Multiple Verification Methods and Technologies Help Ensure EVV Compliance

EVV Methods to ensure compliance

It’s no secret that Electronic Visit Verification (EVV) software offers home care agencies a powerful set of controls and numerous other benefits.  It’s also known – and all too often learned the hard way – that these benefits don’t get fully or even adequately realized if field staff have trouble using it.

To ensure the greatest level of compliance with the new Federal EVV mandate – and because each agency and each user in the field is unique – Sandata’s EVV platform offers three industry-leading modalities:

  • Telephonic Visit Verification
  • Mobile Application
  • Fixed Visit Verification

These three technologies allow agencies to increase care quality, automate billing and payroll, strengthen compliance, and improve efficiency by allowing them to verify visits at the point of care with flexible options.

Telephonic Visit Verification

There are several methods Sandata’s EVV utilizes to ensure the right services have been provided, at the right dates and times, and that billing and payroll are accurate. One of them is Telephonic Visit Verification (TVV ™). When a client visit is completed by field staff, that caregiver calls through the EVV software to log the visit. Using Automatic Number Identification (ANI) technology, TVV validates the call number and simultaneously records the time and location of the call.

While ANI is the backbone of TVV, it also includes two vital features: Plan of Care Prompting and Schedule Prompting. Plan of Care Prompting verifies that all client tasks are completed by the caregiver. When the caregiver calls in to log a visit, the field staff member enters numeric codes that match the client’s individual care plan tasks and ensures proper care has been administered.  If, for example, the wrong number of tasks is entered, the caregiver is then warned by the system.  Similarly, Scheduling Prompting will remind the caregiver on the call in and out if the visit is out of the scheduled time. This feature is useful if a caregiver is attempting to log out of a visit early.

Mobile App and Fixed Visit Verification

Now-a-days, just about everything can be done with a smart phone, including the verification of home care visits. Our easy-to-use mobile app (Android and iOS) leverages GPS technology to confirm visit location when field staff are logging in and out of visits. The app also includes:

  • Client voice and E-signature visit verification
  • ADL task capture and care plan matching
  • Health assessment data collection with alerts, geared for VBP
  • Directions to the next visit via embedded maps and routing
  • Free text visit notes
  • Individual work schedule going two weeks out

TVV and our Mobile App provide for great technology to improve efficiency and prevent fraud, but we still get asked on occasion if we can provide a “lower-tech” solution. That’s where Fixed Visit Verification (FVV) comes in. FVV is performed for through a small, discrete device registered to the client and then affixed in his/her home. When caregivers arrive at the client’s home, they write down a six-digit code provided by the FVV device, and then they start the visit. Once the visit is complete, the caregiver will write down a new six-digit code from the same device (note, this number displays electronically, and automatically changes every sixty seconds). Both codes will be logged into Sandata’s EVV software once the caregiver has access to a phone.

Other Features:

While visit verification is a highly important step in the fraud prevention process, efficiency in other areas can be equally vital to ensure caregivers have adequate time to provide the quality care in the home that your clients deserve.

Broadcast Messaging allows office personnel to record a voice message that is heard by their field staff when logging into visits. This allows office staff to notify caregivers of any emergency closings, holiday greetings and other common messaging they would like to convey. This is obviously timelier than office staff having to contact each caregiver individually, and in many cases complimentary or preferable to mass-emailing.

Additional EVV features include Speaker Verification and No Show Alerts. Speaker Verification takes fraud prevention one step further by using a caregiver’s voice biometrically as his/her password when checking in or out of a visit. This feature helps to prevent the wrong employee, or even the client, from fraudulently verifying visits. No Show Alerts are messages automated to the agency when a caregiver is more than 15 minutes late, for example, to his/her scheduled visit. Such timely alerting allows the the office staff the opportunity to secure another caregiver, in many cases before it’s too late.