Leveraging Geo-Violation Alerts for Remote Staff Oversight

Client’s Overview

A leading behavioral health provider struggled to accurately track the work hours of remote counselors who often traveled between community sites and client homes. This made it difficult to ensure location compliance, resulting in payroll issues and risk of time theft.

NextGen Workforce delivered a smart, GPS-based solution with Geo Violation Alerts and Auto Clock-Out, seamlessly integrated with BambooHR—ensuring accurate timekeeping, preventing fraud, and simplifying payroll, detailed at NG Workforce Scheduling.

Why Was Tracking Remote Staff So Tough?

The provider reached children, adults, and families in different facilities and outside premises, including the client houses, which caused complex workforce management challenges:

Geo-Violations: Counselors traveled to client homes or community sites, making it difficult to verify they clocked in from authorized locations, increasing the risk of inaccurate time records.
Time Theft: Without location-based controls, staff could clock in from unapproved locations (e.g., home); consequently, this could lead to time theft and payroll discrepancies.
Compliance Risks: Local labor laws required accurate tracking of hours tied to specific work locations; however, manual systems couldn’t enforce this, thereby risking violations.
Manual Payroll Burden: Time data wasn’t synced with BambooHR, leading to error-prone, time-consuming entries.

The provider needed a solution to ensure accurate, location-verified time tracking while supporting their mission of compassionate care.

How Did NextGen Solve It?

NextGen rolled out a tailored geo-attendance system—perfect for mobile teams. Core features included:

Geo-Fencing with Auto Clock-Out & Violation Alerts

Virtual boundaries (geo-fences) were set around approved work zones (clinics, client homes).
Employees could only clock in within the approved area using their mobile app.
If someone left the geo-fenced area without manually clocking out in the app, then the system automatically clocked them out.
Violation alerts were instantly sent to managers when, for example, an employee left the geo-fenced area without clocking out from the app; consequently, this helped enforce location compliance and, in addition, flag potential time discrepancies.

Highlighted Feature:
Geo Violation Alerts + Auto Clock-Out = Real-time fraud prevention & compliance enforcement

Instant Violation Reporting
1. Managers received real-time reports of geo-violations: specifically, who, when, and where.
2. This visibility improved team accountability and allowed proactive action to reduce policy breaches.
Client & Project-Level Tracking
1. Staff could tag their punch-in with specific project or client names.
2. Result: Better reporting, transparent billing, and visibility into who spent how much time where.
BambooHR Integration
1. All verified entries synced directly to BambooHR.
2. No more manual timecards. Reduced payroll errors. Faster processing.
Smooth Implementation & Support
1. The company deployed mobile apps and devices quickly across sites.
2. Managers handle approvals and monitor violations using a simple dashboard.
3. Ongoing support ensured everything ran smoothly.

What Results Did the Provider See?

Time Theft Eliminated: Unauthorized punch-ins became impossible.
Auto Clock-Out Enforced: The system ensured accurate work durations.
Better Compliance: Fully aligned with labor laws on location-based tracking.
Improved Accountability: Managers now understand the time spent per client/project.
Fewer Payroll Errors: Automated syncing meant no double entries.
Efficient Operations: HR teams saved hours of manual work each week.

The behavioral health provider could now focus more on what mattered—delivering care—while NextGen took care of their workforce management challenges.