Recording & Approving Attendance

Recording & Approving Attendance

For individuals that attend programs through DDA agencies accurate attendance is highly important. Not recording the correct information can lead to the loss of funding or services for others or even Medicaid fraud. Recording attendance in the iCM system is not difficult but it is important to always check what you have entered. We will discuss at the end the system in place for multi-layer approval of attendance records. 

Step 1: Let's begin by entering the attendance module from the main dashboard by clicking the clock icon on the left-hand side of the screen.

Step 2: Once you are in the attendance module you will see the screen below and all individuals under your user role. You may see individuals in your program and programs you are not responsible for. You are only able to record attendance in the programs you are assigned to. Below you see multiple sort options. You can use these to select or scroll to find the individual you wish to mark attendance for.  Keep in mind only 20 records will load per screen, so you may wish to search using one of the filters.

Step 3: You will see programs for each individual and their current attendance log. You may enter attendance from the current day of the week and prior to that day. You cannot enter attendance in advance. The current day is highlighted in green.  Please note, individuals may have more than one type of funding within the same program, as shown below.  Make sure you are entering attendance for the correct program and funding type.

Step 4: Attendance can be marked in one of two ways, either by time or by code.  To record attendance click the bottom green box to begin.

By Time: To activate the time field, you simply click the clock icon. You can click through or enter the time in the highlighted field. The time is of utmost importance as this information drives funding.

By Code: In this scenario you will only need to click done since the attendance is not connected to a start/end time and attendance will show as present.

Step 5: To mark an absence again you click the bottom green box and then you would click the Absence tab and then select a reason. Once complete click Done.

Here you can see that when they are marked as present you will see a P and when marked as absent a code will show in the box.

Step 6: You may also see an individual calendar that has PS or PD populated in the boxes for the days of the month. PS would indicate a pending start for that program and PD a pending discharge. You cannot record attendance over this information

Step 7: If you have made an error the information can be corrected. You can edit the entry or delete. Click the bottom box and a drop down will appear. You may have the pen icon for editing or the trashcan for deleting. 

Step 8: From this edit area you can also add additional attendance information. For example, she left and then came back for an additional 2 hours and 10 minutes -see below. To mark additional attendance click in the time box until the drop down appears.  You will see a green Add New Attendance box, which will allow you to mark additional attendance.

Once you have all Attendance entered for the month there is a multi-step process to look over and verify all data entered. 

Step 1: Once you have entered the information for the month you would click where you see Mark Done.

Step 2: The next staff in charge would then select Mark as Reviewed. Once it is marked as reviewed the attendance is will no longer be accessible to make changes without approval from a select role. 

Step 3: After it is marked as reviewed the next staff in charge will review to Mark as Approved.  Once it is marked as approved the attendance will not be accessible to make changes without approval from a select role. 

Step 4: The final step will be to have it marked as billed.  This level indicates that attendance for this individual has been billed for payment.  Until the time when LTSS is available for billing, agencies will continue to complete this step manually.   The intended outcome of having multiple levels of approval is to reduce or eliminate errors. As previously stated, everyone that enters or approves attendance plays a vital role in this process. 

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