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Description: In this topic, the user will learn how to add and manage fobs. The Electronic Visit Verification (EVV) fob is an option for clients who live in regions that have little or no access to the internet and have no access to phone lines. This option allows the client to receive service while meeting the standards for electronic visit verification. EVV fob is used for employees to clock in/out for hourly, Residential Programs, Day Programs, and Parenting Programs.
Role Required: Super User, Supervisor
Permission Required: N/A
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Managing Fobs
Please check in with a system administrator before making any changes to EVV FobsDescription: In this topic, the user will learn how to add and manage fobs. The Electronic Visit Verification (EVV) fob is an option for clients who live in regions that have little or no access to the internet and have no access to phone lines. This option allows the client to receive service while meeting the standards for electronic visit verification. EVV fob is used for employees to clock in/out for hourly, Residential Programs, Day Programs, and Parenting Programs.
Role Required: Super User, Supervisor
Permission Required: N/A
Managing Fobs
Please check with a system administrator before making any changes to EVV Fobs.
Order FOBs
Log in to DCI
Navigate to the DCI Help Center by clicking Help in the upper right-hand corner of the main menu on the dashboard
Click the blue Submit a Request link
The sign-in page will open. Enter the Help Center credentials (email and password) and click the blue Sign in button
The Help Center credentials are different than the DCI Portal credentials
Complete the form as follows:
Subject - FOB order request
Description - Include the following:
Number of FOBs needed
Shipping address with recipient name (Attention to:)
Your Name - Enter the name of the person submitting the ticket
Your Organization - Enter the name of the organization
Requested Completion Date - Only enter if the request is urgent
Page URL - N/A
Attachments - N/A
Click the gray Submit button at the bottom of the form. A member of the DCI Support Team will be in touch soon!
Please sign off on the DocuSign invoice for the FOBs upon receipt. FOBs will ship after signing.
To view the status of open tickets, click on the user's name in the upper right-hand corner of the screen, and select My Activities from the drop-down menu.
Add a Fob to an Existing Client
Log in
...
to your personal profile
...
Click Home
...
from the main menu
...
Click Clients from the submenu
Click
...
the Actions button
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Click Add New Fob
...
button to open the form wizard
Ensure the client's name that populates is the correct client
Enter the serial number from the back of the fob into the
...
field FOB Serial Number
Touch the button on the front of the fob to generate a code and enter it into
...
the Code
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field
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Click Save then select Yes on the confirmation window
Manage a Fob for an Existing Client
Log in
...
to your personal profile
...
Click Home
...
from the main menu
...
Click Clients from the submenu
Click
...
the Actions button
...
Click Manage Fob
...
from the menu
Verify the serial number is correct then touch the button on the front of the fob to generate a code
Enter the one-time code into
...
the Code field
...
Note – this is a unique code that will change every time the button is pressed
...
Click Save then select Yes on the confirmation window
Remove a Fob from an Existing Client
Log in
...
to your personal profile
...
Click Home
...
from the main menu
...
Click Clients from the submenu
Click
...
the Actions button
...
Click Remove Fob
...
from the menu
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Click Save then select Yes on the confirmation window
Recycle Broken FOBs
When FOBs no longer function, please recycle them. The FOBs have button-cell, or coin batteries like batteries in a watch. Please see the following federal site for button-cell or coin battery recycling guidance: EPA - Used Household Batteries
View all Clients that are Assigned a Fob in your Database
Log in to a profile with the appropriate role and/or permission via the DCI website
...
Click Settings from the main menu then EVV from the submenu to open the flyout menu
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Click EVV FOBS
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from the flyout menu
You will find the following information:
Serial Number
Profile ID
Profile Type
Name (from Profile)
Cost Center
Filter by:
Serial Number
Profile Type
Name
Cost Center
EVV Fob Service Code
*Once the EVV Fob method has been approved by your supervisor for a particular client and/or service, proceed with the steps below.
Service Code with EVV
Create a new service code with EVV. Enabling EVV will enable EVV on a service code will enable it for Fob EVV. There is no setting Fob EVV prompt to select.
...
Log in to a profile with the appropriate role and/or permission via the DCI website
Click
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Settings from the main menu then Funding Sources from the submenu
Choose the Funding Source where you would like to create a new Service Code for
...
Click Actions
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Click New Service Code
To enable EVV:
Fill out all required fields per usual
...
For EVV Required click Yes
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Click Save then select Yes on the confirmation window
Edit an Existing Service Code to comply with EVV
...
Log in to a profile with the appropriate role and/or permission via the DCI website
...
Click Settings from the main menu then Funding Sources from the submenu
Choose the Funding Source where you would like to
...
edit the Service Code for
Scroll down and click on the service code you wish to edit to open the Service Code Details screen
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Click Actions then click Edit Service Code
Verify the toggle button next
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to EVV Required
...
is set to
...
Yes
...
Click Save
...
then click Yes on the confirmation window
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 the EVV frequency setting. EVV Location will will not be be required at interval check-ins.
EVV Service Account
Create a new EVV Client Service Account
Sign into your Personal Profile
...
Click Home
...
on the main menu
...
Click Clients
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on the submenu
Search for the client by typing their name in search filters and selecting the name when it comes up
...
Click Search
Select the client from the table by clicking anywhere in the row
This will open up
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the Client Details
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page
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Click Actions
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button
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Click New
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Service Account from the actions dropdown
Fill out
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the form
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wizard as usual
Next, set
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the EVV Frequency Type. This can be set to
Clock Out Only
Clock In and Out
Clock In, Out, and Defined Intervals During Shift
If you select this option you will also have to define the intervals in minutes
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Click Save then select Yes on the confirmation window
Edit an existing Client Service Account to comply with EVV
Log in to
...
DCI with your personal profile
...
Select Home
...
from the main menu
Select the Clients
...
tab from the submenu
Search for the client by entering the name and using the filters, then select
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the Search
...
button
The search results will update in the table below the search box
Click anywhere in
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the client row
...
to open up the Client Details page
Select
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the Accounts
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tab located below the details window
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Select the account
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that needs to be deactivated or edited
Select
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the Actions
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button
Select
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Edit Account
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from the actions dropdown
Next, set
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the EVV Frequency Type. This can be set to
Clock Out Only
Clock In and Out
Clock In, Out and Defined Intervals During Shift
If you select this option you will also have to define the intervals in minutes
...
Click Save then select Yes on the confirmation window
EVV Punches
View a Punch
Sign in to
...
your Personal Profile
Click
...
Home on the main menu
...
Click Entries
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on the submenu
Use the filters to search for specific punches and
...
select Search
The Entries table will display all punches or will be updated with the search criteria
Open the
...
punch by clicking anywhere in the punch entry row
The Punch Details page will display for your review
Clock In and Clock Out EVV Locations are listed in the EVV Details box on the Punch Details
...
Page in the EVV details
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section
Approve or Reject a Punch
Sign into your Personal Profile
...
Click Home
...
on the main menu
...
Click Pending Entries
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on the submenu
Use the filters
...
to Search for a punch or group of punches
...
and select the
...
Search button
...
The Entries table will update with the results based on the filter criteria entered
In the Entries table below the search box, locate the punch to take action on
Click
...
the A
...
in the entry row
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to approve
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the punch
...
Click Yes
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in the confirmation alert window
Click the
...
red R
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in the entry
...
row to reject the punch
...
Click Yes
...
in the confirmation alert window
Click anywhere in the entry row
...
to view the Punch Detail page
Edit a Punch
Log in to a profile with the appropriate role and/or permission via the DCI website
...
Click Pending Entries
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from the
...
submenu
Below the search box, in the entries table, click anywhere in
...
the punch row of the punch you want to edit
Optionally use the filters to search for punch and
...
click Search, the table will update based on the filters entered
Please note: Edits can only be made a punch in a pending status
View the punch details on the Punch Details Page
...
Click Actions
...
button
...
Click Edit Entry from the actions dropdown
Make the necessary changes to the Edit Entry form wizard
If your organization requires a Reason Code when editing a punch,
...
click on
...
the Blue Plus (+) Sign
...
button next to the Reason field
Select a reason
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from the Add Reason Codes
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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
...
to enter text before saving.
Click
...
the Blue Plus (+) Sign
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next to
...
the Add Reason
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Codes drop-down to add your selection to
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the Added Reason Codes
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box
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Click Save
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Click Yes
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on the confirmation alert window
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The original punch status
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has changed
...
to rejected, view the details on the Punch Details page
...
A new punch
...
with the corrections has been generated and is in
...
a pending status
The new punch will have a Ref. Entry # listed and links it to the original punch
To view the original and new punch,
...
select Entries
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on the submenu
Both punches are listed in
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the Entries table
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below the search box
EVV Reports
The following are the EVV report options. The Fob Report is going to have information about Fob EVV.
EVV Entries Report
Geofence Report
EVV Phone Report
FOB Report
Portal Sign Off Report
Access EVV Phone Report
...
Log in to a profile with the appropriate role and/or permission via the DCI website
...
Click Reports in the main menu then EVV Reports on the submenu
The flyout menu options display all EVV reports, click
...
the Fob Report.
EVV Fob Imports
Fobs Fobs can be imported into DCI. To learn about how to do imports, see the “Admin Guide - Import Module” in the DCI Help Center.
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