System Set-Up - Admin Guide

Description: In this guide, users will learn how to complete hourly system set-up, along with all profile types.

Roles Required: Super User, Varies by object

Permissions Required: Varies by object

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Contents

Overview

The information below is for an hourly service set-up in DCI.

After these steps are completed, the user can build any type of service or program in DCI.

This guide is foundational. Our help center has supplemental set-up guides for:

• Creating a day program, parenting program, residential program, and group services

• Granting roles, i.e., supervisor or employer, or permissions to a user account (employee profile)

• Profiles - guardian, case worker, or vendor

• System settings - business rules, holiday schedules

The purpose of this set-up guide is to establish a strong foundation. Enter key word(s) into the help center to locate additional resources.  

When reading below, certain steps will refer to the following information:

*Denotes fields in which data is stored but does not trigger action in another part of the system.

**Denotes an optional reference field available for use based on the unique needs of your business.

NOTE: If there are fields that are needed but not listed, they can be added using the Custom Fields functionality. Please refer to the Custom Fields Admin Guide for more details.

Create Cost Center

Description:  The department or other unit within the organization to which costs should be charged or revenue should be applied for accounting purposes. 

Roles Required: Super User

Permissions Required:  Cost Center Admin

Required Entities Before Creation:

• Super User access

Steps to create:

1. Log in to DCI

2. Click Cost Centers on the submenu

3. Click Actions

4. Select Add New Cost Center and complete the form wizard

   1. Cost Center Name (required): Generic cost center name recognizable by most users

   2. Cost Center Code (required): Accounting code

   3. Select State (required): State of the cost center

   4. **Cost Center Reference (optional)

   5. **Cost Center Reference 2 (optional)

   6. Certification Template (optional): Select if there are a set of certification requirements specific to the cost center

5. Status (required): Defaults to active. Switch to inactive when this is no longer a valid cost center.

6. Click Save to continue and Yes to confirm

Create Funding Source

Description: Entity that pays the organization to provide the service, defines specifications for those services, and issues authorizations for clients to receive said services.

Roles Required: Super User

Permissions Required: Funding Source Admin

Required Entities Before Creation:

• Cost Center

Steps to create:

1. Log in to DCI

2. Click Settings on the main menu

3. Click Funding Sources on the submenu

4. Click Actions

5. Select Add New Funding Source. Complete the form wizard.

   1. Name (required)

   2. Type (required)

   3. Address (required)

   4. Time Zone (optional): Select from drop-down

   5. Cost Center (required): Administrative or overhead cost center

   6. Phone (required)

   7. *Alternate Phone (optional)

   8. Authorization Automation Integration (optional): Auto updates authorization from the state

      1. Supports Automated Authorization Download: Currently only available in Oregon and Arizona for government funding sources.

      2. See Screen Scaping Guide for more details

   9. EDI (optional – required if using EDI):

      1. Enable EDI: Yes or no options, defaults to no.

      2. Enable EDI Transmission: Field becomes available if selected yes in enable EDI. Yes or no options default to no.

      3. EDI Sender ID: Unique id provided by DCI

      4. EDI Receiver ID: Unique id provided by DCI

   10. EVV (optional – client attestation): Click the blue plus (+) icon to enable EVV options. These options all have a yes or no option. Selecting yes will turn this option on and the employee will be able to select this EVV method when prompted:

       1. Allow Signature EVV Verification

       2. Allow Password EVV Verification

       3. Allow Pin EVV Verification

       4. Allow Picture EVV Verification

          1. If Yes, the following field appears:

             1. Perform Picture Facial Recognition

                1. If yes, the following field appears:

                   1. Picture Facial Recognition Threshold: Enter the minimum accuracy threshold

       5. Allow Voice Recording EVV Verification

       6. Allow FOB EVV Verification

       7. Allow Mobile App Client Signoff Verification

   11. Approve Unverified EVV (optional): Yes or no options. If yes is selected, auto approval will have the ability to approve the following:

       1. Picture

       2. Signature

       3. Voice Recording

   12. Allow Offline Mobile App (instance level setting): If enabled for instance, yes or no options, default is no. If yes is selected, offline mode will be enabled for this funding source.

   13. Email (required)

   14. Sleep Shift Start and End (optional): Enter if the funding source authorizes a defined sleep shift.

   15. **Provider Id (optional)

   16. **Profile Reference (optional)

   17. Status: Defaults to active. Select inactive when this is no longer a valid funding source.

   18. Exclude from Auto Approval: Yes or no options, default is no. Select yes to exclude entries from this funding source from being processed for auto-approval.

   19. Enable Auto Approval - Vendor Payments (FI Mode only): Yes or no options, default is no. Select Yes to allow vendor payments to flow through the auto approval process.

       1. If yes is selected, the Require Employer Sign-Off setting becomes visible.

       2. When Require Employer Sign-Off is set to Yes, Auto Approval of vendor payment entries requires Employer Sign-Off when the service code setting for Employer Sign-Off is enabled.

   20. Enable Auto Approval Reimbursements (FI Mode only): Yes or no options, default is no. When set to Yes, entries will always pass.

   21. Schedule Compare Logic (required): Select default or duration

   22. Require Reason Codes for Late Entries: Yes or no options, default is no. Select this to require a reason code for historical entries.

   23. Require Reason Codes for Manual Entries: Yes or no options, default is no. Select this to require a reason code for manual entries.

6. Click Save to continue and Yes to confirm

Create Service Code

Description: Service a client is receiving with specifications of how it should be provided and billed by the funding source. Completing a service code has many of the same fields regardless of account type. The process lists detail for all fields in the form wizard for hourly account type and highlights the differences for other account types. The hourly account type has the most fields and is the longest-form wizard. Other account types have many of the same fields, but some are omitted.

To create a different account type such as client transportation, group services, or day program, follow the steps below, but select the appropriate account type in step 9b.

Roles Required: Super User

Permissions Required:  Funding Source Admin

Required Entities Before Creation:

• Cost Center

• Funding Source

Steps to create:

1. Log in to DCI

2. Select Settings on the main menu

3. Select Funding Sources on the submenu

4. Search for a funding source in the search box

5. Select the funding source

6. View or edit by clicking anywhere in the funding source row

7. funding source details page will open

8. Click Actions

9. Select New Service Code. Complete the form wizard.

   1. Funding Source: Is populated from the funding source used to create the service code. The field is locked.

      1. If a service code is added directly from the funding source tab without first opening a funding source, the field is unlocked, and a funding source can be selected from the drop-down.

   2. Account Type (required): The type of program or service correlated with this service code.

      1. Hourly – 1 to 1 service

      2. Residential Program – client lives at the program

      3. Day Program – client travels to the program

      4. Group Service – 2 or more clients

      5. Parenting Program - client lives at the program

      6. Transportation – to and from the day program

      7. Client Transportation – used in conjunction with an hourly service

      8. Vendor (FI only) – vendor payments

   3. Service Code Name (required): User-friendly name. Employees will select when adding a punch.

   4. Funding Type (FI only - required): Options are dependent on account type. Select whether the authorization is for units or dollars.

   5. Billing Details: Click the blue plus (+) icon to expand the billing options

      1. Bill Code (required): Unique identifier provided by the funding source

      2. Bill Code Modifiers: Optional field allowing up to four bill code modifiers

      3. Billable: Defaults to yes. Select no if this is a non-billable service.

      4. Billing Unit (required for hourly units-based): The increment in which the funding source requires the service to be billed

      5. Billing Multiplier (required for hourly): Use to define hourly units for billing. Options are dependent upon account type but may include:

         1. Hourly – 60 minutes

         2. Half Hourly – 30 minutes

         3. Quarter Hourly – 15 minutes

      6. Default Billing Modifier (optional): Optional modifier, appears on the billing file

      7. Rounding Increment (required for hourly units-based): Select by minutes

         1. None – no rounding

         2. 15 – round by 15 minutes

         3. 30 - round by 30 minutes

         4. 60 - round by 60 minutes

      8. Rounding Type (required if the rounding increment is 15, 30, 60) – Select how to round

         1. Round – to the nearest

         2. Truncate – round down

         3. Increment – round up

      9. Billing Rollup Type (required): Entries will be reported by billing rollup ID by the client

         1. None – Each entry has a unique billing rollup id

         2. Daily – Entries with the same date and client have the same billing rollup id

         3. Weekly - Entries in the same week and for the same client have the same billing rollup id

         4. Monthly - Entries in the same month and for the same client have the same billing rollup id

   6. Payroll Details: Click the blue plus (+) icon to expand the payroll options

      1. Payable: If yes, all employee time entries associated with this service code will appear on the payroll file. If no, the employee will not be paid for time clocked against this service.

      2. Overtime Exempt: If yes, employee time entries associated with this service code will not count towards the accumulation of 40 hours to calculate overtime.

      3. Payback/Rebill (only for dollars-based): If Yes, overtime automatically reallocates to the correct date of service in the pay period.

      4. Default Pay Rate (optional): Entering a pay rate here will autofill the pay rate in all service accounts created with this service code.

         1. Default Pay Rate can be edited on the Service Account

      5. Has Max Pay Rate (optional): Defaults to no. If yes, this service code will have a max pay rate for any employee providing the service. This includes overtime.

      6. Max Pay Rate (optional): If yes, this field unlocks and becomes required.

   7. Show Remaining Balance: Defaults to no. If yes, when an employee creates a punch, the remaining authorization balance displays in units or dollars in the web portal, and displays total available time in the mobile app. 

      1. Please note: For dollars-based service codes, the remaining balances are estimates as they can be impacted by several factors such as overtime, changes in employee pay rates, or having multiple employees with different pay rates working for the same client.

   8. Remaining Balance Details: Click the blue plus sign (+) to expand the section

      1. Show Monthly Balance: If yes, the remaining monthly balance displays as time when employees create a punch in the mobile app. 

      2. Show Weekly Balance: If yes, the remaining weekly balance displays as time when employees create a punch in the mobile app. 

      3. Show Daily Balance: If yes, the remaining daily balance displays as time when employees create a punch in the mobile app.

   9. Enable for Mobile App (client transportation only): Defaults to yes meaning client transportation is allowed in the mobile app

   10. Allow Diagnosis Code: Defaults to yes. If no, this field will not appear when an employee adds an entry for this service code.

   11. Allow Employee Authorizations (hourly and client transportation only): Defaults to no. If yes, an authorization for this service code will require one or more employees to be linked to it.

   12. Allow Accrued Time Entries (hourly units-based only): Defaults to no. If yes, accrued time entries are permitted.

   13. Allow Reimbursements (hourly dollars-based only): Defaults to no. If yes, expense reimbursement entries are permitted.

   14. Allow Vendor Payments (hourly dollars-based and vendor only): Defaults to no for hourly dollars-based. If yes, vendor payment entries are permitted. Set to yes for vendor account type.

   15. Enable Employer Sign-Off (hourly dollars-based and vendor only): Defaults to no. If yes, vendor payment entries require Employer sign-off and Employers will have an Entries Requiring Sign Off submenu tab where they can sign off on or reject vendor payment entries that are in Pending status. This applies to vendor payment entries for account type Hourly, or Vendor with vendor payments enabled. This functionality is only applicable in the web portal.

   16. Enable Client Sign-Off (hourly dollars-based and vendor only): Defaults to no. If yes, vendor payment entries require Client sign-off. Clients may navigate to the Entries Requiring Sign Off submenu tab where they can sign off on or reject vendor payment entries that are in Pending status. This applies to vendor payment entries for account type Hourly, or Vendor with vendor payments enabled. This functionality is only applicable in the web portal.

   17. Allow Bonus Payments (hourly dollars-based only): Defaults to no. If yes, bonus payment entries are permitted.

   18. Require EVV Location: Defaults to no. If yes, all entries will require an EVV location.

       1. When the setting is enabled, employees will be required to select an EVV location at clock in and clock out for punch entries.

       2. If an EVV location is not selected, the user will receive an alert and the clock in or clock out cannot occur until the location is selected. 

   19. EVV Required: Defaults to yes meaning EVV will be required on all punches associated with this service code. EVV must be enabled to activate Phone EVV and/or FOB functionality.

   20. Enable Geofencing: Defaults to no. If yes, this service can only be provided within an established radius from approved locations.

       1. The punch is flagged for review, not rejected.

   21. Require Care Notes: Only for Hourly account type when the Care Management module is enabled, and the task is required. If yes is selected, employees cannot clock out in the mobile app without publishing care notes.

   22. Has Daily Rate: Defaults to yes, meaning the funding source will switch to a daily rate for this service after a specified number of hours is reached in a day.

       1. Daily Max (required): The maximum number of hours this service can be provided in a day before switching to the daily rate.

       2. Include Daily Pay Hours in OT Calculations: When converted to the daily rate, selecting yes means hours are included in overtime calculations.

   23. Default Auth Specs (optional): If this service code has a standard billing rate, daily max, weekly max, and/or monthly max, mark yes and complete the fields that are made visible. All new authorizations under this service code will auto-populate these figures.

   24. Service Code Reference 1, 2, and 3 (optional): Data entered in these fields are defined by the user and appear on the billing file

   25. GL Code (required): Code that will link all associated time entries to the appropriate GL account for the customer

   26. Description (optional): Additional information as needed

   27. Status: Defaults to active. Select inactive when no longer a valid service code.

   28. Canned Statements (optional): Enter canned statements (acknowledgments) that the employee can select at clock out.

   29. Default CPT Code and Default HCPCS Code (optional): The default code for this service. Only one or the other may be entered.

       1. CPT and HCPCS codes appear on client funding accounts and may be edited.

   30. Certification Template (optional): Select if there are a set of certification requirements specific to this service code

   31. EVV Aggregation Required (account type only - hourly, client transportation, group service) Yes or no options, defaults to no.

   32. Is Travel Time (account type only - hourly): Yes or no options, defaults to no.

   33. Display Monthly Budget Link (instance level setting): Monthly budget report will be linked to the authorizations of individuals receiving this service and available for viewing on employer and case worker profiles

10. Select Save to continue and Yes to confirm

Create Client Profiles

Description: Profile in DCI representing a client (member) receiving services. Users of this type can view their employees' entries.

Roles Required: Super User

Permissions Required:  Client Admin

Required Entities Before Creation:

• Cost Center

Steps to Create:

1. Log in to DCI

2. Click Home on the main menu

3. Click Clients on the submenu

4. Click Actions

5. Select Add New Client. Complete the form wizard.

   1. Basic Demographics tab:

      1. First Name (required)

      2. Last Name (required)

      3. Full Name (optional)

      4. Address (required): Client’s physical address

      5. GNIS Code (required): Click the blue search location link after entering the address. This will generate the GNIS Code.

      6. Time Zone (optional): Select from drop-down

      7. Phone (required)

      8. *Alternate Phone (optional)

      9. Mobile (optional)

      10. Email (required): If EVV will be used, a valid and unique email address for the client must be entered.

      11. DOB (required)

      12. **Profile reference (optional)

      13. *SSN (optional)

      14. *Verify SSN (required if SSN was entered)

      15. Allow SSN Retrieval: Yes or no options, default is no. If yes is selected, the SSN will be stored in a retrievable format for EVV aggregation. Only select yes if the funding source requires SSN to be aggregated.

      16. Attach Photo (optional): Required if facial recognition will be used for EVV

   2. Click Next

   3. Client Information tab:

      1. Client Id (required): Unique Id usually provided by the funding source

      2. Medicaid No (optional)

      3. Insurance Group No (optional)

      4. Insurance Plan No (optional)

      5. Insurance Payer No (optional)

      6. Insurance Number (optional)

      7. Certification Template (optional): Select if there are a set of certification requirements for employees working with this client

      8. Cost Center (required): Select the client’s home cost center

      9. Preferred Language (optional): Select the language spoken by the client

      10. *Received Date (optional): The date the client entered the company’s services

      11. *Packet Mailed (optional): The date the company completed and returned to the funding source all required documentation for the client to enter its services

      12. Client Status: Defaults to active. Select inactive when no longer a client.

      13. Discharge Date (optional): Enter at time of the client’s discharge

      14. Suspended Date (optional): Enter the date the client suspended services, i.e., for a hospitalization.

      15. **Code (optional)

      16. *Region (optional): The region in which the client receives services, as designated by the funding source.

      17. *Guardian (optional): Client’s guardian name if the client is not his or her guardian

      18. *Fee (optional): The fee charged to the program for serving the client

      19. *Primary Diagnosis (optional): The ICD-10 code that enables the client’s eligibility for service, as required by some funding sources.

      20. *Cost Share (optional): The client’s responsibility for payment toward services

      21. Enable Caregiver Rating Emails (optional): If checked the client and/or guardian will receive emails to rate their experience with their caregiver.

      22. Enable Care Management (optional): If checked the client will be available in the care management module for a plan of care and goal tracking.

      23. Enable Vendor Payment (FI mode only - optional): If checked the client will be eligible to make vendor payments.

      24. Enable Employer Reimbursement (FI mode only - optional): If checked the client will be eligible for reimbursements.

      25. Enable Schedule Management (optional): If checked the client will be able to manage their own schedule (create and edit schedule entries; publish, copy, and delete schedules)

   4. Click Next

   5. EVV Location tab:

      1. Copy from Profile Address (optional): Copy the address from the basic demographics tab of the form.

      2. EVV Location Name (required if completing the form): The name of the location, i.e., home.

      3. EVV Location Type (required if completing the form): Select from drop-down

      4. Address (required if completing the form): The location address

      5. Country (required if completing the form)

      6. Phone Number (optional): Required for Phone EVV

      7. Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?

      8. Phone Type (optional)

      9. Phone Carrier (optional)

      10. Begin Date (required if completing form): The first date the location is approved for use

      11. End Date (optional): The last date the location is approved if known.

      12. Status (required): Select from the drop-down.

      13. Primary (optional): Select if this is the primary location to receive services

   6. Click Next

   7. Authentication Information tab:

      1. Enable Client Login (optional): Required if client portal sign-off will be used for EVV

         1. Password (required): Enter a temporary password. Hover over the white “i” (information) for password requirements. The client will be prompted to change their password when they log in.

         2. Confirm Password (required): Enter the same as above to confirm.

         3. Pin (required): Can be used instead of a password on mobile devices.