Group Service - Supervisor Guide

Description: In this guide, the user will learn how to use DCI to supervise group service.

Roles Required: Super User, Supervisor

Permissions Required: Group Service Admin

Open

Group Service Profile - Create

1. Log in to DCI

2. Click Home on the main menu 

3. Click Group Services on the submenu 

4. Click Actions

5. Select Add New Group Service from the drop-down menu

6. Complete the form wizard

   1. Basic Demographics tab:

      1. Name (required): Must be at least six characters

      2. Address (required): After entering, click the blue search location hyperlink to populate GNIS Code.

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

      4. Phone (required)

      5. Alternative Phone (optional)

      6. Email (required)

      7. Cost Center (required)

      8. Profile Reference (optional)

      9. Status (required): Defaults to active. Change to inactive when service is no longer valid.

      10. EVV Required (required): Yes or no options, default is yes. Select no if not required.

      11. Enable Geofencing (required): Yes or no options, default is no. Select yes to enable geofencing for this program.

      12. 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.

      13. 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.

      14. Click Next

   2. EVV Location tab (optional): Can be added later

      1. Copy from Profile Address (optional): Copies address from the Basic Demographics tab

      2. EVV Location Name (required): Name of the location

      3. EVV Location Type (required): Select from drop-down

      4. Address (required): Location address

      5. Begin Date (required): First date the location is approved for use

      6. End Date (optional): If applicable, the last date the location is approved for use.

      7. Status (required): Defaults to active. Change to inactive when the program is no longer valid.

      8. Primary (optional): Select if this is the primary location to provide services

      9. Click Next

7. Click Save to continue and Yes to confirm

Group Service Profile - View, Edit, or Deactivate

1. Log in to DCI

2. Click Home on the main menu 

3. Click Group Services on the submenu 

4. Use filters to find the group service and click Search

5. Click anywhere in the row to open the group services details page

6. Click Actions

7. Select Edit Group Service from the drop-down menu

   1. To deactivate, update the status to 

8. Edit as needed

9. Click Save and Yes to confirm

Service Accounts

Description: A client or employee service account connects the client or employee to the group service allowing them to receive service and service to be provided.

Create Client Service Account

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Group Services on the submenu

4. Search for the service by typing the name in the filter Type Group Service Name and selecting it when it appears

5. Click the blue Search button

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

7. Click Actions

8. Select New Client Service Account from the drop-down

9. Complete the form wizard

   1. Group Service Name – Auto populates

   2. Client - Enter the client's name and select it from the drop-down menu

   3. Service Code - Select Group Service

   4. Funding Source - Select the appropriate funding source from the drop-down menu

   5. Cost Center – Auto populates based on the service code selected

   6. Billing Unit – Auto populates

   7. Rate (optional) – Defaults to 0. This number can be changed if this service account has a unique pay rate.

   8. Account Reference (optional) – Optional reference field

   9. Status – Defaults to active. Switch to inactive when this is no longer a valid service account.

10. Click Save to continue and Yes to confirm

Create Employee Service Account

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Group Services on the submenu

4. Search for the service by typing the name in the filter Type Group Service Name and selecting it when it appears

5. Click the blue Search button

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

7. Click Actions

8. Select New Employee Service Account from the drop-down

9. Complete the form wizard

   1. Group Service Name – Auto populates

   2. Employee – Enter the employee's name and select it from the drop-down menu

   3. Cost Center – Auto populates based on the group service selected

   4. Employee Number (optional)

   5. Pay Rate Name (required) – Select from the drop-down menu

   6. Pay Rate – Defaults to 0. Enter a pay rate for the employee. If no pay rate is entered, the employee will not be paid.

   7. Effective Date - Click in the field to open the calendar and select a date

   8. 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

   9. Max Units Per Punch (optional) – Enter if the employee may not exceed a maximum number of billing units in one shift

   10. Start Date (optional) – If a date is entered, the employee will not be able to make a punch before this date.

   11. End Date (optional) – If a date is entered, the employee will not be able to make a punch after this date.

   12. Account Reference (optional) – Optional reference field

   13. 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.

       1. Grace Period Expiration – Locked field on this form. The date the grace period will expire is based on the time frame associated with the linked certification template.

   14. Allows OverLapping Pay Rates box – Check to allow

   15. Status – Defaults to active. Switch to inactive when this is no longer a valid service account.

10. Click Save to continue and Yes to confirm

Employee Punch Entries – Search, View, Approve, Reject, or Export

Description: Group service entries are approved like other entries (e.g., hourly time entries).

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. Select Group Service from the Select Account Type filter

5. Click Search

6. Click the A in the entry row to approve the punch or the red R to reject it

7. Click Yes to confirm

8. Click anywhere in the entry row to view the punch details

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

10.  

    1. Open the .CSV file from the device downloads 

    2. Excel will open 

    3. Sort and format downloaded data as needed 

All Entries by Object

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click one of the following tabs on the submenu to open the object page

4.  

   1. Employees – Shows all entries by employee

   2. Clients - Shows all entries by client

   3. Group Services – Shows all entries for the service (excludes punches not made within the service such as Training, Admin, Hourly, etc.)

   4. Cost Centers - Shows all entries by cost center

5. Use the filters to search by specific criteria

6. Click Search

7. Select the object by clicking anywhere in the row

8. Select the Entries tab on the object details page

9. If searching by object Employees or Clients, select Group Service from the Select Account Type filter.

10. If searching by object Group Services or Cost Center, there is no need to further filter, but can optionally select Client Service or Employee Service to narrow the entry search.

11.  

    1. For Cost Center, click Client/Program header to sort by Group Service.

12. Click Search

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

14.  

    1. Open the .csv file from the device downloads 

    2. Excel will open 

    3. Sort and format downloaded data as needed 

15. Click anywhere in the entry row on the entries table to view details

16. Click Actions

17. Select Approve or Reject from the drop-down menu

Manage Punch Entry for Employee

Description: In this topic, the supervisor will learn how to add or edit employee punches for those they supervise. The best practice is for employees to enter and edit their punches, however, some situations require supervisor assistance (e.g., missed punches for the group service, approved punches that require editing, etc.).

Add a New Punch for an Employee

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Group Services on the submenu

4. Search for the program by typing the name in the field Type Group Service Name and selecting it when it populates

5. Click Search

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

7. Click Actions

8. Select New Entry from the drop-down menu

9. Complete the form wizard

10.  

    1. Entry Type - Select Punch

    2. Group Service Name – Auto populates

    3. Account Type – Select Group Service

    4. Employee Name – Enter the employee's name and select it from the drop-down menu

    5. Service Date – Click in the field to open the calendar and select a date

    6. Check In/Check Out – Click in the fields to select service times

    7. EVV Location – Select the group service location

    8. Reason – May be required. Select from the available drop-down options.

    9. Notes – Add additional information regarding the punch as needed

    10. Attachment – Add an attachment as needed

11. Click Save to continue and Yes to confirm

The punch appears in the employee’s entries list with a status of Unverified. The employee must verify the punch, which updates the status to Pending. The supervisor may then review and approve the pending entry.

Edit a Punch for an Employee

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's 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. Select Group Service from the Select Account Type filter

8. Click Search

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

10. Click Actions

11. Select Edit Entry from the drop-down menu

12. Make the necessary changes to the Entry Form wizard

13. If the organization requires a reason code when editing a punch, click the blue plus sign (+) next to the reason field

14. Select a reason from the Add Reason Codes drop-down that best describes why the edit is being made

15. Reason codes may require a text explanation. If this requirement is selected, a text box will appear where text must be entered.

16. Click the blue plus sign (+) next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box

17. Click Save to continue and Yes to confirm

An edited pending punch will change to rejected status and a new punch with unverified status is generated with the corrections. The Ref field is assigned a number that references the original punch, indicating the punch has been modified. The employee must log in to DCI and verify (acknowledge and concur with) the change(s), which updates the status to Pending. The supervisor must now review and approve the punch. Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be visible under Entries for the program, or individually under Entries for the employee or client. 

An edited approved punch will maintain the status of approved but will reflect a Compensated flag. Two new punches are created and need to be approved; one that zeroes out the original entry, and one for the correct entry. These entries can be found on Pending Entries on the submenu or in the reference entries table on the original entry’s punch entry details page. The Ref field is assigned a number that references the original punch, indicating the punch has been modified.

Cancel Approved Punch for an Employee

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's 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. Select Group Service from the Select Account Type filter

8. Click Search

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

10. Click Actions

11. Select Cancel Entry from the drop-down menu to open the Cancel Entry form

12. If the organization requires a reason code when canceling a punch, click the blue plus sign (+) next to the reason field

13. Select a reason from the Add Reason Codes drop-down that best describes why the edit is being made

14. Reason codes may require a text explanation. If this requirement is selected, a text box will appear where text must be entered.

15. Click the blue plus sign (+) next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box

16. Click Save to continue and Yes to confirm 

The updated employee punch remains in Approved/Processed/Paid status but will reflect a Compensated flag. A new entry zeroing out the original has been created. The Ref field is assigned a number that references the original punch indicating the punch has been modified.  

Verify an Unverified Punch for an Employee

Description: As an alternate option to the employee verifying an unverified punch, some organizations may allow a supervisor to verify (or reject) the punch from the punch details screen on behalf of the employee.

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's 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. Select Group Service from the Select Account Type filter and select Unverified from the Select Status filter

8. Click Search

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

10. In the Punch Details widget box, select either the Verify or Reject button by the Status field

11. Click Yes to confirm

Client Attendance Entries – Search, View, or Export

Client attendance entries cannot be managed independently of employee punch entries. Whatever action is taken to the employee punch entry is automatically applied to the client attendance entry.

View on Employee Punch Entry Details page

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the submenu

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

5. Click Search

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

7. Click the Entries tab

8. Click anywhere on the group service punch entry row to open the details page

9. Select the Attendance Entries tab

10. Filter results by client name, service code, or entry ID.

11. Click Search

12. Click the entry ID to view the attendance entry details

View on Group Service Details page

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Group Services on the submenu

4. Search for the program by typing the name in the field Type Group Service Name and selecting it when it populates

5. Click Search

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

7. Click the Entries tab

8. In the Select Type filter, select Attendance from the drop-down menu.

9. Click Search

10. Click anywhere in the entry row to view the attendance details

11. To export attendance entries, return to the Group Services details page.

12. Use filters to define and search for entries to be exported

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

14.  

    1. Open the .csv file from the device downloads 

    2. Excel will open 

    3. Sort and format downloaded data as needed 

View on Client Details page