Adding a New Caregiver

Caregivers can either be field workers or office workers, but a single employee cannot be both a field worker and an office worker.  It’s easy to onboard new caregivers, but there are a few things to remember: 

• Caregivers will use Interactive Voice Response (IVR) to clock in and out from a telephone or smartphone device for client and consumer visits. This is also known as Electronic Visit Verification (EVV). 

• Caregivers will use "Family Logins" for assigned consumers and clients to be able to view messages and documents.  (You may wish to review Adding A Caregiver to the Family Mobile Application .) 

• An alert can be set for each employee to note when their skills ("checks") are updated or soon to be expired. (These can be reviewed in the Actions/Request tab.) 

Adding a Caregiver

Select Caregivers from the Main Menu:

When the Caregivers screen appears, select Add New. 

 A blank caregiver screen will appear.  Note the tabs along the top of the record.

Start by entering the Personal Information for the caregiver. The only required fields are: first name, last name, gender, and caregiver ID. However, in order to make the caregiver active for EVV, or active as an office user, you must also register them.  

Demographics   

Enter the caregiver’s demographics next.

• First Name
• Last Name
• Gender.
• Role
  • Note the user Role defaults to Caregiver, as this is the most common

After demographics are entered, check the checkbox for Create IVR/Mobile User. This will open the IVR/Mobile User setup fields for User Number and PIN.  The system will give you a valid and available IVR/Mobile ID (User Number). It is best practice to use the system-generated ID. However, you can verify the integrity of any User Number by selecting the Check button.  If valid, a green check circle with Valid will appear under the User Number. 

If you wish to change the ID, you MUST press the CHECK button to make sure it is valid and not assigned to another caregiver. If you do not, two caregivers could be assigned the same ID and be unable to clock in. 

Now complete the form with the following:

• Create a PIN for the caregiver
  • This is generally the last 4 digits of the SSN or the month and date of birthdate (e.g., 0724 for July 24th)
• Date of birth
• Social security number
• Caregiver ID
  • IMPORTANT: Set this to the same number as the user number.
• Paycode

If you need additional pay code rates, please contact Ankota support.

Now save the record by selecting Save Personal in the lower left of the screen.

Now you can add the remaining caregiver information.  

• Enter the address, including city and zip code
  • Ankota supports multiple addresses for each caregiver, by type (e.g., home, contracted facility, etc.)
  • You can set one address as Primary
  • Click Add to add an address
  • Address 1 is the street address.  Use Address 2 for the apartment number if needed
  • Note the state defaults to Missouri

Once the address is entered, select Localize Address to validate the address for GPS purposes and then click Save.    

Enter the caregiver’s phone numbers.  Ankota supports multiple phone numbers for each caregiver, by type (e.g., cell, home, etc.), but most agencies enter the caregiver’s primary cell phone.  

Click Add to add a phone number. Fill in the Phone number and Phone Type. You can also enter any additional notes related to this phone number. Then press Save.    

In the same way you added the address and phone number, enter the caregiver’s email address.  Ankota supports multiple email addresses for each caregiver, by type (e.g., work, home, etc.).  Click Add to add an email address.  

Eligibility to Work

To manage worker eligibility, click on the HR Tab, then select the Requirements sub-tab.

Most agencies track the following. If more items need tracking, contact Ankota for assistance.

• Family Care Safety Registry (FCSR) 
• Office of Inspector General (OIG) 
• Missouri Electronic Disqualification List (EDL) 
• E-Verify dates.   

The Requirements tab includes four areas:  

• Background Checks 
• Health Documentation 
• Tax Forms  
• Employment Authorization 

Missouri agencies are typically focused only on Background Checks.  Here you can add tracking for FCSR, OIG, EDL, and E Verify. Note this section allows you to add the same check multiple times (so you can maintain a complete history of these checks).  

• In Background Checks select Add.  
• Choose the background check item you would like to add and select it.    
• Enter the date that it was verified and the expiration date. 
• Press Save.