Alerts are a way of communicating a system of organizational checks and balances. For example, they may be used to notify Staff when signatures are missing, Authorizations are missing, or when a Service Event did not result in a Created Service. Triggered alerts are accessed by clicking the alerts inbox icon, white circle with a blue bell, on the blue application information bar. Each alert has an icon indicating its severity - Notice, Warning, or Critical. When alert issues are resolved, they no longer appear in the alerts inbox. Alerts may be toggled on or off and configured to meet organizational needs. Click on Alerts to display the twelve core alerts available.

In version 3.35 and higher, the application now requests Alerts on application login. A red notification dot displays whenever the signed-in user has an Alert. If all Alerts are cleared, no notification dot appears. A count of the Alerts shows to the label's right when the Alert's screen is opened along with the Last Update time. Simply clicking on the Alerts icon (bell) updates the Alerts list if more than 10 minutes have elapsed since the last update. Use the new refresh button to fetch Alerts regardless of how much time has passed since Last Updated. The refresh button is disabled while waiting for a response from the server.

Configuring Alerts

Use the search bar or scroll through the list to select the desired alert. Each alert has

• A toggle bar to enable or disable the alert
• A brief description of the alert
• A configurable alert Priority

Some alerts also have a configuration required to define Responsible Staff. An example using the Clients Diagnosis Missing Alert is shown below.

1. A blue toggle bar indicates the alert is active or enabled. Slide the button to the left to make the alert inactive (disabled); then click SAVE at the bottom. Note the change in the image below.

2. Each alert has a description explaining the alert and how it is triggered. 

3. Responsible Staff - The alert can be configured to notify only Responsible Staff with the selected Roles.

• Select each role that applies from the drop-down listing.
• These roles are defined in Configuration > Setup > Defined Lists > Staff Roles.
• Per the alert description, the primary staff linked to the client episode is notified.
• Other alerts do not require a primary staff, just simply an episode staff.
• If there are no Roles selection for Responsible Staff, no alerts are triggered.

4. Alert Priority - Each alert has three priorities to configure. These priorities control the icon that is associated with the alert. Any of these priorities can be turned on or off using the toggle bar.

5. Notice - The Notice priority defines the trigger for the first alert. The Alert type will determine which of these is most appropriate. For Client Diagnosis Missing, Days After makes sense as it relates to the current episode. Typically the Notice priority will be the most number of Days Before or the fewest number of Days After. Click on the Days field to add or change the number of days for this priority.

6. Warning - The Warning priority defines the trigger for the Warning level message in alerts.

7. Critical - The Critical priority defines the trigger for the Critical level message in alerts.

8. After any changes are made, the blue SAVE button is enabled. Click to record changes.

EchoVantage Core Alerts

The following list contains descriptions and images for the 12 Core Alerts.

Client Missing Payer

Alerts episode staff when the client does not have a payer with an active date range that spans today. The episode staff's role must match a role selected for the alert under Responsible Staff. The alert clears when a payer, that is active as of the current date, is added to the client.

Client Diagnosis Missing

Alerts the primary episode staff when the client does not have a diagnosis for an active episode OR does not have an active diagnosis for an active episode. The reference date is the start date of the episode or the end date of the last expired diagnosis. The episode staff's role must match a role selected for the alert under Responsible Staff. The alert clears when a client diagnosis is added for the active episode.

Clients Not Seen

Alerts episode staff when a client has not received a service provided by a staff member in the specified number of days; the episode staff's role must match a role selected for the alert under Responsible Staff. The episode staff date or the enrollment start date is used to determine if the client has been on your caseload for the configured amount of time and has not received a Service. This alert clears once a service is created for the client within the specified number of days.

Events With No Services

Alerts the event staff when a service has not been created for a Service-type event. The client must have an active episode, and the event staff must be an active episode staff with a role that matches a role selected for the alert under Responsible Staff to receive the alert. The alert clears once a service is created from the event, the event is deleted, or you are no longer the event staff. Event ancillary staff do NOT receive this alert.

Expiring Authorizations

Alerts episode staff when a client's authorization is expiring. The client episode must be active, and the episode staff must have a role that matches a role selected for the alert under Responsible Staff to receive the alert. The alert triggers when a client assigned to the staff has an authorization end date that is approaching or has recently passed. The alert clears when the new authorization is entered.

Progress Notes Missing Signature

Alerts the Service Staff when a progress note exists for a Service, but at least one person has not signed the progress note. The alert clears after the progress note has at least one signature.

Service Missing Progress Note

Alerts the service staff and supervisor when a service does not have a progress note, and that note is required. The Service Staff and Supervisor receive the alert based on the number of days past* the Service Date. The alert clears once the progress note is completed for the service.

*This alert can be configured to trigger based on days before the service occurred, but the expected use, and example, assume a days after configuration.

Tasks Due

Alerts the Task assignee of an incomplete task. Tasks are assigned in the Claim Details screen by clicking on the Notes & Tasks button, entering the task information, and selecting save. The alert is triggered when an incomplete task is approaching or past the task's due date, depending on the alert's configuration. The alert clears once the task assignee marks the task complete in the Notes & Task screen in Claims Details. 

Signed Medication Has Pending Update

Alerts episode staff when an update to a Client's Medication is pending from DrFirst. The client episode must be active, and the episode staff must have a role that matches a role selected for the alert under Responsible Staff to receive the alert. The episode staff must unlock the form to clear the alert.

Treatment Plan Needs Review

Alerts the primary episode staff and the treatment plan creator when the expiration or review date of the active client treatment falls within the defined Alert Priority using the current date as the reference. The client episode must be active, and the primary episode staff must have a role that matches a role selected for the alert under Responsible Staff to receive the alert. The alert clears when the treatment plan review date is outside of the warning period.

Unsigned Medication With an End Date

Alerts episode staff when a client's medication that has not been signed has an end date within the configured number of days. The client episode must be active, and the episode staff must have a role that matches a role selected for the alert under Responsible Staff to receive the alert. The alert clears when the medication form is signed.

Wait List Opening

Alerts episode staff when a matching space becomes available in Occupancy for a client on the Wait List. The client episode must be active, and the episode staff must have a role that matches a role selected for the alert under Responsible Staff to receive the alert. The alert clears once the client is assigned to a space.

Only a single alert priority can be configured at one time because the database records the current date as the offending date when a Wait List opening alert is triggered. Once an offending date is stored, no further alerts are triggered for that space and client combination.

 

Selecting the bell icon on the blue application information bar displays the list of Alerts for the currently logged-in user. The agency controls which alerts are enabled or disabled, and defines how each alert is triggered in Configuration > Setup > Alerts.

The application requests Alerts and refreshes the list on application login. A red notification dot displays whenever the signed-in user has an Alert. If all Alerts are cleared, no notification dot appears. A count of the Alerts shows to the label's right when the Alerts screen is opened along with the Last Updated time. Simply clicking on the Alerts icon (bell) updates the Alerts list if more than 10 minutes have elapsed since the last update. Use the new refresh button to fetch Alerts regardless of how much time has passed since the Last Updated time. The refresh button is disabled while waiting for a response from the server.

The Alert level icons (Notice, Warning, Critical) are clickable links that take you to the screen or task that triggered the Alert. In the first image above, clicking on the purple notice icon opens Scott Abbott's Clients > Diagnosis screen.

Selecting any row from the Alerts list opens the Alerts details screen in the Inbox. The Inbox allows users to toggle between the Alerts, Downloads, and Messages screens. Click on the red 'X' in the upper-right hand corner when finished working in the Inbox.

 

Outstanding Alerts     Watch Video     View Screenshots

The Outstanding Alerts dashboard focuses on alerts that are generated in EchoVantage. Once you have set up alerts in EchoVantage (see http://webhelp.echoehr.com/search?keywords=alerts for more information), the dashboard will allow you to see what kinds of alerts are currently outstanding, which staff and clients are associated with those alerts, and how long they've been outstanding.

 

Version 3.35, Released March 24, 2022                                                                                                                                Previous Release Notes

A v3.35 Hotfix was released March 31, 2022 - click HERE for more information.

New Features

Dismissing Login Messages

An agency can now allow individual users to dismiss the login messages displayed on the EchoVantage login screen. If enabled, both the Agency and Global login messages have an 'X' in the upper right-hand corner that allows the message(s) to be dismissed. This new option is not enabled by default; please contact support or your account manager to request the Dismissible Login Messages feature be enabled.

When a message is dismissed, the user no longer sees the message when using the same browser and computer. However, if the same user accesses EchoVantage using a different browser on the same machine or another device, the login messages are displayed again.

Suppressing Global Login Messages

An additional option was added to allow the Global Login Messages to be suppressed for a single agency. Global Login Messages are created and managed by Echo to announce product releases, scheduled maintenance windows, and other events like Peer to Peer. Though we do not want your agency to miss an important announcement, we understand that these messages are not pertinent to every user. If your agency would like to have these messages always suppressed, please contact Echo support or your account manager.

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Fiscal Improvements

Box 24J Reporting on the CMS-1500

The application now reports the Organization Provider Number(s) in Box 24J of the CMS-1500 form separately from the Service Facility and Billing Provider mapping in Boxes 32 and 33. For example, in Configuration > Services/Payers > Payers > Billing Methods, a Payer has the following defined in their CMS-1500 configuration.

This same Payer has the following Payer Mappings configured.

A bill is created for a Service that matches the March 2022 Defined Filter. On the CMS-1500 Claim Form, Box 24J has the Provider number for the matching Payer Mapping.

Note that Boxes 32 and 33 correctly report the default organization NPI (because the Service did not match any Organization or Service Facility Defined Filters), which is separate and unrelated to the reporting for box 24J. Before this change, Boxes 24I and 24J only reported if the Defined Filter associated with Payer Mapping Provider Number was the same Defined Filter used on the Organization reported in Box 32. Now boxes 24I and 24J can still report even if a different Defined Filter or no filter is used for boxes 32 and 33.

Multiple Staff NPI and Taxonomy Overrides

A new Payer Mappings configuration option is available in Configuration > Staff/Users > Staff, allowing multiple NPI and Taxonomy overrides to be defined. Previously, only a single NPI and Taxonomy value was captured on the Staff > Profile screen. The mapping requires a Defined Filter, Payer, and NPI number for each override. A Defined Filter can be used more than once if each record has a different Payer; the Defined Filter and Payer combinations must be unique.

Copay and Patient Responsibility When a Secondary Payer Exists

The creation of the Copay and Patient Responsibility Self-pay Charge amounts as indicated by the first Payer is now delayed until all active Payers in the waterfall are billed, AND the Payers have responded. This change allows the correct amount to flow through to self-pay, particularly when a secondary Payer remits all or a portion of the amount defined by Payer 1 as due from the Client. The Copay or Patient Responsibility amount is essentially on hold, waiting for the last active Payer in the waterfall to be billed and respond before the self-pay Charge is triggered. When a balance does waterfall to self-pay, the first Payer in the waterfall with a Copay or Patient Responsibility amount controls what the Client owes – the lesser of the charge balance or the Copay/Patient Responsibility Amount.

The four examples below have the following information in common.

• The Client has Payer 1 (BCBSNH), Payer 2 (MDCD), and self-pay.
• Payer 1 has a $30.00 Flat Rate Copay defined in Clients > Payers.
• The Client receives 4 Services, and four Charges and Bills are created for Payer 1. The Payer 1 balance is $36.30 each.

• Payer 1 responds with a $25.00 Payment.
• The waterfall to the Next Payer box was selected for each Remittance.
• Payer 1's payment is processed and finalized.
• The Waterfall job to Payer 2 is finalized. Payer 2 now has four Charges with a balance of $41.30 each.

• The Claim Details screen for each Charge shows a $41.30 balance for Payer 2 and NO Charge for self-pay. The Claim Details page for the Service provided on 3/1/22 is shown below.

Example 1 – Payer 2 Pays All of the Patient Responsibility Amount

Payer 2 responds by paying the total balance billed, $41.30, for the 03/01/22 Service. This payment is processed and finalized, and there is no resulting waterfall job. Therefore, the $30.00 copay amount is NOT billed to self-pay.

Example 2 – Payer 2 Pays a Portion of the Patient Responsibility Amount

Payer 2 responds with a $20.00 payment toward the 03/02/22 Service. This payment is processed and finalized, and there is a resulting waterfall job for self-pay. After finalizing the waterfall job, self-pay has an Active Charge of $21.30. This $21.30 is billed to self-pay because it is less than the original Copay amount defined by Payer 1.

Example 3 – Payer 2 Denies the Charge

Payer 2 responds with a $0.00 payment, Denial, for the 03/03/22 Service. This payment is processed and finalized, and there is a resulting waterfall job for self-pay. After finalizing the Waterfall job, self-pay has an Active Charge of $30.00. This $30.00 is billed to self-pay because it is less than the remaining Charge balance.

Example 4 – Payer 2 indicates a Patient Responsibility Amount that is greater than the Payer 1 Copay Amount

Payer 2 responds with a $5.00 payment and indicates a Patient Responsibility Amount of $36.30 for the 03/04/22 Service. The payment is processed and finalized, and there is a resulting waterfall job for self*pay. After finalizing the waterfall job, self-pay has an Active Charge of $30.00. In this instance, the Copay amount defined by Payer 1 controls the waterfall to self-pay.

Place of Service Mapping Effective Dates

Start and End Date fields were added to the Place of Service Mappings in Configuration > Services/Payers > Payers > POS Mappings to define the effective date range of each mapping. This effective date range then allows the same Place of Service (Location) Component or Defined Filter to be mapped more than once for a single Payer, provided the effective date ranges do not overlap. In the example below, the TM: Telemedicine component is mapped to 02: Telehealth through 04/03/2022. Then beginning on 04/04/2022, the same location component, TM: Telemedicine, is mapped to 10: TeleHealth from a Patient's Home.

When creating bills using the 837P and CMS-1500 billing methods, these date ranges are respected. For example, an 837P is created for a Payer with the above mapping. The location of the Service associated with the Charge is TM: Telemedicine.

• If the Service Date is 04/03/2022 or earlier, the Place of Service reported is 02: Telehealth.
• If the Service Date is 04/04/2022 or later, the Place of Service reported is 10: TeleHealth from a Patient's Home.

Authorization Amounts Replaced if Claim is Denied

Authorization amounts are now replaced for the prior Payer when a $0.00 payment is posted with a Denial Transaction Type AND the Waterfall to Next Payer checkbox selected. (Denial Transaction Types are those where the UserTransactionDefinition or SystemTransactionDefinition column is equal to DNL in dbo.TransactionDefinitions.)

For example, a Client has Authorizations for 12 Visits in Clients > Payers for the first Payer in their waterfall.

A single Service is provided on 3/4/22 that uses one visit. The Service is processed, and a Charge and a Bill are created.

The Authorizations for the Payer (ANTHBCBS) now show one visit Used and eleven Visits Remaining.

The Payer denies the Charge, and a $0.00 denial payment is processed. Note that the Authorization column is blank for ANTHBCBS in the Claim Details screen below.

The Used one visit is added back, and the Remaining amount is twelve Visits again. 

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General Improvements

Work continued in this release to improve the application's general performance, mainly processing and loading times in the areas listed below. While the average results are also reported, please note that individual agency results may vary based on table size, server traffic, Service configuration, and custom Acorn logic.

• Fiscal Overview > Unprocessed Services > Create – resulted in a 30% reduction in processing time for a Create Charges job.
• Fiscal Overview > Unprocessed Services > History – resulted in a 70% reduction in processing time for Retrying a Create Charges job with 4,400 Services, while Reversing the same job saw a 48% reduction in processing time.
• Fiscal Overview > Unposted GL Transactions – Post to GL changes now pull in all job item details before processing each item, resulting in noticeable speed improvements even when working with large (100,00+ items) jobs.
• Configuration > Staff/Users > Permissions > Form Unlocking saw an 80% reduction in loading time, and Reports saw an 85% reduction while testing with the following baseline configurations.
  • Form Unlocking was tested using 300 forms and 30 User Groups.
  • Reports were tested using 500 Reports and 30 User Groups.

In addition to Reports screen loading time improvements, a change was made to use the Report path as the unique identifier in the database instead of the Report ID, keeping the IDs consistent across environments. This change prevents the loss of the Report Permissions Configuration when the server changes or a copy of a production environment is used to update a test environment.

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Labs Improvements

An optional filter was added to improve results processing when a lab does not return the completed results for all ordered tests at the same time. Please contact support for more information.

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Alerts and Notifications Improvements

The Inbox now displays individual icons for Alerts, Downloads, and Messages in the blue application information bar – a bell for Alerts, a down arrow for Downloads, and an envelope for Messages. This redesign allows for updates to the way Alerts and Messages are retrieved and displayed, including separating these processes to minimize database congestion.

Alerts

The application now requests Alerts on application login. A red notification dot displays whenever the signed-in user has an Alert. If all Alerts are cleared, no notification dot appears. A count of the Alerts shows to the label's right when the Alert's screen is opened along with the Last Update time. Simply clicking on the Alerts icon (bell) updates the Alerts list if more than 10 minutes have elapsed since the last update. Use the new refresh button to fetch Alerts regardless of how much time has passed since Last Updated. The refresh button is disabled while waiting for a response from the server.

Messages

The process of retrieving Messages and displaying the red notification dot was also updated. Push notifications now replace per user polling for Messages. By centralizing the polling to the backend services, network traffic from logged-in users has been greatly reduced. Push notifications have the added benefit of each user receiving a notification within a few seconds because the single polling job only needs to push out the new messages to users when they are connected to the application.

In addition, unread messages in the Inbox are now easier to distinguish when viewing the list of messages. The sender's name is semi-bold, and the left side of the card has a grey border. 

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Scheduler Improvements

A new Scheduler configuration option is available on the Clinical Home and Clients Schedule screens, Week View Days, which applies to the Scheduler Week view only. All days of the week (Monday through Sunday) are checked by default, but a day can be deselected to remove it from the Week View displayed on the Scheduler. This setting is saved on a per-user basis and remains until a change is made to the selected days.

For example, the default Scheduler Week View is seven days, Monday through Sunday.

Selecting the gear icon opens the Scheduler configuration box with the Week View Days listed.

Deselecting Saturday and Sunday, shown above, results in the following Week view on the Scheduler.

In addition, a red line is now always present on the Scheduler in a view (Day, Week, or Compare) to indicate the current date and time.

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New Form DesignEHR Release

A new release of Form DesignEHR, v6.0.36, is available with this release of EchoVantage - click HERE for the release notes.

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State Reporting Improvements

A new Message column was added to the State Reporting > History screen, which provides additional information on each job record.

This Message field is auto-populated by the Acorn with the job type (MCI, CORE, AODA, and/or MH) and the reporting date range for WI PPS jobs. In addition, a free text message field is available on the State Reporting > Create screen for OR MOTS jobs, as shown below.

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Updates

Ticket #	Description
EV-2958	In the Clients > Documents tab, the pagination was not synced with the upload and delete buttons; the page required a refresh before the page count on the bottom of the screen was updated. Now, if a document is deleted or multiple documents are uploaded at once, the page count correctly displays after the process completes.
EV-3098	The Error messages displayed on the POS mappings were updated to show the item's name in the message instead of using the id for the database record.
EV-3108	The descriptions of some Alerts were updated to provide clarity on the data conditions required to trigger the alert.
EV-3181	The application header (blue bar) is now responsive to allow more room for the agency name when viewing a small screen less than 900 pixels wide.

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Bug Fixes

Ticket #	Case #	Description
EV-2739	COOS	An issue was reported where the Alerts menu could not fetch the next page when working on a smaller screen. The problem has been addressed, and now the Alerts load while scrolling through the list, no matter what zoom level the browser is using.
EV-2809		The error message was updated in Configuration > Setup > Organization when adding the same Defined Filter to more than one Organization. The new user-friendly version is "This defined filter is already mapped with one other organization." Previously the id of the Organization record from the database was displayed.
EV-2892	10458	In the Claim Details screen, updates were made to ensure that all zero payments now display as $0.00 instead of 0.
EV-3096	11188	In Configuration > Services/Payers > Payers > Billing Methods, the 837P and 837I screens were not properly refreshing when moving from one that was configured to one that was not. For example, if a configured 837P Billing Method was viewed first and then the 837I Billing Method was immediately selected, the 837I fields displayed, but the values from the 837P form persisted. Manually refreshing the page corrected the issue. This ticket resolves the display issue without the need to refresh manually.
EV-3109	FLTH	An issue was reported in Fiscal Overview > Unbilled Charges > Create where secondary claims with a payment applied, even if a $0.00 payment, were unavailable for billing. A Claim is considered Secondary if it is for the second Payer in the waterfall and a Charge exists for the associated Service and previous Payer that is not void AND has a Status of DONE. This issue has been corrected, and now all available active, secondary claims for the selected Payer(s) display in the Charges grid on the Unbilled Charges > Create Bills screen.
EV-3128		An issue was addressed where a Prescription End Date was not updated after the signed Medications form was unlocked. The query was reworked to consider the value in the RemovalDateTime column of dbo.SignedRecords when determining if a form is locked or unlocked.
EV-3129		An issue was found where the Signed Medication has an Update Alert alerted multiple times if the Medications form was signed more than once. The cause was the generation of alerts for the active AND historical signatures. The issue was addressed by updating the alert query to generate an alert for the active signature only.
EV-3140	5925	An issue was reported where a Mend Group session failed to create a session successfully, even when individual sessions for each group member were sent and completed without issue. The cause was due to a change in how Mend responds to Group Event requests. The problem has been addressed, and Group Events are now successfully created with MEND.
EV-3154	11337	Fiscal Overview > Unbilled Charges > Create, an issue was reported where all qualifying claims were not available to select when creating a multi-payer CMS-1500 job. The cause was the Secondary Claims Only setting on a single payer's CMS-1500 Billing Method configuration being applied to all payers in the job. This issue has been addressed, and now all available claims display for payers with the All Charges option selected in the CMS 1500 Billing Method > Payer Options > Create CMS Paper claims for section. Additionally, only secondary claims are displayed for payers with the Secondary Claims Only option selected.
EV-3162	11327	An issue was reported where unnecessary Remittances were created when a Claim with a Takeback was reprocessed, and the Takeback was reapplied. As a result, four additional Remittances with a Status of Reprocessed were created, two negative and two positive, so the net value was $0.00. This issue has been addressed, and now no additional Remittances are created after reapplying the Takeback in Fiscal Overview > Unapplied Payments.

Messages and Alerts on the Clinical Home page is a displayed version of the Inbox (envelope Icon) on the Application Menu Bar.  

 

 

Once a CCD Export job has been created and completes running, it is available for Download. The user that created the job can access the download in three different places: 1) on the tab listing of the jobs created, 2) in the Downloads section of the inbox, and 3) in the Downloads section of the Messages and Alerts section on the Clinical Home page. Each CCD Export tab, One Time and Recurring, is a history or running listing of each export job created so Downloads for all are available. Because the inbox and Messages and Alerts sections are user specific, only those export jobs that the user created are available for Download.

1. Downloads tab of inbox accessed on the application information bar.

2. Downloads tab in Messages and Alerts section of Clinical Home page.

3. Each CCD Export tab displays a blue DOWNLOAD button for each successfully completed export job.

The process of downloading the CCD Export File is the same regardless of where it is accessed. Click on the blue DOWNLOAD button which will display the download password screen. 

The application asks for a password which must be entered and meet the criteria listed.

• This password is used to create an encrypted .zip file containing the CCD Export file. 
• The encryption ensures that only the user that downloaded the file will be able to access the export .zip file.
• Once a successful password has been entered and confirmed, the blue DOWNLOAD button is enabled. 
• Click DOWNLOAD to export the CCD file to the local machine.

Locate the downloaded files on the local machine.

The export job file name will either be the client code or CDA plus .zip depending on whether it was a single client or multi client export job.  According to agency policy, these may be sent to the recipients in the zipped format with the password or unzipped. To extract the file, right-click and select 7-zip (or similar archiver utility).

Select how to Extract. (Extract Here puts the files in the same directory as the .zip file.) The password that was created prior to downloading the file is now required.

Enter the password to unzip the file.

An unzipped CCD Export job will contain three files. The .xml file contains the CCD information. The .xsl file has information for the recipient (receipient's system) on how to read the .xml file and the .sha512 file is an additional file that contains information to verify the authenticity of the xml file.

If clients within a multi client export job need to be transmitted to different recipients, individual zip files can be extracted.

Right click to select 7-Zip (or similar archiver utility) and select how to Extract. (Extract Here puts the files in the same directory as the .zip file.) +

This simply extracts individual .zip files for each client included in the export job. Each client's file may now be extracted or transmitted to the recipient with the Password created when the file was downloaded from EchoVantage.

 

EchoVantage Dashboard Offerings

EchoVantage dashboards are designed to provide agencies with increased visibility and insight into key areas to support decision-making and insights about themselves as an organization. Data is extracted from EchoVantage (and other data sources) and transformed to help agencies discover more about their work, their clients, and their staff. Each dashboard contains multiple pages filled with insightful visualizations. Features include the ability to drill in to learn more, export data, extensive filtering, a mobile app, and more. A description of each core dashboard included with EchoVantage is listed below, as well as the additional dashboards available through the dashboard catalog. The catalog dashboards are available for an annual fee depending on the complexity of the dashboards. An agency may also choose to subscribe to the catalog, which grants access to all dashboards currently in the catalog and any added in the future. Please contact your account manager or dashboard@echobh.com for more information.

Navigating this Page

Use the links below to access additional information about each dashboard, including a description, screenshots, and a short video. You can access the same information by scrolling down this page or using Ctrl+F to search for something specific.

Dashboards Included with EchoVantage

The dashboards included in EchoVantage explore opportunities for growth, efficient service delivery, documentation, and intervention effectiveness. As with all our dashboards, each dashboard consists of a series of pages containing multiple graphs and endless ways to slice and dice the data. For those wanting to dig in even further, an expanded version of each is also available in our catalog that includes additional functionality. For example, the Admissions Plus dashboard includes information around referral sources, days to service, and prior enrollments, along with program enrollment demographics. The Documentation Plus dashboard includes events where services were not created, and the Services Plus dashboard explores claim and charge status information. The Outcomes Plus dashboard includes time in care and re-enrollment, along with program discharge demographics. Finally, the Open Enrollments Plus dashboard includes information about how long clients have been in care, how long it took to receive services, and how long it's been since their last service.

• Admissions
• Services
• Documentation
• Open Enrollments
• Outcomes

Dashboard Catalog

Echo is continually enhancing and adding to the dashboard catalog. These dashboards are available for an annual fee depending on the complexity of the dashboards. You may also choose to subscribe to the dashboard catalog which allows access to all dashboards in the catalog. We can customize these dashboards for you, and if you don’t see something that meets your needs here, just let us know and we can discuss our custom dashboard solutions as well. Please contact your account manager or dashboard@echobh.com for more information.

• Client Engagement
• PHQ-9
• Staff Productivity
• Incidents
• Revenue Cycle Management
• Medication Management
• Medication Administration
• Placements
• Hospitalization
• Individual Trends & Progress
• Contracted Services
• Child & Adolescent Needs and Strengths (CANS)
• Social Determinants of Health
• Adverse Childhood Experiences (ACEs)
• Form Signatures
• Outstanding Alerts
• DLA-20
• GAD-7
• Form Compliance

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Additional information and more in-depth screen images are available for dashboards with blue hyperlinks to the right of the name - Watch Video or View Screenshots. Right-clicking the link and selecting Open link in new tab or Open link in new window, prevents navigating away from this page in error.

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Dashboards Included with EchoVantage

Admissions     Watch Video     View Screenshots

Our Admissions dashboard focuses on helping agencies discover opportunities for growth in their organization.  Beyond numbers and percentages of admissions over time, the dashboard reaches further to incorporate characteristics of clients coming into care, whether these are clients your agency has worked with in the past, the services they have requested, presenting problems, and whether services have been initiated. 

Services     Watch Video     View Screenshots

The Services dashboard reviews data that covers the process of serving clients, from appointment scheduling through service delivery.  The visualizations cover not only services that were delivered and the clients who were served, but also appointments resulting in no-shows and cancellations.  Staff productivity can be reviewed in terms of services provided, service duration, and clients served by staff.

Documentation     Watch Video     View Screenshots

The Documentation dashboard is designed to help agencies identify barriers to successful audits and timely reimbursement for services delivered.  Graphs guide users to required forms that have not yet been created or are missing necessary signatures.  It also provides information around delay of completion for service documentation in days and hours.

Open Enrollments     Watch Video     View Screenshots

Our Open Enrollments dashboard gives users a sense of the agency’s current census, breaking the information down by level of care, program, primary, payer, and client demographics, for example. Users can choose a specific time frame to view a set of clients as a cohort and review their data.

Outcomes     Watch Video     View Screenshots

Our Outcomes dashboard provides insights around discharged clients.  It reviews discharges and compares days in care to expected time in care, reaching back to admission to disaggregate outcomes based on admission information.  The dashboard compares change in medications and diagnoses from admission to discharge, with additional focus on re-admission rates.

Dashboard Catalog

Client Engagement     View Screenshots

Our Client Engagement dashboard focuses on the timeliness of service provision and examines average services received and missed appointments, along with time between services. It displays the relationship between no-shows and related factors, such as turnover, diagnosis, and timing of appointments.

PHQ-9     Watch Video     View Screenshots

The PHQ-9 dashboard examines how interventions are effecting depression, providing PHQ-9 data such as average total scores, severity categories, level of difficulty, and individual questions, along with whether PHQ-9 assessments have been completed for new admissions. It compares PHQ-9s across time to analyze progress on depression, both at a client-level and an aggregate level. The percent of clients screened in and out of services based on the PHQ-9 is displayed, as is client demographic information in relation to average scores.

Staff Productivity     Watch Video     View Screenshots

There are two Staff Productivity dashboards available. The first examines caseload distribution and client engagement by staff. It shows average services scheduled and delivered for staff. Users can review days since the last service, revenue, and distances between locations to facilitate drive time efficiency. The second Staff Productivity dashboard uses EchoVantage data to calculate productivity rates, no-show rates, and cancellation rates for staff.

Incidents     View Screenshots

Our Incidents dashboard not only provides incident details but also elucidates potential precipitators, including recent events like other incidents, medication changes, and missed appointments that can be examined to avoid future incidents. Timing of incidents is also be used to identify trends.

Revenue Cycle Management

The Revenue Cycle Management dashboard focuses on the health of financial processes, including charges, accounts receivable, collections, and denials management. Transforming financial data into meaningful visualizations, this dashboard helps agencies improve financial outcomes.

Medication Management

Our Medication Management dashboard provides oversight of data related to medications prescribed. It reviews clients receiving medications by type, overall, and by client and staff. It also examines missed medications and reasons for those, along with documentation, notifications, and client demographics.

Medication Administration

The Medication Administration dashboard provides a way for users to view their clients along with the medications they have been prescribed and details about those medications. This dashboard supports agencies in providing the correct medications to clients at the appropriate times.

Placements (New, Active, Discharges, Services)

There are four dashboards that examine placement data for in-patient, residential, and foster care services. New Placements reviews placements as clients enter care, while Active Placements displays data relevant during care. Placement Discharges focuses on discharges and disruptions, and Placement Services shows the facilities themselves, including waitlists and occupancy rates.

Hospitalization     View Screenshots

The Hospitalization dashboard reviews information around hospital admissions, discharges, and time in hospital. It also examines re-admissions and timeliness of follow-up, as well as client demographics.

Individual Trends & Progress

The Individual Trends & Progress dashboard allows users to choose a specific client and view appointments, incidents, and progress toward goals.  Assessment information can also be incorporated so that users can view progress toward assessment-specific goals.

Contracted Services     View Screenshots

Our Contracted Services dashboard approaches services from a different angle, comparing charges and payer reimbursement with contractor fees. Contracted services are displayed based on service information and staff and broken down by rate type so that fixed-rate vs. fees based on percentages can be compared.

Child & Adolescent Needs and Strengths (CANS)     View Screenshots

Our CANS dashboard provides visualizations to examine how programs are effecting individual client needs and strengths. Users can choose a specific client and view progress over time related to CANS domain scores, modules, and actionable items. Additional CANS dashboards are in development that will review CANS data across cohorts in accordance with Praed Foundation guidelines.

Social Determinants of Health     View Screenshots

Our Social Determinants of Health dashboard provides visualizations that help agencies identify environmental conditions that affect client health, functioning, and quality of life outcomes and risks. Included are metrics around Family & Home, Education & Employment, Resources, and Social & Emotional Health. 

Adverse Childhood Experiences (ACEs)     View Screenshots

The Adverse Childhood Experiences (ACEs) dashboard allows users to explore the ACEs of clients in their care as well as whether ACE documentation has occurred. Average and total scores as well as score categorizations are shown across time, by program, and for client demographics.

Form Signatures     Watch Video     View Screenshots

You may be familiar with our Documentation dashboard. It is included with EchoVantage and provides ways to view whether service-related documentation on progress notes is complete. Our Form Signatures dashboard is similar in that it provides information about whether signatures have occurred, but it focuses on forms that are not necessarily associated with services. The dashboard provides ways of analyzing whether forms are getting signed, by whom, and which signatures are missing. You can choose to include any form in EchoVantage.

Outstanding Alerts     Watch Video     View Screenshots

The Outstanding Alerts dashboard focuses on alerts that are generated in EchoVantage. Once you have set up alerts in EchoVantage (see http://webhelp.echoehr.com/search?keywords=alerts for more information), the dashboard will allow you to see what kinds of alerts are currently outstanding, which staff and clients are associated with those alerts, and how long they've been outstanding.

DLA-20     Watch Video     View Screenshots

The DLA-20 dashboard examines how interventions are effecting daily living activities, providing DLA-20 data such as average & total scores, severity categories, and responses to individual questions, along with whether DLA-20 assessments have been completed for new admissions. It compares DLA-20s across time, both based on a time frame and for admission and discharge cohorts, to analyze progress on daily living activities, both at a client level and an aggregate level. The percent of clients screened in and out of services based on the DLA-20 is displayed, as is client demographic information in relation to average scores.

GAD-7     Watch Video     View Screenshots

The GAD-7 dashboard examines how interventions are effecting anxiety, providing GAD-7 data such as average & total scores, severity categories, level of difficulty, and responses to individual questions, along with whether GAD-7 assessments have been completed for new admissions. It compares GAD-7s across time, both based on a time frame and for admission and discharge cohorts, to analyze progress on anxiety, both at a client-level and an aggregate level. The percent of clients screened in and out of services based on the GAD-7 is displayed, as is client demographic information in relation to average scores.

Form Compliance     Watch Video     View Screenshots

You may be familiar with our Documentation dashboard. It is included with EchoVantage and provides ways to view whether service-related documentation on progress notes is complete. Our Form Compliance dashboard is similar in that it provides information about whether forms have been created and signed, but it focuses on forms that are not necessarily associated with services. The dashboard provides ways of analyzing whether forms are getting created and signed, by whom, and what documentation is missing. You can choose any form in EchoVantage to include, and you can identify when forms are coming due. For example, you might include an initial treatment plan that is due within 30 days of intake and a comprehensive treatment plan that is due every 60 days after the previous plan. 

The Notes and Tasks feature can be accessed from the Claims Management or Reprocessing History tabs. Select any displayed claim row to view the Claim Detail. The following screen displays.

Select the Notes & Tasks button to open the  dialog box. If prior notes or tasks exist, those will display in the box. 

1. Click the blue plus "+" to add a new Note or Task.

 

2. ADD NOTE - Select the ADD NOTE tab to enter a new note. (The orange horizontal line indicates the current selection.)

3. Note -  This is the free text area to add the note. Insert the cursor beneath the word Note and enter the text. This note is Client and Claim specific. 

4. CANCEL/SAVE - Select SAVE to record entries. Select CANCEL to exit without saving.

5. ADD TASK -  Select the ADD TASK tab to enter a new task. (The orange horizontal line indicates the current selection.)

6. TASK - This is the free text area to add the task. Insert the cursor beneath the word Task and enter the text. This Task will appear in the inbox of the Assign To user as an Alert.

7. Due Date - Enter a due date for the task. This is use to determine the icon that is displayed with the Task Alert in the Assigned To user's Alerts inbox. The Tasks Due Alert definitions are maintained in Configurations>Setup>Alerts>Tasks Due.

8. Assigned To -  Select the person to Assign the Task to from the drop-down box.

9. CANCEL/SAVE - Select SAVE to record entries. Select CANCEL to exit without saving.

 

The task will show as incomplete in the Claim Details.

The Task will appear in the Assigned To user's Alerts section of the inbox. When and with which icon is dependent on the Tasks Due Alert definitions.

The Tasks will show as Incomplete in Claim Details and will show as Tasks Due in Alerts until the Assigned To user opens the Task and selects MARK COMPLETE.

This section explains the components that are common across the application.

Application Information Bar

The Application Information Bar is always displayed at the top of the screen. This bar identifies the application (EchoVantage), the agency, and the currently logged-in user. The seven icons on the right-hand side of this bar are described below.

1. Alerts - Access to Alerts
2. Downloads - Access to downloads
3. Messages - Access to messages in your Inbox, Group Mailboxes, and EMR Direct Messages if configured
4. Reports - Provides access to Administration, Client, and Fiscal reports.
5. Help/About - Provides access to Echo's Online Help, the EchoVantage About page, and a list of Keyboard Shortcuts.
6. User Preferences - Identifies the currently logged-in user and provides access to the user's Preferences page.
7. Logout - Select this icon to exit the application.

In versions 3.34 and lower, Alerts, Downloads, and Messages were represented by a single Inbox icon (envelope), and the Inbox had a section for each. In version 3.35, the Inbox with the same three sections can still be accessed by clicking a row when working in Alerts or Downloads, or by expanding Messages.

Main Application Menu

Your organization's EchoVantage software Administrator defines the menu and tab functions available for display. The content available to each user may differ from these instructions.

 

 

 

 

The EchoVantage Menu on the left side of the application provides navigation to the full functionality of the software.

At the bottom of the menu, there is an option to Expand or Collapse the menu based on your preference and need for more/less screen space.

When collapsed only the menu item icons display, and when expanded the name of the menu option is also displayed.

The icon changes from blue to orange to indicate the current menu item selection.

Selecting a menu item opens that item's home screen with two exceptions. Forms and Configuration.

When Forms or Configuration is selected from the main application menu, the main menu is collapsed and a secondary menu opens.

A selection in the secondary menu is required for a new screen to display.

Keep in mind that the number of menu items displayed depends on the setup defined by your organization.

 

 

 

 

Version 3.50, Released August 15, 2023                                                                                                              Previous Release Notes

New Features

Document Search via Database

With upgrading to EchoVantage Version 3.50, agency users will have the ability to manage documents from the dbo.DocumentMetaData database table instead of via Alfresco directly. This new capability will be enabled by default, and will assist the user with document retrieval. This change will improve stability and performance in the following areas of EchoVantage: Clients, Placements, and Families.

For agencies wishing to continue Document Search via Alfresco, document upload can be completed within Alfresco after upgrading to 3.50. However, document changes made via Alfresco may take upwards of 5 minutes to sync changes to EchoVantage.

Filtering List of Sharable Forms

A new filtering feature has been added to the Share Forms capability to assist Clinicians. From the Client Profile, the user will select the Share Forms icon and find a new filter search field, with a magnifying glass icon, in the Available Forms section of the modal. Similar to the filter search field within the Client Timeline, the results are filtered by the text entered by the user. If no matching results are found, the user will receive a “No forms found” message within the Available Forms section.

Improvements

Client Portal Appointment Requests

Clients are now able to send appointment requests with a selected Location through the Client Portal in EchoVantage to clinicians. For more information on how to enable this Client Portal access, the following article explains the Client App Access permission process: Configuring the Client Portal - Enabling Client Access.

Configuring Appointment Locations

In Configuration - Setup>Client Engagement>Client Portal, a new Appointment Locations section has been added. Administrators can enable or disable this capability with a switch button on the righthand side of the screen. Location value entries are free text and are not associated with a Service Component. The user may also select whether the Client is able or unable to request an Appointment with a “Telehealth” Location option. If a Location is no longer in use, application administrators have the option to remove Location options from the list. 

 

Reports

The following report was updated via script change to improve performance. This report provides the user with a listing of Client Appointments ordered by Location, Program, and Staff.

Attendance Report

Updates

Ticket Number	Description
EV-8094/EV-8123/EV-8124/EV-8125/EV-8126/EV-8127/EV-8203	Updates were made to improve the polling stability of EchoVantage. These performance upgrades further establish resilience to database outages and errors.
EV-7936	Updates were made in Client>Documents to enable document search through EchoVantage. This enabled option provides an additional option to document management via Alfresco.
EV-8117	Updates were made to the Client Portal in the Appointment section. Within the Pending section of Appointment list, the Date and Time of the appointment should be visible.

Bug Fixes

Ticket Number	Ticket Number	Description
EV-3436	00011903	For InForms forms, an issue was found where the user was able to send one form to multiple devices at once, before the existing shared form was cleared. The existing shared form must now be cleared before additional sharing.
EV-6987	20690	An issue was addressed where posting a $0 payment to Denied charges, created an unapplied payment. This was resolved and unapplied payments are no longer created in this instance.
EV-7840		An issue with overlapping events updating in Scheduler was identified. The user no longer receives unnecessary Update notifications.
EV-7848		In the Scheduler>[Group Event]>Edit Group Participant modal, an issue was discovered where the user was able to save the form with blank entries in the Event Components fields. This issue was resolved.
EV-8019	22157	An issue was reported with null type emails in operation for Arete notification purposes. While null type emails are not supported for this use, the Arete email notification process under these circumstances has been corrected.
EV-8098		A window formatting issue was found in Fiscal Overview>Process Remittance modal. The modal format was adjusted to fix row spacing.
EV-8247		In the Clients>Share Forms modal, an issue was discovered, where the user was unable to select the Client and (Client) Contact from the Recipient dropdown. This issue was resolved.
EV-8293		In the Scheduler>[Group Event]>Scheduling Conflicts modal, an issue was identified where Clients with scheduling conflicts were not being removed from the Scheduled Participants list, after the user manually removed a client from the Group Event. This issue was resolved and now clients that are manually removed in the Scheduling Conflicts modal, are no longer listed in the Scheduled Participants list afterwards.