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Description: In this topic you , the user will learn how to make a punch that is EVV compliant on a Landline Phone. Phone create an EVV-compliant punch in the language of their choice using a landline phone. Phone EVV is an option for clients who live in regions that have little or no access to a cellular or internet network , but have landline phone access. This option allows the client to receive service while meeting the requirements for EVV.Phone  Phone EVV is an IVR (interactive voice response) automated phone system meaning that the automated voice on the phone will ask questions and the user will enter there their response by using the landline key padkeypad. Each organization has the ability to configure their automate specific automated prompts. The questions used by your organization organizations may vary. Phone EVV must be used with a landline . Phone EVV and can be used for both real-time (at the time of service) or historical (after the service was completed) entries. This article will provide steps for both real-time and historical entries

*Please note: Multilingual in an instance-level setting. Check with the organization to determine if multilingual is enabled in the environment.

Phone EVV is available in the following languages:

  • English

  • Spanish

  • Vietnamese

  • Russian

  • Mandarin

  • Somali

  • Arabic

Please ask your program what languages are available and what the phone numbers are for each languageconsult the program or supervisor regarding available languages and phone numbers for each.

Role Required: Employee (base user)

Permission Required: N/A

Real-Time Phone EVV Clock In

The The following is an example of how to clock in using DCI Phone phone EVV for real-time punches. Please note that the questions or voice prompts at your organization may be differentmay differ per organization. The process takes three to five minutes to complete.

  1. Arrive at your the client's house home to start your begin the shift. Prior to starting your shift, pick up use the client's Landline Phone and Dial the phone s landline phone to dial the phone number provided by your the organization.

    1. If you the program has more than one language option, they will provide the phone number associated with your the preferred language .You must use the client's Landline Phone in order for the punch to be EVV compliantwill be provided.

  2. An automated voice will ask you to select your language, for example, "prompt for language selection (i.e., Select 1 for English, Select 2 for Spanish.")

    1. Use the keypad to make a selectionIn this scenario if Spanish is your preferred language, you would select 2 on the keypad.

    2. The system will now read the prompts in your the preferred language.

  3. An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number prompt for the last four digits of the employee's social security number on the landline keypad.

    4. NOTE: Some organizations offer multiple languages. If your organization supports this feature, the system may ask you to select your

  4. If the organization offers multiple languages, select the preferred language prior to entering the

    5. last four of your

  5. social security

    6. number

  6. digits.

  7. When prompted , enter your Four-Digit PIN, which will be provided by your organization.the four-digit PIN provided by the organization

  8. When prompted Press 1 for Hourly Services press 1 for hourly services

  9. The system will read the name(s) of client associated with the landline phone number you are calling from. Press the  of clients associated with the landline phone number. Press the number on the keypad associated with the client, for example, Press 1 for John Smith.

    1. If there is one consumer associated with the landline number, the system will read only one name.

    2. If there is more than one client associated with the landline number, the system will read all names associated with the landline number, for example, Press 1 for John Smith Press 2 for Mary Smith.

  10. Press 1 for Real Time.

    11. Here the

  11.  (e.g., press 1 for John Smith).

  12. Press 1 for real time. The options will be to press 1 for

    13. Hourly Service

  13. hourly service or 2 for

    14. Historical Entries, we will cover Historical Punches later in this guide

  14. historical entries.

  15. Press 1the appropriate number to confirm the service code , for example, Press 1 for Respite.(e.g., respite)

    1. If there is If you have more than one service code, the system will read all service codes available (e.g., press for example, Press 1 for Respite Press 2 for Attendant Care1 for respite, press 2 for attendant care).

  16. The system will read how many hours are left on the current authorization. If you wish to To continue, Press  press 1. Otherwise, Press  press 2 to  to end the call.

    1. Please note: This is a configurable setting that is not used by all organizations.

    2. Move on to next step if no balance is announced

  17. Press 1 to  to save the entry .

...

  1. and clock in

Real-Time Phone EVV Clock Out

The process for clocking out will be similar to the process for clocking in. Please  Please note that the questions or voice prompts at your each organization may be different.vary. The process takes three to five minutes to complete.

  1. At the end of the shift, use Arrive at your client's house to start your shift. Prior to starting your shift, pick up the client's Landline Phone and Dial the landline phone to dial the phone number provided by your the organization.

    1. If you program has more than one language option, they will provide the phone number associated with your preferred language.

    2. You must use the client's Landline Phone in order for the punch to be EVV compliant.

  2. An automated voice will ask you to select your language, for example, "Select 1 for English, Select 2 for Spanish."

    1. In this scenario if Spanish is your preferred language, you would select 2 on the keypad.

    2. The system will now read the prompts in your preferred language.

  3. An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number prompt for the last four digits of the employee's social security number on the landline keypad.

    4. NOTE: Some organizations offer multiple languages. If your organization supports this feature, the system may ask you to select your

  4. If the organization offers multiple languages, select the preferred language prior to entering

    5. the last four of your

  5. social security

    6. number

  6. digits.

  7. When prompted , enter yourthe Fourfour-Digit PIN, which will be digit PIN provided by your the organization.

  8. The system will say alert that you have there is an opened open punch, when . When prompted Press press 1 to confirm that you want to close the confirm closing the punch.The punch will be closed, 

  9. Press 2 to disconnect .

    10. You do have the option

  10. (clock out has now occurred), or if needed, press 1 to start a new shift

    11. right away if you Press 1.For example, you just completed your Real-Time punch, but also have to complete a Historical punch. This option would allow you to stay

  11. (i.e., A real-time clock out was just completed, but a historical punch also needs to be entered. Stay on the line and complete both).

You are now clocked out. Please allow 3 to 5 minutes to complete this process.

Historical Phone EVV

Historical  Phone EVV allows you to log time after your phone EVV allows users to enter time after the shift has already happened. Since Because the shift has already happened, you will enter your is in the past, clock in and clock out times at once during the same call. Also, Historical Phone phone EVV requires that the client or authorized client representative verify the historical time entry. Historical time entries can happen for many reasons. A 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  Please note that the questions or voice prompts at your each organization may be different. Allow five to eight minutes to complete this process.

  1. Arrive at your client's house to start your shift. Prior to starting your shift, pick up The client or authorized representative must be present for historical punches. Use the client's Landline Phone and Dial the landline phone to dial the phone number provided by your the organization.

    1. If you the program has more than one language option, they will provide the phone number associated with your the preferred language .You must use the client's Landline Phone in order for the punch to be EVV compliantwill be provided.

  2. An automated voice will ask you to select your language, for example, "prompt for language selection (i.e., Select 1 for English, Select 2 for Spanish.")

    1. Use the keypad to make a selectionIn this scenario if Spanish is your preferred language, you would select 2 on the keypad.

    2. The system will now read the prompts in your the preferred language.

  3. Your client or authorized representative must be present for historical punches. When they are present, pick up the client's Landline Phone and Dial the phone number provided by your organization.

    1. You must use the client's Landline Phone in order for the punch to be EVV compliant.

  4. An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number on the landline keypad.

    1. NOTE: Some organizations offer multiple languages. If your organization supports this feature, the system may ask you to select your preferred language prior to entering the last four of your social security number.

  5. When prompted, enter your Four-Digit PIN, which will be provided by your organization.

  6. 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.

  7. When prompted enter the four-digit PIN provided by the organization

  8. When prompted press 1 for hourly servicesWhen prompted Press 1 for Hourly Services

  9. The system will read the name(s) of client associated with the landline phone number you are calling from. Press the number  of the client(s) associated with the landline phone number. Press the number on the keypad associated with the client, for example, Press 1 for John Smith.

    1. If there is one consumer associated with the landline number, the system will read only one name.

    2. If there is more than one client associated with the landline number, the system will read all names associated with the landline number, for example, Press 1 for John Smith Press 2 for Mary Smith.

  10. Press 2 for Historical.

    11. Here the

  11.  (e.g., press 1 for John Smith).

  12. Press 2 for historical. The options will be to press 1 for

    13. Hourly Service

  13. hourly service or 2 for

    14. Historical Entries as referenced above

  14. historical entries.

  15. Press 1the appropriate number to confirm the service code , for example, Press 1 for Respite.(e.g., respite)

    1. If there is If you have more than one service code, the system will read all service codes available (e.g., press for example, Press 1 for Respite Press 2 for Attendant Care1 for respite, press 2 for attendant care).

  16. Enter Date of Service in MMDDYYYY format

    17. Example:

  17.  in MMDDYYYY format (e.g., August 1, 2021, is 08012021)

  18. Enter Clock-In Time in HHMM format (Example:  in HHMM format (e.g., 8:30 is 0830)

    1. Press 1 for 1 for AM or 2 for PM 

  19. Enter Clock-Out Time in HHMM format (Example: Time in HHMM format (e.g., 4:45 is 0445) 

    1. Press 1 for AM or 2 for PM 

  20. The system will read back Punch Details,the punch details. Press 1 to Confirm to confirm.

  21. Hand the landline phone At this point, the Landline Phone must be handed to the client or authorized client representative to verify the historical entry

  22. The client The client or authorized client representative will Press 1 representative will press 1 when ready

  23. The client or authorized client representative listens to punch details and will Press 1 to Accept or 2 to Reject

  24. The client or authorized client representative enters their PIN to validate 

  25. The client or authorized client representative must have their Four-Digit PIN, which will be provided to them by your organization.

  26. They listen to the punch details and press 1 to accept or 2 to reject

  27. They enter their PIN to validate 

    28. NOTE: This is not the employee PIN, the client has a unique PIN

  29. The call will end automatically.

...

  1. , and the historical punch is now recorded.

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