Why Home Healthcare Agencies Trust Timeero for EVV Compliance
Emman Velos
Last update on:
October 10, 2025 12:10 AM
Published on:
TL;DR
Choosing the wrong EVV compliance software can lead to denied Medicaid claims, compliance risks,
and extra admin work that drains your team.
Timeero simplifies EVV from end to end with GPS-verified check-ins, one-tap clock-ins,
and direct submissions to AHCCCS and other state systems — helping you stay compliant
while protecting your profits.
Let’s be honest: Electronic Visit Verification (EVV) isn’t exactly something agencies get excited about. But it is the law and it carries real consequences if you get it wrong.
One wrong location or missing timestamp, and suddenly you’re fielding audit requests instead of focusing on patient care. The rules are strict, and they’re not going away.
But the real problem isn’t EVV itself, rather that most EVV compliance software systems aren’t really helping. They’re clunky, confusing, and clearly designed by someone who’s never followed a caregiver on a packed route or tried reconciling 40 timesheets at the end of the week.
With Timeero, compliance doesn’t come at the cost of your team’s sanity. It fits into the way your agency already works, quietly capturing what Medicaid needs without adding more steps or slowing anyone down. Caregivers stay focused on care, not on wrestling with broken apps or remembering to clock out after a 10-hour shift.
Here’s why healthcare providers trust Timeero for EVV compliance:
Why should agencies choose Timeero for EVV compliance?
EVV isn’t optional. It’s one more requirement your agency has to manage to stay compliant with Medicaid. And while the rules are non-negotiable, how you handle them makes all the difference.
Timeero isn’t here to complicate your operations. It’s here to keep them running smoothly by capturing the data Medicaid needs without disrupting your workflow.
When EVV compliance becomes part of your workflow instead of a separate system to manage, everything gets easier. Caregivers stop fighting with tech, admins stop chasing down missing info, and claims get submitted clean the first time.
Here’s how Timeero fits into the flow of your day and keeps the records clean:
1. Complete and accurate visit data, every time
Picture this: a caregiver finishes their shift, drives home, only to realize they forgot to clock out. Now it’s two days later, and your admin is staring at an incomplete record with no timestamp, no location, and no way to prove the visit happened.
Medicaid won’t accept guesses. And resubmitting that claim? That’s going to cost you.
Timeero is built to avoid those situations altogether. From the moment a caregiver clocks in through the mobile app, the system begins tracking the six core data points required by the 21st Century Cures Act:
Who provided the service
Who received the service
What type of care was given
Where the visit occurred (verified via GPS)
When it started
When it ended
There’s no need to manually enter extra information or remember to toggle between screens. The app quietly logs everything in the background, including GPS-based location, start and end times, and service type.
If there’s no signal? No problem. The visit is stored locally and syncs the next time the device is connected. That means your records stay complete and compliant, even when conditions in the field aren’t ideal.
So when Medicaid reviews that visit, a family requests proof of care, or your billing team needs a clean record to process claims, it’s already there, waiting.
2. A simple, reliable app that’s easy for caregivers to use
Any electronic visit verification solution is only as strong as its user adoption. If your caregivers can’t or won’t use it, your compliance is already compromised.
And the reality is, most caregivers aren’t sitting at a desk. They’re driving between homes and managing tight schedules, often with limited access to reliable Wi-Fi or mobile data. The last thing they need is an app that crashes, lags, or makes them tap through five screens just to log a visit.
Some apps attempt to track everything, but end up burying a simple clock-in under layers of clutter. It looks impressive in a demo, but out in the field, caregivers get frustrated. They skip steps — or stop using the app altogether. And suddenly, you’re missing the very records you were trying to capture.
Timeero was designed for the field, not the office.
Create custom geofences to prevent early clock-ins and missed clock-outs.
Clocking in takes one tap.
Location is captured automatically via GPS.
Geofencing confirms the caregiver is on-site.
If they forget to clock in or out, the app sends a gentle reminder.
Offline mode ensures visits still get recorded even in rural or low-signal areas.
The entire experience is intuitive. Even caregivers who don’t consider themselves “tech-savvy” get comfortable within minutes. And because it doesn’t disrupt their workflow, they’re more likely to use it consistently and correctly.
That’s what makes the difference between patchy EVV data and reliable, compliant records that hold up under review.
3. Proof that you can trust
Did you ever think about what would happen if you didn’t have a way to verify data? Consider these scenarios:
A family member calls, upset: “My dad says no one came yesterday, but we still got billed.”
Medicaid is rejecting a claim because the visit shows the right time but no location.
The state initiates an audit, pulling six months’ worth of visit records into question.
These aren’t rare scenarios. They’re everyday risks for home care agencies. And every one of them boils down to the same question: Can you prove that the visit happened where and when you said it did?
With Timeero, the answer is yes. Every entry includes location data that is GPS time-stamped. You’ll know exactly when and where care was delivered, with no guesswork or manual follow-up.
Need a higher level of proof?
Caregivers can select the type of signature attached to their timecard when they clock out
Use electronic signatures to capture both caregiver and client approval.
Turn on client sign-off so patients or family members can digitally confirm the visit.
View attached signatures by tapping on Time Entries on the app
Attach photos of receipts, medication labels, or other proof tied to the visit.
Give more context using custom forms in real time (e.g., “Client refused service today” or “Left early due to emergency”).
Leverage audit trails for timesheet edits to check for changes and identify who made the change, when it was made, and what was changed.
All of this adds up to one thing: accountability that works for everyone.
4. Smoother reporting that saves time
Collecting EVV data is just the beginning. The hard part is turning that data into a clean, compliant report and getting it out the door without a single error.
For most agencies, that’s where the hours start to pile up. Admin staff end up buried in tedious formatting rules, rejected files, and portals that don’t quite match your system.
And when something slips through, even a small mismatch can delay payment, trigger unnecessary reviews, or raise red flags with the state. What should be a simple upload turns into a frustrating cycle of trial and error.
Whether your state uses Sandata, its own in-house aggregator, or another third-party system, Timeero makes sure your data gets where it needs to go, accurately and on time, every time.
Submitting to Sandata? Timeero’s Sandata integration is readily available via API. That means visit data can be sent without the manual uploads or formatting errors that slow everything down.
Using a different system? Timeero lets you export data in a state-ready format, so your team can submit reports without extra cleanup.
Need internal oversight? The dashboard gives you full visibility into visit status, client history, and caregiver facility, all filterable, searchable, and ready to export.
You can also:
Review and resubmit failed visits in just a few clicks
Flag non-billable shifts to avoid inaccurate claims
Run custom reports for audits, payroll, or internal compliance checks
Sync EVV data with scheduling, mileage, and time-off tracking, so your records match across the board
With Timeero, compliance reporting becomes a built-in paper of your workflow and not a manual chore at the end of the week. You don’t have to slow down to stay compliant. More importantly, you don’t need a full-time staffer just to babysit your EVV data.
Every denied claim is more than a delay. It’s a hit to your cash flow, your team’s time, and your credibility with payors. And most of the time, denials come down to the same root cause: missing or inaccurate visit data.
That might be something as simple as a caregiver forgetting to clock out, a visit logged without GPS data, or the client’s name misspelled in the system. These may appear to be small errors, but they do add up and can put future payments on hold.
Timeero helps you catch those issues before they hit your ledger. Through a combination of live dashboards, smart validation, and clean reporting tools, it gives your team full visibility into visit data while there’s still time to fix it and not after it’s already been denied.
Here’s how:
All EVV employees and clients are mapped inside Timeero.
Your team always has the full picture. The online dashboard shows every caregiver and client in one place, making it easy to check assignments, catch mismatches, and be sure each visit is tied to the right person. No more guessing.
You can see what’s happening as it happens. The “Who’s Working” dashboard shows who’s clocked in, who isn’t, and where visits are in progress so you’re not waiting until the end of the week to discover a problem.
Built-in safeguards catch errors early. Geofencing and GPS tracking make sure visits meet compliance standards automatically, without adding extra steps for caregivers to remember.
Submitting claims is simpler. Timeero formats visit data for the state system you use, whether that’s Sandata, AHCCCS, or another aggregator, and can send it directly through API integration so you’re not wrestling with uploads or formatting errors.
Problems get flagged before they cost you. Missed clock-ins or incomplete visits show up in the system right away, giving you a chance to fix them before they end up on a denial notice.
No EVV system for home care can eliminate every billing issue. But Timeero drastically reduces the hidden errors that only show up when it’s too late to fix them, which are the ones that cost you the most.
6. Flexible for multi-state providers
It’s hard enough to stay compliant in one state. But if your agency operates across multiple states, or is still growing, you’re probably dealing with a tangle of compliance models, aggregators, and integration rules.
You might be working with Sandata in one state, HHAeXchange in another, and a custom-built state aggregator with rigid specs in a third. With a variety of submission rules and requirements you have to account for, suddenly your EVV system feels like it needs its own compliance department.
Timeero was designed to manage this complexity, so you don’t have to keep switching systems every time the rules change. It supports open, hybrid, and provider-choice models, with flexible sync options and export formats that align with each state's Medicaid EVV requirements. And when you need to adjust, the admin tools are already there so you can remap procedure codes, reassign caregivers, or update payer info without starting from scratch.
Select your EVV provider from a drop-down list in your Company Settings.
Instead of duct-taping multiple systems together or switching platforms with every expansion, you can rely on a single electronic visit verification solution that adapts as you grow, not one that holds you back. Timeero gives multi-state agencies one place to manage EVV, no matter how complicated the landscape gets.
Simplify EVV Reporting with Timeero
You already know what’s at stake: denied claims, audit risk, lost time, and frustrated teams that all lead to lower revenue. But you’ve also seen what EVV can become with the right system in place: something that’s less of a burden and more of a quiet backbone to your agency’s operations.
If you’re tired of chasing fixes, questioning data, or wondering if you’ll be ready for the next compliance change, look no further than Timeero.
Timeero doesn’t ask your team to do more. It simply does what other systems have promised but didn’t deliver: accurate records, smooth submissions, less rework, fewer headaches.
FAQs
What is Electronic Visit Verification (EVV) and why is it required?
Electronic Visit Verification (EVV) is a federally mandated system that confirms when and where home- and community-based services are provided, to reduce fraud, improve accountability, and ensure patients receive the care they’re billed for.
Does Timeero respect caregiver privacy?
Absolutely. Timeero is designed to balance compliance with caregiver privacy. GPS data is only captured when a caregiver clocks in or out for a shift and never when they’re off the clock or off-duty.
Is Timeero HIPAA‑compliant and secure?
Yes. Timeero is fully HIPAA-compliant and built with strong data security standards from the ground up. All visit data is encrypted both in transit and at rest, and access controls ensure that only authorized users can view or edit sensitive information.
Can Timeero integrate with state EVV systems and other software?
Yes. Timeero integrates with a wide range of state EVV systems, including Sandata and HHAeXchange. If your state uses an open or hybrid EVV model, Timeero can export data in the required format or push it directly through API integrations where available.
Is Timeero approved in every state?
Timeero is actively used by providers across the U.S. and is compatible with most state Medicaid EVV requirements, especially in states with open or provider-choice models. If you're unsure whether Timeero is approved in your state, you are more than welcome to reach out to our team. We’ll help you confirm your state’s requirements and whether Timeero is a fit.
It’s time to stop working around your EVV system and start working with one that fits.
Emman is a passionate writer with more than 6 years of digital marketing experience under his belt. As a licensed chemical engineer with a passion for writing, he marries the technical with the creative to create engaging copy that converts. He is also a certified #girldad who spends most of his day playing with his three girls when he's not busy writing.
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