Managing Entries - Guide

Description:  In this topic, the user will learn how to manage entries.

Roles Required: Super User, Supervisor, Employer

Permissions Required: N/A

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Contents:

Available Actions by Entry Status

The following outlines the actions that can be taken, based on entry status, by an employee (E) and by a user with a Supervisor role (S) for the cost center in which the entry was made.

*Please note: In FI Mode, Employer is equivalent to Supervisor throughout this document.                       

Additional Notes

• Pending residential and day program entries cannot be edited by the employee unless True Clock In/Out is set to No on the associated employee service account, in which case the employee can edit or reject the pending entry.

  • All other types of entries can be edited by the employee while in pending status

• When a pending entry is edited, two entries are created:

  • The original entry moves to a rejected status

  • The new (reference) entry reflects the correct shift and has a status of unverified

• When an entry is canceled, a new entry for a negative amount that zeroes out the original entry is created and is automatically approved. Both the canceled entry and the reference entry show an approved status.

• When an entry that spans 2 days (crosses midnight) is approved, the following occurs:

  • The original entry is canceled

  • Two new entries are created in the Approved status

    • One entry for the first date, ending at 11:59:59 PM (23:59:59)

    • One entry for the second date, starting at midnight 12:00:00 AM (00:00:00)

Pending Entries Page

Description: The Pending Entries submenu tab houses all pending entries. View pending entry details, manually approve or reject pending entries, or export pending entries. Auto approval and frequency is an instance-level setting that the organization may enable. Pending entries that meet the criteria for auto approval will approve when that process runs and will drop off of the pending entries list. See the Auto Approval section below for more information on this process.              

Search Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry. Search by any of the following:

   1. Date Range

   2. Punch ID

   3. Service Code

   4. Client Name

   5. Employee Name

   6. Cost Center

   7. Account Type

   8. EVV – Can select Yes

   9. Review – Can select Review Needed, or No Review Needed

5. Click Search

6. Locate the punch in the entries table or sort results by clicking on a column header

View Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry and click Search

5. Locate the punch in the entries table

6. Entry table columns:

   1. Approve - Click A to approve or the red R to reject

   2. Punch ID - Number that is hyperlinked to the punch details page

   3. Service Date

   4. Start Time

   5. End Time

   6. Cost Center

   7. Client/Program Name – Name that is hyperlinked to the client or program details page

   8. Employee/Program Name – Name that is hyperlinked to the employee or program details page

   9. Service Code/Type – Type of service (i.e., group service, vacation, hourly, etc.)

   10. Amount – Amount of service in units

   11. EVV – Yes, no, or N/A

   12. Needs Review – If the entry needs review, this column will display a gray ? or a red Eye

       1. Hover over the icon to view the violation

       2. Typical violation examples include portal sign-off pending, a business rule violation, EVV failure, geofencing failed, or schedule deviation.

       3. Scroll down to the Manage Pending Entries Needs Review section of this guide for additional information

   13. Click anywhere in the entry row to view the punch detail page

       1. View widgets regarding the punch:

          1. Punch Details

          2. Account Details/Service Account

          3. EVV Details

          4. Reason Codes

       2. Click the tabs to view additional punch details such as:

          1. Reference Entries – Entries associated with the pending entry

          2. Notes and Attachments –Images associated with client attestation

          3. History

Export Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

4. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

5. Export entries by clicking the Export button above the entries table on the right-hand side of the page

   1. If no search criteria are defined, all pending entries in the table will be exported.

   2. If search criteria are defined, only the entries in the search criteria will be exported.

6. Open the .csv file from the device downloads

7. Excel will open

8. Sort and format downloaded data as needed

Manage Pending Entries Needs Review

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. If an entry needs review, the Needs Review column will display a gray ? or a red Eye

   1. Gray ? – Review the needs review column for the warning. Determine the action to take on the punch.

   2. Red Eye icon – Action is required prior to approving the punch. Review the needs review column.

5. Choose Review Needed from the drop-down in the Select Review filter to search for pending entries needing review

6. OR sort all pending entries by clicking on the Needs Review column header so that entries needing review sort to the top

7. Hover over the red-eye icon to view the violation

8. Typical violation examples include a business rule violation, EVV failure, geofencing failed, schedule deviation, or manual entry (non-real time entry).

   1.  *Please note: The Auto Approval Manual Entry Check is always active, regardless of Auto Approval settings, including when Auto Approval is disabled and/or the Manual Entry check is disabled.

9. Click anywhere in the entry row to view the punch detail page

10. If the error is Unverified Signature, Picture, or Voice, click the Verifications tab

    1. Click the attachment link to open and compare

    2. Click A to approve the verification or the red R to reject the verification

    3. Please note: While the verification has been approved and the issue resolved, the punch must still be approved.

11. Schedule deviation errors can simply be approved or rejected

12. Click Actions

13. Choose from the following to act and remove the Needs Review flag:

    1. Sign Off

    2. Approve

    3. Reject

    4. Edit Entry

Approve Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry and click Search

5. Locate the punch in the entries table

6. Click A to approve

   1. Click Yes to confirm

7. Alternatively, click anywhere in the entry row to view the punch detail page

   1. Click Actions

   2. Select Approve from the drop-down menu

   3. Click Yes to confirm

Reject Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry and click Search

5. Locate the punch in the entries table

6. Click the red R to reject

   1. Click Yes to confirm

7. Alternatively, click anywhere in the entry row to view the punch detail page

   1. Click Actions

   2. Select Reject from the drop-down menu

   3. Click Yes to confirm

Edit Pending Entries

Description: Supervisors may correct/edit an employee’s pending punch entry. Some conditions under which a supervisor might make such changes include:

• If the employee made an incorrect punch and is unable to change it themselves

• If the employee made an error entering a Day or Residential Program punch at a program

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the submenu

4. Enter the employee name in the Employee Name field then click Search

5. Click anywhere on the row to open the employee details page

6. Select the Entries tab located below the demographics box

7. Click anywhere in the row to open the punch details page

8. Click Actions

9. Select Edit Entry from the drop-down menu

10. Make the necessary changes on the Edit Entry form wizard

11. If the organization requires a reason code when editing a punch, select a reason(s) from the Add Reason Codes drop-down that best describes why the edit is being made. Multiple reason codes may be selected simultaneously.

12. Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. The added reason code note will be saved with all selected reason codes that require a free text note.

13. Click Save and Yes to confirm

When the punch is modified, the Ref field is assigned a number that references the original punch, indicating the punch has been modified. To view the original and updated punches, select the Entries tab on the details page.

The updated employee punch assumes Unverified status, which requires the employee to log in to DCI and verify (acknowledge and concur with) the change(s). After the employee verifies the corrected punch, the status changes to Pending, and the supervisor must approve the punch.

Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be shown under Entries for the program, or individually under Entries for the employee or client. 

Entries Requiring Sign Off Page (Employers Only - based on Service Code Setting)

Description: If the service code setting Enable Employer Sign-Off is set to Yes, Employers 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. If anyone other than the Employer creates the entry, the Employer sign off value is No and the entry flows to the Employer’s Entries Requiring Sign Off submenu tab for review.

Employer - Manage Vendor Payment Entries

1. Log in to DCI with employer profile

2. Click Employer on the main menu

3. Click Entries Requiring Sign Off on the submenu

4. Click the checkbox on the row of the entry to be managed

5. In the Action column, click the white S to sign off on the entry, or the red R to reject the entry.

6. Optionally, click the blue Select All button to select all entries, then click the green Sign Off button to sign off on all entries, or the red Reject button to reject all entries.

7. Optionally, click the blue Entry ID in the punch row to view punch details.
   Please note: Super Users and Vendor Admins can approve entries that have not been signed off on by the Employer

Auto Approval (Instance-Level Setting)

Description: Auto approval and frequency is an instance-level setting that the organization may enable. Pending entries that meet the criteria for auto approval will approve without a supervisor or employer manual approval when that process runs and will drop off of the pending entries list. Entries that do not meet the criteria would remain in pending status for review by the supervisor or employer.

*Please note: If an entry's funding source has the auto-approval setting Exclude From Auto Approval set to Yes, the entry will not be attempted by auto-approval, even if it passes all business rules, and the entry will remain in a status of pending.

If the funding source of the entry has the setting Approve Unverified EVV set to No, the picture, signature, or voice recording must be approved before auto approval runs or the entry will fail auto approval and remain in a pending status.

*Please note: If Approve Unverified EVV is set to No for Picture, and there is no picture on the client profile, the system will not approve (auto approval fails) and will not allow the user to approve the entry. The message “This punch cannot be accepted because EVV verifications have not been verified” displays followed by the user being unable to approve the EVV picture verification. The message “No picture on client profile exists for comparison and approval” displays.

If Approve Unverified EVV is set to Yes for Picture, and there is no picture on the client profile, the system will allow auto approval or the user to approve the entry.

Auto Approval can be configured for these account types:

• Hourly

• Client Transportation

• Residential Programs (employee punch entries only)

• Day Programs (employee punch entries only)

Available Criteria for Auto Approval

• Does it put the employee over 40 hours in the pay week?

• Does it put the client over the authorization?

• Did it match the schedule (within an acceptable variation)?

• Was it entered from an approved location (did it pass geofencing)? (Hourly Only)

• Does the punch entry have completed client attestation (EVV)? (Hourly Only)

Entries with Completed Client Attestation (EVV):

• Phone EVV Entries

• Entries created with a valid FOB token

• Mobile App entries with any of the following:

  • PIN/Password attestation (EVV)

  • Signature attestation (EVV) (signature does not have to be verified unless Approve Unverified EVV field on the funding source is set to No)

  • Picture attestation (EVV) (picture does not have to be verified unless Approve Unverified EVV field on the funding source is set to No)

    • *Please note: If Approve Unverified EVV is set to No for Picture, and there is no picture on the client profile, the system will not approve (auto approval fails), and will not allow the user to approve the entry. The message “This punch cannot be accepted because EVV verifications have not been verified” displays followed by the user being unable to approve the EVV picture verification. The message “No picture on client profile exists for comparison and approval” displays.

      If Approve Unverified EVV is set to Yes for Picture, and there is no picture on the client profile, the system will allow auto approval or the user to approve the entry.

  • Voice Recording attestation (EVV) (recording does not have to be verified unless Approve Unverified EVV field on the funding source is set to No)

• Entries with completed Portal Signoff

Business Rules

• If any of these business rules fail, the punch entry will fail auto approval.

  • Authorization business rule if enabled in mode 2

    • Authorization Daily Max

    • Authorization Weekly Max

    • Authorization Monthly Max

  • Max Hours Per Week Per Employee

  • Timely Filing Employee Punch Approval (phase 3)

Punch Entries by Employee

Description: Supervisors may search, view, manage, and export employee punch entries using the Employee submenu tab.

Search Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the submenu

4. Use the filters to search by any of the following:

   1. Employee Name

   2. Cost Center

   3. Employee Number

   4. Employee Type – Select from drop-down

   5. State – Select from drop-down

   6. Status – Select from drop-down

5. Click Search

6. Select the row in the entries table by clicking anywhere in the employee row to open the employee details page

7. Click the Entries tab

8. Click anywhere in the punch row on the entries table to open the punch details page

9. Use the filters to search for a specific employee entry. Search by any of the following:

   1. Date Range

   2. Punch ID

   3. Client Name

   4. Service Code

   5. Account Type – Select from drop-down

   6. Status – Select from drop-down

10. Click Search

11. Locate the punch in the entries table or sort results by clicking on a column header

View Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the submenu

4. Use the filters to search by any of the following:

   1. Employee Name

   2. Cost Center

   3. Employee Number

   4. Employee Type – Select from drop-down

   5. State – Select from drop-down

   6. Status – Select from drop-down

5. Click Search

6. Select the row in the entries table by clicking anywhere in the employee row to open the employee details page

7. Click the Entries tab

8. Click anywhere in the punch row on the entries table to open the punch details page

9. Use the filters to search for a specific employee entry. Search by any of the following:

   1. Date Range

   2. Punch ID

   3. Client Name

   4. Service Code

   5. Account Type – Select from drop-down

   6. Status – Select from drop-down

10. Click Search

11. Locate the punch in the entries table or sort results by clicking on a column header

12. Entry table columns:

    1. Id – Number that is hyperlinked to the punch details page

    2. Service Date

    3. Start Time

    4. End Time

    5. Account Type

    6. – Number that is hyperlinked to the original entry (if the punch was edited)

    7. Cost Center

    8. Client/Program Name – Name that is hyperlinked to the client or program details page

    9. Service Code

    10. Amount – Amount of service in units

    11. Status

13. Click anywhere in the entry row to view the punch detail page

    1. View widgets regarding the punch:

       1. Punch Details

       2. Account Details/Service Account

       3. Client Details

       4. Employee Details

       5. EVV Details

       6. Reason Codes

       7. Statements

    2. Click the tabs to view additional punch details such as:

       1. Reference Entries – Entries associated with the pending entry. The 5^th column (Ref.) is the original punch number. The 2^nd column (Id) is the new entry number.

       2. Notes and Attachments – Images associated with client attestation

       3. Business Rules – Displays business rule(s) associated with the entry

       4. History

Export Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the submenu

4. Use the filters to search by any of the following:

   1. Employee Name

   2. Cost Center

   3. Employee Number

   4. Employee Type – Select from drop-down

   5. State – Select from drop-down

   6. Status – Select from drop-down

5. Click Search

6. Export entries by clicking the Export button above the entries table on the right-hand side of page

   1. If no search criteria are defined, all entries in the table will be exported.

   2. If search criteria are defined, only the entries in the search criteria will be exported.

7. Open the .csv file from the device downloads

8. Excel will open

9. Sort and format downloaded data as needed

Approve Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the submenu

4. Use the filters to search by any of the following:

   1. Employee Name

   2. Cost Center

   3. Employee Number

   4. Employee Type – Select from drop-down

   5. State – Select from drop-down

   6. Status – Select from drop-down

5. Click Search

6. Click anywhere in the entry row to view the punch detail page