Description: In this topic, the user will learn how to enter or edit a punch with a reason code and reason code text note. The organization may require a reason code and a reason code text note when entering or editing a punch in the web portal.
Role Required: Employee (base user)
Permission Required: N/A
Enter a Punch with a Reason Code in the Web Portal
Log in to personal profile in the DCI web portal
Click the blue Add Entry button on the dashboard
Complete the Add New Entry form wizard
Entry Type: Punch defaults
Employee Name: Auto-populates the name of the employee logged in
Account Type: Available options depend upon the authorizations
Client: Type and select the client name from list
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 after the name is selected. Shows how many hours or units are remaining on the authorization. Some organizations do not display Remaining Balance.
Check In/Check Out: Enter the clock in/clock out times. Both fields are required. Clicking in the field displays a time drop-down in half hour increments. Specific time can be entered directly into the field.
EVV Method: For web portal time punches, this option will be Portal Signoff. The only exception is if FOB is enabled for the organization
Clock in EVV Location: Where the service was performed. There may be one or more options available depending on the client. This field will not be visible if EVV locations have not been 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. There may be one or more options available depending on the client. This field will not be visible if EVV locations have not been defined for the client.
Check Out Date: This field is tied to the date of service and cannot be edited
Reason: The organization may require a reason code when entering a punch, explaining why a non-EVV compliant method of time entry has been added. To select a reason code:
When adding an entry, if there is a field that says Reason, click on the blue Plus (+) Sign
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 an edit is needed
Some Reason Codes require an additional field called Add Note to be completed. Enter a free form reason then click the Blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes Click Yes to confirm. The reason code has now been added.
Diagnosis Code (optional): Enter ICD-10 code
Notes (optional): Enter notes per organizational requirements
Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment
Click Save and Yes to confirm
Edit a Punch in the Web Portal with a Reason Code
Log in to personal profile in the DCI web portal
Click Home on the main menu
Click Entries on the submenu
Search for the entry by using the search filters and click Search
Please note: Employees may only edit entries in Pending status, except residential and day program entries which cannot be edited by the employee. See the punch entries status section of the article Status - Quick Reference for details.
Click on the entry in the table
Click Actions
Click Edit Entry in the drop-down menu
Edit fields as needed in the Edit Entry form wizard
Reason: The organization may require a reason code when entering a punch, explaining why a non-EVV compliant method of time entry has been added. To select a reason code:
When adding an entry, if there is a field that says Reason, click on the blue Plus (+) Sign
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 an edit is needed
Some Reason Codes require an additional field called Add Note to be completed. Enter a free form reason then click the Blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes Click Yes to confirm. The reason code has now been added.
Click Save and Yes to confirm
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