The Ankota Onboading Process

Part I: Going Live

In order for your organization to "go live" in Ankota, which is when caregivers are actively clocking in and out in the system, there are a few key steps:

• Building your Ankota environment

• Entering your client & caregiver data

• Training you to use the system

During this time, your Ankota team member will work closely with you to ensure you go live as quickly as possible. This training is usually very hands-on, with close one-on-one support for your primary administrators. This guide provides a preview of things to come, and also allows for self-training at any time.

Introducing your Agency: Meeting 1

By the time of your first meeting with Ankota, your environment will be built. If you provide your administrators' names and emails before that meeting, you'll have log-ins by then as well. We'll ask some key questions about your organization's administrative data and billing and payroll practices during this meeting as well. We'll make the final configurations to your environment based on that. (No action is needed on your part - though if you'd like to be prepared, bringing your NPI, taxonomy codes, visit types, and rates sheets will help the meeting move faster.)

Introducing Ankota

After that, you'll learn how to log in to Ankota. Then you'll learn about the key parts of the Main Menu and your profile access, including the embedded link that takes you to this help site.

Data entry

Once you've been introduced to the system, you'll begin entering caregiver data, then client data. Next, you'll add care plans and authorizations. With that foundation, you'll begin scheduling visits using our easy calendar-based scheduling. You'll also learn about the Find Matching Caregivers function, which will help you quickly resolve uncovered shifts with real-time texts and automated scheduling.

Administrative Training

Once you've added in schedules, you'll learn how to manage your visits. This will include common issues such as handling call-outs and changes, closing "on hold" visits, and reviewing flagged visits in the Visit Approval Dashboard. 

Caregiver Training

Demos of telephony and mobile app clock-ins are part of our train-the-trainers approach, where Ankota teaches administrators how to use the EVV system. But when your staff is ready to train your caregivers, you can also share the Caregiver Resources page with them. This caregiver-focused resource makes training easy by providing all the details of telephony and mobile app usage alongside downloadable PDFs and videos of the process.

Part 2: Billing and Payroll

Billing

You'll start by learning to calculate billing and complete your invoice. You'll also learn how to upload 835s (remittance advice files) and view the Exceptions Report to see what went unpaid. You'll also learn how to use the AR Screen, where you can review 835 payments and add manual payments, as well. Finally, you'll learn how to do adjustments.

Payroll

You'll learn to calculate payroll and complete your payrolls. 

Part 3: Continuing Education

Once you've completed basic training, you'll have the option to continue training as desired. This training can be done on your own timeline, either through attending additional webinars or simply reading up. The most commonly used additional features are linked below.

• HR Requirements (employment history & credentials management)

• Skills (for enhanced searches and Find Matching Caregivers searches)

• Forms

• Availability/Schedules

• Notes for administrative messaging

• Notes for client and caregiver history

• Titration