HHA Visit Confirmation
Ways to Clock-In & Clock-Out
How to clock-in and clock-out using IVR
Why should caregivers use IVR to call-in and call-out?
- Visits will be registered to the client’s home address when caregivers call using the client’s phone.
- The information is automatically verified with the schedule information.
- By using the client’s phone; the date of the visit, time, location, client, and caregiver information is captured.
- When caregivers register their time with IVR, they will ensure to get paid on time.
Using the Mobile App (HHAeXchange App)
How to set up the Mobile App to Clock-In and Clock-Out:
- Download the HHAeXchange App. It is free on the App Store and Google Play.
- Caregivers must enter all of their information to create an account.
- When finalized, caregivers must share the Mobile ID number with the compliance team so they can link the schedule.
Emergency Duty Sheets
Emergency Duty Sheets may be used to register shifts when IVR or the HHAeXchange App are unsuccessful.
Duty Sheets must be manually filled out as instructed. Please note that manual entries have a higher chance of errors. Duty sheets must be scanned and emailed tctimesheets@truecareny.com by noon on the following Monday. If the scan is not clear, caregivers may need to re-scan and resubmit, which means payments could be delayed.
New Rules
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As of Aug. 15, old timesheets will not be accepted.
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Only ONE duty sheet per aide/patient/shift per week will be processed.
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Duty sheets CANNOT be mailed.
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All aides MUST come into a recruitment office to pick up their duty sheets in person.
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Duty sheets will be stamped with the date they are picked up by our office staff. All caregivers have 10 days to return the duty sheet for processing from the date it was stamped.
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All duty sheets are due on Monday by 12 PM (noon).
FAQ
- Why is there a change happening?
The government mandates that states implement EVV for all Medicaid Personal Care Services (PCS) and Home Health Services (HHCS) that require an in-home visit by a provider. - Can I still submit duty sheets?
We will be limiting the number of duty sheets that an HHA is able to use in only extenuating circumstances. We strongly encourage you to stay EVV compliant by clocking-in and clocking-out exclusively through electronic verification methods. - Do I need to include the Duty IDs performed when using EVV?
Yes, you should always include the Duty IDs you performed for each client. Hint: Duty ID codes are included in the Plan of Care form (###). Should you fail to enter the Duty IDs you performed through electronic verification, please complete and submit a duty sheet. - What does EVV even mean?
Electronic Visit Verification is a government-enabled way to ensure that home care services are verified electronically by phone (IVR phone system) or through GPS-enabled software (HHAeXchange app).
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