EVV – Electronic Visit Verification
Ensuring Transparency, Accuracy & Quality in Home Care Services
Download TimesheetWhat Is Electronic Visit Verification (EVV)?
Electronic Visit Verification (EVV) is a federally mandated system designed to verify that home- and community-based services are delivered as scheduled. Our agency uses EVV to promote accountability, enhance client safety, prevent fraud, and streamline billing—ensuring every visit is properly documented and compliant.
All participants receiving services through Managed Care Organizations (MCOs) will have their care visits verified through the MCO-approved EVV platform. Our agency uses HHAeXchange, the EVV system selected by the CHC-MCOs.
Through EVV, Mindful Homecare is able to:
- Confirm all home care visits took place
- Review completed tasks and duties
- Submit accurate claims to the MCO
- Ensure compliance with Medicaid and state regulations
How EVV Works
EVV collects the following information for every visit:
- ✔️ Type of service performed
- ✔️ Individual receiving the service
- ✔️ Date of the service
- ✔️ Location of service delivery
- ✔️ Caregiver providing the service
- ✔️ Time the service begins and ends
Mindful Homecare reviews each verified visit through the HHAeXchange platform before submitting claims through the CHC-MCO billing system.
How to Clock In
Clocking In Steps
- Arrive at the member’s home
- Open the HHAeXchange mobile app
- Select your scheduled visit
- Press “Clock In”
- Confirm your location (GPS-enabled)
- Begin providing services
If you are unable to clock in due to technical issues, call the office immediately.
How to Clock Out
Clocking Out Steps
- Open the HHAeXchange app
- Return to the scheduled visit
- Check off completed care tasks
- Press “Clock Out”
- Confirm final service details
- Ensure the visit shows as “Completed”
Mindful Homecare’s Clock-In Policy
To ensure accurate verification:
- Caregivers must clock in and clock out on time
- Visits must align with the approved service schedule
- All tasks must be completed according to the care plan
- Missed or incomplete visits must be reported immediately
- Caregivers may not clock in or out away from the service location
- Fraudulent entries may result in disciplinary action
A timesheet is required if the EVV system fails.
Download the TimesheetEVV Duties
Common duties verified through EVV include:
| Service | Task Examples |
|---|---|
| Personal Care | Bathing, grooming, dressing |
| Homemaking | Meal prep, cleaning, laundry |
| Mobility Assistance | Transfers, repositioning |
| Observation | Monitoring safety & well-being |
| Companionship | Social support & engagement |
What Should I Do If I Don’t Clock In or Out?
If you forget or are unable to clock in/out:
- Notify the office as soon as possible
- Document the visit on a manual timesheet
- Explain the reason for the missing EVV entry
- The agency will verify the visit before approving hours
Repeated missed clock-ins may delay your pay.
EVV Responsibility
Caregivers must:
- Maintain an active account in HHAeXchange
- Use the app for every visit
- Ensure their mobile device is functioning
- Keep location services enabled
- Report issues immediately
- Provide honest, accurate visit records
Mindful Homecare uses EVV data to:
- Track performance
- Verify all duties are completed
- Approve visits for billing
- Maintain compliance with CHC-MCOs
Need Help With EVV?
We are here to support you.
- 📞 Office Phone: 215-595-2900
- 📧 Email: info@mymindfulhomecare.com
