1. Standard Operating Procedure
Small Alternative Device (MEDsys Token) Procedures

2. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

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

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

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

6. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

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

8. 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.

9. 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.

10. 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.

11. 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.

12. This 6 digit number is to the right of the screen.
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.

13. 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.

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

15. Small Alternative Device (MEDsys Token) Description
Small Alternative Device (MEDsys Token) Description General 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.

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

17. 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.

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

19. Some recommendations for possible installation sites are:
Small Alternative Device (MEDsys Token) Description Location Recommendations
Some recommendations for possible installation sites are:
Door knobs
Refrigerators
Kitchen cabinet handles
Bedroom closet door or nightstand

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

21. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

22. Assigning a Single Token Device
Click Client Icon
Client Search Screen
Select Client
Client Personal Screen
Token Back
Assign Token
Save

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

24. Assigning a Single Token Device Client Search Screen
The Client Search Screen will open and a client can be selected from this screen.

25. Assigning a Single Token Device Select Client
Select the Client that needs a token assigned by clicking on their name.

26. Assigning a Single Token Device Client Personal Screen
The Token will be assigned in the Client Personal Screen by clicking the drop down next to EVV Token and then selecting Attach a New Token.

27. Assigning a Single Token Device Client Personal Screen

28. Assigning a Single Token Device 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.

29. Assigning a Single Token Device 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.

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

31. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

32. Replacing a Token Device
Click Client Icon
Client Search Screen
Select Client
Client Personal Screen
Token Back
Replace Token
Save

33. Replacing a Token Device Click Client Icon
Click the Client Icon in the top left hand corner of the screen to access Clients.

34. Replacing a Token Device Client Search Screen
The Client Search Screen will open and a client can be selected from this screen.

35. Replacing a Token Device Select Client
Select the Client that needs a token replaced by clicking on their name.

36. Replacing a Token Device Client Personal Screen
The Token will be replaced in the Client Personal Screen.
The user will click the drop down next to EVV Token and then selecting the token device that needs replaced.
**Please Note: Do not click on Attach a New Token as that will add a secondary token device to the client's file.

37. Replacing a Token Device Token Back
Select a replacement 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.

38. Replacing a Token Device Replace Token
Assign the new token serial 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.
Enter the Replacement Date. The Replacement Date is the date the replacement token is being installed in the home.
Choose the Reason Replaced from the drop down menu.
Click Save in the upper left hand corner of the IVR Token Management Box.

39. Replacing a Token Device Save
After replacing the token device, click Save Changes in the upper right hand corner of the Personal screen.

40. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

41. Deactivating a Token Device
Click Client Icon
Client Search Screen
Select Client
Client Personal Screen
Deactivate Token
Save

42. Deactivating a Token Device Click Client Icon
Click the Client Icon in the top left hand corner of the screen to access Clients.

43. Deactivating a Token Device Client Search Screen
The Client Search Screen will open and a client can be selected from this screen.

44. Deactivating a Token Device Select Client
Select the Client that needs a token removed by clicking on their name.

45. Deactivating a Token Device Client Personal Screen
The Token will be deactivated in the Client Personal Screen.
The user will click the drop down next to EVV Token and then selecting the token device that needs removed.
**Please Note: Do not click on Attach a New Token as that will add a secondary token device to the client's file.

46. Deactivating a Token Device Deactivate Token
Click inside of the Token Serial Number data field and select the blank space at the top of the list of available serial numbers.
**Please note: Deactivation of a Token device from a Client file will add the token serial number back into the company inventory and will allow it to be assigned to a new Client.
Enter the Deactivation Date. The Deactivation Date is the date the token is being removed from the home.
Click Save in the upper left hand corner of the IVR Token Management Box.

47. Deactivating a Token Device Save
After removing the token device, click Save Changes in the upper right hand corner of the Personal screen.

48. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

49. Adding a Contact to the Client File
If the user will be assigning more than 1 token device to a client, they would need to first add a Contact to the Client file.
This procedure will be used when the Client is receiving services at more than one location.

50. Adding a Contact to the Client File
Click Client Icon
Client Search Screen
Select Client
Contacts Tab
Add Contact
Enter Contact Info
Save

51. Adding a Contact to the Client File
Geocode the Address
Adding Communication Information
Add New Line
Entering Phone Number
Save
Save Changes

52. Adding a Contact to the Client File Click Client Icon
Click the Client Icon in the top left hand corner of the screen to access Clients.

53. Adding a Contact to the Client File Client Search Screen
The Client Search Screen will open and a client can be selected from this screen.

54. Adding a Contact to the Client File Select Client
Select the Client that needs a token removed by clicking on their name.

55. Adding a Contact to the Client File Contacts Tab
Click on the Contacts Tab on the left hand side of the Client Personal Screen.

56. Adding a Contact to the Client File Add Contact
Click on Add Contact.

57. Enter the Contact's information in the fields provided.
Adding a Contact to the Client File Enter Contact Info
Enter the Contact's information in the fields provided.
At minimum, the client's name must be entered.
Additional information such as Gender, Birthdate, and Address may be entered if desired.

58. Adding a Contact to the Client File Save
Click on the Save icon in the upper left hand corner of the Contact box.

59. Adding a Contact to the Client File Geocode the Address
If the Contact's address had been entered, the Geocoding box will open allowing the user to Geocode the Contact's address.
Option 1 will allow the user to leave the address as is. The globe next to the zip code will remain blue.
Option 2 will allow the user to leave the address as is without being prompted to geocode each time the record is saved. The globe next to the zip code will turn red.
Option 3 will show all possible address matches and the appropriate address may be selected.

60. Adding a Contact to the Client File Adding Communication Information
Click on Edit This List after Geocoding to add communication information for the Contact.

61. Adding a Contact to the Client File Add New Line
Click on Add to add a line of communication information.

62. Adding a Contact to the Client File Entering Phone Number
Add a label if desired to title the method of communication.
Select the type of communication method from the Type drop down menu.
The Carrier field is not required.
Enter the Contact's phone number.
Click on Active to make that method of communication Active.

63. Adding a Contact to the Client File Save
Click on the Save icon in the upper left hand corner of the Contact box.

64. Adding a Contact to the Client File Save Changes
The Contact information will now be listed and the user must click on Save Changes in the upper right hand corner.

65. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

66. Assigning a Secondary Token Device
This procedure will be used when the Client is receiving services at more than one location.

67. Assigning a Secondary Token Device
Click Client Icon
Client Search Screen
Select Client
Client Personal Screen
Token Back
Assign Token
Save

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

69. Assigning a Secondary Token Device Client Search Screen
The Client Search Screen will open and a client can be selected from this screen.

70. Assigning a Secondary Token Device Select Client
Select the Client that needs a token assigned by clicking on their name.

71. Assigning a Secondary Token Device Client Personal Screen
The Token will be assigned in the Client Personal Screen by clicking the drop down next to EVV Token and then selecting Attach a New Token.

72. Assigning a Secondary Token Device Client Personal Screen

73. Assigning a Secondary Token Device 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.

74. Assigning a Secondary Token Device 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 Contact that was added to the client file from the Place of Use drop down menu.
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.

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

76. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

77. 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

78. 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.

79. 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.

80. 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:
or by fax at

81. 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.

82. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

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

84. Additional Information Quiz
Agenda
Introduction
Small Alternative Device (MEDsys Token) Overview
Assigning a Single Token Device
Replacing a Token Device
Deactivating a Token Device
Adding a Contact to the Client File
Assigning a Secondary Token Device
Requesting a Small Alternative Device (MEDsys Token)
Additional Information
Quiz

85. 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.

86. 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.

87. 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.

88. 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.
The correct answer is B.