Caring Companions

Compliance Hub

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Caring Companions

Compliance Hub

🔍
☁ Synced
🔍 Background & References
📅 Orientations
🎓 Training
✅ Active Compliance
🗓 Scheduling
📝 EVV Corrections
🚪 Offboarding
📋 How This Tab Works — Step by Step ▼
How candidates get here
1
Candidate completes their application in Viventium. This triggers an email to Gmail and automatically adds them to this tab.If a candidate doesn't appear, check that Viventium sent the notification and manually add them using "+ Add Candidate."
Your checklist for each candidate
2
Run OIG Exclusion Check — click the OIG button on their row. Must be clear before proceeding.You can also run a batch OIG check for all pending candidates at once using the Batch OIG button.
3
Order FCSR Background Check — done manually through FCSR. Log the date ordered and mark clear/failed when results arrive.
4
Send Reference Forms — click "Send Refs" to email the reference form link to each reference the candidate listed. Requires 2 positive references.Reference form URL: mo-care.com/reference-form — responses are auto-scored and appear in the candidate record.
5
Fingerprint — schedule if required. Log the date completed.
6
Once OIG ✅ + FCSR ✅ + 2 Refs ✅, the candidate's status automatically changes to Ready for Orientation. Notify the team to book them into an orientation session.
7
If any check fails, status moves to Needs Review. Document the reason and determine next steps with management.
Processing Stats
📊
Use the Stats filter button to see how long each candidate is taking — we aim to get applicants to orientation as fast as possible.
Candidate Ref 1Ref 2Ref 3Ref 4 OIG Check EDL Check FCSR BG Fingerprint BG StatusActions
📋 How This Tab Works — Step by Step ▼
How caregivers get here
1
Caregivers appear here after completing orientation and being promoted from the Orientations tab. You can also add them manually with + Add Caregiver.
Training milestones to track
2
Agency Orientation + ALZ Training (6 hrs total) — must be completed before the caregiver can be scheduled with their first client.
3
First Client Contact — log the date the caregiver was first scheduled with a client. This starts the 30-day OJT clock.
4
OJT In-Home + Online (12 hrs total) — must be completed within 30 days of first client contact. The 30-Day Training Due filter highlights anyone approaching or past this deadline.
5
Annual 5-Hour Training — required every year starting year 2. Use the Annual Due filter to see who is coming up.
Flags to watch
⛔
The Client Contact Blocked filter shows caregivers who have not completed their orientation/ALZ training and should NOT yet be scheduled with clients.
CaregiverHire Date Agency Orientation + ALZ 6hr — cleared to schedule First Client Contact OJT In-Home + Online 6hr — all 12hr due within 30 days Annual 5hr yr 2+ OverallActions
📋 How This Tab Works — Step by Step ▼
Ongoing compliance checks
1
This tab tracks all active caregivers for recurring compliance requirements. Three checks must stay current: OIG Exclusion, EDL, and FCSR Background Check.
2
Use the 🔍 Batch OIG Check button to run the OIG exclusion check on all caregivers at once. This should be done regularly (monthly at minimum).OIG only requires first and last name — no SSN or date of birth needed.
3
Use the Overdue and Due Soon filters to prioritize who needs attention. Red = overdue, yellow = coming up within 30 days.
Supervisory visits & performance reviews
4
Log Supervisory Visit dates and Performance Review dates in each caregiver's record. These are required for Medicaid compliance audits.
Import / Export
5
Use 📥 Export CSV to download your full caregiver list for reporting. Use ⬆ Import CSV to bulk-upload caregivers using the provided template.
Caregiver OIG 90 days EDL 90 days FCSR annual Fingerprint BG Supervisory Visit annual Performance Review annual Actions
📋 How This Tab Works — Step by Step ▼
Starting an offboarding record
1
When a caregiver resigns or is terminated, click + Add Offboarding and enter their last day. This creates a checklist to track every required step.
Checklist items to complete
2
AxisCare — deactivate the caregiver's profile so they can no longer be scheduled. Log the date.
3
Viventium — update their employment status to terminated and process their final paycheck.
4
Equipment returned — confirm any agency equipment (PPE kits, etc.) has been returned.
5
Exit Interview — complete if applicable. Document any feedback.
6
Benefits End Date — note when benefits coverage ends if applicable.
7
Records Retention — Missouri requires employee records be kept for a minimum of 3 years. Log the date records should be purged.
8
Once all steps are complete, mark the record as Complete using the In Progress / Complete filter.
EmployeeLast Day AxisCare DeactivatedViventium Updated Equipment ReturnedFinal Paycheck Exit InterviewBenefits End DateRecords Keep UntilNotesActions
📋 How This Tab Works — Step by Step ▼
Scheduling a session
1
Click + Add Session to create an orientation. Set the date, start time (default 10am), capacity, location, and who is running it (facilitator + role).The session will automatically sync to Google Calendar and create a shift in AxisCare if those webhooks are configured in Settings.
2
To schedule repeating sessions, use the Repeat dropdown (weekly, biweekly, or monthly). The hub creates all sessions in one step and tags them as a series.
Booking candidates in
3
Once a candidate is Ready for Orientation in the Background & References tab, click 🔗 Copy Booking Link on a session and send it to them. They pick their preferred time from a self-serve page.Or click + Add Booking to manually add a candidate (useful for phone/text bookings).
4
Session capacity fills up automatically. A FULL badge appears when there are no open spots.
Day of orientation
5
After the session, switch to Past Sessions & Attendance and mark each attendee: ✅ Attended, 🚫 No-Show, 📅 Rescheduled, or ❌ Canceled.
6
For anyone who Attended, click the 🎓 Promote button to move them into the Active Compliance tab as a new caregiver.
7
For No-Shows, follow up and rebook them into the next available session using a new booking link.

June 2026

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Click a highlighted day to view its sessions

All Upcoming Sessions

📋 How This Tab Works — Scheduling Overview ▼
Your two systems
1
AxisCare is where all shifts live. Every caregiver, every client, every scheduled visit is created and managed here. This is your source of truth for the schedule.Use the quick-launch button above to open AxisCare directly.
2
CareQB is your phone system and also supports scheduling workflows — use it for caregiver outreach, call documentation, and shift coverage calls.Use the quick-launch button above to open CareQB directly.
General rules
⚠️
A caregiver must have completed Agency Orientation + ALZ Training before being scheduled with their first client. Check the Training tab before scheduling anyone new.
⚠️
Always confirm a caregiver's availability and active status in AxisCare before assigning them to a shift. Do not schedule deactivated caregivers.
🗓
Open AxisCare
Scheduling, shifts & caregiver profiles
↗ 📞
Open CareQB
Phone system & scheduling support
↗
🏠
New Clients — Needs Scheduling
Populated automatically when a new client is added in AxisCare via Zapier.
🆕 Scheduling a New Caregiver for the First Time
▼
1
Confirm in the Training tab that the caregiver has completed Agency Orientation + ALZ Training. If not, they cannot be scheduled yet.
2
Open AxisCare and locate the caregiver's profile. Confirm their status is Active and their availability is entered correctly.
3
Review the open shifts or the client's preferred schedule. Match the caregiver based on availability, location, and any client preferences on file.
4
Create the shift in AxisCare — enter the client, caregiver, date, start/end time, and service type. Save the shift.
5
Contact the caregiver to confirm the shift — via CareQB call or text. Document the confirmation in CareQB.
6
Notify the client or their family of the caregiver's name and scheduled arrival time if required.
🏠 Adding a New Client & Setting Up Their Schedule
▼
Care Coordinator — sets up the client in AxisCare
1
Confirm intake paperwork is complete and authorization/hours have been received from the payer (Medicaid, LTC insurance, VA, or private pay).
2
Create the client profile in AxisCare — enter name, address, contact info, care plan tasks, service type, authorized hours, schedule, and any client preferences or care notes.
3
Enter all authorizations in AxisCare — payer, service codes, authorized units/hours, and effective dates.
4
Once the client is fully set up, use the "New Client Needs Scheduling" alert below to notify the Staffing Coordinator that this client is ready to be matched and scheduled.
Staffing Coordinator — matches & schedules
5
Review the client's care plan, schedule, and location in AxisCare. Identify available caregivers who are a good match — check the Active Compliance tab to confirm they are fully compliant.
6
Create recurring shifts in AxisCare for the client's approved schedule. Assign the selected caregiver to each shift.
7
Call or text the caregiver via CareQB to introduce the client and confirm all shifts. Document the call.
8
Notify the client or family of the assigned caregiver's name and expected start date/time.
⚠️ Filling an Open or Dropped Shift
▼
1
Identify the open shift in AxisCare — note the client, date, time, and hours. Flag it as unfilled in AxisCare if not already done.
2
Pull a list of available caregivers for that time slot. Prioritize caregivers who have worked with that client before when possible.
3
Begin outreach via CareQB — call or text available caregivers one at a time. Document every attempt in CareQB whether they answer or not.
4
Once a caregiver confirms, update the shift in AxisCare immediately with their name. Remove the open/unfilled flag.
5
Notify the client or family that coverage has been arranged. If the shift cannot be filled, escalate to Samantha right away — do not leave a client uncovered without notifying management.
📵 Caregiver Call-Out Process
▼
1
When a caregiver calls out, document it in CareQB immediately — note the caregiver's name, client affected, shift time, and reason given.
2
Go to AxisCare and mark the shift as the caregiver calling out. This keeps the schedule accurate in real time.
3
Follow the Filling an Open/Dropped Shift process above to find coverage. Time is critical — start outreach immediately.
4
Contact the client or family to let them know there has been a change and provide an updated arrival time or confirmation of coverage.
5
If the same caregiver has 3 or more call-outs in 30 days, flag it and notify Samantha for follow-up. Excessive call-outs may need to be addressed through HR.
📋 How This Tab Works — Step by Step ▼
Employee responsibilities
1
Employees submit EVV corrections using the form at hub.mo-care.com/evv-correction-form. Deadline is Sunday at Midnight each week.Copy and share the form link using the button below the deadline bar.
Staffing Coordinator responsibilities
2
Check this tab daily for new submissions. Pending corrections appear under "Pending Submissions."
3
For each submission: review the corrected clock-in/out times and tasks, then open WellSky Daily and make the correction on the caregiver's visit record.
4
After updating WellSky, come back here and click ✅ Accept to mark the submission as processed. Or click Dismiss if the submission was invalid.
5
All corrections must be completed in WellSky by Monday at 10am for payroll to process correctly.
Logging a manual correction
6
Use + Log Manual Correction to record a correction made directly without a form submission — for example when a caregiver calls in a correction by phone.
⏰ Employee Submission Deadline: Sunday at Midnight  |  Staffing Coordinator: Make corrections in WellSky Daily — all completed by Monday at 10am for Payroll
📋 EVV Form
hub.mo-care.com/evv-correction-form
Share this link with the attendant when they need to submit a correction
🔄 Required Correction Workflow — Follow Every Time
1️⃣
Attendant Submits
Attendant completes the EVV Correction Form — explains the error, correct time, and reason. Must submit before admin makes any change.
2️⃣
Admin Reviews
VA verifies the request against the client's care plan. Approves or denies the correction.
3️⃣
Update AxisCare
VA updates the visit in the AxisCare calendar with corrected clock-in/out times so the attendant is paid correctly.
4️⃣
Log & File
Log it here. File the signed form in the attendant's file AND the client's file. Both must retain documentation.
⚠️ Monthly Volume Monitor — EVV Compliance Tracker
⚠️ Missouri Medicaid (MMAC) treats high manual correction rates as a potential fraud indicator. Our internal standard is ≥85% real-time EVV compliance — no more than 15% of visits should require a manual correction. Every correction must have a documented reason and a signed form on file.
0
Total corrections this month
0
Highest single-attendant count
—
Internal thresholds
✅ Target: ≥85% real-time EVV rate
🟡 Agency-wide: 5+ corrections/month = review
🔴 Agency-wide: 10+ = red flag
🔴 Per attendant: 3+/month = red flag

No corrections logged this month.

📬 Pending Form Submissions

Loading submissions…

📋 Correction Log —
# Visit Date Attendant Client Original Time Corrected Time Reason Form on File AxisCare Updated Status Actions
No corrections logged yet. Click "+ Log New Correction" to add one.
📌 EVV Correction Policy & Acceptable Reasons
✅ Acceptable Reasons for Manual Correction
  • Phone was dead / no battery at clock-in or out
  • App crashed or technical error (screenshot recommended)
  • No cell service at client's location (rural area)
  • Attendant forgot to clock in or out (occasional — not recurring)
  • AxisCare app update caused disruption
  • Client's home phone not available for landline EVV
🚫 Red Flags — Patterns That Trigger MMAC Scrutiny
  • Same attendant requesting corrections repeatedly
  • Corrections that extend shift time (not just fix a missed clock)
  • Corrections submitted days after the visit
  • No signed correction form on file for an adjustment
  • 3+ corrections in one month for the same attendant
  • 10+ corrections agency-wide in one month
  • Pattern of corrections always on the same day/client
⚠️ Documentation Rule: Every manual adjustment in AxisCare must have a corresponding signed EVV Correction Form on file before the correction is made. If MMAC audits a claim and there is no form, the adjustment looks fraudulent. Sunday Midnight weekly deadline applies — corrections for the week must be in before that cutoff.

📝 Log EVV Correction

⚠️ The signed correction form must be received before updating AxisCare. Log this record after the form is on file.
Visit Details
Time Correction
Reason & Documentation
Admin Info

Edit Orientation Session

This session is part of a recurring series. What would you like to edit?

Delete Orientation Session

This session is part of a recurring series. What would you like to delete?

Cancellation Details

How did cancel?

Add Orientation Session

👤 Who is running this orientation?

Add Candidate

Candidate
References
Background & Compliance
OIG Exclusion Check — checks the federal exclusions database instantly.

Add Caregiver

Caregiver
Basic Training — 12 Hours Total (all must be completed within 30 days of employment)

⚠ Agency Orientation and ALZ/Dementia must also be completed before first client contact.

First Client Contact
Annual In-Service Training (5hr/yr, Year 2+ only)
Signed Acknowledgments (Required in Employee File)
Active Compliance
OIG Exclusion Check — runs against the federal exclusions database instantly.
Annual Supervisory & Performance

⚙️ Settings

Google Drive Integration

Connect your Google Drive to enable 📤 upload buttons on all proof fields. Files go into the correct employee subfolder automatically.

The folder ID is the long string at the end of your Google Drive folder URL:
drive.google.com/drive/folders/1vaeRb-DVuVX_LzBqjMMoZTvZUtxm0pNp

The hub will create a subfolder per employee, then OIG / EDL / FCSR / Training / etc. folders inside each one automatically.

Enter primary to use your main calendar, or paste a specific calendar ID from Google Calendar → Settings → your calendar → Calendar ID.

AxisCare Integration

Your AxisCare site number is used in the AxisCare Sync Zap to post status notes to caregiver profiles. Find it in your AxisCare URL: https://XXXXX.axiscare.com

🏠 New Client Queue — AxisCare → Hub Webhook

When a new client is created in AxisCare, Zapier automatically adds them to the Scheduling tab queue. Set up a Zap: AxisCare: New Client → Webhooks by Zapier: POST to the URL below.

POST https://zngsgedlsxinbygwmxwn.supabase.co/rest/v1/client_queue
Header: apikey: [your Supabase anon key]
Header: Content-Type: application/json
Body: { "client_name":"...", "start_date":"...", "auth_hours":"...", "payer":"...", "schedule_notes":"...", "axiscare_client_id":"..." }

Zapier maps the AxisCare client fields to the JSON body above. The client will appear instantly in the Scheduling tab for the Staffing Coordinator.

🔗 Orientation Shift Webhook (Zapier → AxisCare)

When you add an orientation session, the hub will POST to this URL so Zapier can create the shift in AxisCare automatically.

Setup: In Zapier, create a Zap → Trigger: Webhooks by Zapier (Catch Hook) → Action: AxisCare: Create Shift. Map the fields below, then paste the webhook URL here.
Fields sent: date, time, end_time, duration_hours, facilitator, facilitator_role, location, is_remote, video_link, capacity, notes, session_id

Staff & Notifications

Add staff members and choose which automated reminder emails each person receives.

EVVEVV Monday 8am reminder CompCompliance alerts (Mon/Fri) OrientOrientation reminders BGBackground check alerts RefsReference check completions
+ Add Staff Member
Notifications:
Admin Passcode

This passcode is required to open Settings. Keep it separate from the staff login password so VAs can't access this page.

🔍 Batch OIG Exclusion Check

🔒

Admin Access Required

Settings are restricted to admins only. Enter your admin passcode to continue.

Incorrect passcode.

Import Caregivers from CSV

Download the template, fill it in Excel or Sheets, then upload or paste the CSV below. Existing caregivers with the same first+last name will be skipped.

Record Reference

Completed By
Reference Information
Reference Responses

Add Offboarding Record

Checklist

📅 Send Orientation Booking Link

Candidate
Phone
Available Sessions (included in booking link)
Text message preview
Sent from GHL (417) 815-6423 via Zapier · Copy link only