Working with more than one client through Consumer Direct Care Network Washington introduces a scheduling problem that isn’t always obvious.
Each client has an authorized amount of care services. Each Individual Provider also has a Work Week Limit.
And when several providers serve the same client, the authorized hours may be divided among them.
DirectMyCare helps keep these records organized, but the numbers represent different things.
The hours a client is authorized to receive aren’t necessarily the hours one provider is allowed to work.
Three Numbers You Should Understand
CDWA uses three important concepts when managing service hours.
Client Authorization is the total amount of care services authorized for a particular client during a month.
Authorization Allocation is the portion of those services assigned to an Individual Provider.
Work Week Limit (WWL) is the maximum number of service hours a provider is permitted to work during a workweek.
These limits operate together.
For example, a client may have enough authorized hours available, but a provider could still exceed their individual weekly limit.
Where to Find Your Assigned Hours
DirectMyCare includes an Auth Allocation feature.
CDWA’s published instructions direct providers to:
- Open My Account.
- Select Auth Allocation.
- Choose the appropriate client from the dropdown menu.
- Review the allocation grid.
The grid displays the amount assigned to the selected provider.
One detail is particularly important: CDWA explains that allocations may be displayed as units rather than hours.
Don’t assume every number shown in the grid represents an hour of care.
Working With Multiple Clients
Individual Providers serving multiple clients must monitor their total weekly service hours.
Your WWL applies to your combined work across clients, not separately to each client.
Suppose your WWL is 40 hours.
If you provide 25 hours of service to one client during the workweek, that doesn’t leave another 40 hours available for a second client.
Your remaining weekly capacity must account for the hours already worked.
DirectMyCare helps providers monitor the hours entered and the remaining WWL.
The Workweek Runs Sunday Through Saturday
CDWA defines the workweek as Sunday through Saturday.
The standard WWL is 40 hours for most Individual Providers, although some have an approved temporary or permanent limit above that amount.
The actual limit assigned to you is what matters.
A client’s monthly authorization doesn’t override your individual weekly limit.
Providers are responsible for staying within both requirements.
Clients Can Allocate Hours
In March 2024, CDWA introduced a DirectMyCare feature allowing clients to assign authorized hours to their Individual Providers.
This helps clients who receive services from more than one caregiver.
The client or authorized representative can manage allocations through the portal.
CDWA Service Coordinators can also assist.
However, an allocation should not exceed the provider’s WWL.
What If Your Client Doesn’t Appear?
Sometimes a provider opens DirectMyCare and cannot find the client they need.
CDWA identifies missing authorization as one possible reason.
To investigate, open Auth Allocation and select the relevant week.
If the page displays No records available, CDWA may not have an active authorization for that period.
The client may need to work with their DSHS Case Manager to resolve the issue.
Other eligibility or qualification issues can also prevent service-time submission, so a missing client shouldn’t automatically be treated as a portal malfunction.
What Happens When You Approach a Limit?
DirectMyCare displays entered hours, remaining WWL amounts, and relevant notifications.
CDWA also explains that the portal can display a warning when a time submission exceeds the client’s authorized amount.
This gives providers an opportunity to review an entry before submitting it.
CareAttend behaves differently.
CDWA states that CareAttend doesn’t display the WWL amount or provide the same warning messages.
That’s one reason to review DirectMyCare even when regular shifts are recorded through CareAttend.
Changing a Work Schedule
Clients are responsible for establishing work schedules based on their approved hours and tasks.
If a schedule needs to change, the provider should coordinate with the client.
A scheduling change doesn’t automatically increase the client’s authorization or the provider’s WWL.
CDWA reviews requests for temporary WWL increases, but these requests must remain within the client’s authorized services.
Changes in the client’s care needs should be discussed with the DSHS Case Manager.
The Practical Way to Avoid Confusion
Before planning work across multiple clients, review your individual WWL and each client’s assigned allocation.
Then compare those figures against the hours already recorded for the relevant week.
If an allocation looks incorrect, ask the client or authorized representative to review it.
If the underlying authorization is missing, CDWA can help determine whether the issue needs attention from the client’s Case Manager.
One Portal, Several Different Limits
DirectMyCare is more than a place to review service entries.
For CDCNWA Individual Providers, it also provides visibility into the restrictions that determine how services can be scheduled across different clients.
When working with multiple clients, don’t treat each authorization as a separate weekly allowance. Use DirectMyCare to monitor your combined WWL, check individual client allocations, and identify missing authorizations before they interrupt your schedule.