"Automated Time and Attendance" and "Electronic Visit Verification" are fancy words for clocking-in and clocking-out. Unless an exception applies, you are required to clock-in and clock-out every shift by using either the client's home phone, the mobile app (preferred option), or the fob. Doing so allows the agency to accurately capture the following:
All of the above helps to make sure clients are receiving the services they need. They also benefit you personally in the following ways:
Below is a quick refresher on how to use the HHA eXchange system:
- Type of service performed
- Individual receiving the service
- Date of the service
- Location of service delivery
- Individual providing the service
- Time the service begins and ends
All of the above helps to make sure clients are receiving the services they need. They also benefit you personally in the following ways:
- By tracking time with down to the minute accuracy, immediately upon clock-in, you are ensured to get paid for every minute you put in with clients, including overtime
- Your hours worked, earned time off, schedule, and other employment information maintained by the agency are more reliable
- Some caregivers cut out early, come in late, and/or ask other caregivers to cover for them. With an automated time and attendance system, everyone is treated fairly because everyone's activity is transparent
- An automated time and attendance system allows the agency to potentially explore a points system to reward good attendance habits
- Streamlining payroll processes cuts the agency's costs significantly. With less time spent on manual tasks like processing paper timesheets or gathering them for compliance audits, the agency will have more funds available for increased wages and benefit
Below is a quick refresher on how to use the HHA eXchange system:
- From the patient’s home phone, dial the number on the cover of this guide.
- Press 1 to Call In.
- Enter your Assignment ID :
- Confirm the entry.
- If you enter your number INCORRECTLY, you will be asked to retype your Assignment ID. If you fail to enter a valid Assignment ID after multiple attempts, you will not be able to Call In. Contact the agency.
- If you enter your Assignment ID CORRECTLY you will hear: “Your call has been successfully registered”.
- From the patient’s home phone, dial the number on the cover of this guide.
- Press 2 to Call Out.
- Enter your Assignment ID (your last six(6) digits of your Social Security Number).
- Confirm the entry.
- If you enter your number INCORRECTLY, you will be asked to retype your Assignment ID again. If you fail to enter a valid Assignment ID after multiple attempts, you will not be able to Call In. Contact the agency.
- If you enter your Assignment ID CORRECTLY you will hear: "Enter the 2-digit ID # for the first duty per-formed for the patient."
- If you enter an INVALID DUTY ID, you will be told so and asked to enter the next Duty ID.
- If you enter a VALID DUTY ID, you will be asked to enter the next Duty ID.
- Enter each Duty ID. When finished, type 00. The system will say: "Your Call-Out has been registered success-fully. Goodbye."
If you are calling for a shared (mutual) case (2 patients at once):
If you are calling for a live-in:
- Follow the calling instructions on the left.
- You will Call In ONCE at the beginning of the visit, and clock out ONCE at the end of the visit.
- When you Call Out, first enter the duties for the primary patient and then enter 00.
- Enter the duties for the secondary patient and again enter 00.
- The system will then complete the Call Out.
If you are calling for a live-in:
- Follow the calling instructions on the left.
- You will Call IN ONCE when you first arrive with the patient.
- Each day after, you will only Call OUT.
- The system will ask for duties and Call you OUT for yesterday, and automatically Call you IN for today
IF YOU DON'T CLOCK-IN/CLOCK-OUT, YOUR PAYROLL MAY BE DELAYED