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Description:   In this guide, users will learn how to complete hourly system set-up, along with all profile types.

Roles Required: Super User, Varies by object

Permissions Required:  Varies by object

Contents

Overview

The graphic information below is for an hourly service set-up in DCI.

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1. Log in to DCI
2. Select Settings on the main menu
3. Select Funding Sources on the submenu
4. Search for a funding source in the search box
5. Select the funding source
6. View or edit by clicking anywhere in the funding source row
7. funding source details page will open
8. Click Actions
9. Select New Service Code. Complete the form wizard.
   1. Funding Source: Is populated from the funding source used to create the service code. The field is locked.
      1. If a service code is added directly from the funding source tab without first opening a funding source, the field is unlocked, and a funding source can be selected from the drop-down.
   2. Account Type (required): The type of program or service correlated with this service code.
      1. Hourly – 1 to 1 service
      2. Residential Program – client lives at the program
      3. Day Program – client travels to the program
      4. Group Service – 2 or more clients
      5. Parenting Program - client lives at the program
      6. Transportation – to and from the day program
      7. Client Transportation – used in conjunction with an hourly service
      8. Vendor (FI only) – vendor payments
   3. Service Code Name (required): User-friendly name. Employees will select when adding a punch.
   4. Funding Type (FI only - required): Select whether authorization is units-based or dollar-based
   5. Billing Details: Click the blue plus (+) icon to expand the billing options
      1. Bill Code (required): Unique identifier provided by the funding source
      2. Bill Code Modifiers: Optional field allowing up to four bill code modifiers
      3. Billable: Defaults to yes. Select no if this is a non-billable service.
      4. Billing Unit (required): The increment in which the funding source requires the service to be billed
      5. Billing Multiplier (required for hourly): Use to define hourly units for billing. Options are:
         1. Hourly – 60 minutes
         2. Half Hourly – 30 minutes
         3. Quarter Hourly – 15 minutes
      6. Default Billing Modifier (optional): Optional modifier, appears on the billing file
      7. Rounding Increment (required): Select by minutes
         1. None – no rounding
         2. 15 – round by 15 minutes
         3. 30 - round by 30 minutes
         4. 60 - round by 60 minutes
      8. Rounding Type (required if the rounding increment is 15, 30, 60) – Select how to round
         1. Round – to the nearest
         2. Truncate – round down
         3. Increment – round up
      9. Billing Rollup Type (required): Entries will be reported by billing rollup ID by the client
         1. None – Each entry has a unique billing rollup id
         2. Daily – Entries with the same date and client have the same billing rollup id
         3. Weekly - Entries in the same week and for the same client have the same billing rollup id
         4. Monthly - Entries in the same month and for the same client have the same billing rollup id
   6. Payroll Details: Click the blue plus (+) icon to expand the payroll options
      1. Payable: If yes, all employee time entries associated with this service code will appear on the payroll file. If no, the employee will not be paid for time clocked against this service.
      2. Overtime Exempt: If yes, employee time entries associated with this service code will not count towards the accumulation of 40 hours to calculate overtime.
      3. Payback/Rebill (only for dollars-based): If Yes, overtime automatically reallocates to the correct date of service in the pay period.
      4. Default Pay Rate (optional): Entering a pay rate here will autofill the pay rate in all service accounts created with this service code.
         1. Default Pay Rate can be edited on the Service Account
      5. Has Max Pay Rate (optional): Defaults to no. If yes, this service code will have a max pay rate for any employee providing the service. This includes overtime.
      6. Max Pay Rate (optional): If yes, this field unlocks and becomes required.
   7. Hide Show Remaining Balance: Defaults to no. If yes, when an employee creates a punch, the remaining authorization balance is hidden when an employee clocks in displays in units or dollars in the web portal, and displays total available time in the mobile app. 

      1. Please note: For dollars-based service codes, the remaining balances are estimates as they can be impacted by several factors such as overtime, changes in employee pay rates, or having multiple employees with different pay rates working for the same client.

   8. Remaining Balance Details: Click the blue plus sign (+) to expand the section
      1. Show Monthly Balance: If yes, the remaining monthly balance displays as time when employees create a punch in the mobile app. 

      2. Show Weekly Balance: If yes, the remaining weekly balance displays as time when employees create a punch in the mobile app. 

      3. Show Daily Balance: If yes, the remaining daily balance displays as time when employees create a punch in the mobile app.
   9. Allow Diagnosis Code: Defaults to yes. If no, this field will not appear when an employee adds an entry for this service code.

   10. Allow Accrued Time Entries: If yes, accrued time entries are permitted.

   11. Require EVV Location: Defaults to no. If yes, all entries will require an EVV location.

       1. When the setting is enabled, employees will be required to select an EVV location at clock in and clock out for punch entries.

       2. If an EVV location is not selected, the user will receive an alert and the clock in or clock out cannot occur until the location is selected. 

   12. EVV Required: If yes, EVV will be required on all punches associated with this service code. EVV must be enabled to activate Phone EVV and/or FOB functionality.
   13. Enable Geofencing: If yes, this service can only be provided within an established radius from approved locations.
       1. The punch is flagged for review, not rejected.
   14. Require Care Notes: Only for Hourly account type when the Care Management module is enabled, and the task is required. If yes is selected, employees cannot clock out in the mobile app without publishing care notes.
   15. Has Daily Rate: Defaults to yes, meaning the funding source will switch to a daily rate for this service after a specified number of hours is reached in a day.
       1. Daily Max (required): The maximum number of hours this service can be provided in a day before switching to the daily rate.
       2. Include Daily Pay Hours in OT Calculations: When converted to the daily rate, selecting yes means hours are included in overtime calculations.
   16. Default Auth Specs (optional): If this service code has a standard billing rate, daily max, weekly max, and/or monthly max, mark yes and complete the fields that are made visible. All new authorizations under this service code will auto-populate these figures.
   17. Service Code Reference 1, 2, and 3 (optional): Data entered in these fields are defined by the user and appear on the billing file
   18. GL Code (required): Code that will link all associated time entries to the appropriate GL account for the customer
   19. Description (optional): Additional information as needed
   20. Status: Defaults to active. Select inactive when no longer a valid service code.
   21. Canned Statements (optional): Enter canned statements (acknowledgments) that the employee can select at clock out.
   22. Default CPT Code and Default HCPCS Code (optional): The default code for this service. Only one or the other may be entered.
       1. CPT and HCPCS codes appear on client funding accounts and may be edited.
   23. Certification Template (optional): Select if there are a set of certification requirements specific to this service code
   24. EVV Aggregation Required (account type only - hourly, client transportation, group service) Yes or no options, defaults to no.
   25. Is Travel Time (account type only - hourly): Yes or no options, defaults to no.
   26. Display Monthly Budget Link (instance level setting): Monthly budget report will be linked to the authorizations of individuals receiving this service and available for viewing on employer and case worker profiles
10. Select Save to continue and Yes to confirm

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1. Log into DCI
2. Click Home on the main menu
3. Click Employees on the submenu
4. Search for and locate the employee
5. Click anywhere in the row to open the Employee Details page
6. Click Actions
7. Select New Service Account. Complete the form wizard.
   1. Account Type (required): Select the account type associated with the appropriate service code
      1. Hourly/Client Transportation
         1. Client (required): The client receiving service from the employee
         2. Relationship Type (required): Employee’s relationship with the client
         3. Service Code (required): The system generates drop-down options based on the client’s name
         4. Funding Source: The system generates drop-down options based on the client’s name
         5. Funding Type: System auto-populates
            1. Dollar funding type only
               1. Burden Multiplier (required): The percentage of the pay rate that must be added to account for all associated fees. Enter as a decimal.
         6. Cost Center (required): The cost center in which the employee will provide the service
         7. Employee Number (optional): Recommended for use when an employee can work for multiple employers and has a unique employee number for each
         8. Pay Rate Name (required)
         9. Pay Rate (optional): Defaults to 0. If the client has a unique pay rate, it will default to that pay rate. This number can be changed if there is a unique pay rate for this service account.
         10. Effective Date (optional): The date the pay rate is effective
         11. Daily Pay Max (optional): Enter if the pay rate will switch to daily after a set number of hours
         12. Daily Rate (optional): Required if a daily pay max is entered
         13. Min Units Per Punch (optional): Enter if a minimum number of billing pay units must be used when the employee clocks in under this service account
         14. Max Units Per Punch(optional): Enter if the employee may not exceed a maximum number of billing pay units in one shift
         15. Start Date(optional): If a date is entered, the employee will not be able to make a punch before this date.
         16. End Date(options): If a date is entered, the employee will not be able to make a punch after this date.
         17. Payroll Modifier (optional): Used for extra pays. A way to differentiate additional service on the payroll file. A code, not an amount (i.e., TRANS).
         18. **Account Reference(optional)
         19. Grace Period: Defaults to disabled. By clicking enabled, the grace period for a certification template that is linked to this service account will be permitted.
             1. Grace Period Expiration: The date the grace period will expire based on the time frame associated with the linked certification template
         20. EVV Exempt: Yes or no options, defaults to no.
         21. Allow Overlapping Pay Rates: Check this box to allow overlapping pay rates
             1. See Pay Rates Guide for details
         22. EVV Frequency Type (Hourly Only): If the service code is set to require EVV, this field is required.
         23. Case manager (optional)
         24. Status: Defaults to active. Switch to inactive when this is no longer a valid service account.
      2. Administration/Drive/Training/Vacation/Sick/Holiday
         1. Cost Center (required)
         2. Pay Rate Name (required)
         3. Pay Rate(optional): Defaults to 0. This number can be changed if there is a unique pay rate for this service account.
         4. Min Units Per Punch (optional): Enter if a minimum number of billing units must be used when the employee clocks in under this service account
         5. Max Units Per Punch (optional): Enter if the employee may not exceed a maximum number of billing units in one shift
         6. Start Date(optional): If a date is entered, the employee will not be able to make a punch before this date.
         7. End Date(options): If a date is entered, the employee will not be able to make a punch after this date.
         8. **Account Reference (optional)
         9. Grace Period: Defaults to disabled. By clicking enabled, the grace period for a certification template that is linked to this service account will be permitted.
            1. Grace Period Expiration: The date the grace period will expire based on the time frame associated with the linked certification template
         10. Status: Defaults to active. Switch to inactive when this is no longer a valid service account.
      3. Residential Program/Day Program/Group Service/Parenting Program
         1. All fields from Administration/Drive/Training/Vacation/Sick/Holiday
      4. PTO
         1. All fields from Administration/Drive/Training/Vacation/Sick/Holiday, and:
         2. PTO Increment(optional): Enter if PTO can only be entered in a set increment (i.e., 8 hours)
      5. Mileage
         1. All fields from Administration/Drive/Training/Vacation/Sick/Holiday, and:
         2. Payability: Defaults to payable. Change to not payable if the employee will not be paid for this service.
8. Click Save to continue and Yes to confirm

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1. Follow the steps in Create Employee Profiles section to create an employee (base user profile)
2. Click Settings on the main menu
3. Click Roles onthe submenu
4. Click Actions
5. Select Manage Role
6. Search by name for the newly created employee
7. Select a Supervisor in the Role field
8. Search and select a cost center
9. Click the + icon to add the supervisor role to this employee
10. Click Save to continue and Yes to confirm

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1. Follow the steps in Create Employee Profiles section to create an employee (base user profile)
2. Click Settings on the main menu
3. Click Roles onthe submenu
4. Click Actions
5. Select Manage Role
6. Search by name for the newly created employee
7. Select Employer in the Role field
8. Search and select a cost center
9. Click the + icon to add the employer role to this employee
10. Click Save to continue and Yes to confirm

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1. Log into DCI
2. Click Home on the main menu
3. Click Case Workers on the submenu
4. Click Actions
5. Select Add New Case Worker. Complete the form wizard.
   1. Basic Demographics tab:
      1. First Name (required)
      2. Last Name (required)
      3. Address (required)
      4. Time Zone (optional): Select from drop-down
      5. Phone (required)
      6. Alternate Phone (optional)
      7. Mobile Number (optional)
      8. Email (required)
      9. Cost Center (required)
      10. Funding Source (optional): Select from the drop-down and click the + icon to add
      11. **Profile Reference (optional)
      12. Can View Notes (required): Defaults to no. If yes is selected, can view notes linked to clients and punches.
      13. Can View Attachments (required): Defaults to no. If yes is selected, can view attachments linked to clients and punches.
      14. Click Next
   2. Authentication Information tab:
      1. Enable Case Worker Login (optional): If checked, allows the case worker to log in.
      2. Username (required)
      3. Password (required if Enable Case Worker Login box is checked)
      4. Confirm Password (required if Enable Case Worker Login box is checked)
      5. Authentication Status: If Enable Case Worker Login box is not checked, options will be disabled or locked. Select disabled if the case worker is no longer active. Select locked to temporarily prevent the case worker from logging in. If Enable Case Worker Login box is checked, the field will be locked too active.
      6. Click Next
      7. Review Summary tab
6. Click Save to continue and Yes to confirm
7. To link a case worker to a funding source, complete the following:
   1. Log in to DCI
   2. Click Home on the main menu
   3. Click Case Workers on the submenu
   4. Search for and locate the case worker
   5. Click anywhere in the row to open the Case Worker Details page
   6. Click Actions
   7. Select Edit Case Worker. In the form wizard, select the Basic Demographics tab.
      1. Select Cost Center
      2. Select one or more funding sources from the drop-down
      3. Click the blue + icon to add the funding source
8. Click Save to continue and Yes to confirm

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