Each completed shift has two time amounts:

Your Time Tracking policy sets the default time source for each amount. Billing and payroll are independent, so you can choose a different source for each.

For example, a workspace without EVV can bill scheduled hours while paying caregivers based on their recorded working hours.

Workspace defaults can be affected by service rounding rules, third-party payer policies, and live-in policies. You can also adjust individual completed shifts when needed.

Clock-in and clock-out records still matter. They support attendance, Electronic Visit Verification (EVV), late or missed shift detection, and care documentation. Caregivers generally continue clocking in and out as usual. Some live-in policies can automatically clock caregivers in and out for consecutive shifts.

Custom Time is an individual shift option, not a workspace default.

You need the manage permission for the Policies settings section. This permission can be assigned to users who are not workspace admins. More information about the specific settings is found below in a separate section.

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Changes will not apply to shifts that have already been completed.

New settings apply to shifts completed after you save. Already-completed shifts keep their existing times.

To update completed shifts in an open pay period, adjust them individually or through Command Center, provided their times are available for editing.

Rounding has three settings:

Set all three to enable rounding. Leave all three blank to turn it off. There is no "None" option.

Choose the interval to round to:

These examples use:

The shift is scheduled to end at 4:00 p.m.

These examples describe the end of the shift. The start time is also rounded separately.

With Total Duration, Careswitch rounds the shift's length instead. The resulting end time depends on the clock-in time and total duration.

Workspace rounding affects billing or payroll only when that amount uses Reported Time. Service and payer billing rounding can still change billed hours for any source. See Billing rounding below.

Turning rounding off prevents rounding from adding time, but recorded minutes beyond the schedule can still be included.

A service's rounding rules override the workspace rounding settings. The workspace rule is used when the shift's service has no rounding rules of its own.

Shifts covered by a third-party payer policy, such as Medicaid, skip workspace rounding by default. The payer's own billing rounding rules apply.

You can separately enable workspace rounding for caregiver pay using Apply payable rounding to third-party payer shifts.

When this checkbox is selected:

When billable hours are calculated, Careswitch also applies the payer's billing rounding rules (for shifts covered by a third-party payer policy) or the service's own rounding rules (for hourly services). This applies whatever Billable Time source the shift uses, including Submitted, Scheduled, and Custom.

Workspace rounding is not applied again at this stage. Payable time is not affected by billing rounding.

Choose billing and payroll settings separately based on your agency’s requirements.

Use an individual adjustment when a shift needs special handling—for example, when a caregiver stays late to provide care or leaves early.

You need permission to manage shifts.

Review billing and payroll separately. Each may need a different adjustment.

In an EVV workspace, use Custom when you need to manually adjust an individual shift's billable time. Billed dates must match the clock-in dates used to verify the visit.

Editing billable time on a Medicaid shift may require a visit-change reason, because the change is sent to Sandata.

You can ask Command Center to update the shifts you identify. Specify:

Billing and payroll locks still apply.

Cross-midnight shifts have an additional restriction. Billable time editing is also blocked when the shift’s line items are split, with some included on an invoice and others not. Resolve the split billing status before editing the shift’s billable time.

Live-in policies apply through the shift's service. A shift uses a live-in policy when its service:

To set time defaults:

The live-in policy's selections override the workspace time-source defaults for shifts covered by that policy.

Scheduled Billable Time is hidden when EVV is enabled.

Live-in policies can also automatically clock caregivers in and out for consecutive shifts. Review the policy's automatic clock-in and clock-out settings when determining how caregivers should record their visits.

First, check the time source and rounding rules that apply to the shift.

Turning rounding off prevents rounding from adding time, but it does not remove actual extra minutes recorded after the scheduled end. Service or payer billing rounding can also still affect billed hours.

Yes. In workspaces where Scheduled billing is available, caregivers generally continue clocking in and out for attendance and documentation. Live-in policies may automate clock-in and clock-out for consecutive shifts.

Scheduled billing is unavailable when EVV is enabled.

Yes, if EVV is off. Set Billable Time to Scheduled and Payable Time to Reported or Submitted.

If EVV is on, Scheduled Billable Time is unavailable. Billing follows the available time source and applicable service or payer rules. You can use Custom for an individual completed shift when an adjustment is needed.

Check whether its service has its own rounding rules or whether a third-party payer policy covers the shift.

Service rounding overrides the workspace rule. Third-party payer shifts skip workspace rounding by default and use payer billing rounding. The third-party payable rounding checkbox can separately apply workspace rounding to caregiver pay when Payable Time is Reported.

Service and payer billing rounding also apply to billed hours whatever Billable Time source the shift uses.

Review the completed shift and adjust payable time, billable time, or both as appropriate. Choose another available source or enter a Custom time window.

You do not need to change the workspace policy for a single exception.

Check whether its hours have already been billed or paid, whether payroll is processing or paid, or whether a cross-midnight shift has split invoice line items.

To unlock invoice-billed hours, void and reopen the invoice. For claim-billed hours, reopen the claim. Payroll locks and split billing restrictions must also be resolved before the affected time can be edited.

No. Changes apply only to shifts completed after you save. Update older completed shifts individually or through Command Center when their times are available for editing.