Leonard Consulting has chosen to use the Therap App for their EVV.
Leonard Consulting has chosen the simplest was to fulfill this requirement. We will still be doing paper timesheets and the hours and paychecks will still be based on the paper timesheets. But in addition, the employee will need to download the app and clock in and clock out. The app will geotag their location and give a timestamp. They will use the app both when they clock in and when they clock out. Employers won't even have a log in. No one needs to take any pictures like we feared. Employers will not need to put in any type of password or pin into the app when employees clock in or clock out. Yes it is a waste of time. But it will only take a minute. It will be OK. We are used to jumping through hoops, AM I RIGHT?!?!?!?! hahahaha
Go to your Play Store or App Store and download the Therap App.
The App looks like this...
At some point it will ask you if it can access your location...you must say yes. This only checks their GPS when the App is open. There is no GPS tracking between clock-in and clock out or when the app is off.
Once you download and open it...it will look like this...
To run through a fake scenario...put in the following info (this is not a real login)
Once you put in the fake log in the screen will look like this...
Click on Scheduling/EVV and the screen will look like this...
(There may be a bunch of Abigails or Alexanders listed here...that means other people are playing with the fake log in today)
Select Self Check-in at the bottom of the screen and it will bring you to this screen...
Select "Individual"...for this fake login the Clients names are Abigail and Alexander. Choose either one . (So in a real scenario this is where the Employee would select the Client (your child's) name.)
After you select a client name, then it will bring you back to this screen, but now it has the client's name selected.
Now select Program and it will bring you to a screen like this...
You will choose Leonard Consulting and it will bring you back to this screen. But now Leonard can be seen on the screen.
Now select Service and it will bring you to a screen like this...
In this fake example these are not the Utah Service Codes. But in a real scenario this is where the employee would select the service code they are using. Such as SL1, RP1, etc... The numbers in brackets are how many hours per day and per week have been used for this billing code. It does not tell you how many you have left...only how many have been used. It will be the totals for all of your employees...not just the one logging in. It really won't help us as employers, because we don't have a login.
So to continue with our fake example, select one of the service codes and it will bring you back to this screen.
Select next and it brings you to a map and address listed at the top of where it is geo-tagging the person. It is OK if the address is off by a bit...it really doesn't matter. You do not need to try and correct it. The only reason a person would make a comment is if they forgot to clock in. Then they would say something like "I started working at 4:00 PM, but forgot to clock in". Once again...only make a comment if you made a mistake and forgot to clock in.
Select the check mark and it will bring up this screen saying Check-in has been successful.
Click OK and it brings up this screen. When the person is still clocked in the vertical bar between the time and the client's name will be yellow. Once they clock out the bar turns green.
To clock out swipe left on the clients name and select check out.
It will being up the map and address again to geotag the person. The same rules apply...don't worry if it says a different address, it is fine. And they only make a comment if they forget to clock out.
It brings up 1 last screen showing that check-out has been successful
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For the real log- in all of the clients names, service codes, employee names etc have already been input into the app.
For the real log-in for your employees, use this...
Their login will be all lowercase and no spaces: firstnamelastname
Their initial password will be: 1234
Their provider code will be all uppercase and no spaces: LCLLC-UT
It will have them choose a new password.
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If the employee forgets to clock in or clock out...have the employee do it as soon as they remember and have them make a comment when it geotags them. There is an 8 hour window to clock-in and clock-out. If it is longer than 8 hours that they forgot to clock-in or clock-out you will need to contact Leonard.
When the employee checks in the app automatically puts the logout time as 1 hour later....ignore this. When the employee actually log out it will put the real log out time.
If your client, program or service is not showing up on the app, contact Leonard.
Yes, employees can accurately do an overnight shift on the app. No need to clock out at midnight. Just have employees clock-in and clock-out at the beginning and end of the shift.
If shifts are longer than 24 hours...Employees will need to check in and out more than once. Employees can start a new shift before an overnight shift. AKA: the app can only handle 18 hours at a time. So for overnight shifts the employee should plan to log out and back in again when they go to bed and log out and back in again when they wake up. or whatever other schedule works for them as long as you checkout and back in again before 18 hours is up.
Employees can work multiple shifts in 1 day. The employee will just clock in and out each time they work.
If employees do RP7 (watching more than 1 child at a time) they will need to do separate check-ins for each client.
If the employee is switching service codes while working the same shift (ie: they do respite for part of the shift and homemaking for part of the shift) they will have to check out of 1 code and check in to the other code.
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I said that sometimes I have my employee meet me at a different location other than my house to do a shift, they said that is fine. (They don't care)
I asked what if the shift starts and ends at 2 different locations. They said that was fine. (They don't care).
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Normally an employee will just do the app on their own smart phone. But if they do not have a smart phone they can use your smart phone, or an ipad or tablet or even your computer.
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If the employee needs to log-in/out on the computer
go to therapservices.net
click "Secure log-in" in the upper right hand corner
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Employees will have 10 chances to get their password correct.
One thing you will want to do is have the employee set up a password recovery. This is so if they forget their password they can reset it themselves through their email address. This needs to be set up on the computer (not phone or tablet). You can set up password recovery after they have made their own log in and password on the app.
Go to therapservices.net
Click "Secure log-in" in the upper right hand corner
Have the employee log-in (they need to already have this set up on their phone)
Scroll down and click "Dashboard"
Select "Settings"
Click "self-password"
To the right of where it says Self-password (in the middle of the screen) you will click "Configure"
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If your phone's GPS locating drops, you may be prompted to go back to the place you started your checkin/checkout. Do not worry about changing location in any way. This has to do with the phone's GPS and not you. Just repeat the steps you were on again.
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Paper timesheets and the app times do not have to match exactly, but glaring difference could result in non-payment. Do not worry if they are a few minutes different from each other.
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Any entries before Jan 1, 2020 are considered practice and will be ignored
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