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Description: In In this topic you will learn the workflow , the user 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/AKey Points for punches requiring EVV
Table of Contents
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.
- Clock In Only - Requires EVV completion at the beginning of the shift
There are several methods
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by which EVV can be obtained
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:
Client Picture/Facial
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Recognition - A picture taken of the client
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using the
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employee's smart device
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NOTE: Photos are used for verification
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purposes only and are not stored or accessible on the
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employee's device. Please refer to
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the help center article entitled How Does DCI use
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client photos and photos taken for electronic visit verification (EVV)?
E-Signature - The employee's
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mobile device will be used to obtain an electronic signature
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Client PIN/
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Password - The client or authorized representative
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enters their pin or password on the employee's mobile device
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FOB - A
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FOB device
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remains in a fixed location in the client's home. It generates a token, or 6-digit code, corresponding to the time. The employee
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enters the token(s) into the mobile device.
Voice - The client provides a voice recording on the employee's mobile device
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Portal Signoff - The client or authorized representative must log
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in to the web portal and sign off
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Portal/Mobile Web
FOB
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- The employee enters
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the token(s), or 6-digit code, generated by the FOB.
Portal Signoff - The client or authorized representative must log
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in to the web portal and sign off
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.
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Phone
Phone
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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
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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
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portal signoff in the following situations:
Portal
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signoff was
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selected as
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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
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punch details page
EVV Details
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-
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Overview of EVV
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Verifications
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tab -
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Shows all mobile app verifications
If a pending punch is edited, the corrected punch will require
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portal signoff.
If an approved punch is edited, it is not necessary to re-obtain
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client portal signoff.
Mobile App
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The
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employee logs in to the mobile app
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After confirming clock in, depending on the EVV frequency set on the service account, the employee
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may see Clock In Verification required.
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Pin/Password - the employee will hand the mobile device to you. Enter your personal PIN or password for your DCI profile.
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.
For instructions on how to login and use the mobile app or web portal, please visit our help center.
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There are six verification options. Not all options may be enabled. Please contact the organization for specifics.
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.
PIN or Password - The employee hands the mobile device to the client who enters their pin or password
E-Signature - The employee hands the mobile device to the client or authorized representative who uses their finger to draw their signature. This will be reviewed by the program supervisor and compared to the
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client's signature on file.
Picture -
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The employee
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takes a picture of
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the client. If facial recognition is enabled, the system will compare the picture to the picture saved on
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the client profile. Otherwise, the picture taken will be reviewed by the program supervisor and compared to the client's picture on file.
FOB - The employee records the token (six-digit code) from the fob
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Voice - The client provides a voice recording on the employee's mobile device
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Portal Signoff - The client or authorized representative
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logs in to the web portal and
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signs off on the entry
After capturing EVV (if required by the EVV frequency set on the service account) the employee will finish clocking in
At the end of the shift
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NOTES:
Some of the listed options may not be enabled for your agency. Please contact your Program Coordinator if you have any questions.
Any of the listed options can select any of these buttons to complete clock in verification.
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Once you have completed a method of EVV, the employee will finish clock in.
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the employee will clock out
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After confirming clock out,
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the client will need to complete EVV again (if determined by the EVV
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frequency set on the service account).
The employee
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saves the punch
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The punch will now be reviewed by
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the supervisor/employer.
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Punch EVV details
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can be viewed by logging
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in with a personal profile and clicking Entries on the submenu. Click any blue entry ID hyperlink to open the
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punch 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:
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Sign into your Personal Profile
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Log in to the web portal
Click
Entries Requiring Sign
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Off on the
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To approve a single punch:
submenu
Check the
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box in the punch
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Click the blue S to sign.
Click the red R to reject
You can also approve multiple entries by clicking the check boxes for every punch you want to sign off on.
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Click Yes on the confirmation window
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To approve all entries:
Click the blue Select All button
Click the green Sign Off button
To reject all entries, click the red Reject button
Click Yes on the confirmation window
row and click S to sign off or R to reject
Click Yes to confirm
Take action on multiple entries at once by clicking checkboxes for applicable punches or click the blue Select All button
To review the details of any punch, click the blue Entry ID in the punch row.
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:
Sign into your Personal Profile
Click Entries on the sub menu
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.e. For example, 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.
Log in to the web portal
Click Entries Requiring Sign Off on the submenu
Check the box in the punch row and click S to sign off or R to reject
Click Yes to confirm
Take action on multiple entries at once by clicking checkboxes for applicable punches or click the blue Select All button
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