Automated EVV System for Home Care To Transform Caregiver Experience

An electronic visit verification system(EVV) in-home care is more than a federal requirement. It is a powerful tool that ensures clients receive care when needed. EVV verifies that the services billed are delivered, prevents falsely reported visit durations, and provides accurate and reliable information about the care administered, keeping everyone involved reassured and well-informed.

Despite the value proposition, the EVV brings in home care, agencies still encounter challenges. It is crucial to seek solutions that benefit home care agencies and caregivers in EVV compliance management. AI in home care has the potential to alleviate these challenges and reimagine the EVV process. This article will explore the challenges home care agencies face with EVV compliance management and how AI and automation solutions can help them.

What is the Electronic Visit Verification Process(EVV) System?

Electronic visit verification (EVV) applies to home care medical services. The federal 21st Century Cures Act (Section 12006) requires all states to put Electronic Visit Verification (EVV) into effect. This applies to all Medicaid-covered personal care and some supportive home care services. However, the EVV requirements may differ from state to state depending on the nature of the healthcare business.

All organizations that assist patients in their homes will eventually be compelled to use the EVV system for home care.

The Electronic Visit Verification (EVV) system requires track of –

• Type of services performed
• Location of service delivery
• Medical notes generated
• Precise location and date of service
• The person providing the service
• The person receiving the service
• Time the service begins and ends
• Caregiver and care recipient signature approval

Challenges Associated with Electronic Visit Verification

Some of the EVV challenges faced by home care agencies and caregivers are-

1. Huge manual Efforts

   Manual management of Electronic Visit Verification (EVV) systems can require significant effort, especially during the initial implementation phase. Training caregivers to manually record their visit details, ensuring they understand the procedures, and managing the influx of paper-based or manually entered data can be labor-intensive and time-consuming.

2. Caregivers Miss Clock In- Clock Out

   Caregivers may miss clocking in or out for various reasons, such as forgetfulness, technical issues with the EVV system, or being preoccupied with urgent client needs. These missed clock-ins and clock-outs lead to inaccuracies in timekeeping and service records and also increase the administrative burden for staff to verify and correct entries.

3. Administrative Burden for Back-office Admin

   To verify the accuracy of shifts and address any discrepancies in EVV records, back-office admin teams often need to make daily calls to caregivers. This process is time-consuming and diverts attention from other critical tasks.

4. Caregivers Need to Capture Shift Details

   Caregivers must capture detailed information about their shifts, including the specific service provided, the duration of the services, and other relevant notes. This can be time-consuming when caregivers are focused on offering high-quality care to clients.

5. Information Validation from Clients

   Clients or their families must validate the service, which can be time-consuming. Issues such as language barriers or simply the complexity of the validation process can hinder accurate and timely validation.
   

AutomationEdge CareFlo EVV Update Bot at Rescue

AutomationEdge’s CareFlo EVV Update Bot identifies the missing shift information in the EVV system, such as clock-in/clock-out time, service provided etc. It also reaches out to the respective caregiver through multiple channels like phone calls, messages, chat, and email to update the EVV system.

Let’s see AutomationEdge CareFlo EVV update bot process workflow

Advantages of AutomationEdge’s EVV Update Bot

By taking over the manual tasks involved in the EVV update process, this CareFlo EVV update bot benefits caregivers and home care agencies. The benefits of AutomationEdge EVV update bot include-

1. Reduce 90% of administrative efforts in calling & texting
2. Offer multi-language support, including English, Russian, Spanish, French, Arabic, etc
3. Compatible with both basic phones and smartphones
4. Multichannel communication: Voice, SMS, Chat, and Email
5. Compatible with any EMR system or state aggregator
6. A user-friendly solution for both clients and caregivers

One of our customers, Devoted Guardians, every day was manually handling 50 to 100 texts and calls, managing end-to-end conversations with both caregivers and patients. This labor-intensive process was not only time-consuming but also prone to errors. Missing billing and point calculations due to unrecorded shifts led to discrepancies in caregiver payments, causing employee dissatisfaction.

AutomationEdge CareFlo EVV update bot helps them extract missing shifts and their details, caregiver/client’s preference for text/voice, language, POA details and phone numbers. By updating missing details, the AutomationEdge CareFlo EVV update bot extracted different reports from different sources and records for different categories from extracted reports. That’s how Devoted Guardians achieved a 90% reduction in manual calling/texting to staff and a 100% elimination of manual followups.

Conclusion

Considering the challenges that homecare providers struggle with, adopting CareFlo home care software can turn the challenges into opportunities. From getting real-time data from caregivers to getting approval from care recipients, home care automation can reduce the administrative burden for homecare providers. Hence it is time for homecare healthcare providers to eliminate the old-age legacy system and step up their game with automation in the healthcare process.