7. Configuring service codes for Scheduling

Managers and Billing users configure service codes on EVV Settings. For Scheduling, a service code controls how many staff slots a shift has and whether that service can overlap another scheduled service for the same profile. When EVV is also on your plan, the same page holds organization EVV toggles and the same codes are used for EVV visits.

Setting up a code takes two steps: create the code for your organization, then assign it to the profiles that use it. A code does not appear in the shift form until it is assigned to that profile.

Open EVV Settings

How you open the page depends on what your organization has enabled:

With Scheduling: open Scheduling, then select EVV Settings (dropdown or blue bar).
With EVV but not Scheduling: open the EVV top-nav item, then select EVV Settings.
If you are already on Team Schedule, Team Billing, or EVV Sessions, select EVV Settings in the blue bar.

Older bookmarks to Service Codes redirect here.

Organization EVV options

These controls appear when your plan includes EVV. They used to live under Organization Settings and are managed here now:

Enable EVV — turn Electronic Visit Verification on or off for the whole organization. When on, eligible staff can check in and check out of client support sessions from the mobile app, with location and signature verification.
Split overnight visits on export — when on, visits that cross midnight are written as two CSV export rows (ending 11:59 PM and starting 12:00 AM). Sessions and progress notes in BEHCA stay as one visit. Turn this off if your agency import accepts multi-day visits.

If you only have Scheduling, you can still manage Service Codes on this page; the EVV toggles above do not apply until EVV is on your plan.

Organization Provider ID and Service Codes

Below the EVV toggles, the Service Codes section includes:

Organization Provider ID — your payer or program ID (for example Medicaid or NDIS) used to associate EVV sessions with your organization.
The list of medical, service, and mileage codes for the organization.

Add a service code

Open EVV Settings (from Scheduling or the EVV top-nav item, depending on what your organization has enabled).
Scroll to the Service Codes section.
Select Add Service Code.
In the New Medical/Service Code window, enter a Name. This is the label your team sees on shifts, so use something recognizable such as Community access 2:1.
Add the Service Element, Procedure Code, and Service Modifier Code if your billing or reporting process uses them. These are optional and are not used by the scheduler.
Leave This service code is used to track mileage off for a code you plan to schedule. Turn it on only for mileage reimbursement codes.
Set This service code allows overlapping hours by staff. It is on by default.
Enter the Number of staff (scheduler). The default is 1.
Select SAVE.

Assign the code to profiles

A new code is available to your organization but not yet to any profile.

For each profile that uses the code:

Open the profile.
Go to its Billing Details tab.
Add the code under Medical/Service Codes.
Save the profile.

The code then appears in the Service code list when a Manager creates or edits a shift for that profile.

Number of staff

The staff number sets how many assignment slots appear when a Manager selects the code on a shift.

For example:

Enter 1 for a one-staff shift.
Enter 2 for a two-staff shift.

If a required slot is not assigned, the schedule marks it as open.

The staff number is not used for mileage codes. Mileage codes are not available as shift types.

Allowing or preventing overlap

Turn This service code allows overlapping hours by staff off when the service should not be scheduled at the same time as another shift using a no-overlap service code for that profile.

BEHCA warns Managers about these overlaps while a shift is being created and on the Team Schedule board.

This setting is separate from staff double-booking. BEHCA also warns when the same staff member is assigned to two profiles at overlapping times.

Edit a service code

Open EVV Settings, scroll to Service Codes, and select Edit beside the code.

Changing the staff number affects the slots shown when the code is selected on newly created or edited shifts. Review existing schedules when changing a code used by active shifts.

Common questions

Why doesn't my new code appear when I create a shift? — The code still needs to be assigned to that profile under its Billing Details tab.
Why is a mileage code missing from the shift form? — Mileage codes are excluded from scheduling by design.
Where did Enable EVV and billing codes go? — Open EVV Settings under Scheduling or EVV. They are no longer under Organization Settings. Enable EVV only applies when EVV is on your plan.
Why are Add Service Code and Edit unavailable? — Service codes require a plan that includes EVV or Scheduling.

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