Don’t Get Stuck With the Wrong EVV System: 15 Questions to Ask First
Emman Velos
Last update on:
October 17, 2025 10:16 AM
Published on:
TL;DR
Many agencies choose EVV systems that promise compliance but fall short in real-world use—resulting in
missing visit records, rejected claims, and frustrated caregivers. The key to avoiding these pitfalls is
asking the right questions before choosing a platform. A little homework upfront goes a long way toward finding
an EVV system that is reliable, easy to use, and backed by real support.
Timeero was designed to address those same pain points. Its GPS-verified tracking, smooth integrations, and simple interface help caregivers and administrators stay compliant and organized while keeping agencies audit-ready every day.
A few months after switching to a new EVV system, a home care agency thought they’d finally solved their compliance headaches. The vendor had promised a smooth rollout, automatic data capture, and “no more billing issues.”
But within weeks, the cracks started to show:
Caregivers couldn’t clock in when cell service dropped
Visits went missing from the dashboard
Records failed to sync
When the next Medicaid batch went out, dozens of claims came back denied
That’s how these problems often unfold: not through negligence, but through misplaced trust in the wrong system. On paper, it checked every box. In practice, it couldn’t keep up with the messy, real-world pace of home care.
Choosing the right EVV system is a decision that touches every part of your operation, from how smoothly caregivers log visits to how confidently you pass audits. Pick the wrong system, and you risk mounting administrative work and denied Medicaid claims.
The stakes are high, so be sure you’re asking the right questions before you lock in and commit. Asking these 15 questions during your decision-making process will help you determine which EVV system will work the best for your agency.
Most EVV systems look the same from a distance. They talk about the same features, the promise of compliance, and smooth integrations, but only few hold up once they’re outside of the demo environment.
Before you commit to a vendor, put their system under real scrutiny. Ask the right EVV compliance questions and look for the details that reveal how well it performs when the day isn’t picture-perfect. The answers you get will give you a clue as to whether the system will streamline your operations or quietly slow it down.
What should I look for in an EVV system?
If you’re wondering what to look for in an EVV system, start by examining the areas that affect your daily operations the most.
Here’s a checklist of 15 questions to ask before choosing your EVV provider:
Compliance with federal and state requirements
1. Does the EVV system meet federal and state requirements?
2. When regulations change, does the vendor manage compliance updates or leave your team to handle them?
Capturing and verifying the six required elements
3. How does the EVV system capture and verify visit data?
4. How accurate are the system’s timestamps and location verification in real-world conditions?
5. When edits are made, is there an audit trail showing who changed what and why?
Caregiver workflow and adoption
6. Is the system easy for caregivers to use?
7. How quickly can new caregivers learn it and start using it confidently?
8. How does it handle offline visits when coverage drops?
Aggregator, payroll, and billing integrations
9. Does it integrate smoothly with other systems used for payroll and billing or state aggregators such as Sandata or HHAeXchange?
10. How easily can you customize reports/exports for audits or payer-specific formats?
Visibility, security, and data integrity
11. Can supervisors and admins easily review records?
12. What kind of real-time visibility do managers have into ongoing shifts, missed visits, or location discrepancies?
Training, rollout, and support
13. What kind of training and support is provided?
14. When issues arise, can your staff reach a live support team familiar with your state’s EVV rules?
Value beyond basic compliance
15. Does the system add value beyond compliance?
What to do after asking these questions
Once you’ve asked the right questions, the real decision-making begins. Now it’s time to confirm that the system holds up in your agency’s daily workflow.
1. Put your EVV vendor checklist to work
Every EVV system will claim it meets state and federal requirements. But you really need to measure its reliability and usability in the field.
Does the system keep accurate data even when caregivers are offline?
Are visits easy to log when schedules shift or emergencies happen?
Remember: compliance is only the baseline, not the finish line. The best EVV system is one your team actually wants to use because it simplifies their work instead of slowing it down.
2. Listen to the people who’ll live in the system
Talk to the caregivers and supervisors who tested the platform. Ask them how they felt using it during the training demo and then again when they used it during a normal workday.
Did they trust the app to record visits correctly?
Did they spend less time double-checking their timesheets?
Were there any errors and, more importantly, were they easy to fix?
The real test of value is employee adoption. If your team avoids the tool, even the most compliant system will fail you. The people using it every day will spot its strengths as well as its flaws long before anyone else, so their feedback should guide your final decision.
3. Put support and long-term value under a microscope
An EVV system isn’t a one-and-done purchase. You are essentially building a relationship with the vendor, since you’ll be depending on them every time the state updates its rules, a visit fails to sync, or a caregiver needs help.
While evaluating EVV systems, make sure you also evaluate the vendor.
When the inevitable glitch happens, will this partner stand beside us or just send us a ticket number?
4. Think in years, not weeks
A good EVV platform does more than just verify visits:
It strengthens the foundation of your operations
It keeps payroll and billing aligned
It reduces data corrections
It gives you visibility that improves staffing decisions
All of these benefits compound over time, freeing your team from the churn of manual fixes and reactive audits.
How Timeero delivers on what matters most
After all the questions, the demos, and the comparisons, what you’re really looking for is confidence; confidence in your chosen system’s usability and long-term reliability.
Timeero was built with the realities of healthcare in mind, simplifying EVV and workflows for administrators as well as the caregivers who power every visit. Timeero reduces friction in daily operations. Whether caregivers are clocking in from a client’s home, driving between appointments, or working in areas with spotty cell service.
And for agencies, the app delivers the peace of mind that every concern raised in your EVV vendor checklist – from compliance accuracy and offline reliability to caregiver adoption, integrations, and ongoing support, is already accounted for.
Fully compliant with federal and state EVV requirements
Staying compliant is the foundation of getting paid and staying in good standing with Medicaid. Every visit must include six federally required data points:
Who provided the service
Who received the service
What service was delivered
Where it took place
When it started
When it ended
On top of that, each state adds its own EVV requirements, from specific aggregator formats to live-in caregiver reporting rules. If you want to keep those reimbursements flowing and your operations running without a hitch, your system has to nail every single data point and stay up to date with whatever new rules come down the pipeline.
Timeero handles all six required data points automatically as they happen, then formats everything for both Medicaid and your state aggregator.
GPS-verified visit logging that works even offline
Unlike systems that rely entirely on live connectivity, Timeero was built for caregivers who work in patchy service areas. When a caregiver clocks in, the app automatically captures a GPS point and timestamp tied to that visit. If the device goes offline, the data is stored locally and syncs once a signal returns, preserving the original verification record and not just a “best guess.”
Timeero adds another layer of dependability by flagging clock ins/outs outside your geofence.
This means every visit remains valid, auditable, and verifiable even in remote regions or apartment complexes with poor reception. That reliability helps prevent denials and gives agencies confidence that every record can stand up to audit review without extra work.
Simple for caregivers to clock in/out with minimal disruption
A caregiver once gave up on her agency’s old EVV app after it froze during a visit — twice. Both times, she had to call her supervisor to manually log her hours, which put her behind schedule and left her client sitting there waiting. This is exactly how adoption falls apart.
It's not that caregivers don't want to follow the rules. The tools just make it impossible.
Timeero was built to prevent those headaches. Its mobile interface is intuitive and fast, designed for caregivers who are focused on people, not screens. The app opens quickly and responds instantly so caregivers can clock in with a single tap, confirm the job, and get straight to work.
Integrates with Sandata and other payroll/billing systems
One of the biggest time drains for home care agencies isn’t providing care but managing the handoff between systems. When visit data, payroll, and billing live in separate platforms, errors creep in and payments slow down. Timeero eliminates that gap by connecting the tools your team already relies on into one seamless workflow.
The direct integration with Sandata means EVV visit records get sent in exactly the format Medicaid needs for reimbursement. No more manual uploads, mismatched files, or expensive delays.
In addition, Timeero syncs with your payroll, billing, and HR systems so data moves automatically from the moment someone clocks in all the way through to claim submission.
Timeero’s current integrations include:
Zapier
PIMSY
QuickBooks Online & QuickBooks Desktop
Gusto
Xero
Rippling
Paychex CSV & Paychex Flex
ADP Workforce Now
RUN Powered by ADP
Viventium
Paylocity
UKG
Paycor
Timeero integrates with multiple payroll and billing systems.
Easy admin dashboards for quick review and audits
When audit requests come in, most teams spend days digging through timecards and reconciling records from different systems. Timeero keeps everything in one place, so administrators can see visit activity as it happens and handle issues before they pile up.
The ‘Who’s Working’ tab gives you complete, real-time visibility into every shift.
Timeero’s “Who’s Working” dashboard shows who’s working and where, while flagging incomplete or out-of-bounds entries that need attention. Supervisors can correct them instantly and keep visit data accurate without jumping between tools.
You can audit time logs through your Company Settings.
Each record carries its own edit history to make visit data more traceable. You can filter reports by caregiver, client, payer, or date range, then export them in whatever format Medicaid wants. So, when an audit request shows up, the documentation's already there waiting.
The confidence that comes with the right EVV partner
What truly defines Timeero is reliability — the kind that lets your team focus on care instead of corrections. When your EVV system actually does what it's supposed to, compliance stops being this daily fire drill and just becomes part of how things run.
The right system brings some breathing room back to your operations. Fewer compliance fires to put out, reimbursements that come through faster, and a back office that isn't constantly scrambling.
With Timeero, EVV simply works the way it should: quietly, accurately, and always in step with the care you deliver.
A simpler way to stay compliant
The best EVV systems don't just check boxes—they make work easier. When the technology fits how people actually do their jobs, caregivers can focus on their clients, and administrators can trust that visits are being documented properly.
That’s what Timeero was designed for: to keep agencies compliant without disrupting the rhythm of their day. From GPS-verified visits to seamless integrations and clear, audit-ready reporting, every detail is built to make compliance effortless and dependable.
With the right system in place, EVV becomes part of your agency’s flow with accurate, consistent, and reliable data from the moment care begins.
What is the most important factor when choosing an EVV system?
The most important factor is real-world reliability, which tells you how well the system performs when care is actually being delivered. Every EVV platform claims compliance, but the one you choose should also be easy for caregivers to use, captures accurate data in any environment, and is fully aligned with your state’s aggregator requirements.
Can one EVV system work across multiple states?
Yes, as long as it supports each state’s specific EVV model and aggregator connection. Some states use open or hybrid models, while others require data submission through a designated platform like Sandata, HHAeXchange, or AuthentiCare.
What questions should I ask an EVV vendor before buying?
Ask questions that reveal how the system performs in real-world conditions, not just during a demo. Here are a few recommended questions:
How does your system capture and verify the six required EVV data points?
How does it handle offline visits and data syncing?
What integrations are available with our state aggregator, payroll, and billing systems?
How easy is it for caregivers and admins to use?
What kind of implementation support and ongoing assistance do you provide?
These questions help you determine whether the vendor can provide a compliant, dependable system that genuinely supports and streamlines your agency’s operations.
Simplify your agency's EVV compliance, starting today.
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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