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Case Workers Guide

Case Workers Guide

Description: In this guide, the user will learn how to navigate DCI as a case worker.

*Please note: Case Workers can only log into the web portal and the mobile web full site, not the mobile app or mobile web.

Roles Required: Case Worker

Permissions Required: N/A

Profile Overview

The base case worker profile allows users to review pertinent information in a view-only format. Review information about authorizations and time entries of clients and run reports.

The enhanced case worker profile provides access to create and manage authorizations, vendor payment entries and/or reimbursement entries.

*Please note: Case Workers can only log into the web portal and the mobile web full site, not the mobile app or mobile web.

Profile Activation

After the case worker profile has been created, DCI will send a system-generated email (sender email address is: support@dcisoftware.com) to the case worker email address on the profile. This email must be validated by the case worker to access the system.

  1. Select the Activate Your Profile button in the email

a. Please note: The Activate Your Profile or Reset Password button link will only be active for a specific amount of time (typically 24 hours) determined by the organization.

b. After clicking the Activate Your Profile button in the email, an alert stating "Invalid Token. Please contact your DCI administrator” will appear if the link is inactive. Select the Resend the email button and try again.

  1. The Authenticate Password page will open. Enter the temporary password provided by the organization and click Authenticate.

  2. The Update Password page will open. Enter a new password then confirm it and click Update Password. Password criteria are determined by the organization, but typically must be:

a. At least ten characters

b. Contain one uppercase and one lowercase letter, number, and special character.

c. Do not contain more than two repeated characters in a row

d. Different from the three previous passwords

  1. Select Yes to confirm the password update

  2. The DCI profile login page will open. Enter username and password and click Sign In.

  3. The update security details page will open

a. Select a security question, type an answer, and click Save.

i. The security question and answer will be used as verification if the user selects the Forgot Password link to reset the profile password

             ii. Security questions are case sensitive

  1. The user is now logged in to the case worker profile and taken to the dashboard, or landing page.

Verify Mobile

Verifying a mobile number in DCI allows the user to receive SMS text notifications. If the mobile number is not verified, the notifications will be sent via or will be available for viewing in the DCI messaging center. 

  1. Log in to DCI

  2. Click the username in the upper right-hand corner of the page which is indicated with a person icon

  3. Select Settings on the drop-down menu

  4. Click Verify Mobile on the submenu 

  5. Enter mobile number and click Update Mobile Number

  6. A green banner stating "Your Mobile Number is updated. Please verify mobile number" will appear briefly.

  7. Click Send Verification Code 

  8. A green banner stating "Your Verification Code is sent. Please check your registered Mobile Number" will appear. 

  9. The user will receive a verification code via SMS text message. Enter the verification code into the Verification Code field. 

10. Click Verify Mobile 

The mobile number is now verified and will receive SMS text message notifications. 

Basic Navigation

The horizontal row at the top of the screen is called the main menu. From left to right it features:

  • Company logo - Click to return to the dashboard

  • Home - Click to return to the dashboard

  • Authorization (only visible if the Enable Authorization Management setting is enabled on the case worker profile) – Create, approve, edit, reject and renew authorizations; change, approve, and reject Authorization Bill Rate; view Events; view Funding Accounts.

  • Care Management (Instance-Level Setting) – Some organizations may use the care management module which includes client overview and summary, care notes, and plan of care information. See the Care Management section of the guide for details.

  • Reports - Access and run reports. See the Reports section of the guide for details.

  • Envelope Icon - Access the messaging module to view and send messages

  • Help - Access the help center and search for articles by keyword or topic

  • Username - Displays the username of the user who is logged in to DCI

  • Settings – Indicated by the person icon. Click to update user settings including password, security question, email, or username. Also, click to log out of DCI.   

The vertical column on the left side of the screen is called the submenu. Options change based upon which main menu tab is selected.

Messaging Module

View and Manage Messages

  1. Log in to DCI with personal profile

  2. Click the mail icon in the top right of the main menu

  3. Select See All Messages to open the inbox

a. Use filters to search for a specific message

b. View messages in the table below the filters

c. Messages in bold are unread

d. A yellow star indicates a high-priority message

  1. Click anywhere in the message row to open and view message details

a. From (sender)

b. To (recipient)

            i. Recipient name will be highlighted in red if the message is unread

           ii. Recipient name will be highlighted in green if the message has been read

c. Priority level

d. Date sent

e. Message body

f. View notes or attachments by clicking on the respective tab

  1. Click Actions to view options

a. Reply – Option not visible for system notification emails

b. New Note

c. New Attachment

d. Archive

e. Delete

f. New Message

  1. In a message strand, select the single message to expand the section and display the message details.

Send a Message

  1. Log in to DCI with personal profile

  2. Click the mail icon in the top right of the main menu

  3. Select See All Messages

  4. Click Actions

  5. Select New Message from the drop-down menu

  6. Complete the form wizard

a. To (required) – Type recipient(s) name

     i. Case workers can only send messages to linked users. If the recipient’s name does not populate upon typing, a message cannot be sent to that user.

b. Subject (required)

c. Priority (required) – Select low, normal, or high. High-priority messages display on the dashboard with a red banner.

d. Message body (optional)

  1. Click Save as Draft to save and send it later

a. View the draft by selecting Draft on the submenu

  1. Click Cancel to delete the message

  2. Click Send to send the message

a. View sent items by selecting Sent on the submenu

Dashboard

Navigational path: Home > Dashboard

Authorizations Widget

The authorization widget provides current information about a client’s authorization(s) in a read-only view for base case worker profiles.

  1. Enter the client name in the Type Client Name field and select it when it populates

a. Optionally, also enter the Date of Service to narrow the search results.

  1. Click Search to display the client’s authorization information

a. Service Code – Service the client is eligible to receive. A client may have multiple service codes.

b. Start Date – Day the authorization starts

c. End Date – Day the authorization ends

d. Initial Balance – Total amount of authorized units or dollars

e. Remaining Balance – Amount deducted from the authorization after pre-authorization holds have been processed for billing and payment

f. Pre Authorization Holds – Amount deducted from the authorization that has not yet been processed for billing and payment

g. Current Available Balance – Total of the remaining balance minus any pre-authorization holds

h. Monthly Max – Maximum units or dollars available for the authorization per service per client per month

i. Weekly Max – Maximum units or dollars available for the authorization per service per client per week

j. Daily Max – Maximum units or dollars available for the authorization per service per client per day

  1. Click Display as Time to view the authorization data in time instead of units. Once clicked, the button changes to Display as Units.

a. Authorizations measured in miles and dollars are excluded from time conversion. If minutes are in a decimal, the system will always round down to the whole minute.

  1. Click Reset to exit the client’s authorization

  2. Repeat the process for additional clients

News Posts

  1. After logging into the mobile app, web portal, or mobile web, you may see one or more news posts, which display important information from the organization or program on a splash screen. Click OK to acknowledge the content on each.

  2. Additionally, view news posts by scrolling down on the dashboard.

  3. Click on a news post to open the details page

Clients

Navigational path: Home > Clients

The Clients tab on the submenu provides a list of the case worker’s clients. To access client information:

  1. Log in to DCI with personal profile

  2. Click Home on the main menu

  3. Click Clients on the submenu

  4. Search for the client by typing the name in the field Type Client Name and selecting it when it populates

  5. Click Search

  6. Select the client from the table by clicking anywhere in the row

a. View the Basic Demographics and Other Details widgets

b. Scroll down and click the tabs to view:

           i. Entries – Entries associated with the client. Click the Load More button to view all entries.

1. Export entries to a CSV file by clicking the Export button. Click to open and access data in Excel.

2. Click the hyperlinked ID number to view the punch detail page

3. View the widgets contained on the Punch Detail page for additional information - Punch Details, Account Details/Service Account, Client Details, Account Details/Funding Account, EVV Details, Reason Codes, and Statements.

4. Click the tabs to access additional punch information:

a. Notes - View employee notes on the punch, reason codes, reason code notes, and statements/tasks.

b. Attachments - View employee attachments on the punch

c. Events - Log including date/time, subject, description, input type (web portal or mobile app), OS, OS version, app version, and user/system process for all punch activity including EVV method captured, updates, edits, system processes, approvals, rejections, and view.

d. Verifications - EVV verification data for the punch along with the status of the verification (some require approval)

e. Map - Visual location of the mobile app punch

          ii. Authorizations – Alternate way to view authorizations for the client. Click the Load More button to view all authorizations.

1. Export authorizations to a CSV file by clicking the Export button. Click to open and access data in Excel.

2. Select an authorization to view the authorization detail page

3. View the widgets contained on the Authorization Detail page for additional information - Authorization Details, and Account Details (Auth).

4. Click the tabs to access additional authorization information:

a. Entries - View all entries associated with the authorization. Click the hyperlinked ID number to view entry details.

b. Rate Changes - History of all bill rate changes on the authorization

c. Notes - View notes created on the authorization

d. Attachments - View attachments pertaining to the authorization

e. Events - Log including date/time, subject, description, input type (web portal or mobile app), OS, OS version, app version, and user/system process for all authorization activity including updates, edits, system processes, approvals, rejections, and views.

         iii. Employees – View employees associated with the client.

Please note: Clicking on the employee line does not open the employee details. However, employers do have access to employee details.

1. Export employees to a CSV file by clicking the Export button. Click to open and access data in Excel.

         iv. Notes (super user must grant access) – View notes regarding the client

          v. Attachments (super user must grant access) – View attachments pertaining to the client

vi. Diagnosis – View client diagnosis information

Vendors

Navigational path: Home > Vendors

Once the Enable Vendor Payment setting is enabled on the case worker profile, all active vendors are visible via the Vendors tab on the submenu. Associated vendor payment entries are visible on the Pending Entries tab.

Create Vendor Payments

  1. Log in to the DCI web portal

  2. Select Home from the main menu

  3. Select Clients from the submenu

  4. Use the filters to refine and click Search

  5. Click anywhere in the client row to open the Client Detail page

  6. Click Actions 

  7. Select New Vendor Payment Entry from the drop-down menu

  8. Complete the Add New Vendor Payment Entry form wizard

a. Entry Type (required): Defaults to Vendor Payment

b. Account Type (required): Hourly or Vendor depending on the service code

c. Client (required): Type the client name and select it from the drop-down

d. Service code (required): Select from the drop-down

e. Dollar Amount (required): Enter the total amount for the invoice for all dates of service

f. Invoice Number (required): Enter the invoice number

g. Vendor Payment Reference Fields 1-5 (optional): Add any additional information regarding the vendor payment

h. Date(s) of Service (required): This may be one date or multiple dates. Enter the date and the amount for that date then click the blue plus sign (+) to add more as needed.

           i. Please note: The sum of the dates of service must match the dollar amount entered in the Dollar Amount field (see step 7e)

i. Notes (optional)

j. Invoice Attachment (required): Click the Choose Files button to select and upload the invoice. Attachment must be in PDF, JPG, or PNG format.

  1. Click Save

10. Click Yes to confirm

Approve or Reject Vendor Payments

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Pending Entries on the submenu

  4. Select Vendor Payment from the Select Entry Type drop-down and click Search

  5. Click A on the line to approve the vendor payment entry or the red R to reject it

Edit Vendor Payments

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Pending Entries on the submenu

  4. Select Vendor Payment from the Select Entry Type drop-down and click Search

  5. Click on the blue Entry Id hyperlink to open the Entry Details page

  6. Click Actions

  7. Select Edit Entry from the drop-down menu

  8. Make changes in the Edit Entry form wizard as needed

  9. Click Save

10. Click Yes to confirm

Employer Reimbursements

If the Enable Employer Reimbursement setting is enabled on the case worker profile, the case worker can create, edit, approve, and reject reimbursement entries. Associated employer reimbursement entries are visible on the Pending Entries tab on the submenu.

Create Employer Reimbursements

  1. Log in to the DCI web portal

  2. Select Home from the main menu

  3. Select Clients from the submenu

  4. Use the filters to refine and click Search

  5. Click anywhere in the client row to open the Client Detail page

  6. Click Actions 

  7. Select New Reimbursement Entry from the drop-down menu

  8. Complete the form wizard

a. Entry Type: Auto-populates to Employer Reimbursement

b. Client: Auto-populates to the selected client

c. Account Type (required): Select from the drop-down

d. Employee Name (required): Type and select from the drop-down

e. Service Code (required): Select from the drop-down

f. Dollar Amount (required): Enter the total amount for the reimbursement. Must match attached invoice or receipt.

g. Date(s) of Service (required): This may be one date or multiple dates. Enter the date and the amount for that date then click the blue plus sign + to add more as needed. The sum of the dates of service must match the amount in the Dollar Amount field (see step 8f).

h. Notes (optional): Add a description

i. Invoice Attachments (required): Click the Choose Files button to upload supporting documents (i.e., Completed Goods & Services Request Form or training invoice). Attachment must be in PDF, JPG, or PNG format.

  1. Click Save

10. Click Yes to confirm

Approve or Reject Employer Reimbursements

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Pending Entries on the submenu

  4. Select Employer Reimbursement from the Select Entry Type drop-down and click Search

  5. Click A on the line to approve the reimbursement entry or the red R to reject it

Edit Employer Reimbursements

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Pending Entries on the submenu

  4. Select Employer Reimbursement from the Select Entry Type drop-down and click Search

  5. Click on the blue Entry Id hyperlink to open the Entry Details page

  6. Click Actions

  7. Select Edit Entry from the drop-down menu

  8. Make changes in the Edit Entry form wizard as needed

  9. Click Save

10. Click Yes to confirm

Authorization

If the Enable Authorization Management setting is enabled on the case worker profile, the tab is visible on the main menu. This allows users to create, approve, edit, reject and renew authorizations; change, approve, and reject Authorization Bill Rate; view Events; and view Funding Accounts.

*Please note: Case workers cannot create funding accounts, add client fees, or complete remaining balance adjustments.

Create Authorization

  1. Log in to DCI

  2. Click Authorization on the main menu

  3. Click Pending Authorizations on the submenu

  4. Click Actions

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

a. Client Name (required)

b. Account Type (required): Select the account type associated with the appropriate service code

c. Funding Source: The system auto-populates this field based on the client’s name

d. Service Code: Select from the drop-down

e. Funding Type: The system auto-populates this field based on the account type

f. Cost Center: The system auto-populates this field based on the client’s name

g. **Authorization ID Reference (optional)

h. **Authorization ID Reference 1-5 (optional)

i. Date (required): Enter the start and end date during which time the service can be provided under this authorization

j. Expiration Date (required): Enter the date the authorization expires, and a new authorization must be obtained to continue providing this service.

k. Eligibility Code (optional): Code that denotes the client’s eligibility for this service

l. Billing Unit: The system auto-populates this field based on the account type

m. Initial Balance (required): The total units of service that can be provided under this authorization

n. Monthly Max (required): The maximum units of service that can be provided per month

o. Weekly Max (required): The total units of service that can be provided per week

p. Daily Max (required): The total units of service that can be provided per day

q. Billing Rate (required): The rate per unit of service authorized to bill for as determined by the funding source

r. 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.

s. Non billable (optional): Check box if funding source will not be billed for this service

t. Hide Initial Balance (optional): Check box if initial balance should not display on reports or widgets

u. Billing Hold: Yes or no options, defaults to no.

v. Additional budget fields (FI only - optional): For reporting purposes

  1. Click Save to continue and Yes to confirm

  2. Use filters to find the desired authorization and click Search

  3. Select the “A” in the authorization row to approve

  4. Click Yes to confirm

Approve or Reject Authorization

  1. Log in to personal profile

  2. Click Authorization on the main menu

  3. Click Pending Authorizations on the submenu

  4. Locate the pending authorization in the table below the search box or utilize filters (i.e., start date or end date of the authorization, client name etc.)

  5. Click Search

  6. To approve the pending entry, select the A then click Yes to confirm the approval

a. A green bar will display to notify the user of the approval

  1. To reject the pending entry, select the R then click Yes to confirm the rejection

a. A red bar will appear to notify the user of the rejection 

  1. Approved and rejected authorizations will disappear from the pending authorizations list

a. Please note: If the authorization has been approved, it must not have punches against it, or all punches must have been rejected.

  1. Once approved, the authorization is ready and available to use.

Edit Authorization

To edit, the authorization must be in Pending or Approved status. This action cannot be taken if the authorization is rejected.

Case Workers cannot add notes or attachments and cannot edit the date range to exclude existing punches if not rejected or canceled.

  1. Log in to profile 

  2. Select Authorization from the main menu 

  3. Select Authorizations from the submenu 

  4. Use the filters to refine and click Search

  5. Click anywhere in the authorization row to open the authorization detail page

  6. Click Actions 

  7. Select Edit Authorization from the drop-down menu

  8. Update or edit the form wizard as needed

  9. Click Save

10. Click Yes to confirm

Renew Authorization

The authorization must be in Approved status to renew. This action cannot be taken if the authorization is Pending or Rejected.

The date range cannot overlap with an existing authorization for the same client and service code.

  1. Log in with personal profile

  2. Select Authorization from the main menu

  3. Select Authorizations from the submenu

  4. Enter the client name and service code in the filters and click Search

  5. Click anywhere on the authorization row to view details

  6. Click Actions

  7. Select Renew Authorization

  8. Complete all editable fields on the Renew Authorization form wizard, which include the new date, balance, and max information.

  9. Click Save 

10. Click Yes to confirm

11.   Click A in the authorization row to approve

12.  Click Yes to confirm

Change Authorization Bill Rate

To change the authorization bill rate, the authorization must be in Approved status and in units. This functionality is not applicable for dollars-based authorizations.

The date of the bill rate change must be within the authorization’s date range.

  1. Log in to DCI

  2. Click Authorization on the main menu

  3. Click Authorizations on the submenu

  4. Use the filters to search by client name and service code and click Search

  5. Click anywhere on the authorization row to open the Authorization Details page

  6. Click Actions

  7. Select Rate Change from the drop-down menu

  8. Enter the new rate in the Billing Rate field

  9. Click Save and Yes to confirm

Approve or Reject Authorization Bill Rate Change

To reject an authorization bill rate change, the authorization must be in Pending status. This action cannot be taken if in Approved status.

  1. Log in to DCI

  2. Click Authorization on the main menu

  3. Click Pending Authorizations on the submenu

  4. Use the filters to locate the authorization with the billing rate change and click Search

  5. Click A to approve or the red R to reject the pending billing rate change

  6. Click anywhere on the pending authorization row to view the Authorization Details page

  7. Select the Rate Changes tab to view all rate changes

View Events

The Events tab provides a ledger of all activity on the authorization.

  1. Log in to DCI

  2. Click Authorization on the main menu

  3. Enter the client name and click Search

  4. Click anywhere on the authorization row to view the authorization details page

  5. Click on the Events tab

View Funding Accounts

The Funding Account is where the client authorizations are placed.

  1. Log in to DCI

  2. Click Authorization on the main menu

  3. Click Funding Accounts on the submenu

  4. Enter the client name and click Search to return results

Care Management (Instance-Level Setting)

Description: The care management module is designed to track the individual support plan of a client. Individual support plan (ISP) is defined as documentation of the activities, resources, and supports that an individual, personal agent or service coordinator, and other designated caregivers, agree are important to or for achieving and maintaining personal outcomes. The ISP is referred to as a plan of care in DCI and is specific to the individual receiving care. The plan of care tracks individual goals.

*Please note: Care management is an instance-level setting and must be enabled by a DCI representative. If care management is enabled, the Care Management tab will be visible on the main menu.

Overview

  1. Log in to DCI with personal profile

  2. Click Care Management on the main menu

  3. Click Overview on the submenu

  4. Search for the client or employee by typing the name in the filter and selecting it when it populates

  5. Click Search

  6. The results table displays the client name, number of goals, number of goals meeting targets, date the plan of care was created, date of last care note, number of active employees, and status.

  7. Select from the results table by clicking anywhere in the row

  8. On the Care Management Overview Detail page:

a. View the Trends widget by selecting a tab

             i. Task Outcomes Over Time

           ii. Task Submissions By Task

           iii. Use the radio buttons to change the days displayed in the Trends widget

1. Options include All, 90 days, 30 days, 14 days, or 7 days.

b. Plan of Care widget

            i. Provides goal details including Goal Name, Number of Tasks, Outcome, Target Outcome, Last Tracked, Effective Date, End Date, Status, and Added By.

           ii. Select the goal by clicking anywhere in the row to open and view the details

c. Select an available tab - Care Notes, Task Results, Notes, Attachments, or Events.

            i. Please note: Not all tabs may be visible

ii. Select an entry in the table to view the details page

Care Notes

  1. Log in to DCI with personal profile

  2. Click Care Management on the main menu

  3. Click Care Notes on the submenu

  4. Use the filters to search for a care note

a. Update the Status filter to Select Status to view all care notes

  1. Click Search

  2. The results table displays the care notes ID, entry ID, service date, due date, client, employee, published date (if the care note is in published status), and status.

a. Overdue care notes show in red in the due date column

  1. Click anywhere on a row to open and view the care note details

a. View task results on the shift within goal tracking in the plan of care widget

b. View notes and attachments

Plan of Care

  1. Log in to DCI with personal profile

  2. Click Care Management on the main menu

  3. Click Plan of Care on the submenu

  4. Use the filters to search for a plan of care

  5. Click Search

  6. The results table displays the client’s full name, ID, the effective date of the plan of care, end date, number of active goals, cost center, and status.

  7. Click anywhere on a row to open and view details

a. Basic Demographics widget – View client details

b. Current Assessment widget – Details the plan of care

c. Tabs – View Goals, Custom Fields, Assessments

1. Export information to a CSV file by clicking the Export button on any tab

2. Click to open and access data in Excel

Client Summary

  1. Log in to DCI with personal profile

  2. Click Care Management on the main menu

  3. Click Client Summary on the submenu to view clients with care management enabled

  4. Use the filters to search for a client

  5. Click Search

  6. The results table displays the client ID, name, state, region (if applicable), cost center, and status.

  7. Click anywhere on a row to open and view details
    a. Client Details widget – View client details
    b. Tabs – View Diagnosis, Plan of Care

1. Export information to a CSV file by clicking the Export button on any tab

2. Click to open and access data in Excel

Reports

Available Reports

  • Summary Report - The default and most popular report for case workers which provides authorization and utilization information

  • Care Management Reports

    • Task Result Details Report – Lists all task results

    • Raw Data Dump Report – Allows users to export all Care Management data per client

  • Notes Report            

    • Punch Entry Notes and Canned Statements Report - Hover over the Notes Report submenu tab to view and select the Punch Entry Notes and Canned Statements Report to view notes and tasks for each punch entry

  • Authorization Run Rate Report – Shows actual versus projected budget usage

  • Punch Entry Details Report – View all punch entries for associated clients based on selected filters. Report column options include who created the punch, status, date of service, start and end times, and service code.

Run a Report

  1. Log in to DCI with personal profile

  2. Click Reports on the main menu

  3. Hover over any of the submenu tabs to view associated reports on the flyout menu

  4. Select a report

    1. The Summary Report is the default and most popular report for case workers. It provides authorization and utilization information to help case workers manage their caseload.

  5. Enter desired criteria into the filters

    1. Filter options vary by report

  6. Click Search

  7. The records will display in the table below the filters

Download a Report

  1. Follow the steps to run a report

  2. Click Download to open the download report wizard

    1. Columns tab:

      1. Select all desired columns in Available Columns to download

      2. Click the > single right arrow to add to Selected Columns

      3. Alternatively, click the >> double right arrows to add all Available Columns to Selected Columns.

      4. Click the < single left arrow to remove the column from the Selected Columns

      5. Alternatively, click the << double left arrows to remove all columns from the Selected Columns.

      6. Reorder selected column items by dragging and dropping into the preferred order

      7. Click Next

    2. Options tab:

      1. Click the Format field drop-down to choose the download file format. Choices include Excel, PDF, CSV, and Tab Delimited.

        1. PDFs have a 10-column limitation for report downloads

        2. The Summary Report download is preformatted as a PDF

        3. Excel is the recommended format for the Punch Entry Details Report

      2. If PDF is selected, the Orientation field will become available. Select Portrait or Landscape.

      3. Save as Report Download Preference box – If checked, DCI will save the format and orientation preferences for subsequent downloads.

    3. Click the blue Download button

    4. Click the blue Yes button to confirm

  3. Click the downloaded file to open (located in the Downloads folder)

  4. Enable editing and use data as needed

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