Description: In this topic, the user will learn about the hourly account type. Hourly account type is for hourly, 1:1 service, meaning one employee working with one client.
The hourly account type may be entered using the following methods:
Mobile app
Phone EVV
FOB
Web portal
Allowing web portal punch entries is determined by each organization
Web portal punch entries are non-EVV compliant with the exception of FOB punch entry
Please refer to a supervisor or employer prior to entering time via web portal
Role Required: Employee (base user)
Permission Required: N/A
Clock In on the Mobile App
Log in to the DCI EVV app
Click the blue Clock In button on the dashboard
If the Continue to Clock Out button is displayed, this means the user did not clock out of their last shift and must complete the clock out process before clocking in again.
The Clock In button will not display if the user has an open shift
Complete the Clock In page
Client - If there is only one client the field will auto-populate. If the user provides service to more than one client, click on the field and then select the client from the list.
Service Code - If there is only one service code the field will auto-populate. If there is more than one service code, click on the field and then select the hourly service code from the list.
Cost Center - The cost center will auto-populate
Click Continue
Click Confirm Clock In to complete the clock in process
A summary of the clock in, including the authorization remaining balance (if enabled) will display
If the information is incorrect, click the Left Arrow to edit
The user is now clocked in and can log out or close the mobile app until the end of the shift
Clock Out on the Mobile App
Log in to the DCI EVV app
Click the blue Continue to Clockout button
Click Confirm
Choose the client attestation method as determined by the organization. If not collecting client attestation, skip to step number five.
Option 1: Click Client PIN or Password
Hand the device to the client or authorized representative who enters their PIN or Password and then hands the device back to the user
*Please note: If the client or authorized representative enters their PIN or Password incorrectly too many times (as determined by the organization), the PIN or Password option becomes unavailable for this clock out and another verification method must be selected. The PIN or password option will be available again for the next shift.
Click Submit
Click Confirm to validate PIN or password
Option 2: Click E-Signature
Hand the device to the client or authorized representative to draw their signature on the screen
If the client approves their signature click Save
If the client would like to try again click Clear. This process can be repeated if necessary.
Click Confirm to validate the signature
Click Confirm Clock Out
Option 3: Click Picture
Device camera will open
Click the Camera icon to take the picture
Click Check icon to accept picture
Click Refresh icon to retake picture
Click X icon to delete picture
Click Confirm to validate picture
Option 4: Click Voice
Optionally, if device requires, allow app to record audio by selecting While using the app
Voice verification window will open
Click the Red Play button at the bottom of the page to start voice recording
A computer voice will recite a phrase for the client to repeat
Hand the device to the client to record the verification message in their voice
Click the Red Stop button at the bottom of the page again to stop voice recording
Click Save
Click Confirm to validate voice recording
Option 5: Click Portal Signoff
If the client is not present, willing or able to complete one of the real-time signoff options, then portal signoff may be an option. The signoff process is not complete until the client or client employer representative logs in and approves the punch in the web portal.
Click Confirm
Add Notes and/or Attachments (optional based on organization requirements)
Add notes functionality works using device keyboard. If talk-to-text is enabled as an option on the mobile device, microphone feature may be used to enter notes by speaking.
Add attachment allows a picture to be taken and added to the note
Click Confirm Clock Out
Shift details will be displayed. Click Home to return to the dashboard.
Real-Time Phone EVV Clock In
The following is an example of how to clock in using phone EVV for real-time punches. Please note that the questions or voice prompts at each organization may be different. The process takes three to five minutes to complete.
Arrive at the client's home to begin the shift. Prior to starting, use the client's landline phone to dial the phone number provided by the organization.
An automated voice will prompt for the last four digits of the employee's social security number on the landline keypad. If the organization offers multiple languages, select the preferred language prior to entering social security digits.
When prompted enter the four-digit PIN provided by the organization
When prompted enter month and day of birth (e.g., January 01 - enter 01 01)
When prompted press 1 for hourly services
The system will read the name(s) of client associated with the landline phone number. Press the number on the keypad associated with the client (e.g., press 1 for John Smith).
Press 1 for real-time. The options will be to press 1 for hourly service or 2 for historical entries.
Press the appropriate number to confirm the service code (e.g., hourly respite)
If more than one service code, the system will read all service codes available (e.g., press 1 for hourly respite, press 2 for attendant care)
The system will read how many hours are left on the current authorization. To continue, press 1. Otherwise, press 2 to end the call.
This is a configurable setting that is not used by all organizations
Move on to next step if no balance announced
Select clock in EVV Location
If the user is calling from the associated EVV phone number, this step will not be presented as the EVV location will be automatically selected.
If this is required by the organization, a selection must be made ("none" will not be an option). The system will provide numbered options for EVV locations associated with the client.
If this is not required by the organization, "none" will be an available option.
Press 1 to save the entry and clock in
Real-Time Phone EVV Clock Out
The process for clocking out will be similar to the process for clocking in. Please note that questions or voice prompts at each organization may vary. The process takes three to five minutes to complete.
At the end of the shift, use the client's landline phone to dial the phone number provided by the organization.
An automated voice will prompt for the last four digits of the employee's social security number on the landline keypad. If the organization offers multiple languages, select the preferred language prior to entering social security digits.
When prompted enter the four-digit PIN provided by the organization
The system will read each canned statement if applicable. Select 1 if the task was completed or 2 if the task was not completed (e.g., Laundry, press 1 for yes and 2 for no). Select at least one canned statement or the call will disconnect, and the process must be restarted.
The system will alert that there is an open punch. When prompted press 1 to confirm closing the punch.
Press 2 to disconnect (clock out has now occurred), or if needed, press 1 to start a new shift (e.g., A real-time clock out was just completed, but a historical punch also needs to be entered. Stay on the line and complete both.).
Historical Phone EVV
Historical phone EVV allows users to enter time after the shift has already happened. Because the shift is in the past, clock in and out during the same call. Historical phone EVV requires that the client or authorized client representative verify the historical time entry. Historical time entries can happen for many reasons. The most common reason is that the employee forgot to clock in for a shift. Another reason may be that there were urgent care needs at the beginning of the shift and the employee had to attend to the client before they were able to clock in. Please note that the questions or voice prompts at each organization may be different. Allow five to eight minutes to complete this process.
The client or authorized representative must be present for historical punches. Use the client's landline phone to dial the phone number provided by the organization.
An automated voice will prompt for the last four digits of the employee's social security number on the landline keypad. If the organization offers multiple languages, select the preferred language prior to entering social security digits.
When prompted enter the four-digit PIN provided by the organization
When prompted press 1 for hourly services
The system will read the name(s) of the client associated with the landline phone number. Press the number on the keypad associated with the client (e.g., press 1 for John Smith).
Press 2 for historical. The options will be to press 1 for hourly service or 2 for historical entries.
Press the appropriate number to confirm the service code (e.g., hourly respite)
If more than one service code, the system will read all service codes available (e.g., press 1 for hourly respite, press 2 for attendant care)
Enter Date of Service in MMDDYYYY format (e.g., August 1, 2021, is 08012021)
Enter Clock-In Time in HHMM format (e.g., 8:30 is 0830)
Press 1 for AM or 2 for PM
Enter Clock-Out Time in HHMM format (e.g., 4:45 is 0445)
Press 1 for AM or 2 for PM
The system will read each canned statement if applicable. Select 1 if the task was completed and 2 if the task was not completed (e.g., Laundry, press 1 for yes and 2 for no). Select at least one canned statement or the call will disconnect, and the process must be restarted.
The system will read back punch details. Press 1 to confirm.
Hand the landline phone to the client or authorized client representative to verify the historical entry
The client or authorized client representative will press 1 when ready
They listen to the punch details and press 1 to accept or 2 to reject
They enter their PIN to validate
The call will end automatically, and the historical punch is now recorded.
Clock In via Mobile App with FOB
At the beginning of the shift, locate the DCI FOB that is in a fixed place in the client’s home.
Press the red button on the FOB to generate the six-digit token
Log in to the DCI mobile app
Click the blue Clock In button on the dashboard
Please note: The Clock In button will not display if there is an open shift. Instead, the Continue to Clockout button will be displayed. Clock out if needed.
Complete the Clock In screen
Client: If the user has only one client, this field will auto-populate. If more than one client, click on the field and select the client from the list.
Service Code: If the user has only one service code, this field will auto-populate. If more than one service code, click on the field and select the service code from the list.
Cost Center: The cost center will auto-populate
Click Continue
Click Confirm Clock In to complete the clock in process
This screen displays a summary of the clock in, including the authorization remaining balance if enabled.
If something is incorrect, click the Left Arrow on the Main Menu to edit the Clock In screen
The user is now clocked in and can log out or close the mobile app
Clock Out via Mobile App with FOB
At the end of the shift, press the red button on the FOB to generate the six-digit token.
Log in to the DCI mobile app
Click the blue Continue to Clockout button
Click Confirm
Click FOB
Locate the FOB
Press the red button on the FOB
Enter the six-digit token into the mobile app
Six horizontal lines indicate 10 seconds each. The lines count down for each token and will generate a new token every 60 seconds representing the time.
Click Submit
Click Confirm Clock Out
Shift details will be displayed. Click Home to return to the Dashboard.
FOB Entry in the Web Portal
The FOB requires the employee to enter the recorded information (date of service, start time, start token, end time, and end token) into the DCI web portal.
Log in to DCI and click the blue Add Entry button on the dashboard. The Add New Entry form wizard will open, and the first three fields will auto-populate:
Entry Type: Punch
Employee Name: Your Name
Account Type: Hourly
Follow the steps below to complete the required fields. Each program may have different requirements or additional fields to document. Speak with a supervisor to ensure there are no additional required fields for the program.
Client: Enter the client's name and select it from the list
Service Code: The service code(s) authorized for the client. Select the one that is most appropriate for the service rendered.
Service Date: The date the service took place and was recorded.
Check In/Check Out: Enter the recorded clock in/clock out times. Both fields are required. Click in the field for a time drop-down which displays in half-hour increments.
Time can be entered directly into the field OR
Select the time from the drop-down if the shift started or ended at either the top of an hour or half past the hour
Click the EVV Method drop-down and choose FOB
The EVV Location fields may be optional or required
This will create a new field labeled Start Token and End Token below the EVV Location fields
Enter Start Token
The token is the 6-digit code from the FOB that was previously recorded
Enter End Token
The token is the 6-digit code from the FOB that was previously recorded
Notes & Attachments are optional but refer to the program's policy regarding notes and attachments
Grayed-out fields such as Employee Name, Check Out Date and Diagnostic Code are not editable.
Click Save and Yes to confirm
Repeat these steps for any additional days that you need to submit. For example, submitting this on Friday for the week, a separate entry is needed for each day, Monday through Friday. Repeat these steps five times.
Web Portal
Log in to DCI web portal
Click blue Add Entry button on dashboard
Complete form wizard
Entry Type (required): Defaults to Punch. Other options may be available per organization.
Employee Name (required): Prefilled with name of employee logged into system
Fields with a gray background are locked and unable to be edited. The system generates the responses. These fields include Employee Name, Remaining Balance (if enabled), and Check Out Date.
Account Type (required): Hourly will default. Available account types depend upon authorizations.
Client (required): Enter the client's name then select it from the list
Service Code (required): The service code(s) authorized for the client. Select the one that is most appropriate for the service rendered.
Service Date (required): The date the service took place. Must be in the past. Please ensure it is within the acceptable date range for the organization.
Manually type in the service date and check-in/check-out times or use the calendar icon and clock drop-down
Remaining Balance: This is specific to the client and appears after client name is selected. Shows how many hours or units are remaining on the authorization.
Fields with a gray background are locked and unable to be edited. The system generates the responses. These fields include Employee Name, Remaining Balance (if enabled), and Check Out Date.
Please note: Some organizations do not display Remaining Balance
Check In/Check Out (required): Clock in/clock out times. Time can be entered directly into the field or selected from the drop-down if the shift started or ended at either the top of an hour or half past the hour.
EVV Method (required): For DCI Web portal time entry, this option will be Portal Signoff.
The only exception is if FOB is enabled for the organization
Check Out Date: Tied to the service and cannot be edited. Check Out Date will be automatically generated based on check out time.
Fields with a gray background are locked and unable to be edited. The system generates the responses. These fields include Employee Name, Remaining Balance (if enabled), and Check Out Date.
Reason (required based on organization): The organization may require a reason code when adding historical entries to explain why the punch was not completed using an EVV compliant method of entry in real-time.
Click the blue plus sign (+)
Select the reason code
Add a note if required
Click the blue plus sign (+) to populate the reason in the Added Reason Codes box
Diagnostic Code (optional): Enter ICD-10 code
Notes (optional): Enter notes per organizational requirements
Attachment (optional): Click the Choose File button to upload attachment(s) per organizational requirements
Click Save then Yes to confirm
If the punch errors when attempting to save, the user may not have an account for that type of punch, or there may not be an active authorization for the client selected.
Web portal entries require the client or authorized client representative to sign off on (approve) an entry/entries to verify service provided.
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