Phone EVV Guide

Description: In this topic, the employee will learn how to create a real time (at the time of the service) and historical (after the service was completed) punch entry on a landline or VoIP phone. 

View the step by step instructions in this article, watch the video below or download the Phone EVV IVR Guide. 

Role Required: Employee

Real-Time Phone EVV Clock In

The process takes three to five minutes to complete.

1. Arrive at the client's home to begin the shift.

   1. All states except NC Cap (including KS Helpers): Sign in: Call [phone]  from the client’s landline or VoIP to start the shift

   2.  NC Cap Only: Sign in: Call [phone]  from the client’s landline or VoIP to start the shift

2. An automated voice will prompt for the last four digits of the employee's social security number on the landline keypad. 

3. When prompted enter the four-digit PIN 

4. When prompted enter month and day of birth (i.e., January 01 - enter 01 01)

5. When prompted press 1 for hourly services

6. The system will read the name(s) of client associated with the landline phone number. Press the number on the keypad associated with the client (i.e., press 1 for John Smith).

7. Press 1 for real time. The options will be to press 1 for hourly service or 2 for historical entries.

8. Press the appropriate number to confirm the service code (i.e., respite)

   1. If more than one service code, the system will read all service codes available (i.e., press 1 for respite, press 2 for attendant care)

9. Select clock in EVV Location

   1. If the user is calling from the associated EVV phone number, this step will not be presented as the EVV location will be automatically selected.

   2. If this is required by the program, a selection must be made ("none" will not be an option). The system will provide numbered options for EVV locations associated with the client.

   3. If this is not required by the program, "none" will be an available option.

10. Press 1 to save the entry and clock in

Real-Time Phone EVV Clock Out

The process for clocking out will be similar to the process for clocking in. The process takes three to five minutes to complete.

1. At the end of the shift, Sign in:

   1. All states except NC Cap (including KS Helpers): Sign in: Call [phone]  from the client’s landline or VoIP to end the shift

   2. NC Cap Only: Sign in: Call [phone]  from the client’s landline or VoIP to end the shift

2. An automated voice will prompt for the last four digits of the employee's social security number on the landline keypad. 

3. When prompted enter the four-digit PIN 

4. If required by the program, the system will read each task/statement. Select 1 if the task was completed or 2 if the task was not completed (e.g., Laundry, press 1 for yes and 2 for no). Select at least one task/statement or the call will disconnect, and the process must be restarted.

5. The system will alert that there is an open punch. When prompted press 1 to confirm closing the punch.

6. Press 2 to disconnect (clock out has now occurred), or if needed, press 1 to start a new shift (e.g., A real-time clock out was just completed, but a historical punch also needs to be entered. Stay on the line and complete both.).

Historical Phone EVV

Historical phone EVV allows users to enter time after the shift has already happened. Because the shift is in the past, clock in and out during the same call. Historical phone EVV requires that the client or employer verify the historical time entry and they must be present at the end of the process. Allow five to eight minutes to complete this process.

1. The client or employer must be present for historical punches.

   1. All states except NC Cap (including KS Helpers): Sign in: Call [phone]  from the client’s landline or VoIP to start the shift

   2. NC Cap Only: Sign in: Call [phone]  from the client’s landline or VoIP to start the shift

2. An automated voice will prompt for the last four digits of the employee's social security number on the landline keypad. 

3. When prompted enter the four-digit PIN 

4. When prompted press 1 for hourly services

5. The system will read the name(s) of the client associated with the landline phone number. Press the number on the keypad associated with the client (e.g., press 1 for John Smith).

6. Press 2 for historical. The options will be to press 1 for hourly service or 2 for historical entries.

7. Press the appropriate number to confirm the service code (e.g., respite)

   1. If more than one service code, the system will read all service codes available (e.g., press 1 for respite, press 2 for attendant care)

8. Enter Date of Service in MMDDYYYY format (e.g., August 1, 2021, is 08012021)

9. Enter Clock-In Time in HHMM format (e.g., 8:30 is 0830)

   1. Press 1 for AM or 2 for PM 

10. Enter Clock-Out Time in HHMM format (e.g., 4:45 is 0445) 

    1. Press 1 for AM or 2 for PM 

11. If required by the program, the system will read each canned statement. Select 1 if the task was completed and 2 if the task was not completed (e.g., Laundry, press 1 for yes and 2 for no). Select at least one canned statement or the call will disconnect, and the process must be restarted.

12. The system will read back punch details. Press 1 to confirm.

13. Hand the landline phone to the client or employer to verify the historical entry

14. The client or employer will press 1 when ready

15. They listen to the punch details and press 1 to accept or 2 to reject

16. They enter their PIN to validate 

17. The call will end automatically, and the historical punch is now recorded.