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Description: In  In this topic you will learn the workflow , the user will learn the workflow for punches requiring Electronic Visit Verification.Electronic  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 by which EVV can be obtained

Mobile App - EVV can be obtained by:

• . The frequency of collection is defined on the employee service account and is specific to the employee, client, and service provided. Frequency options are: Clock In Only, Clock Out Only, Clock In and Out; Clock In, Out, and Defined Intervals During Shift.

  • Client Picture/Facial

Recognition 

• • Recognition - A picture taken of the client

at clock out

• • using the

employees

• • employee's smart device

.

• • NOTE: Photos are used for verification

purpose

• • purposes only and are not stored or accessible on the

employees

• • employee's device. Please refer to

FAQ:

• • the help center article entitled How Does DCI use

Client Photos? on our help center.

• • client photos and photos taken for electronic visit verification (EVV)?

  • E-Signature - The employee's

Client Signature - The employees

• • mobile device will be used to obtain an electronic signature

at clock out.

• • Client PIN/

Password 

• • Password - The client or authorized representative

must enter

• • enters their pin or password on the employee's mobile device

at clock out.Secure Fob

• • FOB - A

fob

• • FOB device

is

• • remains in a fixed location in the client's home.

The employee with get a code from the fob at clock in and at clock out

• • It generates a token, or 6-digit code, corresponding to the time. The employee enters the token(s) into the mobile device.

  • 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

• • in to the web portal and sign off

using this method.

• Portal/Mobile Web

• • FOB

Secure Fob

• • - The employee enters

codes obtained by from the fob device. No action needs to be taken here.

• • the token(s), or 6-digit code, generated by the FOB.

  • Portal Signoff - The

Portal Signoff - The

• • client or authorized representative must log

onto

• • in to the web portal and sign off

using this method

• • .

• Phone 

• • Phone

EVV 

• • 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

• • provides their pin during this call. Historical phone entries are not EVV compliant.

• Mobile App

• Portal/Mobile Web

• Phone 

• 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 chosen as an EVV method

• EVV was not completed during the shift via the mobile app

• EVV failed via the 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 Pagepage

• EVV Details Box widget - Provides an overview of EVV data

• EVV Verifications Tab - shows 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 the Electronic Visit Verification (EVV) Guide in our /Client Attestation Quick Reference article in the DCI help center.

Mobile App

Clocking in and out in real-time on the mobile app meets federal 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 employers or supervisors do not have to manually approve time entries that meet the EVV requirements. If auto-approval is not enabled, you employers or supervisors may have to log in to approve punches. Please see your consult the program 's policy regarding employer or supervisor signoff.

* The instructions below simulate a punch with EVV frequency type set to clock in and outClock In and Out. Not all options may be enabled for each organization. Please contact a program coordinator with questions.

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

2. After confirming clock in, the employee will see clock in verification required. Here are the options for verificationsees Clock In Verification Required. Verification options are: 

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

If you enter

4. 1. If the client enters an incorrect password, the employee will receive an alert that the visit verification failed.

Please

5. 1. The client should re-enter

your

6. 1. the password. If after three attempts,

you

7. 1. the client cannot get the app to confirm

your

8. 1. the password,

you

9. 1. they will be prompted to reset

your

10. 1. their pin or password. This can be done from the DCI login screen in the app or web portal.

For instructions on how to login use the mobile app

1. Pin/Password - The client or authorized representative enters their pin or password on the employee's mobile device

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

3. Picture - A picture taken of the employee will take a picture of you. The client using the employee's smart device. If facial recognition is enabled, the system will compare the picture taken at the time of service to the picture saved on your the client profile.Fob

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 youA FOB device remains in a fixed location in the client's home. It generates a token, or 6-digit code, corresponding to the time. The employee enters the token(s) into the mobile device.

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 in to 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. 

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

12. After the EVV method has been selected and completed, the employee finishes clocking in (if EVV is required at clock in).

13. At the end of At the end the shift, the employee will clock clocks out. 

14. After confirming clock out, the  the client or authorized client representative will need to complete representative completes the EVV instructions againattestation again (if EVV is required at clock out).

15. The employee will then save saves the punch.  

...

1. It is now available to be reviewed by

...

1. the supervisor or employer.

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 a Pending status status. If auto approval is enabled and the punch passes all the business rules, the system will update the status to Approved once auto approval runs if the punch passes all the business rulesto Approved.

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

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

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

...

Sign into your Personal Profile

1. Log in to personal profile

2. Click Home on

...

1. the main menu

...

1. Click Pending Entries

...

1.  on the submenu

2. Use the filters

...

1. to search for a punch or group of

...

1. punches and click Search 

2. In the Entries table below the search box, locate the punch

...

1. .

   1. Click Yes to confirm

   1. Click Yes to confirm

1. Click the A in

...

1. the entry row

...

1. to approve

...

1.  the punch

2. Click the

...

1. red R

...

1.  in the entry

...

1. row to reject the punch

2. Click anywhere in the entry row

...

1. to view the Punch Detail page

Review EVV Details

1. Log in to personal profile

2. Click Home on

3. Sign into your Personal Profile

4. Click Home on the main menuClick

5.  Click Pending Entries on  on the submenu

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

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

7. punches and click Search

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

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

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

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:

10. click the Verifications tab.

    1. Client Signature: Click the arrows icon in the Compare column to compare the

Client Profile

11. 1. signature on the client profile to the signature provided on the punch

    2. Client Picture: If Facial Recognition failed,

then you will need to

12. 1. review the Client Picture EVV. Click the icon in the Compare column to compare the

Client Profile

13. 1. picture on the client profile to the picture taken at the time of the punch.

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

on the punch

3. 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  Please note that Client Portal Sign Off and EVV Phone will not appear in the EVV Verifications table.

14. To manually approve with from the Punch Detail screen open

1. Click Actions button

2. Click Approve or Reject from the actions dropdown

15. page:

1. Click Actions

2. Select Approve or Reject from the drop-down menu

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

Portal/Mobile Web

Portal or mobile web entries can be entered by employees for either fob FOB or historical time entries. Fob 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 createdcreation. Please note that without client sign-off, the punch will appear in the Pending Entries table, but and will list be indicated with a gray question mark icon in the Needs Review column.

Hovering over the gray question mark will display a tooltip, Portal Sign Off Pending. The  The punch can be approved without client 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 is also the client/guardian, you they can sign off by following by following the instructions above. Your  Their 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 employer or supervisor for EVV phone or EVV FOB. To review punches that were submitted via phone or with EVV FOB:

1. Log in to personal profile

2. Click Entries on the submenu

3. Sign into your Personal Profile

4. Click Entries on the sub menu

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

Historical phone entries require the client or authorized client representative to key in their pin on the landline phone once after 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 absolutely necessary. For example, if the landline service was down during the shift or if the employee forgot to clock in and out. These historical entries should be exceptions and ever every 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 for historical entries, but you employees may want to prompt the employee to be reminded to use an EVV-compliant method if these historical entries occur frequently.

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