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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: return@dcisoftware.com. Note: Your instance may be using a customized email address) 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

Accounts

Navigational path: Home > Accounts

The Accounts tab on the submenu provides a list of the case worker’s employees. To view associated employees:

  1. Log in to DCI

  1. Click Home on the main menu

  1. Click Accounts on the submenu

  1. View all employees associated with clients. Data includes employee name, number, state, client and service code.

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 History; 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.