Description: In this topic you will learn the workflow for punches requiring Electronic Visit Verification. Electronic Visit Verification (EVV) is now required by most funding sources in order for services to be paid for. If you 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.
Role Required: Employee (base user)
Permission Required: N/A
Key Points for punches requiring EVV
There are several methods in which EVV can be obtained:
Mobile App - EVV can be obtained by:
Client Picture/Facial Recognition - A picture taken of the client at clock out using the employees smart device.
NOTE: Photos are used for verification purpose only and are not stored or accessible on the employees device. Please refer to FAQ: How Does DCI use Client Photos? on our help center.
Client Signature - The employees mobile device will be used to obtain an electronic signature at clock out.
Client PIN/Password - The client or authorized representative must enter their pin or password on the employee's mobile device at clock out.
Secure Fob - A fob device is fixed in the client's home. The employee with get a code from the fob at clock in and at clock out.
Voice - The client provides a voice recording on the employee's mobile device at clock out.
Portal Signoff - The client or authorized representative must log onto the web portal and sign off using this method.
Portal/Mobile Web
Secure Fob - The employee enters codes obtained by from the fob device. No action needs to be taken here.
Portal Signoff - The client or authorized representative must log onto the web portal and sign off using this method.
Phone
Phone 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 will have to provide their pin during this call. Historical phone entries are not EVV compliant.
If EVV is not obtained during the shift via mobile app, the client/guardian will be required to log in to the portal and perform manual Portal Sign Off
EVV details can be viewed by navigating to the Punch Details Page
EVV Details Box - overview of EVV
EVV Verifications Tab - shows all mobile app verifications
If a pending punch is edited, the corrected punch will require Client Portal Sign Off
If an approved punch is edited, it is not necessary to re-obtain EVV/Client Portal Sign Off
For full details on each EVV Method, please refer to the Electronic Visit Verification (EVV) Guide in our help center.
Mobile App
EVV Frequency – This is set on the employee service account and is specific to the employee, member and service provided.
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. (I.e. 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
*The instructions below simulate a punch with EVV frequency type set to clock in and out
Choose a service code from the dropdown menu
You will only see service codes available for the client you have selected
Click Continue
Click Confirm Clock In
Next you will see clock in verification required. There are four options for verification:
Pin/Password, E-Signature, Picture, Fob, Voice, and Portal Sign Off
You can select any of these buttons to complete your clock in verification.
NOTE: some of the listed options may not be enabled for your agency. Please contact your supervisor if you have any questions.
EVV Instructions:
Pin or Password
Click PIN or Password.
Hand the device to the client or authorized representative.
The client or authorized representative enters their PIN or Password and hands the device back to you.
NOTE - If the client or authorized representative enters their PIN or Password or Password incorrectly too many times, the PIN or Password option becomes unavailable for this clock out and you must choose another verification method. The amount of times a password can be entered incorrectly is set by your organization. The PIN or password option will be available again for your next shift.
Click Submit.
Click Confirm to validate PIN or password.
E-Signature
Click E-Signature.
Hand the device to the client or authorized representative for them to draw their Signature on the screen.
If they approve their signature click Save.
If they want to try again, click Clear.
They can repeat this as many times as they wish until they are happy with their signature.
Once the signature is saved, click Confirm to validate Signature.
Picture
Click Picture.
The camera on your device will turn on.
Click the Check icon to take the picture.
To retake the picture click the Refresh icon.
To cancel taking a picture click the X icon.
Click Confirm to validate the picture.
Voice
Click Voice
Allow DCI EVV to record audio by clicking While using the app
The Voice Verification window will open
Click the Red button at the bottom of the page to start voice recording
Hand the device to the client and have them speak into the device to record their voice
Click the Red button at the bottom of the page again to stop voice recording
Click the Blue Save text on the Main Menu to validate the voice recording
Portal Signoff
Click Portal Sign Off
Click Confirm
NOTE: If the consumer is not present, willing or able to complete one of the real-time sign off options, then Portal Sign Off may be an option for you. The signoff process is not complete until the Consumer or Consumer Employer representative logs in and signs off on the entry in the DCI web portal.
Click Save
Click Confirm
You are now on the clock and will not need the mobile app again until clock out. For further instructions on how to use the mobile app, please visit our help center.
Clock Out
Login to your personal profile.
Click the blue Continue to Clockout button.
Click Confirm.
Click the Client Verification Method.
There are five different verification options: Pin or Password, E-Signature, Picture, Voice, and Portal Sign-Off. Depending on your organization, you may or may not have all three options available. We have detailed guides on each method available in the help center. The follow is a brief overview of each method.
Pin or Password
Click PIN or Password.
Hand the device to the client or authorized representative.
The client or authorized representative enters their PIN or Password and hands the device back to you.
NOTE - If the client or authorized representative enters their PIN or Password or Password incorrectly too many times, the PIN or Password option becomes unavailable for this clock out and you must choose another verification method. The amount of times a password can be entered incorrectly is set by your organization. The PIN or password option will be available again for your next shift.
Click Submit.
Click Confirm to validate PIN or password.
E-Signature
Click E-Signature.
Hand the device to the client or authorized representative for them to draw their Signature on the screen.
If they approve their signature click Save.
If they want to try again, click Clear.
They can repeat this as many times as they wish until they are happy with their signature.
Once the signature is saved, click Confirm to validate Signature.
Picture
Click Picture.
The camera on your device will turn on.
Click the Check icon to take the picture.
To retake the picture click the Refresh icon.
To cancel taking a picture click the X icon.
Click Confirm to validate the picture.
Voice
Click Voice
Allow DCI EVV to record audio by clicking While using the app
The Voice Verification window will open
Click the Red button at the bottom of the page to start voice recording
Hand the device to the client and have them speak into the device to record their voice
Click the Red button at the bottom of the page again to stop voice recording
Click the Blue Save text on the Main Menu to validate the voice recording
Portal Signoff
Click Portal Sign Off
Click Confirm
NOTE: If the consumer is not present, willing or able to complete one of the real-time sign off options, then Portal Sign Off may be an option for you. The signoff process is not complete until the Consumer or Consumer Employer representative logs in and signs off on the entry in the DCI web portal.
Add optional notes or attachments.
Once EVV verification has been completed, you are able to add notes and attachments from your visit.
The note functionality works using the keyboard of your mobile device. You can enter notes in DCI the same way that you would type a text message or email on your mobile device. This means that if you have talk-to-text option on your mobile device, you can use the microphone feature to enter your notes by talking.
Entering notes is Optional, follow your organization’s requirements regarding note taking.
Add Attachment is an Optional field that allows you to take a picture and add it to the note. This is optional as well.
Click Confirm Clock Out.
Your shift details will be displayed, click Home to return to the Dashboard.
Portal/Mobile Web
The portal or mobile web may be used for fob, historical, and mileage entries. Fob entries are EVV compliant. Historical entries are not EVV compliant.
EVV compliance states that time entries should be made in real-time at the time of service. Historical entries refer to time entries that are made after the date of service meaning they are not in compliance with EVV rules. Your funding source may require a reason code for why you were unable to complete your time entry using an EVV compliant method.
Use a DCI Fob
At the beginning of the shift, you will locate the DCI Fob that is in a fixed place in the Client’s home.
Press the red button on the Fob at the start of the shift. Write down the 6-digit token and your start time on the paper timesheet.
Most programs or organizations will provide a timesheet for capturing this information
Press the red button on the Fob at the end of the shift. Write down the 6-digit code and your end time on the paper timesheet.
The paper timesheet is used each day for the same pay period for which services are being provided.
Enter Fob Tokens on the portal
Login to your personal profile
Click the blue Add Entry on the Dashboard
The Add New Entry form wizard will open
Complete the Add New Entry form wizard
Entry Type: Default is set to Punch Entry and most users have this as the only options. More entry types may appear based on the type of programs that the user is authorized to work.
Employee Name: Name of the employee who is logged into the system. This field is not editable.
Account Type: Default is set to Hourly and this may be the only option unless otherwise authorized.
For example, if your service plan includes client transportation, you would click the drop down and select the authorized option.
Client: Enter the client name and then select from the list below.
Start entering the letters of the name until the system display names.
Many names look similar, so validate that the correct client is selected.
Service Code: The service code(s) authorized for the client. Select the one that is most appropriate for the service rendered.
Service Date: The date the service took place, please ensure that it is within the acceptable date range of the organization.
Remaining Balance: This is specific to the client and appears once the name is selected. It shows how many hours or units are remaining on the authorization.
Some organizations do not display Remaining Balance.
Check In/Check Out: Here is where to enter the clock in/clock out times. Both fields are required. When you click in the field a time dropdown will display in half hour increments.
Time can be entered directly into the field.
Or select the time from the dropdown if the shift started or ended at either the top of an hour or half past the hour.
EVV Method:
Secure Fob: Enter your start and end tokens recorded from the fob device.
This information should be written down on your paper time sheet.
It is important that the fob tokens are accurate. If you do not have the fob token correct from the device for your portal entry, the entry will be considered not compliant. This will require client or authorized client representative sign off.
Portal Signoff: Select this for historical entries. These entries require client or authorized client representative sign off. They are not considered EVV compliant and should only be used when necessary. These may require reason codes, see below.
Clock in EVV Location: Where the service was preformed. There may be one or more options available depending on the client.
This may also be blank if no EVV locations were defined for the client.
Clock out EVV Location: See above. This should remain the same as the Clock in location unless the service ended in a different location.
This may also be blank if no EVV locations were defined for the client.
Check Out Date: This field can not be edited and is tied to the Service.
Diagnostic Code: Enter ICD-10 code (optional).
Notes: Enter notes per your organization’s requirements (optional).
Attachment: Select to attach a file. Examples include receipts, photos.
Select Save
Select Yes in the confirmation alert window to confirm the punch
Reason Codes
Your program may require a Reason Code when entering a punch. This explains why you are using a non-EVV compliant method of time entry.
Add a Reason Code to the edit
Follow steps a-j from above
While completing the form, if there is a field that says Reason, click on the Blue Plus (+) Sign button
This adds two additional fields to the form: Add Reason Codes and Added Reason Codes
Select a reason from the Add Reason Codes drop down that best describes why you need to make the edit
Some Reason Codes require a text explanation. If you select a Reason Code with this requirement, a text box will appear and it is required that you enter text before saving
Click the Blue Plus (+) Sign next to the Add Reason Codes drop down to add your selection to the Added Reason Codes box
Your Reason Code has now been added and you can proceed to save your edits
Complete optional steps k-m from above
Click Save
Click Yes on the confirmation window
Phone EVV
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 instruction below is an example of how to use Phone EVV. 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.
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 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 Entries
Historical Phone Entries 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 Entries requires that the client or authorized client representative verify the historical time entry.
Historical phone entries require the client or authorized client representative to key in their pin on the landline phone once 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 necessary. 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 effort should be made to ensure an EVV compliant method is completed at the time.
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.
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