WELCOME TO THE NYHC
TEAM!

Onboarding Welcome Guide

PERSONAL CARE ASSISTANT

INTRODUCTION

We are honored that you have chosen to join New York Health Care as a Personal Care Assistant. Your commitment to providing compassionate, high-quality care is the foundation of the work we do, and we are proud to have you on our team.

YOUR ROLE

Your role as a PCA entails providing compassionate, personalized support with daily tasks such as bathing, dressing, mobility, and medication reminders to help clients maintain independence and comfort.

You’re expected to be:

Punctual
Prepared
Professional

We are here to support you on your homecare journey, providing compassionate care to families of New York State.

SYSTEMS AND TOOLS

ONBOARDING
CHECKLIST

These are action items to be accomplished in your first two weeks at work:

Download HHA Exchange mobile app
Visit NYHC Office to pick up Employee ID & blank timesheets
Sign up for Empeon access to view paystubs and tax documents.

HHA EXCHANGE MOBILE APP

Step 1

Download the HHA Exchange Mobile App.

Step 2

Step 3

Create your profile by completing all fields.

Step 4

Once complete, you will receive an email with your Mobile ID number. Provide Mobile ID to the payroll dept.

Step 5

Once you’ve given your Mobile ID to the payroll dept you can now log in and begin to clock in and out.

HHA EXCHANGE EVV INSTRUCTIONS

CLOCK IN INSTRUCTIONS

Using the HHA Exchange app, select “Today’s Schedule” and press “Clock In”

CLOCK OUT INSTRUCTIONS

Using the HHA Exchange app, select Clock Out and enter the duties completed

TASK ENTRIES

At the end of each shift, prompts will direct you to enter the list of tasks completed during your shift in relation to the patient’s Plan of Care . Please contact us if you are unable to locate the Plan of Care in the patient’s home.

UPDATE AVAILABILITY

Using the HHA Exchange application, update your work availability and view notifications of open cases in need of staffing.

GIMBAL

Submit electronic timesheets directly from your mobile device.

Gimbal is a third-party application that allows aides to submit timesheets for any missing clock-ins or clock-outs.

Important Tips:

Gimbal text messages will come from 833-834-0111.
Electronic timesheets require both aide and patient signatures.

ACCESS EMPEON PORTAL

Empeon is a payroll management tool that allows aides to access their payroll documents. This includes paystubs and year end tax documents.

To request Empeon access, submit an email request to payroll@nyhc.com.
Include the following:

Full name
ID number
Email Address

PAYROLL WEEK

New York Health Care has a weekly pay cycle that begins on Saturday and ends on Friday. Every Friday employees will receive payment for the previous week.

PAYMENT OPTIONS

All employees have the option to receive payment by a mailed check or direct deposit to the bank account of your choice.
*direct deposit is strongly recommended*

If direct deposit documentation is not submitted, paychecks will automatically be sent by mail to the employee’s address on file.

PAYKEEPER

Get paid on your schedule—no waiting, no hassle. Keeper gives you instant access to the money you’ve already earned.

Keeper is a third party provider. Contact a Keeper representative to find out how to enroll.

iNSERVICE WITH NEVVON

As part of your role, you’ll need to complete in-service training to stay compliant with New York State home care regulations. This training is paid and designed to support your continued growth.

For your convenience, you can now complete it online anytime using our NEVVON training platform.

VESTWELL

Vestwell offers 401k retirement plan. This is a great opportunity to save for retirement while receiving the tax benefits.

All new employees are auto enrolled into a 401K retirement plan through Vestwell. Complete an opt out form to decline enrollment and avoid 401K payroll deductions.

LIFE INSURANCE

Enjoy peace of mind with life insurance coverage through Blue Ocean. This benefit helps protect your loved ones by providing financial support in the event of your passing.

It’s a simple way to plan ahead and ensure those who matter most are taken care of—because your future matters.