Description: In this topic you will learn how to make a punch that is EVV compliant on a landline phone. Phone EVV is an option for clients who live in regions that have little or no access to a cellular or internet network, but have landline phone access. This option allows the client to receive service while meeting the requirements for EVV. Phone EVV is an IVR (interactive voice response) automated phone system meaning that the automated voice on the phone will ask questions and the user will enter there response by using the landline key pad. Each organization has the ability to configure their automate prompts. The questions used by your organization may vary. Phone EVV must be used with a landline. Phone EVV can be used for both real-time (at the time of service) or historical (after the service was completed) entries. This guide will provide steps for both real-time and historical entries.
Role Required: Employee (base user)
Permission Required: N/A
Real-Time Phone EVV Clock In
The following is an example of how to clock in using DCI Phone EVV for real-time punches. Please note that the questions or voice prompts at your organization may be different.
Arrive at your client's house to start your shift. Prior to starting your shift, pick up the client's Landline Phone and Dial the phone number provided by your organization.
You must use the client's Landline Phone in order for the punch to be EVV compliant.
An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number on the landline keypad.
NOTE: Some organizations offer multiple languages. If your organization supports this feature, the system may ask you to select your preferred language prior to entering the last four of your social security number.
When prompted, enter your Four-Digit PIN, which will be provided by your organization.
When prompted, enter your date of birth, month and day, i.e., (January 01 - enter 01 01)
When prompted Press 1 for Hourly Services
The system will read the name(s) of client associated with the landline phone number you are calling from. Press the number on the keypad associated with the client, for example, Press 1 for John Smith.
If there is one consumer associated with the landline number, the system will read only one name.
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.
Press 1 for Real Time.
Here the options will be to press 1 for Hourly Service or 2 for Historical Entries, we will cover Historical Punches later in this guide.
Press 1 to confirm the service code, for example, Press 1 for Respite.
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
The system will read how many hours are left on the current authorization. If you wish to continue, Press 1. Otherwise, Press 2 to end the call.
This is a configurable setting that is not used by all organizations.
Move on to next step if no balance announced
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.
Real-Time Phone EVV Clock Out
The process for clocking out will be similar to the process for clocking in. Please note that the questions or voice prompts at your organization may be different.
At the end of your shift, pick up the client's Landline Phone and Dial the phone number provided by your organization.
You must use the client's Landline Phone in order for the punch to be EVV compliant.
An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number on the landline keypad.
NOTE: Some organizations offer multiple languages. If your organization supports this feature, the system may ask you to select your preferred language prior to entering the last four of your social security number.
When prompted, enter your Four-Digit PIN, which will be provided by your organization.
The system will say that you have an opened punch, when prompted Press 1 to confirm that you want to close the punch.
The punch will be closed, Press 2 to disconnect.
You do have the option to start a new shift right away if you Press 1.
For example, you just completed your Real-Time punch, but also have to complete a Historical punch. This option would allow you to stay on the line and complete both.
You are now clocked out. Please allow 3 to 5 minutes to complete this process.
Historical Phone EVV
Historical Phone EVV allows you to log time after your shift has already happened. Since the shift has already happened, you will enter your clock in and clock out times at once during the call. Also, Historical Phone EVV requires that the client or authorized client representative verify the historical time entry.
Historical time entries can happen for many reasons. A 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 organization may be different.
Your client or authorized representative must be present for historical punches. When they are present, pick up the client's Landline Phone and Dial the phone number provided by your organization.
You must use the client's Landline Phone in order for the punch to be EVV compliant.
An automated voice will greet you and ask you to enter the last Four Digits of your Social Security Number on the landline keypad.
NOTE: Some organizations offer multiple languages. If your organization supports this feature, the system may ask you to select your preferred language prior to entering the last four of your social security number.
When prompted, enter your Four-Digit PIN, which will be provided by your organization.
When prompted Press 1 for Hourly Services
The system will read the name(s) of client associated with the landline phone number you are calling from. Press the number on the keypad associated with the client, for example, Press 1 for John Smith.
If there is one consumer associated with the landline number, the system will read only one name.
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.
Press 2 for Historical.
Here the options will be to press 1 for Hourly Service or 2 for Historical Entries as referenced above.
Press 1 to confirm the service code, for example, Press 1 for Respite.
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
Enter Date of Service in MMDDYYYY format
Example: August 1, 2021 is 08012021
Enter Clock-In Time in HHMM format (Example: 8:30 is 0830)
Press 1 for AM or 2 for PM
Enter Clock-Out Time in HHMM format (Example: 4:45 is 0445)
Press 1 for AM or 2 for PM
The system will read back Punch Details, Press 1 to Confirm
At this point, the Landline Phone must be handed to the client or authorized client representative to verify the historical entry
The client or authorized client representative will Press 1 when ready
The client or authorized client representative listens to punch details and will Press 1 to Accept or 2 to Reject
The client or authorized client representative enters their PIN to validate
The client or authorized client representative must have their Four-Digit PIN, which will be provided to them by your organization.
NOTE: This is not the employee PIN, the client has a unique PIN
The call will end automatically.
Your historical punch is now recorded. Please allow 5 to 8 minutes to complete this process.