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Employer Portal Guide

  • Updated

Description: In this topic, the employer will learn how to manage entries in the web portal. View the step by step instructions in this article or download the PDF of the Employer Portal Guide guide.

Roles Required: Employer

Pending Entries Page

Description: The Pending Entries submenu tab houses all pending entries. View pending entry details, manually approve or reject pending entries, or export pending entries. Pending entries that meet the criteria for auto approval will approve when that process runs and will drop off of the pending entries list.        

Search Pending Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Pending Entries on the submenu
    1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.
  4. Use the filters to search for a pending entry. Search by any of the following:
    1. Date Range
    2. Punch ID
    3. Service Code
    4. Client Name
    5. Employee Name
    6. Cost Center
    7. Account Type
    8. EVV – Can select Yes
    9. Review – Can select Review Needed, or No Review Needed
  5. Click Search
  6. Locate the punch in the entries table or sort results by clicking on a column header

View Pending Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Pending Entries on the submenu
    1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.
  4. Use the filters to search for a pending entry and click Search
  5. Locate the punch in the entries table
  6. Entry table columns:
    1. Approve - Click A to approve or the red R to reject
    2. Punch ID - Number that is hyperlinked to the punch details page
    3. Service Date
    4. Start Time
    5. End Time
    6. Cost Center
    7. Client/Program Name – Name that is hyperlinked to the client or program details page
    8. Employee/Program Name – Name that is hyperlinked to the employee or program details page
    9. Service Code/Type – Type of service (i.e., group service, vacation, hourly, etc.)
    10. Amount – Amount of service in units
    11. EVV – Yes, no, or N/A
    12. Needs Review – If the entry needs review, this column will display a gray ? or a red Eye
      1. Hover over the icon to view the violation
      2. Typical violation examples include portal sign-off pending, a business rule violation, or EVV failure
      3. Scroll down to the Manage Pending Entries Needs Review section of this guide for additional information
    13. Click anywhere in the entry row to view the punch detail page
      1. View widgets regarding the punch:
        1. Punch Details
        2. Account Details/Service Account
        3. EVV Details
        4. Reason Codes
      2. Click the tabs to view additional punch details such as:
        1. Reference Entries – Entries associated with the pending entry
        2. Notes and Attachments –Images associated with client attestation
        3. History

Manage Pending Entries Needs Review

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Pending Entries on the submenu
    1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.
  4. If an entry needs review, the Needs Review column will display a gray ? or a red Eye
    1. Gray ? – Review the needs review column for the warning. Determine the action to take on the punch.
    2. Red Eye icon – Action is required prior to approving the punch. Review the needs review column.
  5. Choose Review Needed from the drop-down in the Select Review filter to search for pending entries needing review
  6. OR sort all pending entries by clicking on the Needs Review column header so that entries needing review sort to the top
  7. Hover over the red-eye icon to view the violation
  8. Typical violation examples include a business rule violation, EVV failure
  9. Click anywhere in the entry row to view the punch detail page
  10. If the error is Unverified Signature, Picture, or Voice, click the Verifications tab
    1. Click the attachment link to open and compare
    2. Click A to approve the verification or the red R to reject the verification
    3. Please note: While the verification has been approved and the issue resolved, the punch must still be approved.
  11. Click Actions
  12. Choose from the following to act and remove the Needs Review flag:
    1. Sign Off
    2. Approve
    3. Reject
    4. Edit Entry

Approve Pending Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Pending Entries on the submenu
    1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.
  4. Use the filters to search for a pending entry and click Search
  5. Locate the punch in the entries table
  6. Click A to approve
    1. Click Yes to confirm
  7. Alternatively, click anywhere in the entry row to view the punch detail page
    1. Click Actions
    2. Select Approve from the drop-down menu
    3. Click Yes to confirm

Reject Pending Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Pending Entries on the submenu
    1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.
  4. Use the filters to search for a pending entry and click Search
  5. Locate the punch in the entries table
  6. Click the red R to reject
    1. Click Yes to confirm
  7. Alternatively, click anywhere in the entry row to view the punch detail page
    1. Click Actions
    2. Select Reject from the drop-down menu
    3. Click Yes to confirm

Edit Pending Entries

Description: Employers may correct/edit an employee’s pending punch entry. Some conditions under which a employer might make such changes include:

  • If the employee made an incorrect punch and is unable to change it themselves

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Employees on the submenu
  4. Enter the employee name in the Employee Name field then click Search
  5. Click anywhere on the row to open the employee details page
  6. Select the Entries tab located below the demographics box
  7. Click anywhere in the row to open the punch details page
  8. Click Actions
  9. Select Edit Entry from the drop-down menu
  10. Make the necessary changes on the Edit Entry form wizard
  11. If the program requires a reason code when editing a punch, select a reason(s) from the Add Reason Codes drop-down that best describes why the edit is being made. 
  12. Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. 
  13. Click Save and Yes to confirm

When the punch is modified, the Ref field is assigned a number that references the original punch, indicating the punch has been modified. To view the original and updated punches, select the Entries tab on the details page.

The updated employee punch assumes Unverified status, which requires the employee to log in to DCI and verify (acknowledge and concur with) the change(s). After the employee verifies the corrected punch, the status changes to Pending, and the employer must approve the punch.

Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be shown under Entries for the individual under Entries for the employee or client. 

Manage Punch Entry for Employee

Description:  In this topic, the employer will learn how to add or edit employee punches. The best practice is for employees to enter and edit their punches, however, some situations require employer assistance (i.e., missed punches; approved punches that require editing, etc.).

Add a New Punch for an Employee

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Employees on the submenu
  4. Enter the employee name in the Employee Name field then click Search
  5. Click anywhere on the row to open the employee details page
  6. Click Actions
  7. Select New Entry to complete the form wizard
    1. Entry Type is automatically set to Punch and the Employee Name field contains the employee’s name

    2. Account Type - Select Hourly 

    3. Client - Type and select the client name from list. Type a minimum of three characters to generate results and select the Client's name from the list

    4. Service Code - The service code(s) authorized for the client. Select the one that is most appropriate for the service rendered.

    5. Service Date - The date the service took place. 

    6. Check In/Check Out - Enter the clock in/clock out times. Both fields are required. Clicking in the field displays a time drop-down in half hour increments. Specific time can be entered directly into the field.

    7. EVV Method - For web portal time punches, the option will be Portal Signoff. The only exception is if FOB is enabled for the organization.

    8. Clock in EVV Location - Where the service was performed. There may be one or more options available depending on the client. This field will not be visible if EVV locations have not been defined for the client. This field will not be visible if EVV locations have not been defined for the client. 

    9. Clock out EVV Location - See above. This should remain the same as the Clock in location unless the service ended in a different location. There may be one or more options available depending on the client. This field will not be visible if EVV locations have not been defined for the client. 

    10. Check Out Date - The checkout date will be automatically generated based on the check in day and cannot be edited

    11. Add Reason Codes - may require a reason code when entering a punch, explaining why a non-EVV-compliant method of time entry has been added. Select a reason code from the Add Reason Codes drop-down. 

    12. Add Reason Code Note - Some Reason Codes require an additional field called Add Reason Code Note to be completed. Enter a free form note to support the chosen reason code(s). 

    13. Notes (optional) - Enter notes 

    14. Attachment (optional) - Click the blue Add Attachment hyperlink to add an attachment. Examples include receipts, photos, etc.

    15. Statements/Tasks - Visible only if required by your program. If required, the entry cannot be saved without selecting one or more.
  8. Click Save and Yes to confirm

The punch appears in the employee’s entries list with a status of Unverified. The employee must verify the punch, which updates the status to Pending. The employer may then review and approve the pending entry.

Edit a Punch for an Employee

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Employees on the submenu
  4. Enter the employee name in the Employee Name field then click Search
  5. Click anywhere on the row to open the employee details page
  6. Select the Entries tab located below the demographics box
  7. Click anywhere in the row to open the punch details page
  8. Click Actions
  9. Select Edit Entry from the drop-down menu
  10. Make the necessary changes on the Entry Form wizard
  11. If the program requires a reason code when editing a punch, select a reason(s) from the Add Reason Codes drop-down that best describes why the edit is being made. 
  12. Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. 
  13. Click Save and Yes to confirm

An edited pending punch will change to rejected status and a new punch with unverified status is generated with the corrections. The Ref field is assigned a number that references the original punch, indicating the punch has been modified. The employee must log in to DCI and verify (acknowledge and concur with) the change(s), which updates the status to Pending. The supervisor must now review and approve the punch. Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be visible under Entries for the program, or individually under Entries for the employee or client. 

An edited approved punch will maintain the status of approved but will reflect a Compensated flag. Two new punches are created and need to be approved; one that zeroes out the original entry, and one for the correct entry. These entries can be found on Pending Entries on the submenu or in the reference entries table on the original entry’s punch entry details page. The Ref field is assigned a number that references the original punch, indicating the punch has been modified.

Cancel a Punch for an Employee

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu 
  3. Click Employees on the submenu 
  4. Enter the employee name in the Employee Name field then click Search
  5. Click anywhere on the row to open the employee details page
  6. Select the Entries tab located below the demographics box
  7. Click anywhere in the row to open the punch details page
  8. Click Actions
  9. Select Cancel Entry from the drop-down menu to open the Cancel Entry form
  10. If the program requires a reason code when canceling a punch, select a reason(s) from the Add Reason Codes drop-down that best describes why the entry is being canceled. 
  11. Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. 
  12. Click Save and Yes to confirm 

The updated employee punch remains in Approved/Processed/Paid status but will reflect a Compensated flag. A new entry zeroing out the original has been created. The Ref field is assigned a number that references the original punch indicating the punch has been modified.  

Punch Entries by Employee

Description: Employers may search, view, manage, and export employee punch entries using the Employee submenu tab.

Search Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Employees on the submenu
  4. Use the filters to search by any of the following:
    1. Employee Name
    2. Cost Center
    3. Employee Number
    4. Employee Type – Select from drop-down
    5. State – Select from drop-down
    6. Status – Select from drop-down
  5. Click Search
  6. Select the row in the entries table by clicking anywhere in the employee row to open the employee details page
  7. Click the Entries tab
  8. Click anywhere in the punch row on the entries table to open the punch details page
  9. Use the filters to search for a specific employee entry. Search by any of the following:
    1. Date Range
    2. Punch ID
    3. Client Name
    4. Service Code
    5. Account Type – Select from drop-down
    6. Status – Select from drop-down
  10. Click Search
  11. Locate the punch in the entries table or sort results by clicking on a column header

View Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Employees on the submenu
  4. Use the filters to search by any of the following:
    1. Employee Name
    2. Cost Center
    3. Employee Number
    4. Employee Type – Select from drop-down
    5. State – Select from drop-down
    6. Status – Select from drop-down
  5. Click Search
  6. Select the row in the entries table by clicking anywhere in the employee row to open the employee details page
  7. Click the Entries tab
  8. Click anywhere in the punch row on the entries table to open the punch details page
  9. Use the filters to search for a specific employee entry. Search by any of the following:
    1. Date Range
    2. Punch ID
    3. Client Name
    4. Service Code
    5. Account Type – Select from drop-down
    6. Status – Select from drop-down
  10. Click Search
  11. Locate the punch in the entries table or sort results by clicking on a column header
  12. Entry table columns:
    1. Id – Number that is hyperlinked to the punch details page
    2. Service Date
    3. Start Time
    4. End Time
    5. Account Type
    6. – Number that is hyperlinked to the original entry (if the punch was edited)
    7. Cost Center
    8. Client/Program Name – Name that is hyperlinked to the client or program details page
    9. Service Code
    10. Amount – Amount of service in units
    11. Status
  13. Click anywhere in the entry row to view the punch detail page
    1. View widgets regarding the punch:
      1. Punch Details
      2. Account Details/Service Account
      3. Client Details
      4. Employee Details
      5. EVV Details
      6. Reason Codes
      7. Statements
    2. Click the tabs to view additional punch details such as:
      1. Reference Entries – Entries associated with the pending entry. The 5th column (Ref.) is the original punch number. The 2nd column (Id) is the new entry number.
      2. Notes and Attachments – Images associated with client attestation
      3. Business Rules – Displays business rule(s) associated with the entry
      4. History

Approve Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Employees on the submenu
  4. Use the filters to search by any of the following:
    1. Employee Name
    2. Cost Center
    3. Employee Number
    4. Employee Type – Select from drop-down
    5. State – Select from drop-down
    6. Status – Select from drop-down
  5. Click Search
  6. Click anywhere in the entry row to view the punch detail page
  7. Click Actions
    1. Select Approve from the drop-down menu
    2. Click Yes to confirm

Reject Entries

  1. Log in to the DCI Web Portal
    a. All states except WI/NC Cap: acumen.dcisoftware.com
    b. WI/NC Cap Only: outreach.dcisoftware.com

  2. Click Home on the main menu
  3. Click Employees on the submenu
  4. Use the filters to search by any of the following:
    1. Employee Name
    2. Cost Center
    3. Employee Number
    4. Employee Type – Select from drop-down
    5. State – Select from drop-down
    6. Status – Select from drop-down
  5. Click Search
  6. Click anywhere in the entry row to view the punch detail page
  7. Click Actions
    1. Select Reject from the drop-down menu
    2. Click Yes to confirm

 

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