1. Standard Operating Procedure
Reports in the VinCENT System for Texas EVV Customers

2. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

3. Purpose
The purpose of this SOP is to provide information on accessing reports in the VinCENT system along with descriptions of each report for Texas EVV Customers.

4. Scope
This Standard Operating Procedure is applicable to all Texas EVV Customers.

5. The following requirements must be met.
General Requirements
The following requirements must be met.
The user must have access to the Reports icon in the VinCENT system.
If the user does not have access, they would need to contact their Agency System Administrator.

6. Agenda Accessing Reports in the VinCENT System Type of Report: Clients
Introduction
Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

7. Accessing Reports
Reports Icon
Reports Menu
Select Reports Category
Report Selection
Report Options
Generate Report
Preview/Export Report

8. Accessing Reports
Export Icon
Export Box
Export Options
Export
Filters

9. Accessing Reports Reports Icon
Select the Reports Icon from the main menu bar.

10. Accessing Reports Reports Menu
The Reports Menu will open. There are several categories of reports within the Reports Menu.

11. Accessing Reports Select Reports Category
Select the desired reports category by clicking on the corresponding tab within the reports section.
This is an example of clicking on the Reference Reports category.

12. Accessing Reports Report Selection
Select the report you wish to view by clicking on the name. The name of the report will turn blue to signify it has been selected.
This is an example of clicking on the Company Numbers Master List within the Reference Reports category.

13. Accessing Reports Report Options
Once the report is selected the user will have the option to Generate Report or Preview/Export Report.

14. Accessing Reports Generate Report
By selecting the Generate Report button the report will automatically open for review. The user then has the ability to rotate, zoom in and out, save or print the report.
This example is the sample Company Numbers Master List from the Reference Reports category.
Please note: The name of the selected report will print at the top of the page.

15. Accessing Reports Preview/Export Report
By selecting the Preview/Export button the report will automatically open for review. The user will then have the ability to zoom in or out, to print or to export the report into a different format.

16. Accessing Reports Export Icon
To export the report into another format such as Word, Excel, Crystal, CSV, etc. the user will select the Export Icon and an Export Box will open.

17. Accessing Reports Export Box
Click on the arrow key on the top drop down menu for a list of available options to export the report.

18. Accessing Reports Export Options
Select the type of Export from the dropdown menu.

19. Accessing Reports Export
Once the user selects the type of export they wish to perform from the drop down arrow listing, simply click the Export Button and the export will be performed.

20. Accessing Reports Export
The Export will populate in the bottom left hand corner of the screen. Simply click on the export to open it.

21. Accessing Reports Filters
Many reports have multiple filter options to choose from. These filters allow the user to make selections to narrow the focus of the report they wish to perform.
The user will select the desired filters from the filter drop down menus and then choose to Generate or Preview/Export the report.
Please note: Filters vary based on the type of report that is selected.

22. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

23. Type of Report: Clients
Admissions
Admissions By Location
Admissions Data Checklist
Admissions With Payors
Admissions Without Payor
Admissions Without Schedules
Authorization Expiration Tracking
Authorization Tracking - Active

24. Type of Report: Clients
Birthdays
Census – Unduplicated
Client – Avery 5160 Labels
Client and Contact Detail
Client Communication List
Non-Clinical Facesheet

25. Type of Report: Clients Admissions
The Admissions Report allows the user to view their client list with Admission date.
The fields on this report include:
Client Name
Admission/Chart ID/Program
Started Date (Date of Admission)
Ended Date (if applicable)
Phone
Birthdate
Status
**Please Note: When adding a filter for the dates, the dates being entered refer to the Started Date (Date of Admission).

26. Type of Report: Clients Admissions By Location
The Admissions By Location Report allows the user to view their client list with Admission date by Location.
Each Location will appear on a new page with the Admissions associated to that location.
The fields on this report include:
Client Name
Admission/Chart ID/Program
Started Date (Date of Admission)
Ended Date (If Applicable)
Phone
Birthdate
Status
**Please Note: When adding a filter for the dates, the dates being entered refer to the Started Date (Date of Admission).

27. Type of Report: Clients Admissions Data Checklist
The Admissions Data Checklist will show the user any Clients that are missing critical data elements required for the Texas EVV mandate. Any missing critical data requiring corrections will be highlighted on this report.
The Call Mgr icon will be disabled if any Clients are showing on this report until corrections have been made.
The fields on this report include:
Client Name
Chart ID
Birthdate
Medicaid ID
Payor
Contract No
DADS Region
**Please Note: When adding a filter for the dates, the dates being entered refer to the Started Date (Date of Admission).

28. Type of Report: Clients Admissions With Payors
The Admissions With Payors Report allows the user to view their client list with the Payor that is assigned in the Client folder.
The fields on this report include:
Client Name
Chart ID
Priority
Payor
**Please Note: When adding a filter for the dates, the dates being entered refer to the Started Date (Date of Admission).

29. Type of Report: Clients Admissions Without Payor
The Admissions Without Payor Report allows the user to view their clients that do not have a Payor assigned in the Client folder.
The fields on this report include:
Chart ID
Client No
External ID
Client Name
SSN
Birthdate
Gender
Company Code
Location Code
Program Code
Start Date (Date of Admission)
Status
**Please Note: When adding a filter for the dates, the dates being entered refer to the Started Date (Date of Admission).

30. Type of Report: Clients Admissions Without Schedules
The Admissions Without Schedules Report allows the user to view their clients that do not have schedules entered into the system.
The fields on this report include:
Client Name
Chart ID
SOC (Date of Admission)
EOC (End of Care Date, If Applicable)
**Please Note: When adding a filter for the dates, the dates being entered refer to the Started Date (Date of Admission).

31. Type of Report: Clients Authorization Expiration Tracking
The Authorization Expiration Tracking Report allows the user to track client authorizations that have expired or are about to expire based on the date range they have added as a filter.
The fields on this report include:
Client Name
Chart ID
Payor Name
Service Code
Exp Date (Expiration Date)
**Please Note: When adding a filter for the dates, the dates being entered refer to the Expiration Date of the Authorization.

32. Type of Report: Clients Authorization Tracking - Active
The Authorization Tracking – Active Report allows the user to view their current client authorizations based on the date range they have added as a filter.
The fields on this report include:
Client Name
Chart ID
Payor Name
Expiration Date
**Please Note: When adding a filter for the dates, the dates being entered refer to dates in which the authorization is active or not expired.
For Example: To view clients with Active Authorizations during the month of July 2016, the user would add a From date of 7/1/16 and a To date of 7/31/16.

33. Type of Report: Clients Birthdays
The Birthdays Report allows the user to view their clients' birthdays.
The fields on this report include:
Client Name
Admission/Chart ID/Program
Started Date (Date of Admission)
Ended Date (If Applicable)
Phone
Birthdate
Status
**Please Note: When adding a filter for the dates, the dates being entered refer to the Month/Date of the Client's Birthday.
For Example: To view clients with a Birthday in the month of November, the user would add a From date of 11/1/16 and a To date of 11/30/16.

34. Type of Report: Clients Census – Unduplicated
The Census – Unduplicated Report allows the user to view their Client Census. This report meets the guidelines for a Census Report requested for State Surveys.
The fields on this report include:
Medicaid ID-Client Name
Address
Phone
Gender
SOC (Date of Admission)
Service Codes (Applied to Schedules for the Client)
Some fields of this report will not be available for basic Texas EVV Customers.

35. Type of Report: Clients Client – Avery 5160 Labels
The Client – Avery 5160 Labels Report allows the user to view the client names with addresses in the format of Avery 5160 labels. This is useful if mailing correspondence to the clients.

36. Type of Report: Clients Client and Contact Detail
The Client and Contact Detail Report allows the user to view each client and their contact information.
The fields on this report include:
Client Name
Address
Phone
Age
Social Security Number

37. Type of Report: Clients Client Communication List
The Client Communication List allows the user to view each client with their listed methods of communication.
This report will export to a CSV file.
The fields on this report include:
Client Name
Client No
Priority of Communication Method
Label of Communication Method
Type of Communication Method
Endpoint (Phone Number, Address)
The Allow Notification field of this report will not be applicable for basic Texas EVV Customers.

38. Type of Report: Clients Non-Clinical Facesheet
The Non-Clinical Facesheet Report shows the client's facesheet with all pertinent information.
The fields on this report include:
Client Name
Birthdate
Gender
Admission Dates
Chart ID
Address
Primary Payor with Medicaid ID
Some fields of this report will not be available for basic Texas EVV Customers.

39. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

40. Type of Report: DADS-MCOs
01 EVV Visit Log
01a EVV Visit Log Printed
01nr EVV Visit Log
02 Units of Service Summary
02a Units of Service Summary Calendar
03 Attendant Providing Services by Individual
03a Attendant Providing Services by Indv Printed
04 Provider Agency/FMSA List
04a Provider Agency/FMSA List Printed

41. Type of Report: DADS-MCOs
05 MCO Provider List of SDA's
05a HHSC/DADS Provider List of Contracts
07 Alternative Device Order Status
07a Alternative Device Order Status Printed
08 HHSC/DADS EVV Compliance Plan Summary – CSV
08a HHSC/DADS EVV Compliance Plan Summary – Print
09 HHSC/DADS EVV Compliance Plan Daily – CSV
09a HHSC/DADS EVV Compliance Plan Daily – Print
10 MCO Compliance Summary Snapshot – CSV

42. Type of Report: DADS-MCOs
10a MCO Compliance Summary Snapshot – Print
10.5 MCO Compliance Daily – CSV
10.5a MCO Compliance Daily – Print
11 Reason Code Free Text Report
11a Reason Code Free Text Report no Desc
11a Reason Code Free Text Report Printed
12 Reason Code Use Report
12 Reason Code Use Report no Desc
12a DADS Reason Code Usage Report Printed

43. Type of Report: DADS-MCOs
12a Reason Code Usage Report Printed
13 CDS Employee List
13a CDS Employee List Printed

44. Type of Report: DADS-MCOs 01 EVV Visit Log
This report is used to verify the hours of services delivered by whom and to whom as well as to verify that all visits were complete and accurate prior to the submission of a visit for billing.
Only completed visits eligible for billing display on this report.
This report exports to a CSV file.

45. Type of Report: DADS-MCOs 01a EVV Visit Log Printed
This report is the same as 01 EVV Visit Log but displays in the Generate or Preview/Export option.

46. Type of Report: DADS-MCOs 01nr EVV Visit Log
This report is the same as 01 EVV Visit Log with no rounding.
This report exports to a CSV file.

47. Type of Report: DADS-MCOs 02 Units of Service Summary
This report is used to display the Pay Hours by day, week, or month per client.
This report exports to a CSV file.

48. Type of Report: DADS-MCOs 02a Units of Service Summary Calendar
This report is the same as 02 Units of Service Summary, but displays in a calendar format.
This report displays in the Generate or Preview/Export option.

49. Type of Report: DADS-MCOs
Type of Report: DADS-MCOs 03 Attendant Providing Services by Individual
This report is used to verify which attendants/nurses/other provider staff provided services to a particular individual for a requested date range.
This report exports to a CSV file.

50. Type of Report: DADS-MCOs
Type of Report: DADS-MCOs 03a Attendant Providing Services by Indv Printed
This report is the same as 03 Attendant Providing Services by Individual but displays in the Generate or Preview/Export option.

51. Type of Report: DADS-MCOs 04 Provider Agency/FMSA List
This report is used to gather provider information and to determine the last time a provider interacted with the EVV system.
This report exports to a CSV file.

52. Type of Report: DADS-MCOs 04a Provider Agency/FMSA List Printed
This report is the same as 04 Provider Agency/FMSA List but displays in the Generate or Preview/Export option.

53. Type of Report: DADS-MCOs 05 MCO Provider List of SDA's
This report is used to show which active providers are in the EVV system and what Service Delivery Areas they are in.
This report exports to a CSV file.

54. Type of Report: DADS-MCOs 05a HHSC/DADS Provider List of Contracts
This report is used to show which provider contracts are in the EVV system for DADS.
This report exports to a CSV file.

55. Type of Report: DADS-MCOs 07 Alternative Device Order Status
This report is used to verify that Small Alternative Devices have been ordered and to track the status of those orders.
This report exports to a CSV file.

56. Type of Report: DADS-MCOs 07a Alternative Device Order Status Printed
This report is the same as the 07 Alternative Device Order Status but displays in the Generate or Preview/Export option.

57. Type of Report: DADS-MCOs
Type of Report: DADS-MCOs 08 HHSC/DADS EVV Compliance Plan Summary – CSV
This report contains compliance information and statistics vs. program expectations aggregated by CONTRACT NUMBER over a specified time frame.
The data is captured on an ongoing basis and is locked down after a 60 day time period where it will not change after that point.
This report exports to a CSV file.

58. Type of Report: DADS-MCOs
Type of Report: DADS-MCOs 08a HHSC/DADS EVV Compliance Plan Summary – Print
This report is the same as the 08 HHSC/DADS EVV Compliance Plan Summary but displays in the Generate or Preview/Export option.

59. Type of Report: DADS-MCOs 09 HHSC/DADS EVV Compliance Plan Daily – CSV
This report contains compliance information and statistics vs. program expectations aggregated by CONTRACT and then by DATE over a specified time frame.
This report exports to a CSV file.

60. Type of Report: DADS-MCOs
Type of Report: DADS-MCOs 09a HHSC/DADS EVV Compliance Plan Daily – Print
This report is the same as 09 HHSC/DADS EVV Compliance Plan Daily but displays in the Generate or Preview/Export option.

61. Type of Report: DADS-MCOs 10 MCO Compliance Summary Snapshot – CSV
This report contains compliance information and statistics vs. program expectations aggregated by TAX ID and NPI (MCOs) and over a selected date range for the specified time frame.
This report exports to a CSV file.

62. Type of Report: DADS-MCOs 10a MCO Compliance Summary Snapshot – Print
This report is the same as 10 MCO Compliance Summary Snapshot but displays in the Generate or Preview/Export option.

63. Type of Report: DADS-MCOs 10.5 MCO Compliance Daily – CSV
This report contains compliance information and statistics vs. program expectations aggregated by TAX ID and NPI (MCOs) and by DATE for the specified time frame.
This report exports to a CSV file.

64. Type of Report: DADS-MCOs 10.5a MCO Compliance Daily – Print
This report is the same as 10.5 MCO Compliance Daily but displays in the Generate or Preview/Export option.

65. Type of Report: DADS-MCOs 11 Reason Code Free Text Report
This report is used to review a provider's use of reason codes and to ensure all required free text entries were made.
This report can also be used by compliance staff to review potential misuse.
This report exports to a CSV file.

66. Type of Report: DADS-MCOs 11a Reason Code Free Text Report no Desc
This report is the same as 11 Reason code Free Text Report but does not contain the Reason Code Descriptions.
This report exports to a CSV file.

67. Type of Report: DADS-MCOs 11a Reason Code Free Text Report Printed
This report is the same as 11 Reason Code Free Text Report but displays in the Generate or Preview/Export option.

68. Type of Report: DADS-MCOs 12 Reason Code Use Report
This report shows which reason codes were used, how often, and in what percentage of verified visits, and offers a comparison to overall usage of those reason codes during the specified timeframe.
It can be used by DADS compliance staff to look for potential misuse of preferred reason codes.
This report exports to a CSV file.

69. Type of Report: DADS-MCOs 12 Reason Code Use Report no Desc
This report is the same as the 12 Reason Code Use Report but does not contain the Reason Code Descriptions.
This report exports to a CSV file.

70. Type of Report: DADS-MCOs 12a DADS Reason Code Usage Report Printed
This report is the same as 12 Reason Code Use Report with the exception that it aggregates around Contract Number and Region.
This report displays in the Generate or Preview/Export option.

71. Type of Report: DADS-MCOs 12a Reason Code Usage Report Printed
This report is the same as the 12 Reason Code Use Report but displays in the Generate or Preview/Export option.

72. Type of Report: DADS-MCOs 13 CDS Employee List
This report is used to verify which Attendants/CDS Employees are associated with which CDS Employer/Individual and includes the employees' hire and termination dates as well as the first date the employee provided services to the requested individual.
This report displays in a CSV file.

73. Type of Report: DADS-MCOs 13a CDS Employee List Printed
This report is the same as the 13 CDS Employee List but displays in the Generate or Preview/Export option.

74. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

75. Type of Report: EVV
Admissions Data Checklist
EVV By Client
EVV No Show Alerts
EVV Times
Mismatched Payors (TEXAS)
Prov – Alternate Device Use
Prov Reason Code Usage

76. Type of Report: EVV
Schedule IVR and Token Utilization
Schedule IVR and Token Utilization – CSV
Schedules Requiring Reason Codes
Verified – No Calls
Verified with 1 Call
Verified with 2 Calls

77. Type of Report: EVV Admissions Data Checklist
The Admissions Data Checklist will show the user any Clients that are missing critical data elements required for the Texas EVV mandate. Any missing critical data requiring corrections will be highlighted on this report.
The Call Mgr icon will be disabled if any Clients are showing on this report until corrections have been made.
The fields on this report include:
Client Name
Chart ID
Birthdate
Medicaid ID
Payor
Contract No
DADS Region
**Please Note: When adding a filter for the dates, the dates being entered refer to the Started Date (Date of Admission).

78. Type of Report: EVV EVV By Client
The EVV By Client Report will show the user schedules where both an In call and an Out call are present. This will include calls from a client's landline phone and also calls made utilizing a token device.
This report will be sorted by Client.
The fields on this report include:
Client Name
Chart ID
Date of Schedule
Staff Name
Service
Activity

79. Type of Report: EVV EVV No Show Alerts
The EVV No Show Alerts Report will show the user schedules that are registering as no call no show. This means that the staff member had not called in to the EVV system to document their time in within 10 minutes from the scheduled time in.
This report will be sorted by date.
The fields on this report include:
Date of Schedule
Client Name
Chart ID
Staff Name
Scheduled Time In
Scheduled Time Out
Service
Activity

80. Type of Report: EVV EVV Times
The EVV Times Report will show the user schedules where both an In call and an Out call are present. This will include calls from a client's landline phone and also calls made utilizing a token device.
This report will be sorted by Date.
The fields on this report include:
Date of Schedule
Client Name
Chart ID
Staff Name
Actual Time In
Actual Time Out
Service
Activity

81. Type of Report: EVV Mismatched Payors (TEXAS)
The Mismatched Payors (TEXAS) Report will show the user any of their clients that have a payor assigned to them not matching that client's eligibility file.
The fields on this report include:
Client Name
Location
Agency Payor
Eligibility Payor
Begin Date of Eligibility
End Date of Eligibility

82. Type of Report: EVV Prov – Alternate Device Use
The Prov – Alternate Device Use Report will show the user their clients that have a SAD or Token Device assigned to them.
The fields on this report include:
Client Name
Client No
External ID
Device No.
Installation Date
Assignment Date

83. Type of Report: EVV Prov Reason Code Usage
The Prov Reason Code Usage Report will show the user the reason codes that have been applied to the schedules.
This report will separate Preferred and Non Preferred codes.
The fields on this report include:
Reason Code
Reason Code Name
Total (# of times that Reason Code was used)
Percentage
Totals (# of Reason Codes Used)

84. Type of Report: EVV Schedule IVR and Token Utilization
The Schedule IVR and Token Utilization Report will show the user by payor, statistics for the number of schedules that were confirmed via the EVV system where at least 1 call is present.
The fields on this report include:
Payor Name
Number of Clients
Number of Schedules
Number of Schedules Confirmed Via EVV (Landline Phone)
Number of Schedules Confirmed Via SAD (Token Device)
Percent of Schedules Confirmed Via EVV (Landline Phone)
Percent of Schedules Confirmed Via SAD (Token Device)
Total Percent of Schedules Confirmed Via EVV and SAD

85. Type of Report: EVV Schedule IVR and Token Utilization – CSV
This report is the same as the Schedule IVR and Token Utilization Report but displays in a CSV file.
This report will also include the Account ID and Agency Name.

86. Type of Report: EVV Schedules Requiring Reason Codes
The Schedules Requiring Reason Codes Report will show the user schedules that were manually confirmed with no reason code applied.
The fields on this report include:
Date
Client Name
Chart ID
Staff Name
Scheduled Start Time
Scheduled End Time
Actual Start Time
Actual End Time

87. Type of Report: EVV Verified – No Calls
The Verified – No Calls Report will show the user schedules that were manually confirmed with no in or out calls present.
The fields on this report include:
Schedule Date
Chart ID
Client Name
Staff Name
Service
In Time
Out Time
Status

88. Type of Report: EVV Verified with 1 Call
The Verified with 1 Call Report will show the user schedules that were manually confirmed with only 1 call present (either the in call or the out call).
The fields on this report include:
Schedule Date
Chart ID
Client Name
Staff Name
Service
In Time
Out Time
Status

89. Type of Report: EVV Verified with 2 Calls
The Verified with 2 Calls Report will show the user schedules that were confirmed with 2 calls present (both the in call and the out call).
This report will show both manually confirmed schedules and schedules that were automatically confirmed through the EVV system.
The fields on this report include:
Schedule Date
Chart ID
Client Name
Staff Name
Service
In Time
Out Time
Status

90. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

91. Type of Report: Financial
EVV Billing and Pay Detail
EVV Billing and Pay Summary
EVV Billing and Pay Summary with Externals Report
EVV Billing Report
EVV Billing Report Paged
EVV Payroll Report
EVV Payroll Report – Not Exported
EVV Payroll Report Paged
EVV Variance Report

92. Type of Report: Financial EVV Billing and Pay Detail
The EVV Billing and Pay Detail Report will show the user detailed billing and pay information about schedules within the selected date range.
This export will export to a CSV file.
This report will default to show only Confirmed status schedules as Confirmed status indicates that it is ready for billing and/or payroll.
The fields on this report include:
Account ID
Schedule ID
Client Name
Chart ID
Client External ID (if applicable)
Team Code (if applicable)
Payor Name
Staff Name
Staff External ID (if applicable)
Date of Schedule
Staff ID
Staff No
Location Code
Service Code
Activity Code
Status
Time In
Time Out
Raw Duration
Scheduled Duration
Billable Duration
Payable Duration

93. Type of Report: Financial EVV Billing and Pay Summary
The EVV Billing and Pay Summary Report will show the user summarized billing and pay information about schedules within the selected date range.
This report will separate each Client.
This report will default to show only Confirmed status schedules as Confirmed status indicates that it is ready for billing and/or payroll.
The fields on this report include:
Client Name
Staff Name
Payor Name
Location Code
Service Code
Scheduled Hours
Billed Hours
Paid Hours
Totals of the Scheduled, Billed, and Paid Hours for the Client

94. Type of Report: Financial
Type of Report: Financial EVV Billing and Pay Summary with Externals Report
This report is the same as the EVV Billing and Pay Summary Report but includes the Client and Staff External ID's where applicable.

95. Type of Report: Financial EVV Billing Report
The EVV Billing Report will show the user all confirmed schedules within the date range selected with duration amounts for billing.
This report will separate each Client.
This report will default to show only Confirmed status schedules as Confirmed status indicates that it is ready for billing and/or payroll.
The fields on this report include:
Client Name
Chart ID
Staff Name
Service Code
Activity Code
Status
Time IN
Time OUT
Raw Duration
Mod Duration (Modified Duration)
Modified Duration indicates any rounded amounts and any user updated amounts.

96. Type of Report: Financial EVV Billing Report Paged
This report is the same as the EVV Billing Report but will put each Client on a separate page.

97. Type of Report: Financial EVV Payroll Report
The EVV Payroll Report will show the user all confirmed schedules within the date range selected with duration amounts for payroll.
This report will separate each Staff.
This report will default to show only Confirmed status schedules as Confirmed status indicates that it is ready for billing and/or payroll.
The fields on this report include:
Staff Name
Staff No
Date
Client Name
Client External ID
Staff External ID
Schedule ID
Location
Service Code
Activity Code
Status
Time IN
Time OUT
Scheduled Duration
Raw Duration
Modified Duration
P (Payor Attached to Schedule – Y or Blank)
E (Last Exported Date)
Modified Duration indicates any rounded amounts and any user updated amounts.

98. Type of Report: Financial EVV Payroll Report – Not Exported
This is the same as the EVV Payroll Report but will show only schedules that have not been exported to a 3rd party software.

99. Type of Report: Financial EVV Payroll Report Paged
This is very similar to the EVV Payroll Report but will put each Staff on a separate page.
The fields on this report include:
Staff Name
Staff No
Client Name
Service Code
Activity Code
Status
Time IN
Time OUT
Raw Duration
Modified Duration
Modified Duration indicates any rounded amounts and any user updated amounts.

100. Type of Report: Financial EVV Variance Report
The EVV Variance Report will show the user any schedules where the scheduled duration does not match the modified duration along with the variance between them.
This report will separate each Client.
This report will default to show only Confirmed status schedules as Confirmed status indicates that it is ready for billing and/or payroll.
The fields on this report include:
Client Name
Chart ID
Staff Name
Service Code
Activity Code
Status
Time IN
Time OUT
Scheduled Duration
Modified Duration
Variance
Modified Duration indicates any rounded amounts and any user updated amounts.

101. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

102. Type of Report: Reference
Company Numbers Master List
Eligibility Errors
Location Legend
Mismatched Payors
Service Code Checklist
Transmissions
Transmissions (Unsent)

103. Type of Report: Reference Company Numbers Master List
The Company Numbers Master List is a compilation of the unique identifiers for the agency.
The fields on this report include:
Account Name
Company
Tax ID
Location
API
NPI
SPI (also known as TPI)
The required numbers are Tax ID, NPI, and either API, SPI, or both.
If these numbers are missing from this report, please contact MEDsys directly so that we may enter those numbers accordingly.

104. Type of Report: Reference Eligibility Errors
The Eligibility Errors Report will show the user all clients where an Eligibility File has generated an error message along with the reason for that error.
The fields on this report include:
Client
Chart ID
Issue (Reason for Error)
AC/LTC (Acute Care or Long Term Care)
Data (Incorrect Data Entered)

105. Type of Report: Reference Location Legend
The Location Legend will show all locations listed within the account along with the contact information.
The fields on this report include:
Branch Name
Company Code
Location Code
Location Name
Phone
Fax
Address

106. Type of Report: Reference Mismatched Payors
The Mismatched Payors Report will show all clients that have an eligibility file populated that does not match the payor listed on the client's folder.
The fields on this report include:
Client
Location
Agency Payor
Eligibility Payor
Begin Date of Eligibility
End Date of Eligibility
If the account has multiple companies listed, this report will separate each company.

107. Type of Report: Reference Service Code Checklist
The Service Code Checklist will show all payors that have schedules entered with an incorrect service code applied.
The user would need to reference the MEDsys Service Code Crosswalk to ensure that they are using appropriate service codes based on the payors.
The fields on this report include:
Payor
Service Code
Activity Code
Total Schedules
If the account has multiple companies listed, this report will separate each company.

108. Type of Report: Reference Transmissions
The Transmissions Report will show all confirmed status schedules that have been submitted to the payors for EVV validation purposes.
The fields on this report include:
NPI
API
TPI
Date
Client
Medicaid ID
Payor
SDA (Service Delivery Area)
SG (Service Group)
SC (Service Code)
HCPCS (Procedure Code)
Modifiers
Status
Last Upload
If the account has multiple companies listed, this report will separate each company.

109. Type of Report: Reference Transmissions (Unsent)
The Transmissions (Unsent) Report will show all confirmed status schedules that were withheld from transmission to the payors.
Any highlighted data will reflect missing or incorrect information indicating why the schedule was not transmitted to the payor for EVV validation.
The fields on this report include:
NPI
API
TPI
Date
Client
Medicaid ID
Payor
SDA (Service Delivery Area)
SG (Service Group)
SC (Service Code)
HCPCS (Procedure Code)
Modifiers
Status
Last Upload
If the account has multiple companies listed, this report will separate each company.

110. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

111. Type of Report: Scheduling
Authorization Utilization
Cancelled with Reasons
Client Calendar
Duration Override Report
Schedules
Schedules By Client
Schedules By Date

112. Type of Report: Scheduling
Schedules By Staff
Schedules By Staff (Paged)
Staff Calendar
UnCliented Schedules
Unstaffed Schedules

113. Type of Report: Scheduling Authorization Utilization
The Authorization Utilization Report will show the user their authorization utilization per client.
This fields in this report include:
Client
Service Code
Begin Date
End Date
Authorization Amount
Billable Amount
Difference (between Authorization Amount and Billable Amount)
The Billable Amount is calculated based on the bill type set on the schedules.

114. Type of Report: Scheduling Cancelled with Reasons
The Cancelled with Reasons Report will show the cancelled status schedules during the date range selected.
The fields on this report include:
Date
Staff
Client
Scheduled Time
Date Cancelled
The Description field will not be applicable to basic Texas EVV Customers.

115. Type of Report: Scheduling Client Calendar
The Client Calendar will show schedules for a client in a calendar format for the date range selected.
The client's address and phone number will also be listed on this report.

116. Type of Report: Scheduling Duration Override Report
The Duration Override Report will show any schedules where either the bill and/or pay durations were overridden manually through visit maintenance.
This report will separate each user who had performed the duration overrides.
The fields on this report include:
Name of Overrider
Schedule ID
Scheduled Date
Scheduled Time In
Scheduled Time Out
Scheduled Duration
Overridden Pay Duration
Overridden Bill Duration
Date and Time of Change

117. Type of Report: Scheduling Schedules
The Schedules Report will show all schedules/calls for the date range selected.
This report will be sorted by date.
This report shows all schedules including shell schedules created by phone calls where the system could not identify a matching schedule.
The fields on this report include:
Date
Client
Chart ID
Staff
Time IN
Time OUT
Service
Activity

118. Type of Report: Scheduling Schedules By Client
The Schedules By Client Report will show all schedules/calls for the date range selected by client.
Each client will be listed on a separate page.
This report shows all schedules including shell schedules created by IVR calls where the system could not identify a matching schedule.
The fields on this report include:
Client Name
Chart ID
Date
Staff
Scheduled Time IN
Scheduled Time OUT
Scheduled Duration
Actual Time IN
Actual Time OUT
Actual Duration
Service
Activity
Status
This report will also include total Scheduled Duration and total Actual Duration.

119. Type of Report: Scheduling Schedules By Date
The Schedules By Date Report will show all schedules/calls for the date range selected.
This report will be sorted by Date.
This report shows all schedules including shell schedules created by IVR calls where the system could not identify a matching schedule.
The fields on this report include:
Date
Client
Chart ID
Staff
Time IN
Time OUT
Activity

120. Type of Report: Scheduling Schedules By Staff
The Schedules By Staff Report will show all schedules/calls for the date range selected by staff.
This report shows all schedules including shell schedules created by IVR calls where the system could not identify a matching schedule.
The fields on this report include:
Staff
Date
Client
Chart ID
Scheduled Time IN
Scheduled Time OUT
Scheduled Duration
Actual Time IN
Actual Time OUT
Actual Duration
Service
Activity
Status
This report will also include total Scheduled Duration and total Actual Duration.

121. Type of Report: Scheduling Schedules By Staff (Paged)
This report is similar to the Schedules By Staff Report but will put each Staff on a separate page.
The fields on this report include:
Staff
Date
Client
Chart ID
Time IN
Time OUT
Service
Activity
Status

122. Type of Report: Scheduling Staff Calendar
The Staff Calendar will show schedules for a staff in a calendar format for the date range selected.
The staff's address and phone number will also be listed on this report.

123. Type of Report: Scheduling UnCliented Schedules
The UnCliented Schedules Report will show all schedules that are not associated to a client.
Typically, these will be shell schedules created by an IVR call where the system could not identify a matching schedule.
The fields on this report include:
Date
Time IN
Time OUT
Staff Name
Service Code
Activity Code
Location Code
Payor Name

124. Type of Report: Scheduling Unstaffed Schedules
The Unstaffed Schedules Report will show all schedules that are not associated to a staff.
This can include shell schedules created by an IVR call where the system could not identify a matching schedule.
This can also include schedules that were not assigned to a specific staff.
This report will separate each Client.
The fields on this report include:
Client
Chart ID
Date
Time IN
Time OUT
Service
Activity
Status

125. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

126. Type of Report: Staff
IVR Staff Cards
Staff – Avery 5160 Labels
Staff Birthdays
Staff Communication List
Staff Data Checklist
Staff Detail Listing

127. Type of Report: Staff IVR Staff Cards
The IVR Staff Cards Report is a useful tool to provide to the staff that will be making the IVR calls.
This report will include the Staff Name and Staff Number along with the IVR Phone Number for the Agency.
This report will also provide basic information for the prompts that the staff will hear.
There is a field where the Client ID may be written in to aid the staff as well.

128. Type of Report: Staff Staff – Avery 5160 Labels
The Staff – Avery 5160 Labels Report allows the user to view the staff names with addresses in the format of Avery 5160 labels. This is useful if mailing correspondence to the staff.

129. Type of Report: Staff Staff Birthdays
The Staff Birthdays Report allows the user to view their staff members' birthdays.
The fields on this report include:
Staff Name
Staff ID
Position
Status
Phone
Address
Birthday
**Please Note: When adding a filter for the dates, the dates being entered refer to the Month/Date of the Staff member's Birthday.
For Example: To view staff with a Birthday in the month of November, the user would add a From date of 11/1/16 and a To date of 11/30/16.
The Manager and Contractor fields will not be applicable to basic Texas EVV Customers.

130. Type of Report: Staff Staff Communication List
The Staff Communication List allows the user to view each staff with their listed methods of communication.
This report exports to a CSV file.
The fields on this report include:
Staff Name
Staff No
Priority of Communication Method
Label of Communication Method
Type of Communication Method
Endpoint (Phone Number, Address)
Location Code
The Allow Notification field of this report will not be applicable for basic Texas EVV Customers.

131. Type of Report: Staff Staff Data Checklist
The Staff Data Checklist will show the user any Staff members that are missing critical data elements required for the Texas EVV mandate. Any missing critical data requiring corrections will be highlighted on this report.
The Call Mgr icon will be disabled if any Staff are showing on this report until corrections have been made.
The fields on this report include:
Staff Name
External ID
Birthdate
Gender
SSN
Status

132. Type of Report: Staff Staff Detail Listing
The Staff Detail Listing Report will show each staff along with their contact information.
The fields on this report include:
Staff Name
Staff No
Position
Status
Home/Cell Phone
SSN
Address
Hire Date
The Manager and Contractor fields of this report will not be applicable to basic Texas EVV Customers.

133. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

134. Type of Report: Ad Hoc
Ad Hoc Reporting is creating a customized report based on the user preferences.

135. Type of Report: Ad Hoc
Click on Ad Hoc
Ad Hoc Screen
Table Section of Ad Hoc
Expanding Table Options
Selecting Tables
Add Columns
Viewing Columns
Sorting Columns
View Sorting Preferences

136. Editing Condition Preference 1 Edition Condition Preference 2
Type of Report: Ad Hoc
Adding Conditions
Select Condition
Viewing Condition
Editing Condition Preference 1
Edition Condition Preference 2
Viewing Completed Condition Preferences
Click Refresh
Results of Report
Report Options

137. Type of Report: Ad Hoc
Export File
Error When Opening Export in Excel
Save Report
Name and Describe Report
Accessing the Saved Report

138. Type of Report: Ad Hoc Click on Ad Hoc
From the Reports Screen, the user will need to click on the Ad Hoc Reports category to select it.

139. Type of Report: Ad Hoc Ad Hoc Screen
The Ad Hoc Reporting Screen will open.

140. Type of Report: Ad Hoc Table Section of Ad Hoc
The Tables Section on the left hand side will allow the user to select data to include on their report from different parts of the system.
Each selection will appear as a separate column on the report.
The user will need to click on the drop down arrow to the left of the category to expand the data fields available for that table selection.

141. Type of Report: Ad Hoc Expanding Table Options
The Table Options will expand so that the user can select specific data items to include on their report.

142. Type of Report: Ad Hoc Selecting Tables
The user will need to click the check box next to the data items they would like to include.

143. Type of Report: Ad Hoc Add Columns
The user will then click the Add Columns Icon at the bottom of the Tables Section.

144. Type of Report: Ad Hoc Viewing Columns
The user can now view their selected columns in the Columns Section.
The blue arrows that appear to the left of the Column name allows the user to sequence the order the columns will appear on the report.

145. Type of Report: Ad Hoc Sorting Columns
The user can choose to sort their columns as well by clicking on Add Sorting within the Sorting Section.

146. Type of Report: Ad Hoc View Sorting Preferences
The user can now view their sorting preferences in the Sorting Section.

147. Type of Report: Ad Hoc Adding Conditions
The user can also add conditions if needed. Conditions are similar to filters. If the user is looking for a specific type of result they can do that by adding a condition. The user needs to click on Add Condition.

148. Type of Report: Ad Hoc Select Condition
The user will then select the type of condition they would like to add. .
Some examples of conditions:
Client Name
Payor Name
Schedule Date
Schedule Status

149. Type of Report: Ad Hoc Viewing Condition
The user can now view the condition they have added. Once the condition is added, the user will need to add the condition preferences.

150. Agenda Introduction Accessing Reports in the VinCENT System
Type of Report: Clients
Type of Report: DADS-MCOs
Type of Report: EVV
Type of Report: Financial
Type of Report: Reference
Type of Report: Scheduling
Type of Report: Staff
Type of Report: Ad Hoc
Additional Information

151. Contact Information
Direct questions about this document to the MEDsys Training Department at .