zip Code, County, Type, Status, Order, and Delete columns, with an "Add" button in the top right corner.

Georgia Second Address Automatic Reason Coding

Currently, if Georgia clients have a second approved address, Tellus is accepting the visit but then marking it as Unmatched in the Work List. Even though the expected location matched the actual location, if the location isn't what Tellus expected, it gets flagged.

To simplify this process, Ankota has built a care code that automatically reason codes these visits to ensure approval (9134). By putting a second approved location into the client's profile, Ankota understands the second location has been preauthorized, and Ankota will reason code the visit to ensure Tellus will accept it without issue.

How it works:

  1. Email Ankota Support with a request to turn on this feature.
  2. Enter the client's first address with type: Home.
  3. Enter the client's other approved addresses with type: [anything but Home].
  4. When a caregiver clocks in/out of a visit at the non-home location, Ankota will automatically reason code the visit with the 9134 exception (approved alternate location).

Note: The caregiver must be within the geofence of the second location for this to work; otherwise, the visit will be flagged like any visit where the caregiver clocked in/out at an unapproved location.

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