Digital forms must be completed and submitted at the end of every scheduled visit.

It is essential that all digital forms are submitted at the end of each visit on the same day. This ensures records are accurate and up-to-date, which is crucial for providing the best possible care. 

Important Information for Digital Forms

• Review the digital form at the beginning of each visit and throughout the day. 
• Tasks and information on the report may change, especially during re-certification times or after hospital stays.
• Do this while the visit and events are fresh in your memory and will remind you to make sure all required tasks are completed.
• Complete your documentation during your scheduled visit
• Budget 5-10 minutes at the end of each visit for documentation
• Never ask your client to sign blank forms or to sign multiple forms at once. 

Remember: Your notes are part of their permanent medical record AND are vital to insure continuation of care. 

• They're reviewed by doctors, auditors, and insurance companies. 
• Reviews can be conducted at any time, even going back months or years. 
• YOUR notes can mean the difference on whether your client's hours are increased, maintained, reduced, or even cancelled by their insurance or program case managers. 

Completing visit documentation has ALWAYS been the rule for good practices and regulatory compliance. The Monday 10 AM deadline for paper forms was for logistical purposes only and does not apply to digital submissions. Your cooperation is greatly appreciated.

Sorry, no. We understand that visits can be busy, but timely documentation is crucial. Here's why and how to manage it:

Documenting During Your Visit - Why Same-Day Reports Matter:

• Ensures accurate records for client care
• Makes sure no important changes to tasks or client needs are missed
• Acts as a checklist to ensure all required tasks are completed each visit
• Helps us meet provider demands, payer requirements, and regulations
• Affects timely processing of payroll 
  

Remember, you're the professional. Time management and communication are key parts of your role. If you need help explaining this to clients or have suggestions for improvement, we're here to support you!

• Set clear boundaries with clients and stick to them
• Explain that you need a few minutes to review their notes and clock in at the start of your visit.
• Explain also that the last 5-10 minutes at the end of your visit are reserved for completing documentation.
• Communicate the importance of accurate documentation, what it's used for, and how it can affect their care and services.

• Digital documentation not turned into the office the same day as the visit must be processed as late.
• Late documentation may not be reflected in your pay for the next pay period, but should appear in the following one.
• It impacts our ability to process billing, submit authorizations, reply to records request, and meet regulations
• This can place services for clients at risk of being placed on hold, reduced or even cancelled.

YES, visits must be entered into both EVV/TVV and our digital forms system. 

Here's why it matters:

1. EVV/TVV (reported directly to the State of Ohio):
• Acts as your digital "punch clock" for the state
• Confirms visit location, time, and caregiver-client pairing
• Required for state compliance and reimbursement (how you get paid) 
2. Digital Forms (submitted to PHCS):
• Are your detailed notes of the client's visit and condition
• Captures tasks completed, client interactions, and observations
• Crucial for insurance billing and making sure the plan of care is followed which ensures quality care

• Insurance providers cross-reference your work report documents with EVV/TVV data
• Incorrect or missing EVV/TVV information may result in payment denials
• Recorded visit times must match across EVV/TVV, digital forms, AND your schedule
• Discrepancies or missing entries lead to:
• Increased processing time to investigate, correct, explain, and verify each instance
• Work reports processed as late
• Potential payment delays or even denials from the state
• Decreases in authorized number of working hours allowed for the client

Your Action Steps:

• Check work reports for EVV/TVV reminders - it's right there on the form to make it easier for you
• Ensure all reported times match across visit notes, EVV/TVV and your schedule
• Submit all required documentation the same-day as your visit
• Report any issues immediately

Pro Tips for Success:

• Set a phone alarm to remind you of EVV clock-in and clock-out times
• Double-check digital form entries before submission
• When in doubt, reach out! Contact us immediately for:
• Schedule changes
• EVV/TVV technical issues
• Digital form questions or problems

For more details on working with EVV or TVV, and the Team Member Guide, check out the following detail pages for more information:

• What, How and Why of EVV
• What, How and Why of TVV
• Team Member Guide

1. Open the Jotform Mobile App and sign in
2. From the Go to Assigned Forms
3. Choose your form from the list
4. Click on submissions from menu at upper right or bottom pop-up
5. Look for submissions labeled "draft"
6. Select the draft form to be completed and click "Continue Filling"
7. Complete all missing areas then "Submit"

1. PHCS does not see or have access to "draft" forms. You MUST complete the form entirely and "submit" to have form received.
2. Working times must match what is allowed on the form or "error" will require explanation or prevent submission.
3. You MUST be connected to the internet to SUBMIT a form
4. You can start a document without internet access - from Assigned Forms, however, forms CANNOT be submitted without internet connection.

How do you know it was successfully sent? 

• The form will disappear for a moment and you will see a "Thank You" message on screen.
• The form will reload, but fields will be blank. 
• This means it's ready for you to turn in the next one!
• You will get a confirmation email at the address entered into the form near your signature. 
• You will also get a weekly digest email from Jotform every Friday listing all the dates and times for visits turned in that week. 
• You will see the submitted form with date and time listed in your "Submissions" (See how to access below).

There are several ways you will know if the form has been properly sent or not. If you do not see one or all of the verification methods listed, call PHCS right away to make sure there were no problems with the documentation! 

1. Log into the JotForm Mobile App
2. Click on the "Forms" drop down at the top of the page.
3. Click on "Submissions"
4. By default, the Newest submissions are displayed first. Click the filter to sort and display the submissions in the following manners:
• Starred – to display all starred submissions based on when they’re starred.
• Oldest – to display oldest submissions first.
• Newest (default) – to display newest submissions.
• Read – to display all read submissions based on when they’re opened/read.
• Unread – to display all unread submissions based on when they’re received.
• Forms – to display submissions in group based on your forms.
5. In the All Forms screen, the red-colored number on each form represents the unread submission of the form.
6. Tap the form, and tap Submissions if you want to view the submissions of that particular form. You’ll see the list of the submissions in an inbox type display.
7. Similar to when viewing all form submissions, you can filter the submissions on individual forms. Tap Newest, and choose your type of filter.

Note: You can click on and view a particular submission but you will not have access to change information that has already been sent. If you need to correct an error on something already submitted, call the PHCS office ASAP.

•  https://www.jotform.com/help/659-what-is-assignee-sent-box/ 
•  https://www.jotform.com/help/366-how-to-view-your-forms-and-submission-data-in-jotform-mobile-forms-app/