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Description: In  In this topic, the user will learn the workflow will learn the workflow for punches requiring Electronic Visit Verification. Electronic Visit Verification (EVV) electronic visit verification. EVV is now required by most funding sources in order for services to be paid for. If you There are instructed to collect EVV for a particular client/service, you have a few options depending on how DCI is configured for your program. If you have any questions about which method of EVV to use, please contact your agency. multiple methods to complete EVV.

Role Required: Client/Guardian

Permission Required: N/A

Key Points for Punches Requiring EVV

• The frequency of EVV collection is set on the employee service account and is specific to the employee, client, and service provided. Options include:

• Clock Out Only - Requires EVV completion at the end of a shift

• Clock In and Out - Requires EVV completion at the start and end of a shift

• Clock In, Out, and Defined Intervals During Shift - Requires EVV completion at the start, end, and throughout the shift. For example, if the interval is set to 60 minutes, EVV will be requested every hour for the duration of the shift until clock out.

• There are several methods in by which EVV can be obtained

Mobile App - EVV can be obtained by

• :

  • 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. It generates a token, or 6-digit code, corresponding to the time. The employee

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

• • 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 portal signoff in the following situations:

• Portal Signoff signoff was chosen selected as an the 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 Pagepunch details page

• EVV Details Box - overview Overview of EVV

• EVV Verifications Tab tab - shows Shows all mobile app verifications

• If a pending punch is edited, the corrected punch will require Portal Sign Offportal signoff.

• If an approved punch is edited, it is not necessary to re-obtain EVV/Client Portal Sign Off

...

• client portal signoff.

Mobile App

...

1. The

...

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

2. After confirming clock in, depending on the EVV frequency set on the service account, the employee will see clock in verification may see Clock In Verification required. Here are the options for verification:  There are six verification options. Not all options may be enabled. Please contact the organization for specifics.

   1. If the pin or password is entered incorrectly multiple times, it 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.

1. PIN or Password - The employee hands the mobile device to the client who enters their pin or password

2. E-Signature - The employee hands the mobile device to the client or authorized representative who uses their finger to draw their

3. 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 and use the mobile app or web portal, please visit our help center.

4. 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 createdclient's signature on file.

5. Picture - the The employee will take takes a picture of you. The the client. If facial recognition is enabled, the system will compare the picture to the picture saved on your profile.the client profile. Otherwise, the picture taken will be reviewed by the program supervisor and compared to the client's picture on file.

6. FOB - The employee records the token (six-digit code) from the fobFob - If FOB is selected, the employee will enter a token from the fixed device at your location. No further action is needed from you.

7. Voice - The client provides a voice recording on the employee's mobile device.

8. Portal Signoff - The client or authorized representative must log onto logs in to the web portal and sign off using this method.

9. 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 you have completed a method of EVV, the employee will finish clock in. 

1. signs off on the entry

4. After capturing EVV (if required by the EVV frequency set on the service account) the employee will finish clocking in

5. At the end of the shift At the end the shift, the employee will clock out. 

6. After confirming clock out, you the client will need to complete EVV again (if determined by the EVV instructions againfrequency set on the service account).

7. The employee will then save saves the punch. 

8. The At this point, the punch will now be reviewed by your the supervisor/employer. You can view the Punch EVV details of the punch can be viewed by logging into your in with a personal profile and clicking Entries on the submenu. Click any blue entry ID hyperlink to open the Punch Details Pagepunch details page.

Portal/Mobile Web

If a punch is entered after the shift rather than using real-time clock in and out via mobile app, you will need to the client or guardian must review the punch and provide sign off after it is created. To complete Client Portal Sign Off: 

...

Sign into your Personal Profile

...

1. Log in to the web portal

2. Click 

1. Entries Requiring Sign

...

1. Off on the

...

To approve a single punch:

1. submenu

1. Check the

...

1. box in the punch

...

Click the blue S to sign.

1. Click the red R to reject

2. You can also approve multiple entries by clicking the check boxes for every punch you want to sign off on.

...

Click Yes on the confirmation window

...

To approve all entries:

1. Click the blue Select All button

2. Click the green Sign Off button

1. To reject all entries, click the red Reject button

3. Click Yes on the confirmation window

1. row and click S to sign off or R to reject

2. Click Yes to confirm

3. Take action on multiple entries at once by clicking checkboxes for applicable punches or click the blue Select All button

...

Phone/FOB

No action is required on the part of the client or guardian for EVV phone or EVV FOB, except for Historical Phone Entries. 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. Historical phone entries require the client or authorized client representative to key in enter 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 (i. For examplee., 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 every effort should be made to ensure an EVV-compliant method is completed used at the time of service.

1. Log in to the web portal

2. Click Entries Requiring Sign Off on the submenu

1. Check the box in the punch row and click S to sign off or R to reject

2. Click Yes to confirm

3. Take action on multiple entries at once by clicking checkboxes for applicable punches or click the blue Select All button

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