What is an Electronic Visit Verification (EVV) System?

An EVV system verifies that homecare services, such as Personal Care Services (PCS) and Home Health Care Services (HHCS), are delivered as planned. This technology is required by federal law for Medicaid-funded programs and is instrumental in verifying:

• Who provided the care (caregiver identity).

• Who received the care (client identity).

• When the service started and ended.

• Where the care was provided (location verification).

• What type of service was delivered (e.g., bathing, meal preparation).

EVV ensures compliance with state and federal requirements and supports seamless reporting to state systems, often managed by state aggregators like Sandata and HHAexchange.

How EVV Systems Work

EVV systems are designed to be intuitive and efficient, allowing caregivers to clock in and out using various methods, such as:

1. Telephony: Using the client’s home phone to verify attendance.

2. Mobile App: GPS-enabled apps that allow real-time location verification during visits.

3. Fixed Device: In-home devices that generate unique codes for caregivers to input, confirming visit times.

These systems track key details and ensure compliance with Medicaid requirements, streamlining care delivery and documentation processes.

Why EVV Systems Are Essential

1. Customizability: EVV solutions can be tailored to meet the unique needs of homecare agencies, caregivers, and clients.

2. Compliance: EVV systems ensure providers meet state and federal mandates for care delivery.

3. Ease of Use: Most systems include user-friendly tools for clock-ins, reporting, and schedule management.

4. Integration: Many EVV solutions integrate with tools like Participant Search Screens (PSS) and Training Tracking Systems (TTP) for enhanced workflow management.

5. Real-Time Insights: Supervisors can monitor caregiver schedules, tasks, and compliance through centralized dashboards.

Who Uses EVV Systems?

EVV systems are used by a range of stakeholders across the homecare industry, including:

• Caregivers: To log visits and track tasks such as bathing, meal prep, and grooming.

• Clients (Participants): To ensure accurate and timely delivery of services.

• Supervisors: To manage schedules, compliance, and reporting.

• Providers: To ensure seamless operations for Medicaid and state programs, such as the Community Care Program (CCP) or Adult Day Services (ADS).

• Payors: State Medicaid programs and Managed Care Organizations (MCOs) rely on EVV data for accurate reporting and compliance.

Integration with State Aggregators

EVV systems often integrate with state aggregators like Sandata and HHAexchange, which collect compliance data from providers. This integration ensures all required data is reported accurately to meet state-specific requirements.

Examples:

• In Illinois, EVV systems integrate with the Illinois Department on Aging (IDOA) to support compliance with the Community Care Program (CCP).

• Providers using Sandata Technologies EVV or HHAexchange benefit from seamless data submission and compliance tracking.

Features of EVV Systems

1. Schedule Management: Create and manage both permanent and temporary caregiver schedules.

2. Task Tracking: Document services provided, such as meal preparation, housekeeping, or transportation.

3. Compliance Tools: Ensure adherence to Medicaid mandates and simplify audit preparation.

4. Real-Time Monitoring: Track caregiver visits and service delivery in real time.

5. Unit Tracking: Measure service time in units (1 unit = 15 minutes) or hours, depending on state requirements.

Benefits of EVV Systems

• Accountability: Ensures caregivers follow their schedules and deliver required services.

• Fraud Prevention: Accurate verification reduces billing errors and fraudulent claims.

• Efficiency: Streamlined processes save time for caregivers, supervisors, and administrators.

• Improved Care: Real-time tracking ensures clients receive high-quality support tailored to their needs.

EVV Compliance Made Simple

EVV systems simplify compliance with federal and state mandates. These systems ensure accurate submission of data, proper documentation of services, and alignment with Medicaid requirements. They also support tools like CMS1500 forms, 837/835 files, and other billing processes, making audits seamless for homecare providers.

The Future of EVV Systems

As regulations evolve, EVV systems will continue to play a critical role in homecare. With integration capabilities, real-time data insights, and user-friendly tools, EVV systems provide a comprehensive solution for ensuring compliance, preventing fraud, and delivering high-quality care.