Required for: All Team Members with clients that have Medicaid or Managed Care Plans

What to Do: Understand the EVV system, its operation, and when it's required. Report any issues with clocking in, codes, unauthorized visits, or unknown recipients to the Office Team immediately.

How to Comply:

1. Clock or call in for every visit at your scheduled time
• If you see the same person twice in one day, clock in and out for each visit.
2. Enter the correct visit code for the shift
3. Clock or call out for each visit on time
4. Call to report problems to PHCS Office immediately.
• We are here to help, but we need to know about problems directly. Writing them on the work report does not resolve them.

Incentive: To qualify for the incentive, all visits must be accurately recorded for all of December 2025 and annual requirements completed by the deadlines in the Incentive Breakdown.

IMPORTANT: Ohio Department of Medicaid has started to deny payment for visits that are not properly registered within EVV.

Their next phase will be cracking down on visit that have to be corrected or entered manually.

This means, you, the client, and the agency will be affected when frequent corrections or adjustments have to be made! Please be diligent and ask for assistance when needed.

Required for: All Team Members with digital forms

What to Do: Submit timely, complete, accurate work documentation relevant to client's goals and care plan.

How to Comply:

1. Access: Report any issues with form access or submission by calling the PHCS Office Team immediately.
2. Completion: Make sure all forms are complete with the following:
• Accurate time IN and OUT (matching EVV if applicable)
• Correct visit date (matching EVV if applicable)
• Signed by client and team member
• Unique comments relative to care provided
• Explanation why any tasks were not completed
3. Submission: Must be submitted at the end of each visit.
• Due on the day same day as the visit. Not at the end of the week.
• Any form not submitted the same day as the visit is considered late.

Get Help: For detailed instructions and assistance see the new Digital Forms - JotForm Help Page

Incentive: To qualify for the incentive, all visits must be accurately recorded and completed forms submitted to PHCS at the end of each visit for all of December 2025 and annual requirements completed by the deadlines in the Incentive Breakdown.

Required for: All Team Members with paper forms.

Note: Paper forms are NOT accepted without prior approval from PHCS Admin team.

What to Do: Submit work documentation on time that is complete, accurate, and relevant to the client's goals and care plan.

How to Comply:

1. Access: Report to PHCS when forms are running low - we will mail or take them to the client for you.
2. Completion: Make sure all forms are complete with the following:
• Accurate time IN and OUT (matching EVV if applicable)
• Correct visit date (matching EVV if applicable)
• Signed by client and team member
• Unique comments relative to care provided
• Explanation why any tasks were not completed
3. Submission: Due at the end of every PHCS work week which runs Friday through Thursday.
• Documentation is due by Monday at 10 pm for the previous week.
• After 10 am on Monday, documents are considered late.
• For more on due dates and payday timelines, view the PHCS Payday and Holiday Calendar

Incentive: To qualify for the incentive, all work reports must be completed, and turned into the office on time for all of December 2025 and annual requirements completed by the deadlines in the Incentive Breakdown.

Required for: All Team Members

What to Do: Review, understand and follow all reporting policies and guidelines.

How to Comply: Missed or cancelled visits must be reported to the office immediately as soon as you become aware of the issue.

• Missed / Cancelled Visit: If you arrive to a client's home and they do not answer the door or you are informed they need to change their schedule:
1. CALL PHCS On-Call Line
2. WAIT at the client's home for at least15 minutes
3. PHCS will try to contact the client, an emergency contact and make reports during this time.
4. If after 15 minutes AND a successful call to the on-call line there is no response - you may leave the client's home.
5. If you followed these procedures - we will reimburse you for 1 hour of worked time.

• Schedule Changes: If the client or family informs you they need to change their future schedule:
• Call the PHCS On-Call Line to leave a message with the changes as soon as you have time to do so.
• Call PHCS to report even if client says they will do it.
• The Office Team will contact you and the client to make changes and notifications.

Incentive: To qualify for the incentive, all visits must be immediately and properly reported per guidelines to the PHCS On-Call line for all of December 2025 and annual requirements completed by the deadlines in the Incentive Breakdown.

Required for: All Team Members

What to Do: Review, understand and follow all reporting policies and guidelines.

How to Comply: Report incidents immediately (e.g., hospitalizations, falls, condition changes, home environment changes).

• How to Report: If an event happens while you're working, or you are informed by a client or their family at any time that an unusual event has happened:
1. Call 614-856-9111 ext. 7
• Call 24 hours a day, 7 days a week
• Call the on-call line EVEN if it is during office hours
2. Leave your message for the on-call staff
3. If an urgent response is needed the On-Call Staff will call your back right away, or by the next business day if not urgent.

Incentive: To qualify for the incentive, there must be no UIs or MUIs that are not reported immediately to the PHCS using the correct procedure of calling the PHCS On-Call line for all of December 2025 and annual requirements completed by the deadlines in the Incentive Breakdown.