Introduction - What is Electronic Visit Verification?
Electronic Visit Verification (EVV) is a technology used to verify that home care visits occur as scheduled. It ensures that caregivers are providing the right services to the right individuals at the right times. EVV systems typically use GPS, mobile apps, or telephony to record the time and location of visits, providing a digital record that can be used for billing and compliance purposes.
Where did EVV Come From?
The concept of EVV originated from the need to improve accountability and reduce fraud in home care services. In the United States, the 21st Century Cures Act, passed in 2016, mandated the use of EVV for Medicaid-funded personal care and home health services. This legislation aimed to ensure that services billed to Medicaid were actually delivered, thereby reducing waste and improving the quality of care.
Specifically, this provision in the 21st Century Cures Act requires that the following information be captured and tracked for each home care visit:
- The Client receiving the care
- The Caregiver providing care
- The Service being delivers
- The exact time of the arrival and the departure
- The location where the arrival and departure was recorded
Key Features of EVV Software
EVV software comes with a variety of features designed to streamline the management of home care services. Some of the key features include:
- Real-Time Tracking: EVV systems use GPS or telephony (a phone dial-in solution) to track the location and time of caregiver visits in real-time.
- Mobile Apps: Many EVV solutions offer mobile apps that caregivers can use to check in and out of visits, document services provided, and communicate with their agencies.
- Telephony and Fobs (Mobile App Alternatives): While mobile apps have become the primary way that caregivers clock-in and clock-out, there are two main alternatives: 1) telephony and 2) FOBs. These are described below (see related technologies and alternatives)
- Scheduling and Alerts: EVV software often includes scheduling tools and alerts to help agencies manage caregiver assignments and ensure that visits occur as planned.
- Compliance Reporting: EVV systems generate reports that help agencies comply with state and federal regulations, including the requirements of the 21st Century Cures Act.
- Aggregator Integration and Billing: EVV software is required to report the details explained above to the "payer" which will be the state Medicaid organization, one or more Managed Care Organizations (usually an insurance companies) appointed by the state to administer their program. Each payer will choose an aggregator company to do the technical job of collecting the EVV data from the agencies.
Benefits of EVV Software
Implementing EVV software offers numerous benefits for home care agencies, caregivers, and clients alike:
- Fraud Prevention: EVV provides a verifiable record of caregiver visits, reducing the risk of fraud and ensuring that clients receive the services they need.
- Enhanced Efficiency: By automating the tracking and documentation of visits, EVV software reduces
administrative burdens and allows caregivers to focus more on providing care and simplifying the billing and payroll processes for the home care agency. - Better Compliance: EVV is the mechanism by which agencies comply with state and federal regulations, reducing the risk of penalties and ensuring continued funding.
- Increased Transparency: In addition to the payers and regulating bodies, clients and their families can have greater confidence in the care being provided, knowing that visits are being accurately tracked and documented.
- Cost Savings: By reducing fraud and improving efficiency, EVV can help agencies save money and allocate resources more of their time to the critical functions of caregiver recruiting, training and retention, and delivering great care.
Related Technologies and Alternatives
While Mobile Apps and GPS are the primary way that EVV records are captured, there are some alternative methods, as follows:
- Telephony: As briefly mentioned above, telephony (pronounced teh-leh-fun-knee) allows EVV information to be captured via telephone. The caregiver dials in to a dedicated (and usually toll-free) number where they will identify themselves and report their work. In order to verify the location of service, this should be a land-line phone, but some states also allow it to be a "Medicaid provided phone" (sometimes called an Obama-phone)
- FOBs: In cases where there's limited mobile coverage and since there are fewer and fewer land-line home phones, another alternative is a FOB that typically looks like a keychain with a number pad and a button. When the button is pushed, it will generate a numeric code that can be "looked up" and confirm the time that the arrival or departure occurred. This is the same technology employed by Authenticator Apps on smart phones.
- Manual methods are NOT "allowed" but they are necessary: No caregiver is perfect and no technology is perfect. There will be missed clock-ins or clock-outs and therefore, manual methods are required to submit the information when EVV is not performed successfully. It's important that this be used by exception, meaning that it's not ok to exempt any client or caregiver from EVV. As a pro-tip: you should look for EVV software that makes the EVV approval process simple.
Conclusion
Electronic Visit Verification (EVV) is a crucial technology for home care services, and in fact it is mandated by law for services paid for by Medicaid. EVV ensures that caregivers provide the right services at the right times. By improving accountability, efficiency, and compliance, EVV helps agencies deliver better care to their clients while reducing costs and administrative burdens. As the home care industry continues to evolve, EVV and related technologies will play an increasingly important role in supporting older and disabled individuals in their own homes. Click here to learn more about EVV Software from Ankota
Ankota's mission is to enable the Heroes who keep older and disabled people living at home to focus on care because we take care of the tech. If you need software for home care, EVV, I/DD Services, Adult Day Care centers, or Caregiver Recruiting, please Contact Ankota.
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