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.

Role Required: Employer/Supervisor

Permission Required: N/A

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 choosen 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

Clocking in and out in real-time on the mobile app meets EVV requirements. These time entries may or may not meet the criteria for auto approval (see below). This means that as a employer or supervisor, you will not have to manually approve time entries that meet the EVV requirements. If auto approval is not enabled, you may have to log in to approve punches. Please see your program's policy regarding employer or supervisor signoff.

* 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 use the mobile app

    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 the method of EVV is completed, the employee will finish clock in. 

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

  5. After confirming clock out, the client or authorized client representative will need to complete the EVV instructions again.

  6. The employee will then save the punch. 

Once the shift is completed, it is available to be reviewed by the supervisor or employer. You can view the EVV details of the punch by logging into your personal profile and clicking Entries on the sub menu. Click any blue entry ID to open the Punch Details Page.


Auto Approval

Auto Approval is a system function that will automatically approve time entries if they meet the criteria and rules established by the program. These entries do not need to be manually approved by the employer or supervisor. This system process runs frequently. As new punches are entered, they appear in a Pending status. If auto approval is enabled, the system will update the status to Approved once auto approval runs if the punch passes all the business rules.

If a punch fails auto approval, it will require sign off from the employer or supervisor. These punches that need review will appear on the Pending Entries tab on the sub menu with a Eyeball or Question Mark icon in the Needs Review column. Hover over the review icons to see which criteria or rule cause the punch to fail auto approval and approve or reject the punch accordingly.

Auto approval is not enabled with all programs. Please follow your program's criteria regarding approvals.


Approve, Reject, View, and Search for Employee Punches through the Web Portal

  1. Sign into your Personal Profile

  2. Click Home on the main menu

  3. Click Pending Entries on the submenu

  4. Use the filters to Search for a punch or group of punches and select the Search button

    1. The Entries table will update with the results based on the filter criteria entered

  5. In the Entries table below the search box, locate the punch to take action on

    1. Click the A in the entry row to approve the punch

      1. Click Yes in the confirmation alert window

    2. Click the red R in the entry row to reject the punch

      1. Click Yes in the confirmation alert window

    3. Click anywhere in the entry row to view the Punch Detail page


Review EVV Details

  1. Sign into your Personal Profile

  2. Click Home on the main menu

  3. Click Pending Entries on the submenu

  4. Use the filters to Search for a punch or group of punches and select the Search button

    1. The Entries table will update with the results based on the filter criteria entered

  5. In the Entries table below the search box, locate the punch to review EVV

    1. Click anywhere in the entry row to view the Punch Detail page

  6. To review EVV verifications or details, scroll down and click the Verifications tab

    1. If any EVV verifications require your approval, there will be an A and R in the Approve column. Verifications that may require your approval include:

      1. Client Signature: Click the icon in the Compare column to compare the Client Profile signature to the signature provided on the punch

      2. Client Picture: If Facial Recognition failed, then you will need to review Client Picture EVV. Click the icon in the Compare column to compare the Client Profile picture to the picture taken on the punch

    2. All other EVV verifications entered via mobile app will be listed, but will not require action. To view EVV verification details, click anywhere in the verification row to open the details page.  Please note that Client Portal Sign Off and EVV Phone will not appear in the EVV Verifications table.

  7. To manually approve with the Punch Detail screen open

    1. Click Actions button

    2. Click Approve or Reject from the actions dropdown

NOTE: In addition to the Pending Entries page, punches can also be viewed from the Client or Employee Details Page.


Portal/Mobile Web

Portal or mobile web entries can be entered by employees for either fob or historical time entries. Fob entries are EVV compliant and do not require further action. Historical entries are not EVV compliant and require sign off.

If a punch is entered after the shift rather than using real-time clock in and out via mobile app, the client or guardian will need to review the punch and provide sign off after it is created. Please note that without client sign off, the punch will appear in the Pending Entries table, but will list a question mark icon in the Needs Review column.

Hovering over the question mark will display a tooltip, Portal Sign Off Pending. The punch can be approved without client sign off, but will not meet the EVV requirements. Prompt the client/guardian to provide sign off prior to approving the punch. Or, if you as the employer are also the client/guardian, you can sign off by following the instructions above. Your name will be recorded as the user who provided Client Portal Sign-Off.


Phone/FOB

No action is required on the part of the employer or supervisor for EVV phone or EVV FOB. 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.

There is no action required by the employer or supervisor on historical entries, but you may want to prompt the employee to use an EVV compliant method if these occur frequently.