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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 each organization may be different. 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. You must use the client's Landline Phone in order for the punch to be EVV compliant.

  2. 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.

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

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

    4. the last four of your

  4. social security

    5. number

  5. digits.

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

  7. When prompted , enter your date of birth,  month and day , of birth (i.e., ( January 01 - enter 01 01)

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

    1. If If you have more than one service code, the system will read all service codes available , for example, Press 1 for Respite Press 2 for Attendant Care(i.e., press 1 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. This is a configurable setting that is not used by all organizations.

    2. Move on to next step if no balance announced

  17. Press 1 to save the entry.

You are now on the clock and ready to begin your shift. Please allow 3 to 5 minutes to complete this process.

  1. Select clock in EVV Location

    1. If the user is calling from the associated EVV phone number, this step will not be presented as the EVV location will be automatically selected.

    1. If this is required by the organization, a selection must be made ("none" will not be an option). The system will provide numbered options for EVV locations associated with the client.

    2. If this is not required by the organization, "none" will be an available option.

  2. Press 1 to save the entry 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 differentvary. The process takes three to five minutes to complete.

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

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

  2. the organization.

  3. An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number on 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 prompted Press 1 to confirm that you want to close the punch.

  9. The punch will be closed, Press 2 to disconnect.

  10. You do have the option to start a new shift right away if you Press 1.

  11. . When prompted press 1 to confirm closing the punch.

  12. Select clock out EVV Location

    1. If the user is calling from the associated EVV phone number, this step will not be presented as the EVV location will be automatically selected.

    1. If this is required by the organization, a selection must be made ("none" will not be an option). The system will provide numbered options for EVV locations associated with the client.

    2. If this is not required by the organization, "none" will be an available option.

  13. Press 2 to disconnect (clock out has now occurred), or if needed, press 1 to start a new shift (i.e., A real-time clock out was just completed, but a historical punch also needs to be entered. Stay

    14. For example, you just completed your Real-Time punch, but also have to complete a Historical punch. This option would allow you to stay

  14. on the line and complete both.

...

  1. ).

Historical Phone EVV

Historical Phone EVV allows you to log Historical phone EVV allows users to enter time after your the shift has already happened. Since Because the shift has already happened, you will enter your is in the past, users 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 note that the questions or voice prompts at your each organization may be different. Allow five to eight minutes to complete this process.

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

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

  2. the organization.

  3. An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number on 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. 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 the client 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.  (i.e., 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.(i.e., respite)

    1. If If you have more than one service code, the system will read all service codes available (i.e., 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 (i.e., August 1, 2021, is 08012021)

  18. Enter Clock-In Time in HHMM format (Example:  in HHMM format (i.e., 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 (i.e., 4:45 is 0445) 

    1. Press 1 for AM or 2 for PM 

  20. Select clock in EVV Location

    1. If this is required by the organization, a selection must be made ("none" will not be an option). The system will provide numbered options for EVV locations associated with the client.

      1. If the user is calling from the associated EVV phone number, this step will not be presented as the EVV location will be automatically selected.

    2. If this is not required by the organization, "none" will be an available option.

  21. Select clock out EVV Location

    1. If this is required by the organization, a selection must be made ("none" will not be an option). The system will provide numbered options for EVV locations associated with the client.

      1. If the user is calling from the associated EVV phone number, this step will not be presented as the EVV location will be automatically selected.

    2. If this is not required by the organization, "none" will be an available option.

  22. The system will read back the punch details. Press 1 to confirm.

  23. Hand the landline phone read back Punch Details, Press 1 to ConfirmAt this point, the Landline Phone must be handed to the client or authorized client representative to verify the historical entry

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

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

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

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

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

  29. They enter their PIN to validate 

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

  31. The call will end automatically.

...

  1. , and the historical punch is now recorded

...

  1. .

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