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

Download the HHA Exchange Mobile App.

Do's

DO: Follow these expectations every shift

Arrive on time and clock in/out correctly. Use the approved EVV/timekeeping system at the correct location and time.
Follow the patient’s care plan. Review the plan before providing care. Call the coordinator if the care plan is not available in the home.
Communicate schedule issues immediately. Notify the agency if you are running late, cannot work, or need to leave early.
Report changes in the patient’s condition. Call the agency for weakness, confusion, pain, falls, refusal of care, hospitalization, or unusual symptoms.
Wear proper attire and carry your ID. Wear a clean uniform or modest, comfortable clothing suitable for care.
Ask questions when unsure. Contact your coordinator or supervisor about unclear tasks, schedules, patient needs, or policies.

PCA/HHA Field Caregiver Do's & Don'ts

Quick guide for safe, respectful, reliable care in the home

Don'ts

DO NOT: Avoid these prohibited actions

Do not work conflicting schedules. Never accept or report overlapping hours with multiple agencies.
Do not falsify time records. Never clock in for hours not worked, have someone clock in for you, document care not provided, or sign a patient’s name.
Do not smoke, vape, or use marijuana/tobacco in the patient’s home. This includes the home, building, and areas near the patient.
Do not use your phone for personal reasons during care. Avoid texting, scrolling, social media, personal calls, or videos while working.
Do not sleep during your shift. Remain alert and available to assist the patient during scheduled hours.
Do not bring visitors, children, pets, or friends. Only the assigned aide should be present during the shift.
Do not borrow money, accept gifts, or ask favors. Do not request loans, tips, gifts, food, or personal favors from the patient.
Do not handle the patient’s money unless authorized. Do not use bank cards, PINs, cash, checks, or accounts unless the care plan and agency allow it.
Do not perform medical tasks outside your role. Do not give injections, change sterile dressings, adjust oxygen, administer medications, or perform nursing tasks unless authorized and trained.
Do not leave a patient alone when supervision is required. Never abandon a patient. Contact the agency first if you need to leave.
Do not share personal problems with the patient. Keep the relationship professional and focused on care.
Do not post or share patient information. Never take pictures/videos or share details about the patient, home, or condition.
Do not eat the patient’s food. Bring your own food and respect patient groceries, meals, and household items.
Do not change the schedule on your own. Do not switch days, change hours, or have another aide cover your shift without agency approval.
Do not ignore unsafe conditions. Report abuse, neglect, unsafe living conditions, patient falls, medication concerns, or emergencies immediately

Remember: You are trusted to provide safe, respectful, and reliable care. Follow the care plan, protect the patient’s dignity, report concerns, and represent New York Health Care professionally at all times.

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.

EMPEON

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.

Announcing our partnership with TEG Wellness to bring you the Preventive Care Management Program (PCMP), a supplemental health & wellness program designed to support your everyday well-being with no out of pocket cost for you, so your net pay does not change.

Access Everything Through the TEG Health App

Downloadable on iPhone, Android, and Web.
Find telemedicine, prescriptions, wellness content & benefits.
Easily add eligible dependents.

Your benefits from this include:

Telemedicine (Primary & Urgent Care) with $0 copay.
Mental Health Support (virtual & in-person).
Prescription Drug Coverage for you & your family.
Employee Assistance Program (EAP).
FSA Card (up to $3,300/year) for eligible health items.
Fitness videos, recipes, nutrition tools & wellness content.
Wellness challenges & rewards.
BenefitHub discounts from hundreds of top brands.

It’s not a health insurance service, but a supplemental wellness program that works alongside your existing insurance, with no copays, bills, or deductibles.

You can also add your spouse or child to the program if they meet the eligibility criteria. Usually, eligibility needs you to prove you are married to your spouse and that your kids are under 26 years old.

On your paycheck, you may notice these items:

PCMP125 – pre-tax deduction (creates tax savings)
PCMPREI – reimbursement.
PCMPSAV – portion of your tax savings added to your FSA card.

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.