05 Mobile App : Schedules and EVV

Electronic Visit Verification (EVV)

Electronic Visit Verification (EVV) is a federally mandated process which requires States to implement the collection of specific information when identified services are provided. The identified services that require the collection of EVV data varies from State to State. To learn which services require EVV data collection in your State, please contact your company support.

The OnTarget mobile application meets the mandated requirements for collecting EVV data when specified services are provided. A schedule card will contain a Clock In and a Clock Out button when a scheduled service requires the collection of EVV data. If a schedule card does not contain a Clock In or Clock Out button, then the scheduled service does not require the collection of EVV data.

At the time in which the scheduled shift begins, the OnTarget mobile application provides a Clock In and Clock Out button for the user to click. As stated previously, the user must clock in at the time in which the service starts and clock out at the time the service ends. When the Clock In button or Clock Out are clicked, the OnTarget mobile application collects the following information:

Individual receiving the service.
Service being provided.
The person providing the service to the individual.
The date in which the service is provided (date of clock in / clock out)
The time in which the service is provided (time of clock in / clock out)
The location in which the service is provided. This is collected at the time a user clocks in and clocks out. Using your mobile device’s GPS location service, the location in which the clock in and clock out occurs is collected.

Please Note: The OnTarget mobile application does NOT track your mobile device. The GPS location service for your mobile device is only used for the moment when clocking in and clocking out for a scheduled shift. Once the location data is collected, the OnTarget mobile application discontinues use of your GPS location service.

Clock-In and Clock Out Schedules

• A schedule card that contains a service requiring the collection of clock in and clock out data will display various buttons depending on the state of the schedule based on the date / time and the status of the service being provided. The different buttons provide the user with an efficient sense of workflow.

Clock In Button

A clock in button is provided to allowing users to click and clock in at the start of the scheduled shift. The color of the clock in button is important in that it indicates when this can be utilized.

When the clock in button is used, the OnTarget mobile application will automatically collect the required information for the EVV related service. There is no additional manual action needed when using the clock In button.

A gray Clock In button indicates that the scheduled date and / or scheduled time is after the current date and / or time. The button will remain gray until the scheduled date is the current date and the scheduled start time is within the configured grace period for your company. This configuration varies, so please check with your company’s support to learn more. If the scheduled shift contains a duration time and not a start / end time, then the clock in button will remain gray until the scheduled date is the current date.
A green Clock In button indicates that the user may clock in for the scheduled shift.

Please Note: The Start Note button is disabled until a successful Clock In occurs.

Clock Out Button

Once a user clocks in for a scheduled shift, the Clock Out button becomes available. The Clock Out button will display as red. Additionally, the Start Note button (displayed in w green color) also becomes available so the user may begin entering data for the associated service note.

When the clock out button is used, the OnTarget mobile application will automatically collect the required information for the EVV related service. There is no additional manual action needed when using the clock In button.

Edit Time

In circumstances in which a user forgets to clock in and / or clock out and the user can edit the clock in and / or clock out time, an Edit Time button will appear in place of the Clock In / Clock Out button.

Once the Edit Time button is clicked, a new screen will appear allowing the entry of the start time and end time along with additional required information. At the top of the page, the details for the scheduled shift are provided. For services that are related to EVV, a Reason and Action code are required. Using the Reason and Action fields will result in a drop-down list in which a user can select the appropriate reason for the time edit.

Once all the time information has been entered, clicking the Confirm Time button saves and completes the entry. Clicking this button will also begin the next step in the process which is entering associated service note data. This process will be covered later in this guide.

Editing Clock In/Clock Out

Steps to Edit a Clock In/Clock Out Shift

Enter the Start Time using the format 12:00.
Using the slider, choose AM or PM
Enter the End Time using the form at 2:00.
Using the slider, choose AM or PM

Use the Reason drop-down list to select the best reason for editing the shift time.
Use the Action drop-down list to select the best action used to resolve the reason stated.
Click the Confirm Time button to save the entered time and continue to the note entry process.

Please note: When editing a scheduled shift with a start time and end time, the times on the schedule card will not change. The mobile application will retain the original start and end time scheduled for a shift and only update the time record logged for the shift as the user enters.

Please note: Incorrectly entering an acceptable time in accordance with the scheduled start and end times, the scheduled duration, or incomplete entry may result in an error. Errors displayed will require the user to correct any entry error to ensure accurate information. Allowances for exceeding scheduled time limits (if any) vary between companies. Please contact your company support to learn more about these limitations.

Missed Clock In

Companies that place time limits on when a user may clock in for a shift may result in a scheduled shift containing a Missed Clock In indicator. For some cases, when this message appears, the Edit Time and the Start Note button will not be available. To resolve this issue, users have the option of contacting their supervisor or cancelling the scheduled shift. Shift scheduling is covered later within this section.

Direct Entry Schedules

Scheduled shifts that do not require the process of clocking in and clocking out can begin with simply starting the service note. Unlike the clock in / out process, users may begin the entry of the service note before entering the service time for confirmation.

Direct entry schedule cards are not displayed with a Clock In or Clock Out button. Rather, these cards contain one button labeled as Start Note. However, similarly to the Clock In and Clock Out buttons, the Start Note button for direct entry schedule cards will turn green (be available) when the scheduled date is the current date and the company configured grace period time is reached in accordance with the scheduled start time. Of course, if the direct entry scheduled card contains a duration type of schedule, the Start Note button is available for use when the scheduled date is the current date. When not available, the Start Note button will remain gray.

Please Note: When the Start Note button is clicked, the service note entry begins. This process is covered later in this guide. Additionally, the Start Note button may not be available if the scheduled shift is beyond the grace period time in which a user may enter time and service note data. Please contact your company support for additional information.

Cancelling a Shift (Missed Shift)

Once the Cancel option is selected, a new window will appear for the user to enter the additional information needed for cancelling the shift. To ensure the user has selected the correct shift to cancel, the information for the shift will appear at the top of the screen.

Providing a reason for cancelling the shift is required to account for the purpose. Additionally, a comments text session is provided in the event a user needs to list specific details for the cancelled shift. The Reason field contains a drop-down list of reasons for which a user can choose. The list of reasons provided is uniquely configured by a company. Please contact your support to be provided with additional information on the listed reasons as needed.

Processing a shift cancelation from the mobile application will result in the shift being marked as a ‘Missed Shift’ within the OnTarget mobile application as well as within the OnTarget desktop schedule. This feature provides users with the ability to cancel shifts as needed without the need for contacting a supervisor or scheduling assistance.

Cancelling a Scheduled Shift

Steps to Cancel a Scheduled Shift

Click the button containing 3 dots in the upper right corner of the schedule card.
Choose the Cancel option.
In the Cancel Shift screen, use the Reason drop-down to select a listed reason. This is a required field.
Enter any necessary comments to accompany the reason as needed or preferred.
Click the Cancel Shift button.

Please Note: Cancelling a shift will result in an update to the schedule. This includes the adjustment of the total number of scheduled hours based on the associated service authorization. Please contact your supervisor for additional information on the adjustments as needed.