Families First utilizes several online Electronic Health Record platforms to help us effectively serve our self-advocates and employees. The following is a list of those platforms:
Carelogic : Carelogic Login Screen
An ONC-certified health record database that contains advocate health information, Medicaid data, daily notes and waiver approved hours. Employees are expected to accurately bill hours worked in Carelogic:
Round time to the nearest 15 minutes.
Do not bill an advocate if they are not with you.
Make sure to send client related notes to the proper team Supervisor.
Carelogic is most compatible with tablets or computers, not phones. You can reset your own Password and Signature if you have forgotten them.
Company Mileage
All Families First self-advocates receive mileage. Employees can only bill for mileage when a self-advocate is in their vehicle with them.
The Activity is always Community Supports, and the Job Costing Code is the advocate you are with.
You can reset your password anytime on your own.
Mobile App: Suremobile
Employees cannot bill mileage from their home address to the office. Mileage should be submitted by the end of the pay period you are on. Pay periods span 2 weeks and ALWAYS end on Saturday @ Midnight. Employees might not be paid for mileage outside this timeframe.
Please include notes in the description box if mileage billed is not straightforward. Mileage may be rejected if the reason for travel is unclear or excessive.
UKG / Ultimate Kronos Group Login
Is a platform that our agency uses alongside our payroll company Aris. This is where employees can find their paystubs and banking information. This is also where accrual of sick & vacation time is displayed.
Please do not use this platform to ask for time off.
You can reset your own Password if you have forgotten it.
Pay stubs: Click the menu bar on the upper left corner of the website (3 stacked lines). Click My Info > My Pay > Pay History to get your pay stub information.
Mobile App: UKG Ready. Select North America. Company short name: 6168641
Sandata EVV
EVV (electronic visit verification) is a newer state required platform for individuals who receive in-home supports or in-home respite in an effort to reduce Medicaid fraud.
Employees who are required to complete EVV must check in and out of their shift on the App. No notes are required.
The shift start and end times must match the equivalent billed shift for the same individual in Carelogic.
Employees required to complete EVV will be notified and trained by an agency EHR team member. The majority of Families First staff do not have to utilize this platform.
Employees who have general billing questions, and/or who are experiencing platform issues should email ehrhelp@familiesfirstvt.org. Please include your name and a brief description of the concern with dates if relevant.
For first time logins:
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Company Mileage
Username: first initial, last name @aris
Default password: Welcome1
You can reset your password on your own by clicking on the ‘forgot password’ button. It will be sent to your FF email.
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UKG
Username: first initial, last name
Default password: Familiesfirst2025!
UKG Ready is the mobile App. Select North America. Company short name is: 6168641
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CareLogic
Account: aris (this may not be needed)
Username: Families First Email
Default Password: password
Signature: (4-digit number)
Click the ‘reset password’ button to reset password or signature.