Electronic Visit Verification (EVV)

Pittsburgh Home Care LLC is currently using HHAexchange for EVV

Number to use for clock-in and clock-out

866-675-0278

Login and logout instructions

Press 1: Clock-in

Press 2: Clock-out

Press 3: For Fob entry

Clock-in Instructions

  1. To place EVV, dial 866-675-0278 from MEMBERS AUTHORIZED PHONE.
  2. Press 1 to Clock IN when prompted
  3. Enter Assignment Id
  4. Confirm the entry by listening to recording repeat the number you entered to verify accuracy.
    Note: if you enter you Assignment Id incorrectly, the system prompts you to reenter your credentials. If you fail to enter your assignment ID after several attempts, the system stops you from placing an EVV and you must contact your system administrator
  5. If EVV is placed successfully then the following automated is heard: “YOUR CALL HAS BEEN SUCCESSFULLY REGISTERED”

Clock-out Instructions

  1. To place EVV, dial 866-675-0278 from the MEMBERS AUTHORIZED PHONE.
  2. Press 2 to Clock Out when prompted
  3. Enter Assignment ID
  4. If the EVV is successfully placed, then the following automated message is heard:
    “Enter the 3-digit ID number for the first duty performed on the patient.”
    Note: A Duty ID may be either 2 or 3 digits, depending on the task.
  5. When all Duties have been entered, dial 000 to complete the EVV. Upon completion, the following is heard:
    “Your Call-Out has been registered successfully”

Clock-in Policy

Pittsburgh Home Care LLC requires all employees to follow Strick timekeeping and scheduling procedures to ensure accurate reporting, compliance, and quality care delivery.

Timekeeping Requirements

  • Employees are required to clock in and out for all scheduled shifts.
  • All clock-in and clock-out activities must be completed using authorized methods only.
  • Employees must clock in/out from the client’s authorized phone number(s) or by using the approved mobile application (HHA Exchange). Personal phone call-ins outside of the approved system are not permitted.
  • All punches must be completed from a GPS-approved location.

Missed Punch & EVV Compliance

  • If a clock-in or clock-out is completed outside of an approved location, Electronic Visit Verification (EVV) must be validated using a Missed Punch Form, including a reason for the exception.
  • Any missed clock-in or clock-out—regardless of cause, including system errors—must be corrected using a Missed Punch Form.
  • Missed Punch Forms must be submitted immediately after the last worked shift of the week and no later than Monday at 12:00 PM for processing.

Scheduling Changes

  • Employees must notify Human Resources in advance of any schedule changes. This includes adjustments to shift start/end times or changes to scheduled service dates.

Failure to comply with these policies may result in corrective action.

EVV Duties

Duty # Duty Name
115 Meal Preparation
116 Housework / Chore
117 Managing Finances
118 Managing Medications
119 Shopping
120 Transportation
121 Range of Motion
122 Hygiene
123 Dressing Upper
124 Dressing Lower
125 Locomation
126 Transfers
127 Toilet Use
128 Bed Mobility
129 Eating
130 Bladder Incontinence
131 Bowel Incontinence
132 Personal Care
134 Bathing

 

Missed Clock-In/Out Procedure

At Pittsburgh Home Care LLC, accurate timekeeping is essential for proper payroll processing and compliance.

If an employee fails to clock in or clock out for a scheduled shift, the shift will require additional verification before it can be approved for payment.

To resolve a missed punch:

  • A Missed Punch Form must be completed and signed by client and caregiver
  • Office staff may contact the client to verify the shift and hours worked

Please be advised that any shift requiring verification may result in a payroll delay of up to 14 days.

Employees using the mobile app will see a red “TS” (Timesheet Required) indicator when a punch is missed. This must be resolved before the shift is eligible for payroll processing.

Electronic Visit Verification (EVV) Responsibilities

Pittsburgh Home Care LLC strictly follows all regulations established by the Office of Long-Term Living (OLTL) and the Pennsylvania Department of Human Services.

Client Rights & Documentation Requirements

  • Clients must never be asked to sign blank timesheets
  • If a client refuses to sign, the office must be contacted immediately
  • If another individual needs to sign on behalf of a client, prior authorization must be obtained
  • Employees must never pressure or force a client to perform any activity
  • Any refusals, concerns, or changes in condition must be documented on the timesheet

Timekeeping & Payroll Compliance

  • The workweek runs from Monday at 12:00 AM through Sunday at 11:59 PM
  • All Missed Punch Forms must be submitted no later than Monday at 12:00 PM
  • Late submissions may result in payroll being processed in the next pay cycle, delaying payment up to 14 days
  • Timesheets must be accurate, complete, and signed by both the employee and client
  • Incomplete or incorrect timesheets are considered invalid and cannot be processed

It is the employee’s responsibility to ensure all timekeeping records are correct and submitted on time.

Scheduling & Make-Up Time Policy

  • Employees must notify management in advance of any schedule changes
  • Employees may not adjust shift times or dates without approval
  • Unapproved missed time may be forfeited

Clock-In/Out Requirements

  • Employees must clock in and out using the approved EVV system
  • Clock-ins must be completed from the client’s authorized phone number or through the approved mobile app with GPS enabled
  • Employees may not manually call in from a personal phone outside of the approved system
  • Clocking in or out from an unapproved location or number will require a Missed Punch Form and verification
  • Employees must use their assigned Employee ID and duty codes when clocking out

Submission of Missed Punch Forms

Missed Punch Forms must be submitted using one of the following methods:

  • Email: contact@pghhomecare.com
  • Office drop box: (if applicable)
  • Other approved methods: as directed by management

All forms must be submitted by Monday at 12:00 PM to avoid payroll delays

Download the Mobile App for clock-in and out
HHAeXchange App for iphone
HHAeXchange for Android