Description: In this topic you will learn the workflow for punches requiring Electronic Visit Verification. Electronic Visit Verification (EVV) is now required by most funding sources in order for services to be paid for. If you are instructed to collect EVV for a particular client/service, you have a few options depending on how DCI is configured for your program. If you have any questions about which method of EVV to use, please contact your agency. 

Role Required: Client/Guardian

Permission Required: N/A

Contents

Key Points for Punches Requiring EVV

  • There are several methods in which EVV can be obtained

    • Mobile App - EVV can be obtained by:

      • Client Picture/Facial Recognition - A picture taken of the client at clock out using the employees smart device.

        • NOTE: Photos are used for verification purpose only and are not stored or accessible on the employees device. Please refer to FAQ: How Does DCI use Client Photos? on our help center.

      • Client Signature - The employees mobile device will be used to obtain an electronic signature at clock out.

      • Client PIN/Password - The client or authorized representative must enter their pin or password on the employee's mobile device at clock out.

      • Secure Fob - A fob device is fixed in the client's home. The employee with get a code from the fob at clock in and at clock out.

      • Voice - The client provides a voice recording on the employee's mobile device at clock out.

      • Portal Signoff - The client or authorized representative must log onto the web portal and sign off using this method.

    • Portal/Mobile Web

      • Secure Fob - The employee enters codes obtained by from the fob device. No action needs to be taken here.

      • Portal Signoff - The client or authorized representative must log onto the web portal and sign off using this method.

    • Phone 

      • Phone EVV - The employee will use the client's landline phone to clock in and clock out at the time of service.

      • Historical Phone Entries - Using the client's landline phone, the employee will enter time for dates that have already passed, i.e. they forgot to clock in and out for a shift. The client or authorized representative will have to provide their pin during this call. Historical phone entries are not EVV compliant.

  • The client/guardian will be required to log in to the portal and perform manual Portal Sign Off in the following situations:

    • Portal Signoff was chosen as an EVV method

    • EVV was not completed during the shift via mobile app

    • EVV failed via mobile app

    • A punch was created via mobile web or web portal after the shift was completed

  • EVV details can be viewed by navigating to the Punch Details Page

    • EVV Details Box - overview of EVV

    • EVV Verifications Tab - shows all mobile app verifications

  • If a pending punch is edited, the corrected punch will require Portal Sign Off

  • If an approved punch is edited, it is not necessary to re-obtain EVV/Client Portal Sign Off

For full details on each EVV Method, please refer to the Electronic Visit Verification (EVV) Guide in our help center.

Mobile App

* The instructions below simulate a punch with EVV frequency type set to clock in and out

  1. The employee will log in to the mobile app with his/her credentials and start shift.

  2. After confirming clock in, the employee will see clock in verification required. Here are the options for verification: 

    1. Pin/Password - the employee will hand the mobile device to you. Enter your personal PIN or password for your DCI profile.

      1. If you enter an incorrect password, the employee will receive an alert that the visit verification failed. Please re-enter your password. If after three attempts, you cannot get the app to confirm your password, you will be prompted to reset your pin or password. This can be done from the DCI login screen in the app or web portal.

        1. For instructions on how to login and use the mobile app or web portal, please visit our help center.

    2. E-Signature - the employee will hand the mobile device to you.  Use your finger to draw your signature. This will be reviewed by the program supervisor and compared to the signature you provided when your profile was first created.

    3. Picture - the employee will take a picture of you. The system will compare the picture to the picture saved on your profile.

    4. Fob - If FOB is selected, the employee will enter a token from the fixed device at your location. No further action is needed from you.

    5. Voice - The client provides a voice recording on the employee's mobile device.

    6. Portal Signoff - The client or authorized representative must log onto the web portal and sign off using this method.

    7. NOTES: 

      1. Some of the listed options may not be enabled for your agency. Please contact your Program Coordinator if you have any questions.

      2. Any of the listed options can select any of these buttons to complete clock in verification. 

  3. Once you have completed a method of EVV, the employee will finish clock in. 

  4. At the end the shift, the employee will clock out. 

  5. After confirming clock out, you will need to complete the EVV instructions again.

  6. The employee will then save the punch. 

  7. At this point, the punch will be reviewed by your supervisor/employer. You can view the EVV details of the punch by logging into your personal profile and clicking Entries. Click any blue entry ID to open the Punch Details Page.

Portal/Mobile Web

If a punch is entered after the shift rather than using real-time clock in and out via mobile app, you will need to review the punch and provide sign off after it is created. To complete Client Portal Sign Off: 

  1. Sign into your Personal Profile

  2. Click Entries Requiring Sign Off on the sub menu

  3. To approve a single punch:

    1. Click the check box in the punch row

    2. Click the blue S to sign.

      1. Click the red R to reject

      2. You can also approve multiple entries by clicking the check boxes for every punch you want to sign off on.

    3. Click Yes on the confirmation window

  4. To approve all entries:

    1. Click the blue Select All button

    2. Click the green Sign Off button

      1. To reject all entries, click the red Reject button

    3. Click Yes on the confirmation window

To review the details of any punch, click the blue Entry ID in the punch row.

Phone/FOB

No action is required on the part of the client or guardian for EVV phone or EVV FOB, except for Historical Phone Entries. To review punches that were submitted via phone or with EVV FOB:

  1. Sign into your Personal Profile

  2. Click Entries on the sub menu

  3. To review the details of any punch, click the blue Entry ID in the punch row.

Historical phone entries require the client or authorized client representative to key in their pin on the landline phone once the employee has completed the entry and hands you the phone for verification. Historical phone entries are not EVV compliant and should only be used when necessary. For example, if the landline service was down during the shift or if the employee forgot to clock in and out. These should be exceptions and ever effort should be made to ensure an EVV compliant method is completed at the time.