The Ankota Caregiver Mobile App

Overview

Caregivers can clock in and out through the Ankota Caregiver mobile app. This walk-through explains how to use the Ankota Caregiver mobile app and Ankota telephony. A few important notes:

• Download the app from the Play Store on an Android phone or the App Store on an iPhone.
• Clock in or out using telephony or the mobile app for any client, and different methods can be used for different visits, but telephony and the mobile app cannot both be used on the same visit.
• Use ankota.net/employee in a browser if there is an issue with the downloaded mobile app.
• Only the sections that an organization has chosen to use for the caregiver's profile will appear, so not all sections listed below may be visible.

Caregiver Video & Manual

A basic caregiver video is available and covers all the basic features.

Ankota is highly customizable. Admins may have chosen different functions in a given environment. While this article walks through common functions of the mobile app, some mobile app settings or options may differ.

Index

This article includes:

• Mobile App Operations
  • Log-in
  • Visits
  • My Clients (Create Your Own Visits)
  • Available Shifts
  • Notification Center
  • Visit History
  • Rework, Manual on Hold Closure by Caregiver and Missed Visits
  • No Show Reporting
  • Chat
  • Payroll
  • Documents
  • Calendar
  • Settings (including adding Availability)
• Mobile App Resources
• Troubleshooting

Mobile App Operations

Log-in

1. Arrive at the service location.
2. Open the Ankota Caregiver app.
3. Change the language if needed.
4. Enter Username and Password.

See the Mobile App Log-in article for a detailed walkthrough with screenshots. See the Two-Factor Authentication article for 2FA.

Visits

Initial Access

In Scheduled Visits, a list of visits for the day is shown. The date range can be changed to see a larger time period.

See the Initial Access to Visits article for a detailed walkthrough with screenshots.

Reporting Arrival

1. To clock in, click the Report Arrival button.
2. Accept the time when prompted.
3. A message confirms arrival and states the expected departure time.
4. Once accepted, a green check mark confirms arrival.

See the Reporting Arrival article for a detailed walkthrough with screenshots.

Reporting Departure

1. To clock out, click Visits and then Report Departure.
2. Accept the time when prompted.
3. A message confirms arrival and states the expected departure time.
4. Report care plan items as needed. Depending on environment and state, care plan items may default to "complete".
5. Collect signatures. Client signatures can be collected via voice or signature pad.
6. Report concerns if needed.
7. Report errand miles (may not be configured, per Admin request).
8. When asked to confirm reporting departure, click Submit to continue, or keep working and complete the visit later.
9. Once the success message appears, navigate back to the home page.

See the Reporting Departure article and the Ionic Voice Signature article for detailed walkthroughs.

Offline Mode

Offline mode is useful for caregivers working in low-bandwidth areas. Log into the app in an area with good signal/bandwidth (home, office, or anywhere before the visit begins). Once logged in, all visits for the day load and can be completed at the service location. Visit details are recorded as entered. Once back in an area with signal/bandwidth, recorded information is sent to Ankota.net after logging back into the app.

A notification appears on the clock in and clock out page while offline.

Contiguous Visits

Back-to-back visits may show as one or two visits depending on the organization's preferences. If shown as one visit, the caregiver clocks in and out once.

My Clients (Create Your Own Visits)

Some caregivers, typically nurses or consumer direct caregivers, are given permission to create visits as needed. To clock in for an approved client, log in to the mobile app and click the My Clients section (this section may have a different name depending on the organization).

• A list of client options appears based on approved clients.
• There may be an option to view non-editable PDF versions of patient files (per Admin request).
• Click Report Arrival next to the client's name to clock in. This creates a new visit.
• Complete arrival as usual.
• When ready, report departure under either My Clients or My Visits, following the usual procedures.

NOTE: If no clients appear in My Clients, permission to clock in for that client has not been granted. Speak to a supervisor if this option is expected.

See the Create Your Own Visits article for a detailed walkthrough with screenshots.

Available Shifts

The Available Shifts feature shows shifts that have not been picked up for the day. There are options to Accept or Decline available shifts.

NOTE: If Available Shifts does not appear, permission has not been granted for this. Speak to a supervisor if the option is expected.

See the Available Shifts article for a detailed walkthrough with screenshots.

Rework, Manual on Hold Closure by Caregiver, and Missed Visit Functionality

When caregivers do not complete their visits, there are two options:

• For caregivers who do not schedule their own visits, visits can be sent in a Rework status in the Visits section, allowing rework of the previous visit. The caregiver cannot change visit times when sent for rework; it is recommended to note actual arrival/departure times.
• For caregivers who do not schedule their own visits, a visit can be moved to On Hold status and sent back to the Visits section. The visit appears at the top of the page under My (Scheduled) Visits, where the caregiver clocks out and reports departure time, care plan items, and signatures if needed.
• For caregivers who schedule their own visits, missed visits can be created in the past by clicking the Missed Visit button on the My Clients scheduling page.

See the Rework, Manual On Hold Closure by Caregiver and Missed Visit article for a detailed walkthrough.

No Show Reporting

This optional feature must be requested by Admin. The button reports a No Show by client and is useful when a visit cannot be completed due to reasons by the client. See the No Show article for more.

Notification Center

The Notification Center is where messages or notifications sent by an admin appear. The number of messages is visible from the main menu. Notifications include new visits added in the next 48 hours of the schedule, as well as soon-to-expire HR requirements such as CPR certifications.

Visit History

Visit History shows a list of visits based on a date range. Notes can be added to a past visit from this page.

Chat

The Chat section allows caregivers to quickly reach out to administrators, typically schedulers. To start a conversation, click Chat, then click on the admin's name to open a chat page. On this page, users can instant message, start a video chat, or send documents. Video chat is in beta.

See the Mobile Chat article for a detailed walkthrough with screenshots.

Payroll

Payroll is where a caregiver can view and keep track of their payroll. Select the desired date range to see a summary. The payroll summary is gross pay only and does not typically include taxes. If this section does not appear, it may be turned off by admins.

Documents

The Documents section is different from the documents available on a visit for nurses or other caregivers. This section provides access to PDF versions of saved forms for approved clients (this differs from access to forms on visits, where forms are accessible for editing). These document links can be clicked for a quick read-only experience. These are not in every environment and are rarely configured.

See the Documents article for a detailed walkthrough and to learn more about accessible forms for editing.

Calendar

The caregiver calendar provides a quick, visual overview of the caregiver's upcoming schedule. To view the calendar, click Calendar from the main menu. It defaults to month view of the current month, with dots representing each scheduled visit. Below the calendar is a list of every visit including date, time, client, visit status, and visit type.

Clicking a specific day with a scheduled visit displays a preview of the day. To view the calendar in week view, click Week View at the bottom.

See the Calendar article for a detailed walkthrough with screenshots.

Settings

Some Settings options may be hidden depending on the organization's preferences. Functions available under Settings include:

• Account functionality, where caregivers can see their listed profile name
• Upload documents or picture
• Availability, where the available work schedule can be defined
• Change Password functionality (opened automatically on first login)
• Fingerprint functionality, to set fingerprint-based sign-in
• Reset Maps App
• About information, to see the software version
• The settings reminder
• Log Out functionality

See the Settings article for a detailed walkthrough with screenshots.

Mobile App Resources

Troubleshooting

Basic Troubleshooting Steps

If encountering issues with the Ankota Caregiver mobile app, review the following steps.

Forgot password?

• Try resetting the password.
• Press Forgot Password and change the password.
• Contact an Administrator if this fails.

Correct app?

• Ensure the Ankota Caregiver mobile app is downloaded, not a different Ankota app.

Username correct?

• Check with an admin to verify the correct username.

Password correct?

• Try resetting the password using Forgot Password.
• Contact admin or Ankota Support for continued password issues.

Ankota.net/employee

• If username and password appear correct, try the web version of the app.
• If the login attempt fails, double-check the username and change the password.
• Verify the correct URL (ankota.net/employee) is used.

Blank screen?

• Verify the template is correct under the caregiver's profile. Ask Admin to double check template and user role.

Update available?

• Delete the app, go to the app store, and redownload the Ankota Caregiver App. Allow GPS while using the app when prompted.

Online?

• Ensure the phone has service and is online.
• The app can be used offline, but a login must be made online for the day's visits to load.

GPS enabled?

• Check that GPS is enabled on the phone.
• Check that "Do Not Allow" was not pressed when asked if Ankota can access location.

Poor signal?

• Try going offline by turning cellular data off. See the Turning Off Data article for Android and iPhone.
• Try turning on cellular data and/or wifi.

If the above does not correct the issue, most issues can be fixed with a reinstall. First check for the latest version. If it is not updating, delete the current version and download a new copy from the app store. The ankota.net/employee browser version can also be used, but keep in mind the browser-based version will not match the current store app's version.

See the Troubleshooting article for a detailed walkthrough with screenshots.