Description: In this topic you will learn how to set up and manage the EVV phone system. EVV phone is an option for clients who live in regions that have little or no access to the internet. This option allows the client to receive service while meeting the standards for electronic visit verification. EVV phone is used for employees to clock in/out for hourly, Residential Programs, Day Programs and Parenting Programs.
*Please note: EVV phone has multi-language capability. This requires an instance level setting change. Please contact your DCI representative to learn more about multi-language functionality.
Role Required: Superuser
Modified Role: Supervisor and Employer have access to some, but not all of this functionality. The system administrator should be the point person on phone prompt changes.
Permission Required: Funding Source Admin, Client Admin, Report Admin
DCI comes with standard phone prompts. During the implementation process, a DCI implementation specialist may configure those prompts per the agency's requirements. Please check in with your System Administrator prior to making any changes to EVV Phone Prompts.
Greeting Message – “Hello! Thank you for calling the DCI time keeping system.”
SSN Authentication – “Please enter the last four digits of your social security number.”
SSN Re-authentication – Please re-enter the last four digits of your social security number.”
Pin Authentication – “Please enter your pin.”
Employee Authentication Failed – “We are unable to locate your employee record. Please contact your supervisor.”
Exceeded Attempts – “You have exceeded the number of attempts allowed.”
Date of Birth Authentication – “Please enter your birth month and date. For example, June 4th would be 0604.”
Invalid Selection – “You have made an invalid selection.”
No Employee Record – “We are unable to recognize the number you are calling from, please try again from an approved number.”
Punch Should Be Closed – “We are unable to continue until your punch is closed.”
Punch Validation Failed – “Punch validation failed. Please contact your supervisor.”
Unknown Number – Profile – “We are unable to locate any profiles that matches the number you are calling from. Please call back from a valid number or contact your supervisor if you feel this is an error.”
Inactive Hourly Service Account – “There is no active hourly service account for this client. Please verify you have selected the correct client, or contact your supervisor.”
Inactive Authorization – “There is no active authorization for this client. Please contact your supervisor.”
Inactive Residential Client Service Account – “The client you have selected does not have an active residential account. Please verify your entry. If you feel this is an error, contact your supervisor.”
Confirm Client PIN - "Confirm Client PIN"
Initiate Client Validation - "Initiate Client Validation"
Good Bye Message - "Thanks for calling. Good Bye ."
Client PIN Failure - "Client PIN authentication failed."
Log in to your Personal Profile
Option A
Option B
These reports contain the following information:
Date of call
Start Time/End Time
Prompt Language
Account Type i.e. Hourly/Residential/Day/Parenting Program
Cost Center
Phone Number
Client/Program Name
Employee Name
Result
In order to find the most relevant information, the system allows the ability to filter the report by:
Date of Call
Account Type i.e. Hourly/Residential/Day/Parenting Program
Cost Center
Phone Number
Employee Name
Client Name
Once the EVV Phone method has been approved by your supervisor for a particular client and/or service, proceed with the following steps.
Create a new service code with EVV. Enabling EVV will enable EVV on a service code will enable it for Phone EVV.
The supervisor will set the EVV frequency on the Service Account. EVV Location will be required at Clock Out or Clock In/Out, depending on EVV frequency setting. EVV Location will not be required at interval check-ins.
Creating an EVV location for a client, enables to opportunity to associate a landline phone with that client's EVV location. While DCI does not have a phone verification service, you can mark a phone number as verified or not verified when creating an EVV location.
If a phone is Verified in EVV locations, the result on the EVV Call Log will show Successful
If a phone is Not Verified in EVV locations, the result on the EVV Call Log will show Unrecognized Number
*For new client profiles, follow steps 6 through 15 when you get to the EVV Location tab of the Add New Client Wizard.
No action is required on the part of the employer or supervisor for EVV phone. To review punches that were submitted via phone or with EVV:
*Please note that EVV Phone will not appear in the EVV Verifications table.
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.
There is no action required by the employer or supervisor on historical entries, but you may want to prompt the employee to use an EVV compliant method if these occur frequently.
The following are the EVV report options. The EVV Phone Report is going to have information about Phone EVV.
EVV Entries Report
Geofence Report
EVV Phone Report
FOB Report
Portal Sign Off Report
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