Electronic visit verification software for home care records
Record who delivered a home care visit, for whom, when and where, with GPS clock in and clock out and a Growth plan CSV export.
Understand what EVV records
Electronic visit verification, or EVV, concerns a defined record of a personal care or home health visit. The federal requirement introduced through the 21st Century Cures Act identifies six visit data points. They describe the type of service performed, the individual receiving the service, the date of service, the location of service, the individual providing the service, and the time the service begins and ends.
These six points are a starting framework rather than a guarantee that a particular file satisfies every payer or state rule. States determine implementation details for affected programs, including accepted systems, submission methods and validation requirements. A private pay agency may also use visit records for its own operational review even when a particular federal EVV obligation does not apply to that service.
Keep the six data points connected
The type of service should match the work being documented. The client identifier should refer to the person receiving the service rather than a household nickname that the office cannot reconcile later. The service date needs to agree with the recorded visit. Consistent client and caregiver records help the agency avoid exporting several spellings of the same person's name as if they were different people.
Location and time records need context. Aides captures GPS location at clock in and clock out through the caregiver web app. That records where the device reports the event, subject to permission and location accuracy. It does not track the caregiver continuously. A caregiver name, the visit start time and the visit end time complete the connection between the person assigned and the recorded work.
- Type of service performed during the visit
- Client receiving the service
- Date the service took place
- Location of the service
- Caregiver providing the service
- Start time and end time of the service
Capture events in the caregiver workflow
The home care app runs in the phone browser. The caregiver opens the assigned visit, clocks in, completes care plan tasks and records visit notes, then clocks out at the end. Location permission is part of the browser and phone setup. Explain this during onboarding so the first real visit is not the first time a caregiver encounters the permission request.
A location can be missing or imprecise for practical reasons. Phone settings, building conditions or a recording mistake may need office review. Establish an exception process before these situations occur. The right response is to understand and document the event, rather than automatically replacing an unusual record with the planned time or assuming that an unexpected map point proves misconduct.
Review the record before export
Compare completed visits with the home care scheduling software record. A schedule shows the planned caregiver, date and hours. The recorded visit shows what was captured. Review missing start or end events, an unexpected caregiver and durations that differ from the schedule. Use care notes as context while keeping the EVV data points distinct from the content of the care plan checklist.
A complete set of fields does not prove that every task was performed correctly. Equally, a location discrepancy does not explain itself. Your office remains responsible for review, staff procedures and the accuracy of information it submits. Roles and permissions and the audit log on Growth support controlled office work, but your agency decides who reviews exceptions and who authorizes an export.
Export without assuming an integration
Growth includes an EVV data export as CSV containing the six visit data points. Aides does not submit records to state EVV aggregators. The agency handles the export and uploads it where its state allows that method. Check whether your program accepts agency uploaded files and what identifiers, column formats or validation steps it requires before depending on this workflow.
Keep the distinction clear when evaluating software. Capturing a visit, exporting a file, uploading it and having it accepted are separate events. An export option is useful only when it fits the receiving workflow. Do not assume that the presence of a CSV file means an agency has completed state requirements or that a general visit record matches a particular aggregator specification.
Use visit records beyond a submission task
Private care agencies can use time and location records to support office review and clearer discussions about delivered visits. The same completed hours can inform private pay home care billing software, where an invoice is prepared using the client bill rate. That operational connection does not change whether the agency has a separate EVV obligation for a funded service.
Before adopting a process, list the services you deliver, identify the applicable payer requirements and confirm the accepted submission route. Assign an office owner for checking the export and retaining the evidence your agency needs. This page explains the Aides record and export scope. It does not provide a certification of compliance for your agency or replace program specific guidance.
Questions about electronic visit verification software
What are the six EVV data points?
They are service type, client, service date, service location, caregiver, and the service start and end times. The start and end times form one of the six required categories.
Does Aides submit to state EVV aggregators?
No. Growth exports the six visit data points as CSV. Agencies handle submission where their state allows an uploaded export and should check the receiving requirements.
Is GPS recorded throughout the visit?
Aides captures location at clock in and clock out. The described workflow does not provide continuous GPS tracking.
Does every plan include GPS clock in and out?
Yes. The caregiver web app with GPS clock in and out is included on every plan. The EVV CSV export is a Growth feature.
Does using EVV data guarantee compliance?
No. Applicable requirements depend on services, payer and state implementation. Your agency must confirm its obligations, accepted submission method and required review procedures.
Bring your next week into focus
Use the home care scheduling demo with example clients and caregivers, then compare home care software pricing. Create your agency account to organize your own visits, care records and completed hours.