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Time Entry - Account Type Client Transportation

Time Entry - Account Type Client Transportation

Description: In this topic, the user will learn about the client transportation account type. Client transportation account type is associated with a service code, authorization, and a client. This account type is based on service code settings and can be payable or non-payable, billable or non-billable, and the unit type is miles (unit type dollars can be used as well). The client transportation account type is used when the employee is driving a client (while on the clock for an hourly shift) and needs to track those miles specific to the client and the authorization. Punch entries can be entered in real time or historically in the mobile app (to enable historical entry feature, submit a DCI support ticket), or historically in the web portal.

*Please note: When entering a real-time punch entry for mileage in the mobile app for multiple stops, follow the steps below in the Mobile App - Create Real-Time Client Transportation Entry, for each stop. If Start Client Transportation and End Client Transportation are not clicked for each stop, the mileage will be inaccurate as round-trip is not calculated.

Role Required: Employee (base user)

Permission Required: N/A

Mobile App - Create Real-Time Client Transportation Entry

  1. Open the DCI Mobile EVV app

  2. Log in to personal profile

  3. Click the blue Clock In button on the Dashboard

    1. If the Continue to Clock Out button is displayed, this means the user did not clock out of their last shift and must complete the clock out process before clocking in again.

    2. The Clock In button will not display if the user has an open shift

  4. Complete the Clock In page

    1. Client - If there is only one client the field will auto-populate. If the user provides service to more than one client, click on the field and then select the client from the list.

    2. Service Code - If there is only one service code the field will auto-populate. If there is more than one service code, click on the field and then select the service code from the list.

    3. Cost Center - The cost center will auto-populate

  5. Click Continue

  6. Click Confirm Clock In

  7. Click Start Client Transportation

  8. Select the service code Client Transportation from the drop-down and click Ok

  9. Click Continue

  10. Click Confirm to acknowledge the alert "Please select your Client Transportation start location for accurate map route."

    1. This feature is integrated with Google Maps. The current Google Map location will display.

  11. Click Confirm to validate that the map location is correct

    1. The starting location is marked on the map with a pinpoint labeled A

    2. The mileage is now being recorded from the confirmed location

  12. Click End when arrived at the destination

  13. Click Confirm to acknowledge the Alert - "Are you sure you want to End Client Transportation?"

  14. Click Confirm to acknowledge the Alert - "Please select your Client Transportation end location for accurate map route."

    1. This feature is integrated with Google Maps. The Google Map location will display.

  15. Click Confirm to validate that the map location is correct

    1. The ending location is marked on the map with a pinpoint labeled B

  16. The Client Transportation entry will state "The drive session was ended here. You have driven ___ miles in ___ minutes." It will display:

    1. Estimated mileage (miles driven)

    2. Estimated Travel Time (minutes)

    3. Recaps Client

    4. Recaps Service Account

  17. Click Continue to Clock Out

Mobile App - Create Historical Client Transportation Entry

To enable this feature, submit a DCI Support ticket.

  1. Open the DCI Mobile EVV app

  2. Log in to personal profile

  3. Click blue Other Entries button on the dashboard

  4. Select Client Transportation from the Account Type dropdown

  5. Click the Client field

    1. Type and select the client's name

  6. Click the Service Code field

    1. Select the service code

  7. Click the Month, Day, and Year fields to update the Service Date.

  8. In the EVV Method field, click the Select Method dropdown.

    1. Select Portal Sign Off or Secure FOB (options dependent on settings)

      1. If Secure FOB is selected:

        1. Enter Start Token

          1. The token is the 6-digit code from the FOB that was previously recorded

      2. Enter End Token

        1. The token is the 6-digit code from the FOB that was previously recorded

  9. Click the Start Odometer Reading to enter the true starting odometer reading

    1. Some programs allow the starting odometer to be 0

  10. Click the End Odometer Reading to enter the true ending odometer reading

    1. Some programs allow this to be the number of miles driven

  11. The amount of miles driven displays in the Calculated No. of Miles field

  12. Click the Diagnostic Code field to select the ICD-10 code (based on organization)

  13. Click the Add Notes for Punch field to enter notes (optional - based on organizational requirements)

  14. Click Add Attachment to open the device camera and include an attachment (optional - based on organizational requirements)

  15. Click the blue Save button

    1. If the punch errors when attempting to save, the user may not have an account for that type of punch, or there may not be an active authorization for the client selected. 

Mobile app historical entries require the client or authorized client representative to sign off on (approve) an entry/entries to verify service provided.

Web Portal - Create Historical Client Transportation Entry

  1. Login to the DCI web portal

  2. Click the blue Add Entry button on the Dashboard

  3. Complete the Add New Entry form wizard

    1. Entry Type: Punch defaults

    2. Employee Name: Auto-populates the name of the employee logged in

    3. Account Type: Select Client Transportation from the drop-down list

    4. Client: Type and select the client name from list

    5. Service Code: Click the drop-down and select Client Transportation

    6. Service Date: The date the driving took place. Please ensure that it is within the acceptable date range of the organization.

    7. Remaining Balance: Authorization remaining balance may be visible as determined by the organization

    8. EVV Method: Click the drop-down and select Portal Signoff

    9. Add Reason Codes (required based on organization): The organization may require a reason code when adding historical entries to explain why the punch was not completed using an EVV compliant method of entry in real-time.

      1. Select the reason code(s) note from the drop-down menu. More than one may be selected. Click the X to deselect a reason code.

    10. Add Reason Code Note (required based on organization): Add a reason code note to support the selected reason code if required

    11. Starting Odometer Reading: Enter the starting odometer

      1. Some programs allow the starting odometer to be 0

    12. Ending Odometer Reading: Enter the ending odometer

      1. Some programs allow this to be the number of miles driven

    13. Calculated No. of Miles: The system will subtract the Ending Odometer Reading from the Starting Odometer Reading field to total the miles driven for the entry

    14. Notes (optional): Enter notes per organizational requirements

    15. Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment

  4. Click Save 

  5. Click Yes to confirm

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