Betasky

Chapter 11: Visit Type Setup

Overview

Visit Type Setup is where you view and manage the types of visits your agency provides. The system comes with Standard Visit Types for all disciplines, and you can create Custom Visit Types for specialized services unique to your agency. This chapter covers:

  • Understanding standard vs. custom visit types
  • Viewing the Visit Types Library
  • Creating custom visit types
  • Configuring HCPCS codes for billing
  • Task checklists for visit types
  • Managing visit type status

Who Should Read This Chapter:

  • Agency Administrators
  • Clinical Managers
  • Billing Managers
  • Schedulers

Prerequisites:

  • Understanding of home health disciplines (Chapter 3)
  • Familiarity with billing and HCPCS codes (basic knowledge)
  • Clinical Settings configured (Chapter 10)

11.1 Understanding Visit Types

11.1.1 What is a Visit Type?

A Visit Type defines:

  • The discipline providing the visit (RN, LPN, PT, OT, SLP, HHA, MSW)
  • The purpose of the visit (evaluation, routine visit, discharge, OASIS assessment)
  • The HCPCS code for billing (Medicare and insurance billing code)
  • The task checklist (optional default tasks clinicians should complete)
  • The form templates associated with the visit (automatically attached documentation)

Examples of Visit Types:

  • SN Visit - Routine skilled nursing visit
  • PT Evaluation - Initial physical therapy evaluation
  • OASIS E1 Start of Care - Start of Care OASIS assessment by RN
  • HHA Visit - Home health aide personal care visit
  • MSW Initial Assessment - Medical social worker psychosocial evaluation

11.1.2 Standard Visit Types

What Are Standard Visit Types?

  • Pre-configured visit types provided by Betasky for all agencies
  • Cover the most common visit types across all disciplines
  • Cannot be edited or deleted (system-protected)
  • Available to all agencies by default

Why Standard Visit Types?

  • Medicare Compliance: Ensures agencies use correct HCPCS codes and visit classifications
  • Consistency: All agencies use the same terminology and codes
  • Billing Accuracy: Reduces errors in claim submission
  • Ease of Use: Agencies don't need to manually create common visit types

Examples of Standard Visit Types:

Skilled Nursing (SN):

  • SN Visit
  • SN Re-evaluation
  • SN Pediatric Visit
  • OASIS E1 Start of Care
  • OASIS E1 Recertification
  • OASIS E1 Discharge
  • OASIS E1 Resumption of Care

Home Health Aide (HHA):

  • HHA Visit
  • HHA Supervisory Visit
  • HHA Careplan

Physical Therapy (PT):

  • PT Evaluation
  • PT Visit (Routine)
  • PT Re-evaluation
  • OASIS E1 Discharge (PT)

Occupational Therapy (OT):

  • OT Evaluation
  • OT Visit (Routine)
  • OT Re-evaluation

Speech Therapy (SLP/ST):

  • ST Evaluation
  • ST Visit (Routine)
  • ST Re-evaluation

Medical Social Worker (MSW):

  • MSW Initial Assessment / Evaluation
  • MSW Follow-up Visit

11.1.3 Custom Visit Types

What Are Custom Visit Types?

  • Agency-created visit types for specialized services not covered by standard types
  • Can be edited, deactivated, or deleted by the agency
  • Allow agencies to tailor the system to their unique service offerings

When to Create Custom Visit Types:

  • Specialized Services: Wound care specialist visit, diabetic management visit, cardiac monitoring
  • Unique Protocols: Your agency has specific visit types for certain programs (e.g., CHF monitoring program)
  • Billing Variations: You need different HCPCS codes for specific payer contracts

Examples of Custom Visit Types:

  • Wound Care Specialist Visit (RN with advanced wound care training)
  • Diabetic Management Visit (RN for insulin education)
  • Cardiac Monitoring Visit (RN for CHF patients)
  • Behavioral Health Assessment (specialized MSW or RN)

11.2 Accessing the Visit Types Library

Navigation Path

  1. From the Dashboard: Click the Settings icon (gear icon) in the top-right header bar
  2. Select "Clinical Settings" from the dropdown menu
  3. Scroll down to the Visit Types Library section

Visit Types Library

What You'll See:

  • Standard Visit Types section (system-provided, cannot be edited)
    • Organized by discipline:
      • Skilled Nursing (SN)
      • Home Health Aide (HHA)
      • Medical Social Worker (MSW)
      • Physical Therapy (PT)
      • Occupational Therapy (OT)
      • Speech Therapy (ST)
  • Each visit type shows:
    • Visit Type Name
    • HCPCS Code (if applicable, displayed in blue on the right)
  • Custom Visit Types section (agency-created, can be edited)
    • Lists all custom visit types created by your agency
    • Shows Edit and Delete icons next to each custom visit type
  • + Add Custom Visit Type button at the bottom

11.3 Viewing Standard Visit Types

11.3.1 Exploring Standard Visit Types by Discipline

The Visit Types Library organizes standard visit types by discipline. Let's explore what's available:

Skilled Nursing (SN)

The screenshot shows the following standard SN visit types:

Visit TypeHCPCS CodePurpose
Case Conference(none shown)Multi-disciplinary care coordination meeting
Catheter Care VisitG0299Catheter insertion, maintenance, or education
Diabetic Management VisitG0299Insulin administration, blood sugar monitoring education
HHA Careplan(none)Developing or updating HHA care plan
HHA Supervisory Visit(none)RN supervisory visit for HHA oversight (Medicare required every 14 days)
IV Infusion VisitG0299IV therapy administration or monitoring
LPN Supervisory VisitG0299LPN-provided supervisory visit
LVN VisitG0300Licensed Vocational Nurse routine visit
Non-Admit(none)Visit when admission was attempted but not completed
OASIS E1 Death At HomeG0299OASIS assessment when patient dies at home
OASIS E1 DischargeG0299Discharge OASIS assessment
OASIS E1 RecertificationG0299Recertification OASIS (every 60 days for Medicare)
OASIS E1 Resumption of CareG0299OASIS when patient returns to care after inpatient stay
OASIS E1 Start of careG0299Start of Care OASIS assessment (admission)
OASIS E1 TransferG0299Transfer OASIS (patient transfers to another agency)
OASIS E1 Transfer Discharge(none)Discharge due to transfer
SN EvaluationG0299Initial skilled nursing evaluation
SN Pediatric AssessmentG0299Pediatric nursing assessment
SN Pediatric VisitG0398Routine pediatric nursing visit
SN Re-evaluationG0299Skilled nursing re-evaluation
SN VisitG0299Routine skilled nursing visit
Wound Care VisitG0299Specialized wound care visit

Home Health Aide (HHA)

Visit TypeHCPCS CodePurpose
HHA Joint VisitG0156HHA visit with another clinician (e.g., RN or therapist)
HHA VisitG0156Routine HHA personal care visit
HHA Visit State PlanG0156HHA visit under state Medicaid plan

Medical Social Worker (MSW)

Visit TypeHCPCS CodePurpose
MSW Follow-up VisitG0155Routine MSW follow-up visit
MSW Initial Assessment / EvaluationG0155Initial psychosocial evaluation

Physical Therapy (PT)

Visit TypeHCPCS CodePurpose
OASIS E1 DischargeG0151PT-conducted discharge OASIS
OASIS E1 RecertificationG0151PT-conducted recertification OASIS
OASIS E1 Start of careG0151PT-conducted Start of Care OASIS
PT Assistant (PTA) VisitG0157Physical therapy visit provided by PTA
PT EvaluationG0151Initial physical therapy evaluation
PT Re-evaluationG0151PT re-evaluation
PT Visit (Routine)G0151Routine physical therapy visit

Occupational Therapy (OT)

Visit TypeHCPCS CodePurpose
OT Assistant (COTA) VisitG0158Occupational therapy visit provided by COTA
OT EvaluationG0152Initial occupational therapy evaluation
OT Re-evaluationG0152OT re-evaluation
OT Visit (Routine)G0152Routine occupational therapy visit

Speech Therapy (ST)

Visit TypeHCPCS CodePurpose
ST EvaluationG0153Initial speech-language pathology evaluation
ST Re-evaluationG0153Speech therapy re-evaluation
ST Visit (Routine)G0153Routine speech therapy visit

11.3.2 HCPCS Codes Explained

What is HCPCS?

  • Healthcare Common Procedure Coding System
  • Standardized codes used for Medicare and Medicaid billing
  • Each visit type has a corresponding HCPCS code

Common Home Health HCPCS Codes:

HCPCS CodeDescription
G0299Skilled nursing visit (RN or LPN)
G0300Skilled nursing visit by LVN/LPN where permitted
G0151Physical therapy visit
G0152Occupational therapy visit
G0153Speech-language pathology visit
G0155Medical social worker visit
G0156Home health aide visit
G0157Physical therapy assistant (PTA) visit
G0158Occupational therapy assistant (COTA) visit
G0398Home health setting, each 15 minutes (specialized visit codes)

Why HCPCS Codes Matter:

  • Medicare Billing: Required on all Medicare claims (UB-04)
  • Reimbursement: Different codes have different payment rates (though home health is now PDGM, codes still required for claim detail)
  • Documentation: Helps track what type of service was provided

11.4 Creating Custom Visit Types

11.4.1 When to Create a Custom Visit Type

Create a custom visit type if:

  • ✅ Your agency provides a specialized service not covered by standard types
  • ✅ You need to track specific visit types separately for reporting or quality monitoring
  • ✅ You have unique billing requirements for certain payer contracts

Do NOT create a custom visit type if:

  • ❌ A standard visit type already exists (use the standard type instead)
  • ❌ You just want to rename a standard type (standard types should remain as-is for consistency)

11.4.2 Click "+ Add Custom Visit Type"

  1. Scroll to the bottom of the Visit Types Library section
  2. Click the + Add Custom Visit Type button
  3. The Add Custom Visit Type modal will open

Add Custom Visit Type Modal

11.4.3 Complete the Custom Visit Type Form

Visit Type Name *

  • Required: Yes
  • Format: Text (up to 255 characters)
  • Purpose: The display name for this visit type
  • Examples:
    • "Wound Care Specialist Visit"
    • "Cardiac Monitoring Visit"
    • "Diabetic Education Visit"
    • "Behavioral Health Assessment"

Best Practices:

  • Use descriptive names that clearly indicate the purpose
  • Include the discipline if relevant (e.g., "RN Wound Care Specialist Visit")
  • Be consistent with your agency's naming conventions

Placeholder Example (from screenshot):

  • "e.g., Wound Care Specialist Visit"

Default Discipline *

  • Required: Yes
  • Format: Dropdown selection
  • Purpose: The primary discipline that provides this visit type
  • Options:
    • RN - Registered Nurse
    • LPN - Licensed Practical Nurse
    • PT - Physical Therapist
    • OT - Occupational Therapist
    • SLP - Speech-Language Pathologist
    • HHA - Home Health Aide
    • MSW - Medical Social Worker
    • OTHER - For non-standard disciplines or multi-disciplinary visits

Example:

  • For "Wound Care Specialist Visit" → Select RN

Associated Form *

  • Required: Yes
  • Format: Dropdown selection
  • Purpose: The documentation form that will be automatically attached when this visit type is selected during scheduling or documentation
  • Options: (Depends on your agency's configured forms)
    • SN Visit Note
    • PT Visit Note
    • OT Visit Note
    • OASIS Assessment Form
    • HHA Visit Form
    • MSW Visit Note
    • Custom forms created by your agency

Why This Matters:

  • When a clinician schedules or completes a visit of this type, the system automatically attaches the associated form
  • Ensures correct documentation templates are used
  • Streamlines workflow (clinicians don't have to manually select forms)

Example:

  • For "Wound Care Specialist Visit" → Select SN Visit Note (or a custom "Wound Care Form" if you've created one)

HCPCS Code (Optional)

  • Optional
  • Format: Text (up to 10 characters)
  • Purpose: The Healthcare Common Procedure Coding System code used for billing this visit type
  • Examples:
    • G0299 (Skilled nursing)
    • G0151 (Physical therapy)
    • G0152 (Occupational therapy)
    • Custom codes for specialized services

Placeholder Example (from screenshot):

  • "e.g., G0299"

When to Enter HCPCS Code:

  • ✅ If this visit type has a specific HCPCS code for billing
  • ✅ If payers require a unique code for this service
  • ❌ Leave blank if this visit type doesn't have a specific code (rare)

Where to Find HCPCS Codes:

  • CMS HCPCS Code Search
  • Your agency's billing department or billing consultant
  • Payer-specific code lists (for private insurance)

Task Checklist (Optional)

  • Optional
  • Purpose: Define default tasks that clinicians should complete during this visit type
  • Format: Add tasks one at a time by typing and clicking + Add Task

Why Use Task Checklists:

  • Quality Assurance: Ensures clinicians don't forget critical steps
  • Training: Helps new clinicians follow protocols
  • Consistency: All clinicians complete the same tasks for this visit type
  • Documentation: Completed checklist is part of the visit record

Example Task Checklist for "Wound Care Specialist Visit":

  1. Assess wound size, depth, and drainage
  2. Document wound measurements (length, width, depth)
  3. Take wound photo (if applicable)
  4. Clean wound per protocol
  5. Apply appropriate dressing
  6. Educate patient/caregiver on wound care
  7. Notify physician of any significant changes

How to Add Tasks:

  1. Type a task description in the "Type a task" field
  2. Click + Add Task (or press Enter)
  3. The task appears in the list
  4. Repeat for all tasks
  5. Tasks can be reordered (if the UI supports drag-and-drop)

11.4.4 Save the Custom Visit Type

After completing all fields:

  1. Click Save Visit Type at the bottom of the modal
  2. The system validates:
    • ✅ Visit Type Name is unique within your agency
    • ✅ Default Discipline is selected
    • ✅ Associated Form is selected
  3. If validation passes, the custom visit type is created
  4. A Success toast notification appears: "Custom visit type created successfully"
  5. The new visit type appears in the Custom Visit Types section

What Happens Next:

  • The custom visit type is now available in:
    • Scheduling: Schedulers can assign this visit type when creating visits
    • Visit Documentation: Clinicians can select this visit type when documenting visits
    • Care Orders: Can be included in the Plan of Care
    • Reports: Tracked separately in visit type reports

11.5 Editing Custom Visit Types

To update a custom visit type:

11.5.1 Locate the Custom Visit Type

  1. In the Visit Types Library, scroll to the Custom Visit Types section
  2. Find the custom visit type you want to edit

11.5.2 Click the Edit Icon

  1. Click the Edit icon (pencil icon) next to the visit type
  2. The Edit Custom Visit Type modal opens with pre-filled information

What You Can Edit:

  • Visit Type Name
  • Default Discipline
  • Associated Form
  • HCPCS Code
  • Task Checklist (add, remove, or reorder tasks)

What You Cannot Edit:

  • Visit Type ID (internal system identifier)
  • Historical visits that used this visit type (they retain the original information)

11.5.3 Save Your Changes

  1. Update the necessary fields
  2. Click Save Visit Type
  3. A Success toast notification appears: "Custom visit type updated successfully"

Important:

  • Editing a custom visit type does NOT affect:
    • Past visits that used this type (historical data is preserved)
    • Scheduled visits that were already created (they retain the original visit type)
  • Editing ONLY affects:
    • New visits scheduled or documented after the change
    • Dropdown lists (updated name appears immediately)

11.6 Deactivating or Deleting Custom Visit Types

11.6.1 Deactivating vs. Deleting

Deactivate:

  • The visit type is hidden from dropdowns (cannot be selected for new visits)
  • Historical data is preserved (past visits remain visible)
  • Can be reactivated later
  • Recommended if the visit type was used in the past

Delete:

  • The visit type is permanently removed from the system
  • Historical data may be affected (visits may lose their visit type reference)
  • Cannot be undone
  • Only use if the visit type was created by mistake and never used

11.6.2 How to Delete a Custom Visit Type

  1. In the Custom Visit Types section, locate the visit type
  2. Click the Delete icon (trash can icon)
  3. A confirmation dialog appears: "Are you sure you want to delete this visit type? This action cannot be undone."
  4. Click Delete to confirm

Warning:

  • ❌ Do NOT delete a visit type if it has been used in any visits
  • ✅ Instead, deactivate it (if the system supports deactivation via status field)

11.7 Using Visit Types in Scheduling and Documentation

11.7.1 Scheduling a Visit with a Visit Type

When a scheduler creates a visit (Chapter 20):

  1. Open the Schedule Center or My Schedules
  2. Click Add Visit
  3. Select Visit Type from the dropdown
    • All Active standard visit types appear
    • All Active custom visit types appear
  4. Choose the appropriate visit type (e.g., "SN Visit", "PT Evaluation", "Wound Care Specialist Visit")
  5. Complete the rest of the visit details (date, time, clinician, patient)
  6. Click Save

What Happens:

  • The visit is created with the selected visit type
  • The associated form is automatically attached (clinicians see it when they document the visit)
  • The HCPCS code is auto-populated for billing
  • The task checklist (if configured) is displayed for the clinician to complete

11.7.2 Documenting a Visit with a Visit Type

When a clinician completes a visit (Chapter 20):

  1. Open the visit in their My Schedules or Visit List
  2. Click Complete Visit or Document
  3. The associated form opens automatically (based on the visit type)
  4. If a task checklist is configured:
    • The checklist appears in the documentation screen
    • Clinician checks off each task as completed
  5. Clinician completes the visit note
  6. Click Submit

Result:

  • The visit is documented with the correct visit type
  • HCPCS code is included for billing
  • Task checklist is saved with the visit record
  • QA staff see the completed checklist during review

11.8 Troubleshooting Common Issues

Issue 1: "Cannot Find the Visit Type I Need"

Problem: The visit type you need is not in the list

Solution:

  1. Check Standard Visit Types: Scroll through all disciplines to see if it exists under a different name
  2. Create a Custom Visit Type: If it doesn't exist, create it using the steps in Section 11.4
  3. Contact Betasky Support: If you think a standard visit type is missing, report it to support

Issue 2: "Custom Visit Type Not Appearing in Dropdown"

Problem: You created a custom visit type, but it's not appearing when scheduling visits

Solution:

  1. Check Status: Ensure the visit type is set to ACTIVE (if status field is visible)
  2. Refresh the Page: Sometimes dropdowns are cached; refresh the browser (F5)
  3. Check Associated Form: Ensure an associated form was selected during creation
  4. Verify Permissions: Ensure your user role has permission to use custom visit types

Issue 3: "Wrong Form Attached to Visit Type"

Problem: The visit type is attaching the wrong documentation form

Solution:

  1. Edit the Visit Type: Go to Custom Visit Types and click Edit
  2. Change the Associated Form to the correct form
  3. Click Save Visit Type
  4. The updated form will be attached to all new visits created after the change

Issue 4: "Task Checklist Not Displaying During Visit"

Problem: Clinicians don't see the task checklist when documenting visits

Solution:

  1. Verify Task Checklist Was Created: Edit the visit type and check if tasks are listed
  2. Check Visit Type Selection: Ensure the visit was scheduled with the correct visit type
  3. Form Compatibility: Not all forms support task checklists (contact Betasky Support if this is an issue)

Issue 5: "HCPCS Code Incorrect on Claim"

Problem: Claims are rejected because the wrong HCPCS code is on the claim

Solution:

  1. Review Visit Type Configuration: Check the HCPCS code in the visit type setup
  2. Verify Correct Visit Type Was Used: Ensure the clinician selected the correct visit type when documenting
  3. Update HCPCS Code: Edit the visit type and correct the HCPCS code
  4. Resubmit Claim: For rejected claims, correct the visit type in the visit record and resubmit

11.9 Best Practices

✅ Do This:

  1. Use Standard Visit Types When Possible:

    • Standard types are pre-configured with correct HCPCS codes and Medicare compliance
    • Only create custom types for truly unique services

  2. Name Custom Visit Types Clearly:

    • Use descriptive names that indicate purpose and discipline
    • Avoid abbreviations that may confuse staff

  3. Configure Task Checklists for Complex Visits:

    • Use checklists for specialized visits (wound care, IV therapy, etc.)
    • Keeps clinicians on track and ensures quality

  4. Review Visit Types Quarterly:

    • Deactivate visit types that are no longer used
    • Update HCPCS codes if Medicare or payers make changes

  5. Train Schedulers and Clinicians:

    • Ensure staff know which visit type to select for each patient scenario
    • Incorrect visit types lead to billing errors and compliance issues