System Set-Up - Admin Guide
- Susannah Bear Garlid (Unlicensed)
- Stephanie Smith
- Kristen Ziegler
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
Contents
- 1 Overview
- 2 Create Cost Center
- 3 Create Funding Source
- 4 Create Service Code
- 5 Create Client Profiles
- 6 Create Funding Account
- 7 Create Authorization
- 8 Create Employee Profiles
- 9 Create Employee Service Account
- 10 Create Client Service Account
- 11 Create Supervisor Profiles
- 12 Create Employer Profiles (FI mode only)
- 13 Create Guardian Profiles
- 14 Create Case Worker Profiles
- 15 Create Residential Program Profile
- 16 Create Day Program Profile
- 17 Create Group Service Profile
- 18 Create Parenting Program Profile
- 19 Related articles
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:
Log in to DCI
Click Cost Centers on the submenu
Click Actions
Select Add New Cost Center and complete the form wizard
Cost Center Name (required): Generic cost center name recognizable by most users
Cost Center Code (required): Accounting code
Select State (required): State of the cost center
**Cost Center Reference (optional)
**Cost Center Reference 2 (optional)
Certification Template (optional): Select if there are a set of certification requirements specific to the cost center
Status (required): Defaults to active. Switch to inactive when this is no longer a valid cost center.
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:
Log in to DCI
Click Settings on the main menu
Click Funding Sources on the submenu
Click Actions
Select Add New Funding Source. Complete the form wizard.
Name (required)
Type (required)
Address (required)
Time Zone (optional): Select from drop-down
Cost Center (required): Administrative or overhead cost center
Phone (required)
*Alternate Phone (optional)
Authorization Automation Integration (optional): Auto updates authorization from the state
Supports Automated Authorization Download: Currently only available in Oregon and Arizona for government funding sources.
See Screen Scaping Guide for more details
EDI (optional – required if using EDI):
Enable EDI: Yes or no options, defaults to no.
Enable EDI Transmission: Field becomes available if selected yes in enable EDI. Yes or no options default to no.
EDI Sender ID: Unique id provided by DCI
EDI Receiver ID: Unique id provided by DCI
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:
Allow Signature EVV Verification
Allow Password EVV Verification
Allow Pin EVV Verification
Allow Picture EVV Verification
If Yes, the following field appears:
Perform Picture Facial Recognition
If yes, the following field appears:
Picture Facial Recognition Threshold: Enter the minimum accuracy threshold
Allow Voice Recording EVV Verification
Allow FOB EVV Verification
Allow Mobile App Client Signoff Verification
Approve Unverified EVV (optional): Yes or no options. If yes is selected, auto approval will have the ability to approve the following:
Picture
Signature
Voice Recording
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.
Email (required)
Sleep Shift Start and End (optional): Enter if the funding source authorizes a defined sleep shift.
**Provider Id (optional)
**Profile Reference (optional)
Status: Defaults to active. Select inactive when this is no longer a valid funding source.
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.
Schedule Compare Logic (required): Select default or duration
Require Reason Codes for Late Entries: Yes or no options, default is no. Select this to require a reason code for historical entries.
Require Reason Codes for Manual Entries: Yes or no options, default is no. Select this to require a reason code for manual entries.
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:
Log in to DCI
Select Settings on the main menu
Select Funding Sources on the submenu
Search for a funding source in the search box
Select the funding source
View or edit by clicking anywhere in the funding source row
funding source details page will open
Click Actions
Select New Service Code. Complete the form wizard.
Funding Source: Is populated from the funding source used to create the service code. The field is locked.
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.
Account Type (required): The type of program or service correlated with this service code.
Hourly – 1 to 1 service
Residential Program – client lives at the program
Day Program – client travels to the program
Group Service – 2 or more clients
Parenting Program - client lives at the program
Transportation – to and from the day program
Client Transportation – used in conjunction with an hourly service
Vendor (FI only) – vendor payments
Service Code Name (required): User-friendly name. Employees will select when adding a punch.
Funding Type (FI only - required): Options are dependent on account type. Select whether the authorization is for units or dollars.
Billing Details: Click the blue plus (+) icon to expand the billing options
Bill Code (required): Unique identifier provided by the funding source
Bill Code Modifiers: Optional field allowing up to four bill code modifiers
Billable: Defaults to yes. Select no if this is a non-billable service.
Billing Unit (required for hourly units-based): The increment in which the funding source requires the service to be billed
Billing Multiplier (required for hourly): Use to define hourly units for billing. Options are dependent upon account type but may include:
Hourly – 60 minutes
Half Hourly – 30 minutes
Quarter Hourly – 15 minutes
Default Billing Modifier (optional): Optional modifier, appears on the billing file
Rounding Increment (required for hourly units-based): Select by minutes
None – no rounding
15 – round by 15 minutes
30 - round by 30 minutes
60 - round by 60 minutes
Rounding Type (required if the rounding increment is 15, 30, 60) – Select how to round
Round – to the nearest
Truncate – round down
Increment – round up
Billing Rollup Type (required): Entries will be reported by billing rollup ID by the client
None – Each entry has a unique billing rollup id
Daily – Entries with the same date and client have the same billing rollup id
Weekly - Entries in the same week and for the same client have the same billing rollup id
Monthly - Entries in the same month and for the same client have the same billing rollup id
Payroll Details: Click the blue plus (+) icon to expand the payroll options
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.
Overtime Exempt: If yes, employee time entries associated with this service code will not count towards the accumulation of 40 hours to calculate overtime.
Payback/Rebill (only for dollars-based): If Yes, overtime automatically reallocates to the correct date of service in the pay period.
Default Pay Rate (optional): Entering a pay rate here will autofill the pay rate in all service accounts created with this service code.
Default Pay Rate can be edited on the Service Account
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.
Max Pay Rate (optional): If yes, this field unlocks and becomes required.
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.
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.
Remaining Balance Details: Click the blue plus sign (+) to expand the section
Show Monthly Balance: If yes, the remaining monthly balance displays as time when employees create a punch in the mobile app.
Show Weekly Balance: If yes, the remaining weekly balance displays as time when employees create a punch in the mobile app.
Show Daily Balance: If yes, the remaining daily balance displays as time when employees create a punch in the mobile app.
Enable for Mobile App (client transportation only): Defaults to yes meaning client transportation is allowed in the mobile app
Allow Diagnosis Code: Defaults to yes. If no, this field will not appear when an employee adds an entry for this service code.
Allow Accrued Time Entries (hourly units-based only): Defaults to no. If yes, accrued time entries are permitted.
Allow Reimbursements (hourly dollars-based only): Defaults to no. If yes, expense reimbursement entries are permitted.
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.
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.
Allow Bonus Payments (hourly dollars-based only): Defaults to no. If yes, bonus payment entries are permitted.
Require EVV Location: Defaults to no. If yes, all entries will require an EVV location.
When the setting is enabled, employees will be required to select an EVV location at clock in and clock out for punch entries.
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.
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.
Enable Geofencing: Defaults to no. If yes, this service can only be provided within an established radius from approved locations.
The punch is flagged for review, not rejected.
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.
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.
Daily Max (required): The maximum number of hours this service can be provided in a day before switching to the daily rate.
Include Daily Pay Hours in OT Calculations: When converted to the daily rate, selecting yes means hours are included in overtime calculations.
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.
Service Code Reference 1, 2, and 3 (optional): Data entered in these fields are defined by the user and appear on the billing file
GL Code (required): Code that will link all associated time entries to the appropriate GL account for the customer
Description (optional): Additional information as needed
Status: Defaults to active. Select inactive when no longer a valid service code.
Canned Statements (optional): Enter canned statements (acknowledgments) that the employee can select at clock out.
Default CPT Code and Default HCPCS Code (optional): The default code for this service. Only one or the other may be entered.
CPT and HCPCS codes appear on client funding accounts and may be edited.
Certification Template (optional): Select if there are a set of certification requirements specific to this service code
EVV Aggregation Required (account type only - hourly, client transportation, group service) Yes or no options, defaults to no.
Is Travel Time (account type only - hourly): Yes or no options, defaults to no.
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
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:
Log in to DCI
Click Home on the main menu
Click Clients on the submenu
Click Actions
Select Add New Client. Complete the form wizard.
Basic Demographics tab:
First Name (required)
Last Name (required)
Full Name (optional)
Address (required): Client’s physical address
GNIS Code (required): Click the blue search location link after entering the address. This will generate the GNIS Code.
Time Zone (optional): Select from drop-down
Phone (required)
*Alternate Phone (optional)
Mobile (optional)
Email (required): If EVV will be used, a valid and unique email address for the client must be entered.
DOB (required)
**Profile reference (optional)
*SSN (optional)
*Verify SSN (required if SSN was entered)
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.
Attach Photo (optional): Required if facial recognition will be used for EVV
Click Next
Client Information tab:
Client Id (required): Unique Id usually provided by the funding source
Medicaid No (optional)
Insurance Group No (optional)
Insurance Plan No (optional)
Insurance Payer No (optional)
Insurance Number (optional)
Certification Template (optional): Select if there are a set of certification requirements for employees working with this client
Cost Center (required): Select the client’s home cost center
Preferred Language (optional): Select the language spoken by the client
*Received Date (optional): The date the client entered the company’s services
*Packet Mailed (optional): The date the company completed and returned to the funding source all required documentation for the client to enter its services
Client Status: Defaults to active. Select inactive when no longer a client.
Discharge Date (optional): Enter at time of the client’s discharge
Suspended Date (optional): Enter the date the client suspended services, i.e., for a hospitalization.
**Code (optional)
*Region (optional): The region in which the client receives services, as designated by the funding source.
*Guardian (optional): Client’s guardian name if the client is not his or her guardian
*Fee (optional): The fee charged to the program for serving the client
*Primary Diagnosis (optional): The ICD-10 code that enables the client’s eligibility for service, as required by some funding sources.
*Cost Share (optional): The client’s responsibility for payment toward services
Enable Caregiver Rating Emails (optional): If checked the client and/or guardian will receive emails to rate their experience with their caregiver.
Enable Care Management (optional): If checked the client will be available in the care management module for a plan of care and goal tracking.
Enable Vendor Payment (FI mode only - optional): If checked the client will be eligible to make vendor payments.
Enable Employer Reimbursement (FI mode only - optional): If checked the client will be eligible for reimbursements.
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)
Click Next
EVV Location tab:
Copy from Profile Address (optional): Copy the address from the basic demographics tab of the form.
EVV Location Name (required if completing the form): The name of the location, i.e., home.
EVV Location Type (required if completing the form): Select from drop-down
Address (required if completing the form): The location address
Country (required if completing the form)
Phone Number (optional): Required for Phone EVV
Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?
Phone Type (optional)
Phone Carrier (optional)
Begin Date (required if completing form): The first date the location is approved for use
End Date (optional): The last date the location is approved if known.
Status (required): Select from the drop-down.
Primary (optional): Select if this is the primary location to receive services
Click Next
Authentication Information tab:
Enable Client Login (optional): Required if client portal sign-off will be used for EVV
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.
Confirm Password (required): Enter the same as above to confirm.
Pin (required): Can be used instead of a password on mobile devices.
Username (optional to change): Will be used by the client for all future logins.
Authentication Status: Defaults to active if enable client login is checked. Defaults to disabled if enable client login is not checked.
Click Next
Review client information, click Save to continue, and Yes to confirm.
Create Funding Account
Description: Ledger or bucket where client authorizations, attendance, employee service, and billing entries are placed.
Roles Required: Super User
Permissions Required: Billing Role, Authorization Role
Required Entities Before Creation:
Cost Center
Funding Source
Service Code
Client Profile
Steps to create:
Log in to DCI
Click Authorization on the main menu
Click Funding Accounts on the submenu
Click Actions
Select Add New Funding Account. Complete the form wizard.
Funding Source (required)
Account Type (required): Select the account type associated with the appropriate service code.
Residential or Parenting Program:
Start and End Dates (required): The start and end date for this funding account
Day Program or Group Service:
Staff Ratio (required): The minimum staffing ratio required for this funding account. Hover over the white “i” (information) for details.
Service Code (required): All service codes associated with the account type and funding source selected will appear in the drop-down menu
Funding Type: Auto populates based on the service code
Client (required): The client receiving the service
Certification Template (optional): Select if there are a set of certification requirements specific to this funding account
Cost Center (required): The cost center in which the service is being provided (this may differ from the cost center associated with the Funding Source).
*Case Worker (optional)
*Region (optional)
Billing Unit (required): The field is auto-filled based on the Service Code.
**Account Reference (optional)
Grace Period: Defaults to disabled. By clicking enabled, the grace period for a certification template that is linked to this funding account will be permitted.
Grace Period Expiration: The date the grace period will expire is based on the time frame associated with the linked certification template.
Status: Defaults to active. Switch to inactive when this is no longer a valid funding account.
Default CPT Modifiers and Default HCPCS Modifiers (optional): These fields will be editable if a default CPT code or default HCPCS code is added to the service code. Up to four two-digit modifiers can be added.
Click Save to continue and Yes to confirm
Create Authorization
Description: An entry in DCI representing an allotment of dollars/units from a funding source to provide a service to a client. Authorization is for one service code and client.
Roles Required: Super User
Permissions Required: Billing Role, Authorization Role
Required Entities Before Creation:
Cost Center
Funding Source
Service Code
Client Profile
Client Funding Account
Steps to create:
Log in to DCI
Click Authorization on the main menu
Click Pending Authorizations on the submenu
Click Actions
Select Add New Authorization. Complete the form wizard.
Client Name (required)
Account Type (required): Select the account type associated with the appropriate service code
Funding Source: The system auto-populates this field based on the client’s name
Service Code: Select from the drop-down
Funding Type: The system auto-populates this field based on the account type
Cost Center: The system auto-populates this field based on the client’s name
**Authorization ID Reference (optional)
**Authorization ID Reference 1-5 (optional)
Date (required): Enter the start and end date during which time the service can be provided under this authorization
Expiration Date (required): Enter the date the authorization expires, and a new authorization must be obtained to continue providing this service.
Eligibility Code (optional): Code that denotes the client’s eligibility for this service
Billing Unit: The system auto-populates this field based on the account type
Initial Balance (required): The total units of service that can be provided under this authorization
Monthly Max (required): The maximum units of service that can be provided per month
Weekly Max (required): The total units of service that can be provided per week
Daily Max (required): The total units of service that can be provided per day
Billing Rate (required): The rate per unit of service authorized to bill for as determined by the funding source
Max Daily Billable Units (optional): If completed, billing will switch to daily (at the rate established on the associated service code) after the indicated units of service have been exceeded.
Non billable (optional): Check box if funding source will not be billed for this service
Hide Initial Balance (optional): Check box if initial balance should not display on reports or widgets
Billing Hold: Yes or no options, defaults to no.
Additional budget fields (FI only - optional): For reporting purposes
Click Save to continue and Yes to confirm
Use filters to find the desired authorization and click Search
Select the “A” in the authorization row to approve
Click Yes to confirm
Create Employee Profiles
Description: An account in which an employee is assigned to a client, program, or administration function to provide a specified service. This can be a client or non-client specific. Authorizes staff to make a punch for that service.
Roles Required: Super User, Supervisor
Permissions Required: Employee Admin
Required Entities Before Creation:
Cost Center
Employee Profile
For Hourly and Client Transportation Service Accounts:
Funding Source
Service Code
Client Profile
Client Funding Account
Steps to Create:
Log in to DCI
Click Home on the main menu
Click Employees on the submenu
Click Actions
Select Add New Employee. Complete the form wizard.
Basic Demographics tab:
First Name (required)
Last Name (required)
Full Name (required)
Address (required) – After entering, the click blue search location hyperlink to populate GNIS Code.
Time Zone: Select from drop-down
Phone (required)
*Alternate Phone (optional)
Mobile Number (optional)
Email (required)
DOB (optional)
**Profile Reference (optional)
**Training System Reference (optional)
Employee Type (required): Dictates how the employee’s hours are processed for payroll, including whether they are eligible for overtime.
*SSN (required)
*Verify SSN (required)
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.
Gender (optional): Select from drop-down
Employee Mailing Address (optional): If using, exclude commas and special characters.
Attach Photo (optional): Required if facial recognition will be used for EVV.
Click Next
Employee Information tab:
Domestic Worker (optional): Only select yes if an employee is classified as a domestic worker (not applicable to all states)
Domestic Worker 7 Day Exception: This field unlocks if domestic worker is set to yes. Only select yes if the domestic worker agrees to a 7-day work week.
Domestic Worker Preferred Day of Rest: Unlocks if yes is selected for domestic worker 7 Day exemption is selected. Certain states pay overtime if the domestic worker works on their day of rest.
Employee Number (required): Number provided by the organization at the time of hire
Weekly Hours Available (required): Maximum number of hours the employee is available to work each week. Links to the scheduling module.
**Professional Id1 (optional)
**Professional Id2 (optional)
**Payroll Id (optional)
Certification Template (optional): Select if there are a set of certification requirements specific to this employee
Holiday Schedule (required): Dictates which days this employee is eligible for holiday pay
Cost Center (required): The employee’s home cost center
*Hire Date (optional): The date the employee was hired
Preferred Language: Default is English
Click Next
EVV Location tab (not used for employees – specific to the client, where they are receiving service):
Copy from Profile Address (optional): Copies the address from the basic demographics tab
EVV Location Name (required if completing): The name of the location, i.e., home.
EVV Location Type (required if completing): Select from drop-down
Address (required if completing): The location address. Auto-populates if Copy from Profile Address box was checked.
Country (required if completing)
Phone Number (optional): Required for Phone EVV
Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?
Phone Type (optional)
Phone Carrier (optional)
Begin Date (required if completing): The first date the location is approved for use
End Date (optional): The last date the location is approved, if applicable.
Status (required if completing): Select from drop-down
Primary (optional): Select if this is the primary EVV location
Click Next
Authentication Information tab:
Username (optional to change): Will be used for all future logins by this employee
Password (required): Will be used for all future logins by this employee. Hover over the white “i” (information) for password requirements.
Confirm Password (required): Enter the same password as above to confirm
Pin (required): Can be used instead of a password when logging in via a mobile device
Employment Status (required): The employee’s status with the organization
Authentication Status (required): The status of the employee profile. Defaults to active. Select disabled if the employee is no longer with the organization. Select locked to temporarily prevent the employee from logging in.
Permissions (optional): Select all tasks the employee can perform for the entire system
See the Permissions Guide to learn more
Click Next
Review Employee Information, click Save to continue, and Yes to confirm.
Create Employee Service Account
Description: An account in which an employee is assigned to a client, program, or administration function to provide a specified service. This can be a client or non-client specific. Authorizes staff to make a punch for that service.
Roles Required: Super User, Supervisor
Permissions Required:
Required Entities Before Creation:
Cost Center
Employee Profile
For Hourly and Client Transportation Service Accounts:
Funding Source
Service Code
Client Profile
Client Funding Account
Steps to create:
Log into DCI
Click Home on the main menu
Click Employees on the submenu
Search for and locate the employee
Click anywhere in the row to open the Employee Details page
Click Actions
Select New Service Account. Complete the form wizard.
Account Type (required): Select the account type associated with the appropriate service code
Hourly/Client Transportation
Client (required): The client receiving service from the employee
Relationship Type (required): Employee’s relationship with the client
Service Code (required): The system generates drop-down options based on the client’s name
Funding Source: The system generates drop-down options based on the client’s name
Funding Type: System auto-populates
Dollar funding type only
Burden Multiplier (required): The percentage of the pay rate that must be added to account for all associated fees. Enter as a decimal.
Cost Center (required): The cost center in which the employee will provide the service
Employee Number (optional): Recommended for use when an employee can work for multiple employers and has a unique employee number for each
Pay Rate Name (required)
Pay Rate (optional): Defaults to 0. If the client has a unique pay rate, it will default to that pay rate. This number can be changed if there is a unique pay rate for this service account.
Effective Date (optional): The date the pay rate is effective
Daily Pay Max (optional): Enter if the pay rate will switch to daily after a set number of hours
Daily Rate (optional): Required if a daily pay max is entered
Min Units Per Punch (optional): Enter if a minimum number of pay units must be used when the employee clocks in under this service account
Max Units Per Punch (optional): Enter if the employee may not exceed a maximum number of pay units in one shift
Start Date (optional): If a date is entered, the employee will not be able to make a punch before this date.
End Date (options): If a date is entered, the employee will not be able to make a punch after this date.
Payroll Modifier (optional): Used for extra pays. A way to differentiate additional service on the payroll file. A code, not an amount (i.e., TRANS).
**Account Reference (optional)
Grace Period: Defaults to disabled. By clicking enabled, the grace period for a certification template that is linked to this service account will be permitted.
Grace Period Expiration: The date the grace period will expire based on the time frame associated with the linked certification template
EVV Exempt: Yes or no options, defaults to no.
Allow Overlapping Pay Rates: Check this box to allow overlapping pay rates
See Pay Rates Guide for details
EVV Frequency Type (Hourly Only): If the service code is set to require EVV, this field is required.
Case manager (optional)
Status: Defaults to active. Switch to inactive when this is no longer a valid service account.
Administration/Drive/Training/Vacation/Sick/Holiday
Cost Center (required)
Pay Rate Name (required)
Pay Rate (optional): Defaults to 0. This number can be changed if there is a unique pay rate for this service account.
Min Units Per Punch (optional): Enter if a minimum number of billing units must be used when the employee clocks in under this service account
Max Units Per Punch (optional): Enter if the employee may not exceed a maximum number of billing units in one shift
Start Date (optional): If a date is entered, the employee will not be able to make a punch before this date.
End Date (options): If a date is entered, the employee will not be able to make a punch after this date.
**Account Reference (optional)
Grace Period: Defaults to disabled. By clicking enabled, the grace period for a certification template that is linked to this service account will be permitted.
Grace Period Expiration: The date the grace period will expire based on the time frame associated with the linked certification template
Status: Defaults to active. Switch to inactive when this is no longer a valid service account.
Residential Program/Day Program/Group Service/Parenting Program
All fields from Administration/Drive/Training/Vacation/Sick/Holiday
PTO
All fields from Administration/Drive/Training/Vacation/Sick/Holiday, and:
PTO Increment (optional): Enter if PTO can only be entered in a set increment (i.e., 8 hours)
Mileage
All fields from Administration/Drive/Training/Vacation/Sick/Holiday, and:
Payability: Defaults to payable. Change to not payable if the employee will not be paid for this service.
Click Save to continue and Yes to confirm
Create Client Service Account
Description: An account in which a client is linked to an employee or a program to receive a specified service.
Roles Required: Super User, Supervisor
Permissions Required:
Required Entities Before Creation:
Cost Center
Funding Source
Service Code
Client Funding Account
Program Profile or Employee Profile (depending on the type of account)
Steps to create:
Log into DCI
Click Home on the main menu
Click Clients on the submenu
Search for and locate the client
Click anywhere in the row to open the Client Details page
Click Actions
Select New Service Account. Complete the form wizard in the same manner as an Employee Service Account. When creating a Client Service Account, the following account types are available:
Hourly
Residential Program
Day Program
Group Service
Parenting Program
Transportation
Client Transportation
Click Save to continue and Yes to confirm
Create Supervisor Profiles
Description: An employee profile that has been assigned the Supervisor role for a cost center. This role can manage employees, clients, service accounts, profile certifications, punch entries, attendance and absence entries, schedules, notes, and attachments.
Roles Required: Super User
Permissions Required: Employee Admin, Role Admin
Required Entities Before Creation:
Cost Center
Employee Profile
Steps to create:
Follow the steps in Create Employee Profiles section to create an employee (base user profile)
Click Settings on the main menu
Click Roles on the submenu
Click Actions
Select Manage Role
Search by name for the newly created employee
Select Supervisor in the Role field
Search and select a cost center
Click the + icon to add the supervisor role to this employee
Click Save to continue and Yes to confirm
Create Employer Profiles (FI mode only)
Description: An employee profile that has been assigned the Employer role for a cost center. This role can manage employee punch entries, add employee punches, notes, and attachments, and run reports for associated cost center(s). An employer may have multiple clients.
Roles Required: Super User
Permissions Required: Employee Admin, Role Admin
Required Entities Before Creation:
Cost Center
Employee Profile
Steps to create:
Follow the steps in Create Employee Profiles section to create an employee (base user profile)
Click Settings on the main menu
Click Roles on the submenu
Click Actions
Select Manage Role
Search by name for the newly created employee
Select Employer in the Role field
Search and select a cost center
Click the + icon to add the employer role to this employee
Click Save to continue and Yes to confirm
Create Guardian Profiles
Description: A guardian profile is intended for parents, family members, guardians, or other designated representatives. It allows those who are authorized to view and sign off on services provided and to view and track authorization information. A user with the guardian profile may have access to one or more clients. While the guardian profile can be linked to multiple clients, the client profile can only be linked to one guardian profile.
Roles Required: Super User
Permissions Required: Guardian Admin
Required Entities Before Creation:
Cost Center
Funding Source
Client Profile
Steps to create:
Log into DCI
Click Home on the main menu
Click Guardians on the submenu
Click Actions
Select Add New Guardian. Complete the form wizard.
Basic Demographics tab:
First Name (required)
Last Name (required)
Address (required)
Time Zone (optional): Select from drop-down
Phone (required)
Alternate Phone (optional)
Mobile Number (optional): Allows the guardian to receive text notifications after the mobile number has been verified
Email (required): Must be unique from the client(s) email address
Cost Center (required)
**Profile Reference (optional)
Click Next
Authentication Information tab:
Username (required)
Password (required)
Confirm Password (required)
Pin (required)
Status (required): Defaults to active. Select disabled if the guardian is no longer active. Select locked to temporarily prevent the guardian from logging in.
Click Next
Review Summary tab
Click Save to continue and Yes to confirm
To link a guardian to a client, add the guardian’s name to the Guardian field on the client’s profile in the Client Information tab. To complete this process:
Log in to DCI
Click Home on the main menu
Click Clients on the submenu
Search for and locate the client
Click anywhere in the row to open the Client Profile Details page
Click Actions
Select Edit Client. In the form wizard, select the Client Information tab.
In the Guardian field, enter the name of the guardian for this client.
Click Save to continue and Yes to confirm
Create Case Worker Profiles
Description: A case worker represents a funding source worker. Case workers can log in to DCI and view a limited subset of information.
Roles Required: Super User
Permissions Required: Case Worker Admin
Required Entities Before Creation:
Cost Center
Funding Source
Steps to create:
Log into DCI
Click Home on the main menu
Click Case Workers on the submenu
Click Actions
Select Add New Case Worker. Complete the form wizard.
Basic Demographics tab:
First Name (required)
Last Name (required)
Address (required)
Time Zone (optional): Select from drop-down
Phone (required)
Alternate Phone (optional)
Mobile Number (optional)
Email (required)
Cost Center (required)
Funding Source (optional): Select from the drop-down and click the + icon to add
**Profile Reference (optional)
Can View Notes (required): Defaults to no. If yes is selected, can view notes linked to clients and punches.
Can View Attachments (required): Defaults to no. If yes is selected, can view attachments linked to clients and punches.
Click Next
Authentication Information tab:
Enable Case Worker Login (optional): If checked, allows the case worker to log in.
Username (required)
Password (required if Enable Case Worker Login box is checked)
Confirm Password (required if Enable Case Worker Login box is checked)
Authentication Status: If Enable Case Worker Login box is not checked, options will be disabled or locked. Select disabled if the case worker is no longer active. Select locked to temporarily prevent the case worker from logging in. If Enable Case Worker Login box is checked, the field will be locked too active.
Click Next
Review Summary tab
Click Save to continue and Yes to confirm
To link a case worker to a funding source, complete the following:
Log in to DCI
Click Home on the main menu
Click Case Workers on the submenu
Search for and locate the case worker
Click anywhere in the row to open the Case Worker Details page
Click Actions
Select Edit Case Worker. In the form wizard, select the Basic Demographics tab.
Select Cost Center
Select one or more funding sources from the drop-down
Click the blue + icon to add the funding source
Click Save to continue and Yes to confirm
Create Residential Program Profile
Description: A profile specific to a residential program in which clients receive services. A residential program profile links to a cost center and may serve multiple clients. Employees log into program profiles to add punches, view entries, and view the program schedule.
Roles Required: Super User
Permissions Required: Residential Program Admin
Required Entities Before Creation:
Cost Center
Steps to create:
Log into DCI
Click Home on the main menu
Click Residential Programs on the submenu
Click Actions
Select Add New Residential Program. Complete the form wizard.
Basic Demographics tab:
Name (required): Must be at least six characters
Address (required): After entering, click the blue search location hyperlink to populate GNIS Code.
Time Zone (optional): Select from drop-down
Phone (required)
Alternative Phone (optional)
Email (required)
Cost Center (required)
Weekly Default Hours (optional): Enter only if the program does not operate 24x7
Provider Service Location (optional): Unique location identifier such as program license number
**Profile Reference (optional)
On Call Ratio (optional): Number of employees who can be scheduled as on-call for any given shift
Allow Sleep Shift: Yes or no options, default is yes. Select no if sleep shifts will not be permitted.
EVV Required: Yes or no options, default is yes. Select no if not required.
Sleep Shift Start and End: Visible and required if yes was selected in Allow Sleep Shift field.
Click Next
EVV Location tab (optional): Can be added later
Copy from Profile Address (optional): Copies address from the Basic Demographics tab
EVV Location Name (required): Name of the location
EVV Location Type (required): Select from drop-down
Address (required): Location address. Prefills if Copy from Profile Address box was checked.
Phone Number (optional)
Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?
Phone Type (optional)
Phone Carrier (optional)
Begin Date (required): First date the location is approved for use
End Date (optional): If applicable, the last date the location is approved for use.
Status (required): Defaults to active. Change to inactive when the program is no longer valid.
Primary (optional): Select if this is the primary location to provide services
Click Next
Authentication Information tab:
IP Address (optional): Enter the IP address of the program device to restrict employees to only clock in and out from this device
Username (optional to change): Employees will use this for program log in
Password (required): Employees will use this for program log in
Confirm Password (required): Enter the same password to confirm
Pin (required): Used to log in to the program from a mobile device
Status (required): Defaults to active. Change to inactive when the program is no longer valid.
Click Next
Confirm summary details
Click Save to continue and Yes to confirm
Create Day Program Profile
Description: A profile specific to a day program in which clients receive services. A day program profile links to a cost center and may serve multiple clients. Employees log into a day program profiles to add punches, view entries, and view the program schedule.
Roles Required: Super User
Permissions Required: Day Program Admin
Required Entities Before Creation:
Cost Center
Steps to create:
Log into DCI
Click Home on the main menu
Click Day Programs on the submenu
Click Actions
Select Add New Day Program. Complete the form wizard.
Basic Demographics tab:
Name (required): Must be at least six characters
Address (required): After entering, click the blue search location hyperlink to populate GNIS Code.
Time Zone (optional): Select from drop-down
Phone (required)
Alternative Phone (optional)
Email (required)
Holiday Schedule (required): Select the holiday schedule from the drop-down that applies to this program. Create as needed.
Cost Center (required)
Provider Service Location (optional): Unique location identifier such as program license number
**Profile Reference (optional)
On Call Ratio (optional): Number of employees who can be scheduled as on-call for any given shift
Operations Hours (required): Hours the program is open and serving clients
EVV Required (required): Yes or no options, default is yes. Select no if not required.
Logo (optional): Attach logo if desired
Click Next
EVV Location tab (optional): Can be added later
Copy from Profile Address (optional): Copies address from the Basic Demographics tab
EVV Location Name (required): Name of the location
EVV Location Type (required): Select from drop-down
Address (required): Location address
Begin Date (required): First date the location is approved for use
End Date (optional): If applicable, the last date the location is approved for use.
Status (required): Defaults to active. Change to inactive when the program is no longer valid.
Primary (optional): Select if this is the primary location to provide services
Click Next
Authentication Information tab:
IP Address (optional): Enter the IP address of the program device to restrict employees to only clock in and out from this device
Username (optional to change): Employees will use this for program log in
Password (required): Employees will use this for program log in
Confirm Password (required): Enter the same password to confirm
Pin (required): Used to log in to the program from a mobile device
Status (required): Defaults to active. Change to inactive when the program is no longer valid.
Click Next
Confirm summary details
Click Save to continue and Yes to confirm
Create Group Service Profile
Description: A service created for clients to receive services in a group, one or more clients. A group service profile is connected to a cost center and may serve multiple clients. Employees do not log into group service profiles. Employees log into their profile and select group service as the service and select the clients in the group to add punches.
Roles Required: Super User
Permissions Required: Group Service Admin
Required Entities Before Creation:
Cost Center
Steps to create:
Log into DCI
Click Home on the main menu
Click Group Services on the submenu
Click Actions
Select Add New Group Service. Complete the form wizard.
Basic Demographics tab:
Name (required): Must be at least six characters
Address (required): After entering, click the blue search location hyperlink to populate GNIS Code.
Time Zone (optional): Select from drop-down
Phone (required)
Alternative Phone (optional)
Email (required)
Cost Center (required)
**Profile Reference (optional)
Status (required): Defaults to active. Change to inactive when service is no longer valid.
EVV Required (required): Yes or no options, default is yes. Select no if not required.
Enable Geofencing (required): Yes or no options, default is no. Select yes to enable geofencing for this program.
Requires Multiple Clients Per Punch (required): Yes or no options, default is no. Select yes to require employees to select more than one client upon punch creation.
Minimum # of Attendees (required if selected yes on Requires Multiple Client Per Punch field): Minimum number of clients that must be in attendance for the employee to be allowed to create a punch for this group service.
Click Next
EVV Location tab (optional): Can be added later
Copy from Profile Address (optional): Copies address from the Basic Demographics tab
EVV Location Name (required): Name of the location
EVV Location Type (required): Select from drop-down
Address (required): Location address
Begin Date (required): First date the location is approved for use
End Date (optional): If applicable, the last date the location is approved for use.
Status (required): Defaults to active. Change to inactive when the program is no longer valid.
Primary (optional): Select if this is the primary location to provide services
Click Next
Click Save to continue and Yes to confirm
Create Parenting Program Profile
Description: A profile specific to a parenting program in which a client receives services. A parenting program profile links to a cost center and may serve multiple clients. Employees log into parenting program profiles to add punches, view entries, and view the program schedule.
Roles Required: Super User
Permissions Required: Parenting Program Admin
Required Entities Before Creation:
Cost Center
Steps to create:
Log into DCI
Click Home on the main menu
Click Day Programs on the submenu
Click Actions
Select Add New Parenting Program. Complete the form wizard.
Basic Demographics tab:
Name (required): Must be at least six characters
Address (required): After entering, click the blue search location hyperlink to populate GNIS Code.
Time Zone (optional): Select from drop-down
Phone (required)
Alternative Phone (optional)
Email (required)
Cost Center (required)
Weekly Default Hours (optional): Enter only if the program does not operate 24x7
**Profile Reference (optional)
EVV Required: Yes or no options, default is yes. Select no if not required.
Enable Geofencing (required): Yes or no options, default is no. Select yes to enable geofencing for this program.
Click Next
EVV Location tab (optional): Can be added later
Copy from Profile Address (optional): Copies address from the Basic Demographics tab
EVV Location Name (required): Name of the location
EVV Location Type (required): Select from drop-down
Address (required): Location address
Phone Number (optional)
Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?
Phone Type (optional)
Phone Carrier (optional)
Begin Date (required): First date the location is approved for use
End Date (optional): If applicable, the last date the location is approved for use.
Status (required): Defaults to active. Change to inactive when the program is no longer valid.
Primary (optional): Select if this is the primary location to provide services
Click Next
Authentication Information tab:
IP Address (optional): Enter the IP address of the program device to restrict employees to only clock in and out from this device
Username (optional to change): Employees will use this for program log in
Password (required): Employees will use this for program log in
Confirm Password (required): Enter the same password to confirm
Pin (required): Used to log in to the program from a mobile device
Status (required): Defaults to active. Change to inactive when the program is no longer valid.
Click Next
Confirm summary details
Click Save to continue and Yes to confirm
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