FOBs Usage

Overview

A FOB (short for “Fixed Object Device”) can be used to clock in, report task completion, and clock out. This option is primarily used when both the Ankota mobile app and telephony using the client's home phone are not options. The FOB is affixed (usually via a zip tie) in the client’s home. Caregivers click the FOB at clock-in to get their arrival confirmation code, and again at clock-out to get their departure confirmation code. They codes are reported during Ankota telephony calls to report arrival and departure. Please note each FOB Is assigned a specific client, and should not leave the client's home. For more on the caregiver's point of view when using a FOB, see Telephony Clock-in with FOB. FOBs are typically $16/each with a minimum of 5 per order. Since these tokens are acquired from a third party, the price is subject to change without notice.

If you'd like a report for Clients with FOB that includes the FOB number, OTP Key, Client Name, Client ID, and Medicaid ID, please read Favorite Reports - FOB Report. If you'd like this added to your environment, please contact an Ankota specialist.

Using a FOB

Preparing a FOB for use

Before placing the FOB in a client’s home, you or your administrative team must first enter the FOB Serial Number on the FOB into the Ankota system. It is best practice for clients to maintain their own spreadsheets listing the Client, the Caregiver, FOB ID#, etc. To complete this process, the first step is to go to the Main menu and click Clients.

From the Clients screen, search for the client you are seeking and click on their name to get to their Profile screen, then click the Information tab. Under the subtab Client, enter in the Serial Number of the back of the FOB next to FOB Serial Number. Be sure to scroll down to the bottom and click Save in order to complete this process.

Now that the FOB is associated with the client you’d like in the Ankota system, it is now ready to be placed in the client’s home and used by the Caregiver to record clock in/clock out time and task completion.

If you receive a error when inputting the FOB Serial Number, please contact Support for assistance.

When the Caregiver Arrives

To ensure electronic verification, the caregiver will need to use the FOB to confirm arrival and departure time. To confirm arrival, the caregiver should push the button on the FOB.  This will make a code appear on the FOB’s screen. The Caregiver should then write down or in some other way record the arrival code. 

When the Caregiver Departs

At departure time, the caregiver should push the button on the FOB and record the departure code that appears on the FOB’s screen.

When the Caregiver is Able

In order to complete the process of recording their clock-in/clock-out and task completion, caregivers need to reference the FOB codes they recorded earlier and then call the dedicated Ankota toll-free number to report their work.

For the first call, the caregiver will be prompted for the code that was provided when they arrived. They will hang up after reporting arrival. The caregiver must dial in a second time to report departure.  They will be prompted for the FOB number that was recorded at their time of departure and will also need to update the status of the care plan items that they completed before hanging up.

The system will look up the FOB times for the client based on the codes entered and substitute the arrival and departure times. It is important to emphasize to all caregivers that they cannot hang up before the call is completed or all the data will not be transmitted, which could cause a delay in timely payroll payment.

Standard Clock-in/Clock-out with FOB Examples

Early Reporting with FOB

• Caregiver arrives at 12:58 PM for George Smith, gets the number from the FOB, and writes it down
• Caregiver calls in using her flip phone and reports arrival immediately after getting the FOB arrival code
• Caregiver departs at 5:00 PM for George Smith, gets a second FOB number, and write it down
• Caregiver calls in using her flip phone and reports departure immediately after getting the FOB departure code
• Based on the FOB numbers, the visit is recorded from 12:58 PM to 5:00 PM

After-Visit Reporting with FOB

• Caregiver arrives at 1:58 PM for Mary Smith, gets the number from the FOB, and writes it down
• Caregiver departs at 4:00 PM for Mary Smith, gets a second FOB number, and write it down
• Caregiver stops into the office on the way home and dials in arrival and departure codes.
• Based on the FOB numbers, the visit is recorded from 1:58 PM to 4:00 PM

Testing FOBs Functionality

From time to time, there may be concerns as to whether a FOB is functional. You will need someone who is actively available at the client's house to help you test the FOB. To test a FOB, see the directions below.

• Log in to the client's environment
• Click Clients
• Filter for client, then click on the client's name
• Click the Information tab, Client subtab
• Ask the caregiver to have the FOB in hand
• Ask the caregiver to click to the FOB and give you the FOB code
• In the client's profile, click on FOB code field, enter the FOB code, then click Check Delay
• Check the golden pop-up message in the client's profile to determine if there is an issue

The pop-up message will clarify the delay in delivery time. You know something is wrong with the FOB if the delay is substantial. In this example below, it is appropriately under 1 minute of delay.