In the current healthcare environment, providers of Medicaid-funded home health services must comply with Electronic Visit Verification (EVV) regulations to protect patient safety and prevent fraud.
When it comes to EVV compliance, your choice of software can make-or-break your home healthcare business.
In this article, we will discuss how to select the best EVV software solution for your unique business needs. From exploring must-have features to evaluating systems that will keep you compliant – we’ve got you covered.
Simplify Electronic Visit Verification, reduce errors, and save valuable time.
To be EVV compliant your business must meet the requirements of Electronic Visit Verification (EVV) regulations. An EVV system for home care allows hospice providers and home health agencies to electronically verify and document that patient visits have taken place as scheduled.
According to the 21st Century Cures Act, EVV is required for Medicaid personal care services (PCS) and home health care services (HHCS) that require in-home visits.
Data that should be collected by the EVV system includes:
The location of the healthcare visit
The healthcare worker delivering the care
The specific medical or care service delivered
The name of the patient receiving care
The exact date that care was provided
The start and end times of the care service
While each state has its own regulations regarding the configuration of EVV systems, federal law specifies the type of data that must be gathered. You must follow both state and federal regulations to be compliant.
By implementing EVV, caregivers are held accountable for their recorded hours and discouraged from falsifying visit details. EVV also helps health care directors identify and serve patients who may not be receiving quality care by giving them the data needed to quickly address and eliminate poor care practices.
To remain compliant with federal and state regulations, select an EVV system that will automatically record and securely store patient data. Businesses that violate privacy laws or fail to capture necessary patient details may be subject to fines or program termination. In order to remain in good standing with Medicaid and continue to deliver high-quality care, providers should choose a system that can meet all EVV requirements.
Choosing the right EVV software for your business
When choosing EVV software, consider the needs of your business and create a list of software features that are a must-have for your business.
Determine your business needs
Your specific business needs will determine the kind of EVV system you choose. Below are some questions that can guide you in determining your business’s needs.
What type of home health services do you provide?
How many caregivers and patients will be using the software?
What are the EVV regulations in your state?
What is your budget for EVV software?
To help you select a software solution that will keep your business compliant with EVV regulations, we’ve put together a list of software features and capabilities that you should look for when choosing your company’s EVV system.
GPS tracking and timestamp verification for accuracy
Verifying the location of caregivers during patient visits requires precise GPS tracking. To prove that services were rendered at the specified place and time, make sure the software can record exact GPS coordinates and timestamps. EVV software with these features will help you guarantee patient safety and prevent false claims.
Integration capabilities for existing systems
Choose EVV software that easily integrates with your current systems, including scheduling and payroll software. Integration capabilities allow you to automatically transfer data, while removing the need for manual data entry.
Integrating your EVV system with other software programs that your company uses can improve efficiency, guarantee data consistency, and reduce errors.
User-friendly interface for caregivers and administrators
EVV software should be straightforward, intuitive, and easily navigable by all caregivers. Your workers should easily be able to understand how to record visit information. Look for a software system that includes menus, dashboards, and reporting features to simplify how administrators monitor EVV compliance.
Scalability to accommodate growth
As your organization grows, your EVV needs may change. Choose software that can accommodate future expansion. Take into consideration the total number of patients and caregivers that will be using the software, as well as the total number of visits the software can manage at one time. Scalable software is easily adapted to fit the needs of your growing business without needing to make system changes or additional investments.
Privacy and security measures
Information about patient health is highly sensitive. The EVV software you choose should have advanced security measures in place to protect patient data from unauthorized access. Look for software that is HIPAA-compliant to meet federal regulations for handling protected health information (PHI).
State-specific compliance
EVV regulations can vary from state to state. Verify that the software you select complies with the specific requirements of your state's Medicaid program. This proactive approach will help your organization avoid costly penalties and remain compliant with applicable laws.
Data reporting
Data reporting capabilities should help you track compliance, address issues with patient care, and make informed decisions.
Below are a few examples of data reporting features to look for in your next EVV software:
The ability to generate custom reports based on specific needs
The ability to access real-time data when you want immediate insights
The ability to export data for further analysis
Ensure EVV compliance with Timeero
As a GPS time-tracking app, Timeero’s unique features make it an acceptable software solution to help you remain compliant with EVV regulations.
In the previous section, we discussed the features that you should look for in an EVV system. Now it’s time to take a look at Timeero, and explore the software’s ability to effortlessly track and record data for EVV compliance.
Accurate time tracking for billing
Timeero’s time tracking feature allows home health care providers and agencies to accurately record their employees’ work hours. If your company were to be audited, or face legal action, Timeero makes it easy for you to prove EVV compliance by providing you with detailed reports and visit records.
An employee’s timesheet will include:
Total work hours
Start and ending shift times
Breaks taken
Overtime hours
For caregivers using Timeero, the clock in/out process is simple.
Once employees log in to the app and navigate to the time card icon, they are presented with the time clock. They can then clock in, add notes to their time entry, and attach photos of receipts documenting expenses.
Timeero’s mobile time clock.
GPS tracking for accountability
In addition to time tracking, Timeero’s GPS features enhance transparency in homecare. When caregivers clock in or out, the app logs their time and location. To protect the privacy of employees, Timeero only tracks the location of workers when they are on the clock.
View caregiver locations in real time.
Timeero's "Who's Working" dashboard encourages employee accountability while helping you better manage caregivers. With the ability to view employees’ locations in real time, you will be able to send the closest caregiver to a patient that may have not been visited or who is experiencing an emergency.
Geofencing to improve patient care
Timeero's geofencing capabilities increase the accuracy of timekeeping and reduce billing errors.
Here’s a quick breakdown of geofencing if you aren’t familiar with this feature.
Admins draw a virtual boundary (geofence) around job sites and work locations
Employees can only clock in/out when they are located within geofenced boundaries
Geofencing reduces instances of time theft, such as buddy punching
Homecare providers can create geofences around each patient’s home, requiring caregivers to be on-site when clocking in or out.
Timeero increases location accuracy and time-tracking with custom geofences.
If an employee attempts to clock in from an authorized location, they will receive the smartphone notification shown below.
Employees are notified when they clock in outside of the geofence.
If you have set up Timeero to allow employees to clock in outside of the geofence, any timesheets that have a clock in entry made from outside the geofence will be flagged for further review.
Face recognition to increase security
Timeero's facial recognition feature uses biometric verification to confirm the identity of the caregiver on duty, preventing "buddy punching" and enhancing patient safety.
This feature also creates a record verifying that the employee who arrived at the patient’s home was authorized access to the location. If the family or other concerned party files a dispute, the involved caregiver can be held accountable for any undesirable actions or outcomes that are reported.
Electronic signatures to confirm quality care
Timeero’s electronic signatures feature allows employees to digitally sign their timesheets, verifying shift completion and the accuracy of work hours.
This feature can be highly beneficial in ensuring EVV compliance, as clients can also approve the timesheets of caregivers by adding their signatures. This feature also doubles as documentation that the patient received treatment and was pleased with the level of care rendered.
Segmented tracking to monitor caregiver activity
Timeero’s segmented tracking feature will help you gain valuable insight into your caregivers’ daily whereabouts. Once an employee clocks in and begins driving, Timeero’s segmented tracking divides your caregivers’ driving routes into individual segments as they stop at each patient location.
View your caregivers’ whereabouts down to the minute with Segmented Tracking.
The good news is, caregivers only need to clock in once at the start of their shift, and out once at the end of the day. By breaking the day into segments, home care health providers can more easily track caregivers’ movements, identify irregular travel patterns, and spot suspicious gaps between visits.
Use Timeero for EVV compliance
Instead of relying on different systems to stay compliant with EVV requirements, use Timeero. This powerful software solution simplifies EVV compliance by providing you with all the features you need to access and maintain precise records.
And the best part is, you won’t have to purchase additional hardware or expensive devices to use Timeero. All your caregivers need is a smartphone or tablet to clock in and out, and the Timeero takes care of the rest
Ready to try a new way to document EVV?
Deliver top-notch patient care and ensure EVV compliance with Timeero.
Emily Maina is a tech-savvy writer with a passion for creating content. With years of experience in the industry, she is well-versed in the latest trends and developments in the tech industry. When she’s not working, Emily enjoys exploring the great outdoors or watching her favorite shows.
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