Standard Operating Procedure Small Alternative Device (MEDsys Token) Procedures

Agenda Introduction Small Alternative Device (MEDsys Token) Overview Token Assignment Requesting a Small Alternative Device (MEDsys Token) Additional Information Quiz

Purpose The purpose of this document is to review the procedures for using the Small Alternative Device (MEDsys Token).

Scope This SOP is applicable to all Texas EVV Customers using MEDsys Tokens for EVV verification in conjunction with the VinCENT system.

General Requirements MEDsys Tokens will be utilized by clients that do not have a landline telephone for staff to use.

Agenda Introduction Small Alternative Device (MEDsys Token) Overview Token Assignment Requesting a Small Alternative Device (MEDsys Token) Additional Information Quiz

Small Alternative Device (MEDsys Token) Overview MEDsys Token Use Location Assignment Token Number Obtaining Token Number Recording Token Number

Small Alternative Device (MEDsys Token) Overview MEDsys Token Use A MEDsys Token is a device that is given to a client when they do not have a landline telephone available for the staff to use.

Small Alternative Device (MEDsys Token) Overview Location The MEDsys Token is placed in a secured location in the home where it can be accessed easily by the staff.

Small Alternative Device (MEDsys Token) Overview Assignment The MEDsys Token is assigned to the client through an identification number that is entered into the database.

Small Alternative Device (MEDsys Token) Overview Token Number When pressed the MEDsys Token will issue a secured series of numbers the staff must enter into the EVV system to verify they arrived at or departed from the client's home. This secured series of numbers represents a date and time value that is then entered into the EVV system by calling the toll free number.

Small Alternative Device (MEDsys Token) Overview Small Alternative Device (MEDsys Token) Overview Obtaining Token Number The staff will press circle button on the Token at the beginning and end of each visit. The Token will issue a 6 digit number that must then be recorded within 7 days of the start of the visit/schedule/shift. This 6 digit number is to the right of the screen.

Small Alternative Device (MEDsys Token) Overview Small Alternative Device (MEDsys Token) Overview Recording Token Number The staff needs to write down the 6 digit number to later record via the EVV system. Helpful Hint* - The staff may also take a picture with their cell phone of the MEDsys Token number for later recording as well.

Small Alternative Device (MEDsys Token) Description General Description Accessibility Securing in Place Agreed Upon Location Location Recommendations Token Picture

Small Alternative Device (MEDsys Token) Description Small Alternative Device (MEDsys Token) Description General Description Description A MEDsys Token is a small device measuring 1 ¼ x 2 ¾ inches that runs on batteries and should be placed in a secured location in the client's home.

Small Alternative Device (MEDsys Token) Description Accessibility The location should be a place that is easily accessible for staff.

Small Alternative Device (MEDsys Token) Description Securing in Place The Token can be secured in place utilizing a cable tie with the MEDsys logo. This should ensure the device stays in place and does not get moved or lost.

Small Alternative Device (MEDsys Token) Description Small Alternative Device (MEDsys Token) Description Agreed Upon Location Description Agencies will need to work closely with the clients to establish an agreed upon location for installation.

Small Alternative Device (MEDsys Token) Description Small Alternative Device (MEDsys Token) Description Location Recommendations Description Some recommendations for possible installation sites are: Door knobs, refrigerators, kitchen cabinet handles, bedroom closet door or nightstand

Small Alternative Device (MEDsys Token) Description Token Picture MEDsys Token Picture

Agenda Introduction Small Alternative Device (MEDsys Token) Overview Token Assignment Requesting a Small Alternative Device (MEDsys Token) Additional Information Quiz

Assigning a Token Device in the VinCENT system Click Client Icon Client Search Screen Select Client Client Personal Screen Token Back Assign Token Save

Assigning a Token Device in the VinCENT system Click Client Icon Click the Client Icon in the top left hand corner of the screen to access Clients.

Assigning a Token Device in the VinCENT system Client Search Screen The Client Search Screen will open and a client can be selected from this screen.

Assigning a Token Device in the VinCENT system Select Client Select the Client that needs a token assigned by clicking on their name.

Assigning a Token Device in the VinCENT system Client Personal Screen The Token will be assigned in the Client Personal Screen by choosing the appropriate token number. Click To Manage Token.

Assigning a Token Device in the VinCENT system Token Back Select a token to assign to the Client. The token number is on the back of the token device. This number will be assigned in the company inventory and will be available for selection in the EVV Token drop down menu.

Assigning a Token Device in the VinCENT system Assign Token Assign the token number from the drop down menu in the Token Serial Number data field. *Please note: Once the token number is selected and saved it will no longer show as an available token number in the drop down menu. This is to ensure the token cannot be assigned to more than one client by mistake. Choose the Justification from the Justification drop down menu. The Assignment Date will autopopulate based on the date it is being entered into the system. Enter the Installation Date. The Installation Date is the date it is being installed in the home. Click Save in the upper left hand corner of the IVR Token Management Box.

Assigning a Token Device in the VinCENT system Save After assigning the token number, click Save Changes in the upper right hand corner of the Personal screen.

Agenda Introduction Small Alternative Device (MEDsys Token) Overview Token Assignment Requesting a Small Alternative Device (MEDsys Token) Additional Information Quiz

Requesting a Small Alternative Device (MEDsys Token) When to request a Token Refusals of Landline Usage Small Alternative Device Request Form See Attached for the Token Request Form and Approval Process

Requesting a Small Alternative Device (MEDsys Token) Requesting a Small Alternative Device (MEDsys Token) When to request a Token Request a MEDsys Token if a client does not have a landline telephone in their home for the staff to use.

Requesting a Small Alternative Device (MEDsys Token) Requesting a Small Alternative Device (MEDsys Token) Refusals of Landline Usage A request can also be submitted for clients with a landline telephone that refuse to allow the staff to use their phone. Please note: Documentation of the refusal will be required on the Small Alternative Device Order Form.

Submit completed order forms to: Requesting a Small Alternative Device (MEDsys Token) Small Alternative Device Request Form Completion of a Small Alternative Device Order Form is required as part of the token approval process.   Submit completed order forms to: tokens@medsyshcs.com or by fax at 888-521-0692.

To request a Token Device, please see the attached process. Requesting a Small Alternative Device (MEDsys Token) See Attached for the Token Request Form and Approval Process To request a Token Device, please see the attached process.

Agenda Introduction Small Alternative Device (MEDsys Token) Overview Token Assignment Requesting a Small Alternative Device (MEDsys Token) Additional Information Quiz

Contact Information Direct questions about this document to: Agency System Administrator

Agenda Introduction Small Alternative Device (MEDsys Token) Overview Token Assignment Requesting a Small Alternative Device (MEDsys Token) Additional Information Quiz

When should a Token Device be requested for a Client? A. Client has a landline phone for the staff to use B. Client does not have a landline phone available for the staff to use C. Token Devices cannot be requested The correct answer is B.

How is the Token Device secured in the Client's home? A. The Token Device is secured in place by a MEDsys Cable Tie B. There is no way to secure the device C. The Token Device is secured by taping it in place The correct answer is A.

What is the size of the Token Device? A. A Token Device is a medium device that measures 7 x 9 inches B. A Token Device is a small device that measures 1 ¼ x 2 ¾ inches C. The Token Device is a large device that measures 8 x 10 inches The correct answer is B.

Where should the Token Device be placed in the Client's home? A. The Token Device should be laid in a drawer or cabinet. B. The Token Device should be placed anywhere in the home and is not required to be secured. C. The Token Device should be placed in a secured agreed upon location in the home that is easily accessible to the staff.