Electronic visit verification (EVV) requirements by state can feel like a moving target, and understanding EVV compliance […]
Author: AxisCare
Electronic Visit Verification (EVV) has quickly become a non-negotiable for home care agencies, ensuring every visit is accurately documented and compliant with both state and federal mandates.
As regulations continue to evolve, agencies are challenged to stay ahead of the curve, balancing compliance, operational efficiency, and the needs of their caregivers.
The Essentials of EVV
EVV systems are designed to verify that home care services are delivered as scheduled. This means capturing key details:
- Who received care
- Who provided it
- Where and when the visit occurred
- What services were provided
While the federal government sets the baseline, each state adds its own rules, making it vital for agencies to stay informed and adaptable. An EVV platform makes it easier to navigate your agency’s operational and financial success as they relate to the various regulatory requirements.
Overcoming EVV Adoption Hurdles
It’s not uncommon for home care agencies to encounter challenges when implementing an Electronic Visit Verification (EVV) system.
Agencies may experience some resistance to change or an adjustment period as their staff transitions to new technology and processes. Other hurdles to be aware of are technical and compatibility issues and the ongoing need for thorough, role-based training.
Agencies must also account for any new hardware, software, and ongoing maintenance from a budget and resource standpoint, while also ensuring that documentation remains accurate and compliant with evolving requirements. Not to fret, though, as these are typical issues faced by any home care business implementing any sort of new technology.
Agencies can effectively manage these by taking a proactive approach and doing the following:
- Foster open communication: Engage staff early in the process, explain the reasons for EVV adoption, and provide forums for feedback and questions
- Invest in comprehensive training: Offer hands-on, role-specific training sessions for caregivers, administrative staff, and managers to build confidence and competence
- Choose scalable, user-friendly technology: Select EVV systems that integrate well with existing workflows and are intuitive for all users
- Designate EVV champions: Identify team members who can serve as internal experts and support their peers during the transition
- Monitor progress and provide support: Regularly check in with staff to address concerns, troubleshoot issues, and celebrate milestones
- Stay flexible: Be prepared to adjust policies and processes as you learn what works best for your agency and as regulations evolve
By taking these steps, agencies can ease the transition, minimize disruptions, and set the stage for long-term EVV success.
Smarter Technology, Smoother Operations
Adopting the right technology can make a significant difference in how smoothly an agency manages EVV requirements. Be sure to take advantage of digital tools that streamline visit verification and recordkeeping processes.
Mobile Accessibility
For example, caregivers may prefer to use a mobile app to check in and out of visits, with GPS confirming their location and time. This not only helps ensure compliance but also reduces the likelihood of manual errors.
Automation
By automating scheduling and billing processes, agencies can minimize common mistakes and help ensure that visits are accurately tracked and reported. AxisCare’s platform, for example, is designed to integrate with other essential systems, such as payroll and reporting, which can save time and reduce administrative workload.
Reporting
Centralizing information in one platform also makes it easier for agencies to monitor compliance and address any discrepancies before they become a bigger problem. When data and reports are easily accessible and organized, it supports better communication between caregivers, office staff, families, and clients.
Using the right agency management system can help agencies focus more on delivering quality care and less on navigating paperwork and compliance hurdles.
Training: The Heart of Successful EVV Adoption
An online training platform is an integral piece of a full compliance strategy that also includes EVV. With access to comprehensive online training, care workers can get a more streamlined, user-friendly experience where they can take their state-required classes, as well as training on EVV, all in one place.
Required training, condition-specific certifications, and refresher courses offered through a training solution keep care teams and staff current with evolving compliance requirements and technology. Depending on the training platform’s capabilities, classes can be tailored to specific roles, from field staff to administrators, ensuring everyone meets and even exceeds industry standards.
EVV training helps caregivers understand why they’re asked to clock in and out, why they need to document tasks, and how to collect and submit detailed care notes. It also helps give them resources on where to find EVV information for agencies, caregivers, and consumers. All of this information is directly tied to revenue and timely payment, significantly impacting the agency’s bottom line.
Learning through a software platform may also help with technology adoption, boosting confidence in caregivers and staff. From ongoing use of one or more software tools, users typically become more comfortable with technology, increasing their adaptability to an EVV platform when it’s introduced.
Best Practices for Ongoing Compliance
Staying compliant is an ongoing process. Regular audits and reviews help catch discrepancies before they become bigger issues.
Open communication with your EVV provider is essential for ensuring awareness of regulatory updates and new features. Many providers host town halls or webinars for agencies to learn and ask questions for better understanding. In turn, the agencies put these learnings into financial and operational practice to maintain alignment with regulatory standards.
Encouraging a culture of adaptability and continuous learning within a home care agency’s team makes all the difference. Regularly reviewing reports and data with your team can help identify specific patterns or issues of concern, whether it’s caregivers having clock-in challenges with specific clients or not knowing what to put in client visit notes. Sharing visibility into these can help to address them through additional training at the EVV use or care delivery level.
Having a pulse of what’s happening makes it easier to proactively address problems while ensuring you meet and maintain compliance standards.
Empowering Agencies and Caregivers
The streamlining of compliant EVV technology, knowledgeable management, and effective training equates to home care agencies that are prepared and positioned for success.
AxisCare is committed to supporting home care providers at every stage, from initial setup to ongoing optimization, so you can focus on delivering outstanding care.
Ready to simplify your EVV process and empower your team? Discover how AxisCare can help your agency thrive in today’s dynamic regulatory environment.