The Agency Portal is the place where you interact with the database that powers the HomeCare Timesheets App.

The agency portal is used to

  • Create new worker and recipient accounts
  • Assign workers to recipients
  • Reset worker and recipient passwords
  • View and download timesheet information
  • View verification photos

We want the portal and app to be as user-friendly as possible.  If you have suggestions for improving either, please send your suggestions to feedback@pcapartners.net

 Quick Links: 

 

Logging in to the Agency Portal

Go to http://homecare-timesheet.herokuapp.com/

Click on the Agency Portal button.

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Enter your agency username and password and click Login.

portallogin 

Creating User Accounts

Once you’ve logged in, you will want to create accounts for your workers and recipients so that they can use the mobile app and so that recipients can log into the web portal if they desire.  You will also want to assign workers to care recipients.  This ensures that the right recipients show up on a worker’s app.  Every worker and recipient (or responsible party) needs a user account.

Creating a Worker Account

To create a worker account, click on the People link at the top of the page and select Create Worker.

createworker

This will open a page where you can enter your worker’s information.  When you are done entering the worker’s information, click Save. 

 createworkerinfo

You will receive confirmation that your worker account was successfully created.  You can enter information for another worker, or you can navigate to another part of the portal. 

portalworkersuccess

 

 

Creating a Recipient Account

Creating a recipient account is very similar to creating a worker account.

First click on the People link at the top of the page and select Create Recipient.

createrecip

This will open a page where you can enter the recipient’s information.  When you are done entering the recipient’s information, click Save. 

createrecipinfo 

You will receive confirmation that your recipient account was successfully created.  You can enter information for another worker, or you can navigate to another part of the portal.

 createrecipsuccess

Creating Agency User Accounts

Agency Users are able to create and manage worker and recipient accounts and interact with timesheet and verification data.  To create an agency account, click on the People link at the top of the page and select Create Agency User.

createagencyuser This will open a page where you can enter the agency user’s information.  When you are done entering the information, click Save. 

Assigning Workers to Recipients

Assigning workers to recipients is a critical step.  It ensures that workers can choose the correct recipients when they use the app to record a visit.  It also ensures that the random verification photos are taken in the correct order.

To assign a worker to a recipient, click on the People link and then select Assignments.

assign

Click the Assign Recipient to Worker Link

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Select a recipient from the Recipient pull down menu.

Select a worker from the Worker pull down menu.

Click Save.

assignpulldown

Resetting a User’s Password

First select Manage Users from the People menu.

manageusers

Select Recipients, Agency Users, or Workers to edit the right type of account.

Click Edit next to appropriate user’s name. 

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Type a new password.

Click Save.

editrecip  

Archiving a User

Because timesheets must be preserved for _ years, you are not able to delete users.  Instead, you are able to archive them.  This prevents them from using, the app or web portal.

First select Manage Users from the People menu.

Select Recipients, Agency Users, or Workers to edit the right type of user.

Click the x next to appropriate user’s name.

You will receive the following warning message:

archive

Click Archive User.

Viewing and Downloading Timesheets

On the agency portal home (click on Agency Portal to get there from another part of the site), you’ll find timesheet information.

agencydash 

You can download timesheets in two formats.

  • PDFs work just like paper timesheets.
  • You can use .csv files will billing software to automate your operations.

You can also view all of the verification information for a visit.  This includes

  • Worker and recipient signatures
  • Verification photos.

You can also filter your timesheets by date range, worker, recipient, and service.

To download a single timesheet, click on .pdf  or .csv in the row corresponding to the timesheet.

downloadsingle To download multiple timesheets, select the timesheets you want by clicking on the check box next to each timesheet or checking Select All.

Then click Download Selected Timesheets.

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And choose the format you would like to download them in.

downloadmultformat

Viewing Verification Photos

*** It is critically important to respect the privacy of workers and clients

*** Do not share your password or verification images with anyone!

Verification photos are available from the agency portal home (click on Agency Portal to get there from another part of the site)

To view a verification photo, click on the FILES link for a timesheet.

files

Click on View in Lightbox next to the Time In or Time Out Photo.  The verification photo will pop up.  Alternatively, you can choose to download the photo by clicking on the Download button. files2

You can view timesheet signatures in a similar manner.

Frequently Asked Questions (Coming Soon)