Purpose
Regular use of Time Tracking helps agencies identify missed clocks, monitor visit completion, ensure compliance, and maintain accurate records for billing and payroll processing.
When Should You Do This?
Time Tracking should be reviewed on a regular basis, ideally daily.
Use this workflow to:
Monitor caregiver visit activity
Review missed clock-ins and clock-outs
Verify visit completion
Review task completion
Validate visit documentation
Approve visits for billing and payroll
Prepare visits for EVV submission
Investigate scheduling discrepancies
Before You Begin
Prerequisites
Before using Time Tracking:
Visits must be scheduled and published
Caregivers should be actively using their designated clock-in method
Tasks (from completed Care Plans) should be assigned where applicable
Service authorizations should be configured (if applicable)
Billing and payroll settings should be established
Why Daily Review Matters
Missed clock-ins and clock-outs become increasingly difficult to verify as time passes.
Reviewing visits daily allows agencies to:
Obtain accurate information from caregivers and clients
Resolve discrepancies while details are fresh
Improve caregiver compliance
Identify issues before billing and payroll processing
Maintain EVV compliance
Best Practice
Assign a staff member (or more) to review Time Tracking every business day.
Pros
More accurate visit records
Easier issue resolution
Improved compliance
Reduced billing delays
Cons
Requires ongoing administrative review
May increase operational workload if not incorporated into daily routines
Monitoring Visits from the Dashboard
The Dashboard provides a quick overview of scheduling and time tracking activity.
You can view:
Missed Clock-Ins
Missed Clock-Outs
Open Shifts
Pre-Screening Survey Results (if enabled)
Office Notes
By default, missed clock activity displays for the current day, but previous days can also be reviewed.
Clicking a missed clock entry allows you to:
View affected visits
Add missing clock-ins
Add missing clock-outs
Investigate visit activity
Accessing Time Tracking
Step 1: Navigate to Time Tracking
Open the Scheduling module.
Expand Time Tracking.
Select Time Tracking Views.
Understanding Time Tracking Filters
The left-side filter panel allows you to narrow your review.
Available filters may include:
Organizational Filters
Office
Territory
Scheduling Filters
Scheduled Date Range
Billing Frequency
Supervisor
Care Coordinator
Client Filters
Client Type
Payer Type
Service Type
Status Filters
Scheduled
Needs Review
Confirmed
Approved
Time Tracking
Understanding Time Tracking Statuses
At the bottom of the screen, a legend displays icons and status definitions.
This legend helps identify:
Clock-in method
Visit status
Review status
Common clock-in methods include:
Mobile Application
IVR / Telephony
Manual Entry
Web Portal
FOB Device
Reviewing Visit Records
After applying filters, all matching visits appear in the results grid.
Available information includes:
Client Name
Caregiver Name
Office
Scheduled Start Time
Scheduled End Time
Visit Status
Service Type
Clock-In Method
Columns can be sorted by selecting the arrows next to the column headers. Highlighted arrows indicate a sort is in place for that column.
Managing Missed Clock-Ins and Clock-Outs
If a visit is missing a clock-in or clock-out:
Select the missing clock entry.
Enter the correct time.
The system defaults to the scheduled visit time, but this value can be adjusted if necessary.
Adding Documentation Notes
When manually adjusting visit times:
Enter an explanatory note.
Save the update.
Best Practice
Always document why a manual adjustment was made.
Examples:
Caregiver forgot to clock in.
Mobile device malfunction.
Connectivity issue prevented clock-out.
Office verified visit completion by phone.
Benefits include:
Strong audit trail
Easier future review
Improved compliance documentation
Reviewing Visit Details
Additional visit information is available within the Time Tracking grid.
You may review:
Scheduled Hours
Actual Hours
Billable Units
Payable Units
Mileage
Expenses
Projected Billing Amounts
Projected Payroll Amounts
Service Type
Note
Billable and payable amounts only appear after a visit has been approved.
Reviewing Task Completion
For agencies utilizing Care Plans and Visit Tasks:
Task status updates appear as a fraction.
Example:
10 / 13
This indicates:
13 tasks were assigned to the visit.
10 tasks were updated with a status (Complete, Not Complete, Client Refused, N/A).
This allows office staff to quickly identify care activities managed by the caregiver.
Adding Signatures
If client or caregiver signatures are required:
Select the visit.
Click the Add Signature link.
Signatures can be added individually or through bulk actions.
n.b. signatures should be gathered by the caregiver at time of visit. Signatures cannot be added after a visit is complete unless allowed by settings configuration and a client signature is on file.
Editing Visits
To edit visit information:
Select the visit.
Click Edit.
This opens the standard Visit Details screen where schedule information can be modified.
Deleting Visits
If necessary, visits may be deleted from Time Tracking.
Warning
Deleting a visit removes it from scheduling records and may impact billing, payroll, reporting, and compliance workflows.
Always verify that deletion is appropriate before proceeding.
Bulk Visit Management
Multiple visits can be selected simultaneously for bulk processing.
Available actions include:
Update Task Status
Update Visit Status
Add Signatures
Create Invoices
Download visit records
Approving Visits
Visit approval should occur before billing and payroll processing.
Recommended Workflow
Review visit times.
Verify clock activity.
Review notes.
Confirm task completion.
Verify signatures.
Approve visits.
Only approved visits should move forward into billing and payroll workflows.
EVV Best Practices
For agencies using Electronic Visit Verification (EVV):
Recommended Order of Operations
Review visits in Time Tracking.
Correct missing clocks.
Verify documentation.
Add reason codes.
Approve visits.
Generate invoices.
Submit visits to EVV.
This sequence helps reduce EVV exceptions and improves claim acceptance rates.
Common Workflows
Daily Visit Review
Review dashboard alerts.
Open Time Tracking.
Filter for today's visits.
Resolve missing clocks.
Review task completion.
Approve completed visits.
Preparing Payroll
Review approved visits.
Verify actual hours worked.
Confirm mileage and expenses.
Approve visits.
Generate payroll.
Preparing Billing
Review visit completion.
Confirm authorization compliance.
Approve visits.
Create invoices.
EVV Submission Review
Review all visits requiring EVV.
Resolve exceptions.
Approve visits.
Create invoices.
Submit to EVV.
Troubleshooting
Missing Clock-In or Clock-Out
Verify:
Caregiver attempted to clock in
Device connectivity
Clock-in method used
Visit date and time
Add manual clocks when appropriate and document the reason.
Billable or Payable Amounts Not Displaying
Verify that:
The visit has been approved
Bill rates exist
Pay rates exist
Service codes are configured correctly
Unable to Approve Visit
Review:
Missing clocks
Required signatures
Incomplete documentation
Authorization issues
Task Completion Appears Incorrect
Verify:
Tasks are assigned to the care plan
Caregiver completed visit documentation
Task status was properly saved
Associated Reports
The following reports may assist with visit review and auditing:
Time Tracking Report
Visit Detail Report
Caregiver Hours Report
Client Service Report
EVV Exception Reports
Payroll Reports
Billing Reports
Mileage and Expense Reports