California Electronic Visit Verification (California EVV): An Essential Guide

Home care agencies oversee jam-packed schedules daily, and caregivers work hard to keep up. But back-to-back visits, traffic delays, and unexpected medical emergencies can make even the most organized days feel challenging. For agencies, staying on top of team schedules isn’t just about keeping things in order, it’s about ensuring every client gets the care they deserve.

California’s Electronic Visit Verification (EVV) was designed to help accurately track and document services, keeps caregivers on schedule, and ensure clients receive the care they’ve been promised.

In this guide, you’ll learn how California EVV simplifies accountability for agencies, supports caregivers, and ensures clients receive the care they rely on.

What is California Electronic Visit Verification (California EVV)?

Electronic Visit Verification (EVV) combines mobile technology and GPS tracking to verify in-home supportive services are provided as scheduled. Before EVV, agencies used manual methods like telephone timesheet systems, client signatures, and supervisor visits to keep track of their teams. 

Were these methods useful? To some degree, but they were also prone to human error. Whether intentional or not, fraud, errors, and abuse accounted for $95 billion in annual losses for Medicaid and Medicare. One of the biggest culprits? Billing for services that were never provided.

EVV addresses this by enabling agencies to track and confirm services in real time — minimizing the risk of fraud, increasing efficiency, and ensuring care is delivered as intended.

Understanding California EVV Requirements

Overseen by the California Department of Social Services (CDSS), California operates under an open EVV model. This means agencies have the flexibility to choose between the state-provided CalEVV System or an approved alternative. 

Regardless of the system, agencies must collect six essential details for every visit to stay compliant.

These include:

1. Type of service provided
2. Identity of the client
3. Identity of the caregiver
4. Location of care
5. Date of service
6. Start and end times

What’s New with California EVV? Key Updates for 2023 and Beyond

To improve accuracy, efficiency, and security California, recently introduced the following updates: 

1. Non-live-in providers must clock in and out: As of July 1, 2023, all In-Home Supportive Services (IHSS) and WPCS providers who do not live with their clients must clock in and out (at the start and end of each shift) to ensure accountability.
   
2. New service codes introduced: On January 1, 2024, California introduced new service codes for programs such as the Multipurpose Senior Services Program (MSSP) and Home and Community-Based Alternatives (HCBA) to align with current needs.
   
3. Multi-factor authentication required: As of February 21, 2024, accessing electronic services portals including the CalEVV portal, Aggregator, and Business Intelligence tools require multi-factor authentication (MFA) — adding an extra layer of data security.

How EVV Supports Agencies and Caregivers

For home care agencies, Electronic Visit Verification (EVV) goes beyond simply confirming that caregivers are in the right place at the right time. It supports operational efficiency, minimizes mistakes, and enhances accountability. Here’s how:

• Increased accountability: GPS-enabled tracking makes sure caregivers can only clock in and out when they are physically at their client’s home — giving agencies clear, verifiable records of care. 
• Streamlined operations: EVV tools provide real-time scheduling updates and quick data entry, making it easier for agencies to identify delays and maintain smooth workflows.
• Simplified compliance: Customizable KPIs and alerts ensure agencies stay aware of missed or delayed visits, enhancing visibility and helping your agency stay compliant. 
• Improved quality of care: Integrating EVV with scheduling, billing, and administrative systems helps agencies reduce inefficiencies, freeing up time to prioritize quality client care.

Balancing Privacy and Accountability: How California EVV Protects Caregivers

Privacy is an understandable concern for caregivers, especially when it comes to location tracking. California’s EVV system addresses this by focusing on accountability while respecting personal boundaries. Here’s how it works:

• Limited GPS tracking: GPS data is only collected during in-home care visits, keeping movements outside of work private. For example, if a caregiver works at multiple locations in one day, the system only logs location data during visits that require in-home care. Travel between appointments, community activities, and personal time are not tracked.
• Exemption for live-in caregivers: Due to the unique nature of their work, live-in caregivers are exempt from GPS tracking altogether.

Enhanced data security: Recent multi-factor authentication requirements add an extra layer of protection, keeping sensitive caregiver and client information secure.

How EVV and Software Work Together for Better Care

Integrating EVV with agency software brings everything together, simplifying the day-to-day for both caregivers and agencies. It automates key tasks like billing, payroll, and scheduling while offering real-time updates on caregiver activities. With all this happening on one platform, there’s no need for manual processes or constant back-and-forth — just a smoother workflow that saves time and reduces errors.

Caregiver apps take this a step further. Logging visits, tracking hours, and staying updated all happen in real-time, right from their phones. If schedules change, they’ll know immediately, cutting out the need for extra calls or paperwork.

With these tools, agencies can:

• Manage caregiver schedules, visits, and compliance from one system.
• Equip caregivers with easy-to-use mobile apps for daily tasks.
• Focus less on logistics and more on delivering quality care.

Best Practices for EVV Compliance in California

California’s EVV requirements aren’t just about meeting regulations — they’re an opportunity to improve operations and deliver better care. These best practices can help your agency stay compliant and run more efficiently:

• Train caregivers and staff: Make sure everyone understands the EVV system and what’s expected. Ongoing training and support can help tackle challenges as they arise.
• Keep records accurate: Regularly review and update EVV data to prevent errors and maintain consistency. Remember, accurate record-keeping and compliance go hand in hand. 
• Simplify workflows: By reducing manual tasks, EVV saves time, minimizes mistakes, and streamlines billing and payroll. It also provides valuable data to help agencies identify improvements in scheduling, operations, and service delivery.
• Stay informed: With regulations constantly evolving, staying up to date and adjusting policies as needed ensures your agency remains compliant.

Prioritizing training, accuracy, and smart use of EVV tools, will help your agency stay compliant while delivering better results for clients and staff.

Meeting California EVV Requirements with Confidence

California’s EVV system ensures vulnerable residents get the care they rely on while helping agencies maintain high standards and keep clients protected. And while implementing EVV might seem like a big task, the right tools can make all the difference.

AlayaCare integrates seamlessly with EVV pioneers Sandata to keep EVV compliance simple and stress-free with features designed to keep everyone connected, efficient, and focused on care:

• Mobile caregiver app: Log visits, track hours, and stay connected in real time.
• Automated billing: Save time and reduce errors with simplified claim submissions, eligibility checks, and adjustments.
• Compliance reporting: Stay on top of evolving regulations with comprehensive, real-time insights.
• Advanced data security: Keep sensitive caregiver and client information safe with advanced data security.

AlayaCare understands and helps address the unique challenges facing California home care providers. Schedule a demo today to see how we can support your agency.

Frequently Asked Questions about California EVV

What is California EVV Phase II?

California EVV Phase II took effect on January 1, 2022, expanding the program to include personal care services. This update helps agencies meet federal EVV requirements under the 21st Century Cures Act. In other words, if you’re providing Medicaid-funded personal care services, you’re now required to electronically verify visits to stay compliant.

What services does California EVV cover?

California EVV applies to both personal care and home health care services funded by Medicaid. This includes programs like In-Home Supportive Services (IHSS), the Multipurpose Senior Services Program (MSSP), and Home and Community-Based Alternatives (HCBA), so if your agency works with these programs, EVV is a must.

How does the California EVV system work?

The California EVV system works by electronically verifying caregiver visits and capturing six important details: service type, caregiver and client identities, location of care, date, and start and end times. This data is collected in real-time through GPS-enabled devices or other approved methods, making documentation accurate and keeping agencies in line with state guidelines.

What are the benefits of using an alternate EVV system?

Alternate EVV systems give agencies more control and flexibility. They let you integrate EVV into your existing workflows and often come with extra perks like customizable reports, real-time alerts, and advanced analytics. It’s a way to make EVV work for you, not the other way around.

How can agencies ensure EVV Phase II compliance?

Staying compliant with EVV Phase II doesn’t have to be complicated. Start by training your staff and caregivers on how to use the system effectively. Make regular checks on your EVV data to catch any discrepancies early and address them. With accurate record-keeping and consistent training, compliance becomes part of your routine.

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