Preparing for EVV (Part 1) – How To Choose Your EVV Vendor

With the mandate deadline less than a year from now, agencies that are located in “Provider Choice” or “Open” model states and provide medicaid services are required to select and implement an EVV vendor by January 2020.
Finding a vendor with these key items will help bring long term success to your agency while complying with the federal mandate:
Not all EVV systems are web-based (cloud-based). A web-based system will allow more flexibility to access and you do not need to install anything, all you need is a web browser. With web-based software, all your data is centralized and accessible anytime, anywhere, and on any smart device. Web-based is a safer alternative. Traditional systems have everything stored on one device which is not secure and can not be updated and backed-up daily.
While using a web-based system is more secure than a traditional system, you want to choose a system that has been certified in securing data and information. HITRUST certification ensures the appropriate information protection requirements are met when sensitive information is accessed or stored in a cloud environment.
If you have not chosen a system yet, choosing one with a dedicated training staff can make the process easier and can help cater to what your agency needs during the transition. Choosing a vendor that provides different training options gives your staff flexibility to learn in different environments such as webinars, online video training, or onsite training. You should also choose a vendor with friendly, and knowledgeable customer support that can assist quickly and efficiently. Customer Support should also provide different channels of communication such as a call center, online help desk, and live chat.
Most software companies do not understand home care and do not tailor their system to each agencies unique structure as not all agencies work the same. Finding a vendor who has a Home Care background and experience will give you more of a competitive advantage and provide growth and success for your agency.

Your EVV vendor should be able integrate with other software that your agency utilizes. If you use a management software or any third party systems, it is important to keep in mind that the vendor you choose should integrate with those systems. If your state is using the “Open Model” your vendor should be able to integrate with the state data aggregator.

There are three different EVV technology options for different Home Care environments. First being Landline EVV also known as Telephony, where a caregiver clocks in and out via the clients home phone. Second option is a Mobile App, where the caregiver can access via their smart phone on a downloadable app where they can clock in, clock out and record tasks, signatures, and more. Third option is an Alternate Device, which MEDsys refers to as a “Token”, where a small device is fixed in the clients home. A button is pressed during a clock in and clock out and generates a unique code that coordinates within the time the button was pressed to validate the visit. The Alternate Device is used when there is limited or no connectivity. Check with your vendor to see if they offer different technology options for your caregivers and clients devices.