Telephony Tip Sheet

Overview

Telephony allows caregivers to clock in, clock out, record task completion, enter shift notes, and submit mileage reimbursement requests using a telephone instead of the mobile app.

Telephony is commonly used when:

• Mobile devices are unavailable

• EVV requires the client's phone

• Internet access is limited

• Agencies prefer phone-based visit verification

Telephony can also be used throughout a shift to document completed tasks and notes without waiting until clock out.

Finding Your Agency Telephony Number

Each agency has its own dedicated Telephony number.

To Locate the Number

Navigate to:

My Aaniie

On the upper-left side of the screen:

1. Click the Phone icon.

2. A window will display:

   • Your Employee ID

   • Your Agency Telephony Number

Recommendation

Save the Telephony number in your phone contacts for future use.

Suggested contact name:

Aaniie Telephony

Important

Text messages sent from Aaniie Telephony are also delivered from this same number.

Clocking In Using Telephony

To clock in:

Step 1: Use the Client's Phone

While at the client's location:

1. Use the client's phone.

2. Call the agency Telephony number.

Why Use the Client's Phone?

Telephony uses the client's phone number to verify:

• Client location

• Visit location

• EVV compliance requirements

Step 2: Enter Employee Credentials

When prompted:

1. Enter your Employee ID.

2. Enter your Security PIN.

Result

The system records your clock-in and associates the visit with the client.

Finding Your Employee ID

Staff View

Navigate to:

My Aaniie

1. Click the Phone icon.

2. Your Employee ID will be displayed.

Alternative Option

Contact your office if you are unsure of your Employee ID.

Administrator View

Navigate to:

Menu → Staff → Staff Management

1. Locate the employee.

2. Click the + icon beside the staff photo.

3. View the Employee ID within the profile.

Finding or Resetting Your Security PIN

Each employee is assigned a four-digit Security PIN.

Staff View

Navigate to:

My Aaniie

1. Locate the toolbar in the upper-left corner.

2. Click the Four Squares icon.

3. Select:

   Change 4-Digit Security Number

4. Enter the new PIN.

5. Save.

Administrator View

Navigate to:

Menu → Staff → Staff Management

1. Open the employee profile.

2. Click the + icon beside the photo.

3. Locate the employee's Security PIN information.

Recording Task Completion

Task completion can be recorded at any point during a shift.

Important

You do not need to wait until clock out.

Caregivers may call Telephony multiple times during a shift to:

• Complete tasks

• Enter notes

• Record reimbursements

Finding Assigned Tasks

Before recording task completion, caregivers should know which tasks are assigned.

There are two ways to view assigned tasks.

Option 1: View Tasks in Aaniie

Navigate to:

1. Open the Punch Card.

2. Open the appropriate shift.

3. Review the assigned tasks.

Option 2: Text the Telephony Number

Send a text message containing:

Assigned Tasks

to the agency Telephony number.

The system will respond with the task list assigned to the current shift.

Important

Task numbers are required when recording task completion through Telephony.

Be sure to note the assigned task numbers before calling.

Recording Task Completion by Phone

To record completed tasks:

1. Call the Telephony number.

2. Enter your Employee ID.

3. Enter your Security PIN.

4. Follow the prompts.

5. Enter the appropriate task numbers.

The completed tasks will be recorded against the shift.

Recording Shift Notes

If enabled by your agency, Telephony can be used to dictate shift notes.

To Record a Shift Note

1. Call the Telephony number.

2. Enter your Employee ID and PIN.

3. Follow the prompts for Shift Notes.

4. Speak clearly and slowly.

Tips

• Speak naturally.

• Use complete sentences.

• Minor transcription errors are acceptable if the note remains understandable.

The dictated note is transcribed and attached to the shift.

Recording Mileage Reimbursements

Mileage reimbursement requests may also be submitted through Telephony.

To Record Mileage

1. Call the Telephony number.

2. Enter your Employee ID and PIN.

3. Follow the mileage prompts.

4. Enter mileage information.

5. Provide a description if prompted and enabled.

The mileage request is attached to the shift for review.

Clocking Out Using Telephony

Clocking out follows the same process as clocking in.

Step 1

Use the client's phone.

Step 2

Call the agency Telephony number.

Step 3

Enter:

• Employee ID

• Security PIN

Step 4

Follow the prompts to complete the clock-out process.

The shift will be closed and recorded in Aaniie.

Common Uses

EVV Visit Verification

Use the client's phone to verify visit location and record clock-in and clock-out activity.

Task Documentation

Record completed care tasks throughout the shift.

Shift Notes

Dictate care notes when mobile devices are unavailable.

Mileage Requests

Submit mileage reimbursement requests directly through the phone system.

Limited Internet Access

Continue documenting visits without requiring internet connectivity.

Troubleshooting

Employee ID Not Accepted

Verify:

• The Employee ID was entered correctly.

• The employee is active.

• The correct agency Telephony number was called.

PIN Not Accepted

Verify:

• The correct PIN was entered.

• The PIN has not recently been changed.

• The office has confirmed the PIN value.

Assigned Tasks Not Available

Verify:

• The shift has assigned tasks.

• The correct shift is being reviewed.

• The text message was sent to the agency Telephony number.

Shift Note Transcription Appears Incorrect

Speak more slowly and clearly when dictating notes.

Minor transcription differences are normal.

Unable to Clock In

Verify:

• The client's phone is being used.

• The correct Telephony number was called.

• The Employee ID and PIN were entered correctly.

Quick Reference

Key Takeaway

Telephony provides a convenient alternative to mobile app visit documentation by allowing caregivers to clock in, clock out, complete tasks, dictate shift notes, and submit mileage requests using a telephone. By using the client's phone, agencies can satisfy EVV requirements while maintaining accurate visit verification and documentation.