Who Needs to Clock In and Out for IHSS?
The federal 21st Century Cures Act mandated Electronic Visit Verification (EVV) to ensure the accuracy and transparency of in-home care services. For California's In-Home Supportive Services (IHSS) program, this means that the answer to "Do I have to clock in and out for IHSS?" depends entirely on your living arrangements with your recipient.
Requirements for Non-Live-in Providers
If you do not live in the same home as the person you provide care for, you are considered a non-live-in provider and must check in and out for each workday. This action records the start and end of your service and the location where the care was provided. The purpose of this is to fulfill the federal EVV requirements, not to track your location throughout the day.
To check in and out, non-live-in providers can use one of three methods:
- IHSS EVV Mobile Application (App): A free mobile app available for smartphones.
- Electronic Services Portal (ESP): A website accessible via computer, tablet, or smartphone.
- Telephone Timesheet System (TTS): A telephonic system that allows you to call a toll-free number to check in and out.
Exemptions for Live-in Providers
Live-in IHSS providers are exempt from the real-time check-in and check-out EVV requirements. A live-in provider is someone who shares a home with their IHSS recipient. If you are a live-in provider, you will continue to submit your electronic timesheets detailing the hours worked for each pay period without needing to use the check-in/check-out feature. To confirm your status, you must complete and submit a Live-in Provider Self-Certification form (SOC 2298) through the ESP or to your county IHSS office.
How to Check In and Out for Non-Live-in IHSS Providers
Using one of the three approved EVV methods is straightforward. Here is a step-by-step breakdown of the process for non-live-in providers.
Using the IHSS Mobile App or ESP
- Log in: Access the IHSS EVV mobile app or the Electronic Services Portal (ESP) with your provider number and passcode.
- Check In: At the start of your workday, select the recipient you are serving and press the "check-in" button.
- Confirm Location: Indicate whether the service is starting in the recipient's "home" or the "community" (e.g., for grocery shopping or medical appointments).
- Check Out: At the end of your workday, log back in and press the "check-out" button, again confirming the location.
Using the Telephone Timesheet System (TTS)
- Dial the Number: Call the toll-free number, 833-DIAL-EVV (833-342-5388).
- Enter Information: Follow the voice prompts, using your phone's keypad to enter your provider number and passcode.
- Check In/Out: Follow the system's instructions to record your check-in and check-out times for the day.
IHSS Timesheet Entry Options Comparison
Here is a comparison of the three different EVV methods available for non-live-in IHSS providers.
| Feature | IHSS EVV Mobile App | Electronic Services Portal (ESP) | Telephone Timesheet System (TTS) |
|---|---|---|---|
| Best for | On-the-go tracking, real-time access. | Desktop users, detailed timesheet management. | Users without internet access or visual impairments. |
| Device Needed | Smartphone | Computer, tablet, or smartphone | Any touch-tone telephone |
| Real-Time Tracking | Yes, check-in and out. | Yes, through the web portal. | Yes, by calling the system. |
| Manual Adjustments | Yes, can edit times before submission. | Yes, easy to edit timesheets. | Requires calling the system to make edits. |
| Additional Features | None listed; focused on EVV. | Direct deposit sign-up, payment history, sick leave claims. | Can listen to timesheet status. |
| Accessibility | Requires a compatible mobile device. | Requires internet access. | Works with any phone, including accommodations line for voice interaction. |
What to Do If You Forget to Clock In or Out
Missing a check-in or check-out is a common concern for providers navigating the new EVV rules. Fortunately, the system is designed with flexibility to accommodate these mistakes without penalty.
- Forgetting to Check In/Out: If you forget, you can manually enter or correct the start and end times directly on your electronic timesheet before submitting it for recipient approval.
- Checking Out and Returning: If you have to check out but then return to work for the same recipient on the same day, you can simply check in and out again. The system will record your earliest check-in and latest check-out times for the day.
- No Penalties for Mistakes: There are no penalties for providers who forget to check in or out in real-time. The key is to make sure your timesheet is accurate when you submit it.
Conclusion
For most IHSS providers, namely those who do not live with their recipient, clocking in and out is a mandatory part of the Electronic Visit Verification (EVV) system. This is done in real-time at the start and end of each workday, and it can be completed via a mobile app, web portal (ESP), or telephone system (TTS). Live-in providers, however, are exempt and continue to log their hours through the standard electronic timesheet without the check-in/out requirement. While the process may seem like an adjustment, the flexibility to correct missed entries and the convenience of multiple submission options make it a manageable part of the IHSS workflow. If you are unsure of your status or have any questions, contacting your local county IHSS office is the best course of action.
How to Get Started with Electronic Timesheets
- Register for the ESP: Visit the IHSS Electronic Services Portal at etimesheets.ihss.ca.gov and follow the registration steps.
- Download the IHSS App: Search for the IHSS EVV Mobile App in your device's app store and download it for free.
- Use the TTS: Register and use the Telephonic Timesheet System by calling the provided number.
Additional Resources
For more information and assistance with electronic timesheets and EVV, consider these resources:
- IHSS Service Desk: For technical assistance with the ESP or EVV, contact the IHSS Service Desk at (866) 376-7066.
- California Department of Social Services (CDSS): The CDSS website offers a range of resources and help pages for IHSS providers.
- Your County IHSS Office: Your local county office can provide personalized assistance and clarify any specific questions related to your case.
