Electronic Visit Verification (EVV)

Overview

Electronic Visit Verification (EVV) is a system that verifies that home health visits are actually occurring when and where they're supposed to. EVV helps ensure compliance with state and federal requirements and provides accurate documentation of service delivery.

What is EVV?

EVV captures:

• Visit Date and Time: When the visit occurred
• Service Location: Where the visit took place
• Service Provider: Which clinician provided services
• Service Recipient: Which patient received services
• Services Provided: What services were delivered

Accessing EVV

From Admin Section

1. Navigate to Admin: Click "EVV" in top navigation
2. Or Access Directly: Navigate to /admin/evv in your browser
3. EVV Dashboard: View EVV data and reports

Requirements

• Admin Access: Administrators can access EVV management
• Clinician Access: Clinicians may access their own EVV data
• Organization: Must be part of an organization

EVV Features

Visit Verification

• Automatic Tracking: Visits tracked automatically when documented
• Location Verification: GPS/location verification (if enabled)
• Time Tracking: Start and end times recorded
• Service Verification: Services verified against scheduled services

Data Management

• Import EVV Data: Import EVV data from external sources
• CSV Import: Bulk import via CSV files
• Validation: Automatic validation of EVV data
• Exception Handling: Manage exceptions and discrepancies

Reporting

• EVV Reports: Generate EVV compliance reports
• Visit Summary: Summary of verified visits
• Exception Reports: Reports on exceptions
• Compliance Tracking: Track compliance metrics

CSV Import

Importing EVV Data

1. Access CSV Import: Click "CSV Import" or "Import EVV Data"
2. Select File: Choose CSV file to import
3. Upload File: Upload file to system
4. Map Fields: Map CSV columns to EVV fields
5. Validate Data: Review validation results
6. Import: Confirm and import data

CSV File Format

CSV files should include:

• Visit Date: Date of visit
• Visit Time: Start and end times
• Clinician ID: Identifier for clinician
• Patient ID: Identifier for patient
• Location: Service location
• Services: Services provided
• Verification Method: How visit was verified

Validation

• Required Fields: All required fields must be present
• Date Format: Dates must be in correct format
• Time Format: Times must be valid
• ID Validation: Clinician and patient IDs must exist
• Duplicate Check: Duplicate visits checked

Import Process

1. Upload File: Select and upload CSV file
2. Preview Data: Review data before import
3. Validation: System validates data
4. Review Errors: Review any validation errors
5. Fix Errors: Correct errors if needed
6. Re-upload: Upload corrected file
7. Import: Import validated data

Visit Validation

Validation Rules

EVV data is validated against:

• Scheduled Visits: Verify visits match scheduled visits
• Time Windows: Visit times within acceptable windows
• Location: Service location matches expected location
• Clinician: Correct clinician assigned
• Patient: Correct patient for visit

Validation Exceptions

Common exceptions:

• Time Mismatch: Visit time doesn't match schedule
• Location Mismatch: Service location differs from expected
• Missing Data: Required data missing
• Duplicate Visits: Visit already recorded
• Invalid IDs: Clinician or patient ID invalid

Exception Resolution

1. Review Exceptions: View exception list
2. Understand Issue: Identify what caused exception
3. Correct Data: Fix data if incorrect
4. Override (if appropriate): Override validation if justified
5. Document: Document reason for override
6. Resolve: Mark exception as resolved

Mileage Tracking

Mileage Recording

• Start Location: Record starting location
• End Location: Record ending location
• Distance: Distance calculated automatically (if GPS enabled)
• Purpose: Reason for mileage
• Approval: Mileage requires approval

Mileage Reports

• By Clinician: Mileage by clinician
• By Date Range: Mileage for date range
• Summary Reports: Summary of mileage
• Export: Export mileage data

Mileage Approval

1. Review Mileage: View mileage entries
2. Verify Accuracy: Verify mileage is accurate
3. Approve/Reject: Approve or reject mileage
4. Comments: Add comments if needed
5. Save: Approval saved

EVV Reports

Available Reports

• Visit Summary: Summary of all visits
• Compliance Report: EVV compliance metrics
• Exception Report: List of exceptions
• Clinician Report: Visits by clinician
• Patient Report: Visits by patient

Generating Reports

1. Access Reports: Click "Reports" in EVV section
2. Select Report Type: Choose report type
3. Set Parameters: Set date range and filters
4. Generate Report: Click generate
5. View Report: Report displayed
6. Export: Export report if needed

Best Practices

Data Entry

• Timely Entry: Enter EVV data promptly
• Accuracy: Ensure data is accurate
• Completeness: Complete all required fields
• Verification: Verify data before submission

Exception Management

• Regular Review: Review exceptions regularly
• Prompt Resolution: Resolve exceptions promptly
• Documentation: Document resolutions
• Follow-Up: Follow up on recurring issues

Compliance

• Regular Monitoring: Monitor compliance regularly
• Training: Train staff on EVV requirements
• Documentation: Maintain documentation
• Audits: Conduct regular audits

Troubleshooting

Common Issues

Import Fails

• Check CSV file format
• Verify required fields present
• Check date/time formats
• Review validation errors

Validation Errors

• Review exception details
• Verify data accuracy
• Check scheduled visits
• Contact support if needed

Missing Visits

• Verify visits documented
• Check date range filters
• Verify clinician/patient IDs
• Review import status

Related Topics

• Billing Dashboard - Viewing billing data
• Timesheet Management - Managing timesheets
• Visit Scheduling - Scheduling visits