Electronic Visit Verification (EVV) - Correcting User Location Data

Electronic Visit Verification (EVV) - Correcting User Location Data

What Do I Do If Staff Forgot to Clock In?

Administrators
Missed Punches happen. As a SETWorks Administrator, you have permission to edit records and create a manual entry, if necessary. 

Key Privileges:

Settings > Provider Build > Maintain Privileges >  Activity Records Group:
Is able to add and edit check in/check out times as well as edit User Location data and set Default Times. 

Where Do I Go to Modify EVV Data?

First, locate the record. 
  1. Open the Activity Record while in the standard, desktop mode of SETWorks (Administrator functions are not available in the Mobile EVV Experience). 
  2. Navigate to the User Locations Tab


What if I don't see the user locations tab? This means that you don't have the necessary privilege to access this section. Speak with your SETWorks Administrator to find out if you should have permission to access this area. If you are the SETWorks Admin, make sure you have the following privilege turned on: "Can add/edit check-in/check-out times and edit User Location data."
Once on the User Locations Tab, you can do one of several things:
  1. Review existing punches for accuracy
  2. Edit an existing punch and correct inaccurate information. Example: staff recorded a punch with date, time, and location, but the time is incorrect. Administrator may need to edit the punch to a different time. 
  3. Edit an existing punch and add missing information. Examples include: punch recorded time but not location - need to add GPS coordinates to existing punch. Alternately, punch recorded location but not time, need to add the time. 
  4. Create a punch where one is missing or does not exist. Administrator will need to create a missed punch, including time and location. Example: technology malfunctioned at time of appointment and the punch was missed completely. 

How Do I Modify An Existing Entry on the User Locations Tab?

The following example screenshot shows an activity record where the user successfully recorded the time of the check-in, but forgot to allow SETWorks access to their device's GPS. This resulted in a punch that recorded the time, but not the location:




















To fix this, open the punch that needs the location added. To do this, click anywhere on the line with the missing location:

A new window will open:


If you know the GPS coordinates of the location, enter them into the Latitude and Longitude boxes. Otherwise, enter the street address in the section below and SETWorks will approximate the location for you:



Click Save to save the changes. 


How Do I Create an Entry?

To create a new entry where none exists, first ensure that the Checked In and Checked Out boxes are populated:



If the Checked In and Checked Out boxes are left unchecked, you will not be able to create a manual entry. 
Next, click the "add user location" button:



A new window will open:



Enter the necessary information:



Location Type: Check In or Check Out?
The Location Type dropdown has five options displayed. Please note that only CheckIn and CheckOut are used for EVV submission purposes. The other options, Documentation, SaveConsumer, and Manual, are only used for internal logging and are not sent to Sandata or any other aggregator.  

If you know the GPS coordinates of the location, enter them into the Latitude and Longitude boxes. Otherwise, enter the street address in the section below and SETWorks will approximate the location for you:


Once you have finished entering the information, select Save:



Upon save, SETWorks will use the Address to calculate an approximate GPS Location:



If you have the exact GPS Coordinates of the missed punch, use that. If not, then use the address field instead. 

Repeat the above steps for the Check Out field, if necessary:



What If Staff Checked In On the Wrong Date?
The punches recorded in the User Location tab are always tied to the same date as the record. If your record is on a different date than the date of service, we'd recommend starting over with a new record. Otherwise, you may see an error message about "Invalid Check-In Time" because the record is on a different date than the Check-In. 

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