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• Clocking-in: Providers can clock in from the home screen. The process has them indicate which Consumer They will select which consumer they are providing services to. The mobile app records the location of the user at clock in.
• Clocking-out: Providers clock out (again from the home screen) and record the tasks the completed (ex. Shopping, bathing, etc.) attest that their time is correct. The mobile app records the location of the user at clock out.
• Consumer Verification: The Consumer consumer has the option to review and sign off signoff on the punch entry submitted by the provider (more on next page) while clocking out.
• Reviewing Hours: Providers can see previous punch entries as well as see how many hours they are authorized to work at the time of clock-in or when creating a historical entry. Additionally, the app maintains a count of hours used on a per week basis.

Mobile App Clock out Verification

Verification options in Consumers are not required to sign off on the time entries of their providers. However, the OR PTC DCI Mobile App for ConsumersUpon clock out, Providers will have three Consumer sign-off options to select fromcontinues to give consumers the option to sign off on a time entry during the clock out process. Below are the three options the provider will see during clock out:

1. PIN/Password - If the Consumer consumer knows their own PIN or Passwordpassword, they can enter that info into the app to sign-off on the entry.
2. Signature - If a Consumer consumer wants to sign off on a time entry, but doesn’t know their PIN or Password, e-signature allows them to provide a signature.
3. Client Portal Sign-offSignoff – The Consumer consumer or their Consumer Employer Rep consumer employer representative (CER) can review time entries later via the web portal. This option is also selected when the Consumer consumer does not want to sign - off on time entries.

Landline Overview

Real - time OR PTC DCI Landline is an EVV compliant way to clock-in and out at the beginning and end of the Provider’s provider’s shift.

• The Consumer consumer must have their landline phone number added to as the primary phone on their profile in the system to use the OR PTC DCI Landline option.
• Real -Time time OR PTC DCI Landline EVV requires the Provider provider to call before at the start of the shift and call again after at the end of the shift.
• This does not record the location because it is assumed this call is made from the Consumer’s consumer’s home.

Fob Overview

The OR PTC DCI Fob is another method of EVV that can be used in the Consumer’s consumer’s home.

• The Fob fob is a small device that must be kept in the Consumerconsumer's home. 
• Provider presses a button and must write down the 6six-digit number on a provided time sheet. There is an optional timesheet that can be used to track these codes with the start and end times of the shift.
• Before the end of grace periods ends for the pay period, Providers providers are responsible for recording time entries on in the web portal, using by entering the 6six-digit number to verify the time/location.

Historical Entries

• If a Provider provider needs to record a time after service has been completed and they do did not use a fob, they need to create a Historical Entry.
• These entries are completed via the web portal and are not EVV compliant.
• Historical entries can also be completed via the landline option and are not EVV compliant.

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• View employees and employee details (Providersproviders);
• View clients and client details (Consumersconsumers);
• View punch entries and punch details;
• Run reports;
• View events; and
• Access help center materials.

Looking Up a User

Start your search by clicking the relevant tab from the right-hand side of the screen.

Once you have clicked on the appropriate tab to find your Useruser:

1. Begin typing the name of the user you’re searching for. You can also search via the Profile ID to ensure you are getting the correct person.
   1. For consumers, the Profile Id is their prime number.
   2. For providers, the Profile Id is their UniID. This can be found in Mainframe on the PRV8 screen.
   3. For CERs, the Profile Id is the prime number of their associated consumer with a “1” at the end (Ex. ABCDEFGH1). If they have more than one consumer, their Profile ID is based on the prime of the first consumer they were assigned.
2. Click Search.
3. You will see your search result at the bottom. Click on the correct search result and it will take you to that User’s profile.

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1. to go to the user’s profile.

Identifying Consumer/Provider Pairings

You can find a Consumer’s Providers the names of the providers connected to a consumer based on Service Accounts. From the Clients Client Details page, click on the Accounts tab (scroll down to it is located in the middle of the page to find).

In the Account Type column, you can select to show results by Client Funding or Employee Service. To determine the Providerprovider, see Employee Service.

Finding the

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Provider’s UniID

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on the Provider Profile

The UniID is found in the Employee Number field of the provider’s profile. You will see this before clicking on your search result.

After clicking on your search result, you can also find the UniID in the Employee Number field on the Employee Details page.

For how to find the UniID in Mainframe, see How to Find a UniID Number.

Finding the Provider Number

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on the Provider’s Profile

1. Go to the Employee Details page.
2. Once there, scroll down to Custom Fields and click on that tab.
3. You will find the HCW Provider number listed thereNumber and/or PCA Provider Number listed here.

Entries and Entry Status Breakdown

How to View Entries

1. Click on the tab labeled EntriesFrom a provider’s profile, click the Entries tab.
2. Sort entries by Service Date date the services were performed by clicking the Service Date column header. This will make finding specific entries easier. There are also search filters to help identify entries within a specific pay period or in a specific status.

Entry Statuses

Useful Features for Auditors in Provider Profiles

Additional Features in Provider Profile - Map/GPS

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1. From the provider’s profile, scroll down to see the Entries tab and click the punch entry you’d like to investigate.
2. After clicking on the entry

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1. , you will be taken to the Punch Details page.

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1. Scroll down to see Client Details, Employee Details, EVV Details and Reason Codes.

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1. Continue scrolling down

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1. until you see a row of tabs. Click Map.
2. This will show you the start and end locations listed on the right.
   1. If it is the same location, you will

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1. 1. have one location

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1. 1. pin on top of the second. You can also see the start and end locations listed off to the right of the map.
   2. If there are two locations and you only see one on the map, you can click the plus sign to zoom in on the map so that you can see the start and finish locations.

Additional Features in Provider Profile- Events Tab

The Events tab displays a log of all activity with the displayed time entry or user profile. Access this by navigating to either the entry or provider’s profile. Scroll down to the row of tabs and click Events.

Relevant Reports and How to Create Them

Reports are a great way to see data that is not easily viewed by looking at individual profiles or entries. Some common reports you might pull to work from include:

Authorization Entries Report

1. From the Reports Tab, select click Authorization Reports.
2. Select Click Authorization Entries Report.
3. Refine your search with the following fields before clicking Search:
   1. Client Name: Enter the name of the Consumer consumer you’re searching for.
   2. Include Ended Authorizations: Make sure this box is checked to display authorizations that are not current.
4. Click Download so you can to view the report in Excel.
5. Click the right-facing double-arrow to the right to select all columns, then click Next.
6. For Format, select Excel and Select Excel as the format, then click Download.

Punch Entry Details Report

1. From the Reports Tabtab, select COA Reports.
2. Select Punch Entry Details Report.
3. Refine your search with the following fields before clicking Search:
   1. Client Name: Enter the name of the Consumer you’re searching for.
   2. Add any other filters you may want to refine your results.
4. Click Download so you can view the report in Excel.
5. Click the right-facing double-arrow to the right to select all columns then click Next.
6. For Format, select Excel and Select Excel as the format, then click Download.

Employee Service Account Punch Notes Report

1. From the Reports Tabtab, select Notes Report (bottom-left on of the screen).
2. Select Employee Service Account Punch Notes Report.
3. Refine your search with the following fields before clicking Search:
   1. Date Fields: Select the date range you’re researching. This will likely be a specific pay period.
   2. Employee Name: Enter the name of the Provider provider you’re searching forresearching.
   3. Client Name: Enter the name of the Consumer consumer you’re searching forresearching.
4. Click Download so you can to view the report in Excel.
5. Click the right-facing double-arrow to the right to select all columns; then click Next.
6. For Format, select Excel and Select Excel as the format, then click Download.

PTC Support Resources and Contact Information

If you are stuck and need help with doing something in the OR PTC DCI solution, we have support for you!

PTC Support Email: PTC.Support@dhsohaSupport@odhsoha.stateoregon.orgov.us

Resources can be found on the OR PTC DCI Help Center. You can find a list of resources in the Learning Catalogs on the PTC Website under Learning Materials.

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• Quick Reference Guides – These are short documents intended to help guide Users users through common system tasks which will be faced regularly.
• Computer Based Trainings (CBTs) – These are online modules intended to allow Users users a more engaging experience as Users users click through the operations as the trainer is narrating the steps.
• E-Learning Modules Guides – These are longer courses documents which cover many system functions and walk users through what the screens look like as well as the fields that will need to be filled out.Situations Document – This document lists common situations which may be encountered and links the appropriate Business Process information to help guide staff through the correct order of processes to follow
• Business Processes – These explain the steps to complete different tasks, including the steps within Mainframe, OA, and OR PTC DCI.

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