One Time Timesheet Procedure: Workflow Innovation Study Guide

📌 Summary of Key Concepts

The One Time Timesheet Procedure is a workflow innovation built into One Time Home Care Software. It helps agencies tackle some of the biggest challenges in home care operations—visit record management, signature collection, and compliance with evolving regulations like EVV and state-specific requirements.

At the heart of this feature is one theme: efficiency and security through electronic signatures (eSignatures).

🔍 Detailed Breakdown

A. The One Time Timesheet Procedure: Core Functionality

• Bundles & Simplifies: Visit records, reason codes, and triple signatures are combined into one organized “packet.”

• Electronic Signature Collection: Secure eSignature requests replace messy paper processes.

• Workflow Automation: Automates exception workflows to reduce manual handling.

• Native Integration: Fully built into One Time Home Care Software—no third-party add-ons needed.

B. Key Problems Solved

• “Chasing Paper”: Eliminates the need to hunt for physical signatures.

• Manual Edit Complexity: Simplifies documentation of visit details, reasons, and signatures.

• Audit Readiness: Agencies can avoid last-minute scrambling during audits.

• Overpayments: Helps prevent letters demanding repayment due to missing signatures.

• Compliance Gaps: Addresses new signature requirements from entities like PA CHC MCOs.

C. Signature Requirements & Importance

• Triple Signatures: Caregiver, participant/representative, and agency.

• Proof of Services: Core evidence to validate services provided.

• Digital & Paper Options: eSignatures preferred, but both formats remain valid if complete.

• Timeliness: Ensures exceptions are signed within 24–48 hours, protecting agencies from penalties.

D. Regulatory Context

• Cures Act: Requires 6 EVV points but not signatures.

• PA CHC MCOs: Introduced signature requirements (late 2023), creating compliance hurdles.

• EVV Reality Check: Agencies need tools that cover both EVV and additional signature rules.

E. Benefits of the One Time Timesheet Procedure

• Streamlined Signature Collection: More than just capturing—streamlines the entire workflow.

• Secure & Remote: Request and capture signatures digitally, anytime, anywhere.

• Complete Documentation: Clean, compliant, and printable visit records.

• Risk Mitigation: Reduces audit risk and potential overpayment clawbacks.

📝 Quiz Section

Instructions: Answer each question in 2–3 sentences.

1. What is the primary function of the One Time Timesheet Procedure?

2. How does it address the problem of “chasing paper” for signatures?

3. Name the three types of signatures required in the “Triple Signatures” feature.

4. According to Dr. Lee, what prevents overpayment letters tied to missing signatures?

5. How did the Cures Act differ from PA CHC MCOs regarding signatures?

6. What does the Timesheet Procedure bundle into a single “clean packet”?

7. ScotyBot mentions manual entry needs several elements—what are they, and how does One Time help?

8. NaliBot outlines a compliant visit record printout formula—what are its key traits?

9. Beyond signature collection, what enhanced benefit does One Time Software provide?

10. How quickly can exceptions be signed with an eSignature system to avoid overpayments?

📚 Quiz Answer Key

1. Bundles visit records, reason codes, and triple signatures into one clean packet with secure eSignature collection.

2. Eliminates paper signatures by enabling secure electronic requests.

3. Caregiver, participant/representative, and agency.

4. Use of eSignature systems that capture signatures within 24–48 hours.

5. Cures Act required EVV but not signatures; PA CHC MCOs added signature rules in 2023.

6. Visit records, reason codes, and triple signatures.

7. Visit record, reason, verification, and signatures; One Time simplifies with secure remote eSignatures.

8. Must be complete, signed (digital or paper), and printable.

9. Streamlines signature collection into a faster, integrated process.

10. Within 24–48 hours, ensuring compliance and preventing overpayments.

✍️ Essay Questions

1. Discuss the evolution of signature requirements in home care, contrasting the Cures Act with PA CHC MCOs.

2. Analyze agency pain points (efficiency, compliance, financial risk) that the Timesheet Procedure resolves.

3. Explain how “total evidence” is strengthened by One Time’s triple-signature workflow.

4. Evaluate the benefits of eSignature systems in preventing audit risks and overpayments.

5. As an operations director, justify investment in One Time Software to stakeholders.

📖 Glossary of Key Terms

• One Time Home Care Software: All-in-one cloud platform for home care agencies.

• One Time Timesheet Procedure: Workflow innovation managing visit records, reason codes, and signatures.

• eSignature Requests: Secure electronic capture of required signatures.

• Triple Signatures: Signatures from caregiver, participant/representative, and agency.

• Overpayment Letters: Notices demanding repayment due to documentation issues.

• EVV (Electronic Visit Verification): System verifying that home care services were delivered.

• PA CHC MCOs: Managed Care Organizations requiring added compliance for Pennsylvania agencies.

✅ Conclusion:

The One Time Timesheet Procedure isn’t just about collecting signatures—it’s about creating a clean, auditable, and compliant workflow that protects agencies financially and operationally. With automation, secure eSignatures, and bundled documentation, home care providers can finally stop “chasing paper” and focus on delivering quality care.