⏰ Timesheets: Your Emergency Backup Plan (Not Your Everyday Clock In or Out!)

Why Am I Receiving a Timesheet?

Let's clear something up right away:

There is no excuse for not clocking in and clocking out.

Your Electronic Visit Verification (EVV) system should always be used for your visits. However, we understand that emergencies can happen. When there is a legitimate clock-in or clock-out issue, a Timesheet may be sent to your text message and email as a backup solution if you are eligible.

Think of a timesheet as your emergency parachute—it's there when you need it, but it should not be your primary way of documenting visits.

What Is a Timesheet?

A timesheet is an electronic form used to verify a visit when a proper clock-in and/or clock-out was not completed.

It serves as documentation that:

• The visit occurred

• The visit date and times are accurate

• The services were provided

• Both the caregiver and patient/authorized signer confirm the visit

Because timesheets are used for payroll and billing verification, they must be completed accurately and promptly.

How to Complete Your Timesheet

Step 1: Verify Visit Information

Before doing anything else:

✅ Confirm the Date of Visit

✅ Confirm the Visit Start and End Times

✅ Enter the full address where services were provided

Accuracy matters! Incorrect dates, times, SIGNATURES or addresses can delay approval. If they are not correct please call CareSphere right away at 610-868-1801 option 1 followed by option 2.

Never sign a timesheet if the information is not accurate!

Step 2: Complete Your Plan of Care Tasks

Check off every task you completed during the visit.

📝 Important: Provide a detailed note explaining what you did for each task.

Example:

❌ Poor Note:

Assisted with bathing.

✅ Good Note:

Assisted patient with bathing, shampooed hair, helped with dressing, and ensured patient safely transferred from shower to bedroom.

The more detailed your documentation, the better.

Step 3: Complete Your Employee Signature

In the Employee Signoff section:

✅ Sign your name legibly.

✅ Enter the last 4 digits of your Social Security Number

Double-check that your information is entered correctly before moving on.

Step 4: Obtain the Patient/Authorized Signer's Signature

This is one of the most important parts of the process.

If the Patient or Authorized Signer Is Present

Have them:

✅ Sign in the Patient/Authorized Signer Signature section

✅ Enter their name in the Patient/Authorized Signer Printed Name section

⚠️ Common Mistake

Do NOT enter your own name in the Patient/Authorized Signer Printed Name field.

If your name appears in the patient's signature section, the timesheet will be rejected and sent back for correction.

Best Practice

The most effective way to obtain a signature is:

✅ Have the patient or authorized signer sign the timesheet in person during your next visit.

If the Patient/Authorized Signer Is NOT Present

Only use this option when absolutely necessary.

1. Check the box:

   • "Check here if patient/signer is not present"

2. Enter an active smartphone number (not a landline).

3. The timesheet will be sent to the patient or authorized signer's mobile phone so they can electronically sign it.

   

📱 Important: The phone number must be capable of receiving text messages.

Step 5: Submit the Timesheet

Once all required fields are completed:

✅ Click Submit Timesheet at the bottom of the form.

That's it!

Important Payroll Reminders

You Are Responsible for Both Signatures

The caregiver is responsible for ensuring:

• Employee signature is completed

• Patient/Authorized Signer signature is completed

❗ It is not the agency's responsibility to obtain the patient signature for you.

Payroll Deadline

Timesheets must be submitted by Tuesday of the following week.

Any timesheet submitted after that deadline will not be included in payroll processing.

Sign Within 48 Hours

Timesheets should be completed and signed within 48 hours of receiving them.

The sooner you complete them, the smoother payroll processing will be.

How Do I Know My Timesheet Is Complete?

You'll receive a text message confirming the timesheet has been fully completed.

✅ Received the completion text? You're all set.

❌ Did NOT receive the completion text?

Your timesheet is not complete and may still require action.

Check Your Visit Status Anytime

You can also verify visit status through the CareSphere Connect Portal.

Navigate To:

My Scheduled Visits

If a visit is not approved for billing, you'll see a red dot next to the visit.

Click the visit to view:

• Why the visit is not approved

• Any missing documentation

• A link to your timesheet (if one is required)

This is one of the fastest ways to identify and resolve payroll issues.

Need Help?

Office Assistance

📞 610-868-1801

Press:
Option 1 → Option 2

EVV Assistance Hours

Need help with clocking in, clocking out, or EVV issues?

Monday – Thursday

🕗 8:00 AM – 10:00 PM

Friday

🕗 8:00 AM – 1:00 PM

Sunday

🕗 8:00 AM – 8:00 PM

Final Reminder

🚨 Timesheets are for emergencies only.

The best way to ensure your visits are approved and paid on time is to:

✅ Clock in correctly

✅ Clock out correctly

✅ Review your visit status regularly

A properly completed EVV visit saves everyone time—and gets you paid faster!