Disclaimer. 2

Common Terms and EVV

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Electronic Visit Verification (EVV) 2

Provider Overview.. 2

Mobile App Overview.. 3

Mobile App Clock out Verification. 3

Landline Overview.. 3

Fob Overview.. 4

Historical Entries. 4

Auditor Role in OR PTC DCI 4

Looking Up a User. 4

Identifying Consumer/Provider Pairings. 6

Finding the Provier’s UniID in the Provider Profile. 7

Finding the Provider Number in the Provider’s Profile. 8

Entries and Entry Status Breakdown. 9

How to View Entries. 9

Entry Statuses. 11

Useful Features for Auditors in Provider Profiles. 11

Additional Features in Provider Profile- Map/GPS. 11

Additional Features in Provider Profile- Events Tab. 14

Relevant Reports and How to Create Them.. 15

Authorization Entries Report 15

Punch Entry Details Report 16

Employee Service Account Punch Notes Report 17

PTC Support Resources and Contact Information. 19

Disclaimer

The content found in this document is intended for Staff with the Auditor Role using the OR PTC DCI system.

Common Terms and EVV

Common terms in OR PTC DCI are as follows:

• Authorization – Contains data for how many hours and/or miles the Provider provider has available to work in each pay period.
• Consumer – A person who receives services from a Providerprovider. Sometimes referred to as a client, recipient, or service recipient, Oregonian, or participant. In OR PTC DCI, the Client profile type is used.
• Consumer Employer Representative – A person selected by the Consumer consumer to help with Optional Sign off (if they choose to) Signoff on the time a Provider provider works. In OR PTC DCI, the Client Guardian profile type is used.
• Cost Center – In This is equivalent to the branch. There are two different versions of cost centers in OR PTC DCI, the branch associated with end usersone ending in EU (external user) and one not (i.e. 2011-EU and 2011). The cost center ending in “-EU” is where consumers are housed. This is also where entries are created by providers. The non-EU cost center is where staff profiles are housed.
• Pay Period – A pay period for a provider is a two week (14 day) time period that begins on Sunday the first week and ends on Saturday the second week.
• Permissions – Determines actions a user can take in addition to their role. Users may be assigned multiple permissionsThe only permission staff may have in the system is the Authorization Admin Permission which allows them to edit authorizations.
• Provider – A Homecare Worker or Personal Care Attendant who provides services to Consumers consumers based on their authorization. In OR PTC DCI, the Employee profile type is used.
• Punch Entry (Time Entry) – An entry representing a time or mileage entry by a Provider provider for services being performed for a Consumerconsumer.
• Roles - Determines primary actions a user can take for a specified cost center. Users Staff can only be assigned one role per cost center. Roles are given over the non-EU cost centers.
• Service Account – Links the Provider provider and the Consumer consumer in OR PTC DCI.
• Service Code – Represents what type of service is being provided (ex. Hourly, Mileage).
• Sign Off Signoff – Term used to describe the optional process Consumers consumers use to verify punch entries created by their Providerprovider.

Electronic Visit Verification (EVV)

• OR PTC DCI was implemented to comply with federal regulations in the 21^st Century Cures Act called Electronic Visit Verification (EVV).
• EVV requires states to capture the following data elements when Home Health Care Services are provided:
  • Type of Service Performedservice performed;
  • Consumer receiving care;
  • Provider who is providing care to Consumerconsumer;
  • Date of the Service service provided;
  • Time the service begins and ends; and
  • Location services are provided
  Previously, time was recorded via paper timesheets which had to be turned in in-person at local offices
  • .

Provider Overview

A Provider provider enters time into OR PTC DCI using one of three EVV-compliant methods:

1. Mobile App (includes Consumer Verificationoptional consumer verification)
2. Landline
3. Fob

*Aside from fob entries, a Provider provider only uses the Web Portal when adding creating mileage entries , or when entering historical entries, or to edit an entry.

Mobile App Overview

• 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 but does not continue to track location during the shift.
• 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 their providers time entries. 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 EVV compliant 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 6-digit number on a provided time sheetsix-digit code. 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 period 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 to go to the user’s profile.

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1. The profile details page will display.

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 thereProvider Number 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. These indicate exactly where the provider clocked in and out from.
   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 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.

The resources available consist of:

• Quick Reference Guides (QRGs) – 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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