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Case Worker Guide

  • Updated

Description: The training materials in this article help the user learn how to navigate DCI using the case worker profile. View step by step instructions in this article, view the web based training, or download the pdf guide.

Role Required: Case Worker

Dashboard

Main Menu

The top portion of the dashboard is called the main menu. From left to right it features:

  • Company logo - Click to return to the dashboard
  • Home - Click to return to the dashboard
  • Reports - Access and run reports
  • Envelope Icon - Access the messaging module to view and send messages
  • Help - Access the help center and search for articles by keyword or topic
  • Username - Displays the username of the user who is logged in to DCI
  • Settings – Indicated by the person icon. Click to update user settings including password, security question, email, or username (view the Change Profile Setting article for directions). Also, click to log out of DCI.

Submenu

The left portion of the dashboard is referred to as the submenu. From top to bottom it features:

  • Dashboard - Click to return to the dashboard. Includes the Authorizations Widget and News Posts. 
  • Clients - Click to view client information such as basic demographics, associated entries and employees, authorizations, and diagnosis.

Authorizations

The authorization widget provides current information about a client’s authorization(s) in a read-only view.

  1. Enter the client name in the Type Client Name field and select it when it populates
    1. Optionally, also enter the Date of Service to narrow the search results.
  2. Click Search to display the client’s authorization information
    1. Service Code – Service the client is eligible to receive. A client may have multiple service codes.
    2. Start Date – Day the authorization starts
    3. End Date – Day the authorization ends
    4. Initial Balance – Total amount of authorized units or dollars
    5. Remaining Balance – Amount deducted from the authorization after pre-authorization holds have been processed for billing and payment
    6. Pre Authorization Holds – Amount deducted from the authorization that has not yet been processed for billing and payment
    7. Current Available Balance – Total of the remaining balance minus any pre-authorization holds
    8. Monthly Max – Maximum units or dollars available for the authorization per service per client per month
    9. Weekly Max – Maximum units or dollars available for the authorization per service per client per week
    10. Daily Max – Maximum units or dollars available for the authorization per service per client per day

  3. Click Display as Time to view the authorization data in time instead of units. Once clicked, the button changes to Display as Units.

    • Authorizations measured in miles and dollars are excluded from time conversion. If minutes are in a decimal, the system will always round down to the whole minute.
  4. Click Reset to exit the client’s authorization
  5. Repeat the process for additional clients

News Posts

  1. After logging into the mobile app, web portal, or mobile web, you may see one or more news posts, which display important information for the program on a splash screen. Click OK to acknowledge the content on each.
  2. Additionally, view news posts by scrolling down on the dashboard.
  3. Click on a news post to open the details page

Clients

The Clients tab on the submenu provides a list of the case worker’s clients. To access client information:

  1. Log in to DCI with personal profile
  2. Click Home on the main menu
  3. Click Clients on the submenu
  4. Search for the client by typing the name in the field Type Client Name and selecting it when it populates
  5. Click Search
  6. Select the client from the table by clicking anywhere in the row
    1. View the Basic Demographics and Other Details widgets
    2. Scroll down and click the tabs to view:
      1. Entries – Entries associated with the client. Click the Load More button to view all entries.
        1. Export entries to a CSV file by clicking the Export button. Click to open and access data in Excel.
        2. Click the hyperlinked ID number to view the punch detail page
        3. View the widgets contained on the Punch Detail page for additional information - Punch Details, Account Details/Service Account, Client Details, Account Details/Funding Account, EVV Details, Reason Codes, and Statements.
        4. Click the tabs to access additional punch information:
          1. Notes - View employee notes on the punch, reason codes, reason code notes, and statements/tasks.
          2. Attachments - View employee attachments on the punch
          3. Events - Log including date/time, subject, description, input type (web portal or mobile app), OS, OS version, app version, and user/system process for all punch activity including EVV method captured, updates, edits, system processes, approvals, rejections, and view.
          4. Verifications - EVV verification data for the punch along with the status of the verification (some require approval)
          5. Map - Visual location of the mobile app punch
      2. Authorizations – Alternate way to view authorizations for the client. Click the Load More button to view all authorizations.
        1. Export authorizations to a CSV file by clicking the Export button. Click to open and access data in Excel.
        2. Select an authorization to view the authorization detail page
        3. View the widgets contained on the Authorization Detail page for additional information - Authorization Details, and Account Details (Auth).
        4. Click the tabs to access additional authorization information:
          1. Entries - View all entries associated with the authorization. Click the hyperlinked ID number to view entry details.
          2. Rate Changes - History of all bill rate changes on the authorization
          3. Notes - View notes created on the authorization
          4. Attachments - View attachments pertaining to the authorization
          5. Events - Log including date/time, subject, description, input type (web portal or mobile app), OS, OS version, app version, and user/system process for all authorization activity including updates, edits, system processes, approvals, rejections, and views.
      3. Employees – View employees associated with the client. Please note: Clicking on the employee line does not open the employee details. However, employers do have access to employee details.
        1. Export employees to a CSV file by clicking the Export button. Click to open and access data in Excel.
      4. Notes (super user must grant access) – View notes regarding the client
      5. Attachments (super user must grant access) – View attachments pertaining to the client
      6. Diagnosis – View client diagnosis information

Reports

Available Reports

  • Summary Report - The default and most popular report for case workers which provides authorization and utilization information
  • Notes Report
    • Punch Entry Notes and Canned Statements Report - Hover over the Notes Report submenu tab to view and select the Punch Entry Notes and Canned Statements Report to view notes and tasks for each punch entry
  • Authorization Run Rate Report - Shows actual versus projected budget usage
  • Punch Entry Details Report - View all punch entries for associated clients based on selected filters. Report column options include who created the punch, status, date of service, start and end times, and service code.

Run a Report

  1. Log in to DCI with personal profile
  2. Click Reports on the main menu
  3. Hover over any of the submenu tabs to view associated reports on the flyout menu
  4. Select a report
    1. The Summary Report is the default and most popular report for case workers. It provides authorization and utilization information to help case workers manage their caseload.
  5. Enter desired criteria into the filters
    1. Filter options vary by report
  6. Click Search
  7. The records will display in the table below the filters

Download a Report

  1. Follow the steps to run a report
  2. Click Download to open the download report wizard
    1. Columns tab:
      1. Select all desired columns in Available Columns to download
      2. Click the > single right arrow to add to Selected Columns
      3. Alternatively, click the >> double right arrows to add all Available Columns to Selected Columns.
      4. Click the < single left arrow to remove the column from the Selected Columns
      5. Alternatively, click the << double left arrows to remove all columns from the Selected Columns.
      6. Reorder selected column items by dragging and dropping into the preferred order
      7. Click Next
    2. Options tab:
      1. Click the Format field drop-down to choose the download file format. Choices include Excel, PDF, CSV, and Tab Delimited.
        1. PDFs have a 10-column limitation for report downloads
        2. The Summary Report download is preformatted as a PDF
        3. Excel is the recommended format for the Punch Entry Details Report
      2. If PDF is selected, the Orientation field will become available. Select Portrait or Landscape.
      3. Save as Report Download Preference box – If checked, DCI will save the format and orientation preferences for subsequent downloads.
    3. Click the blue Download button
    4. Click the blue Yes button to confirm
  3. Click the downloaded file to open (located in the Downloads folder)
  4. Enable editing and use data as needed

 

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