Everything EVV: Your Questions Answered
The team at Cashe recently hosted a webinar covering key aspects of Electronic Visit Verification (EVV) requirements in Minnesota. The session provided valuable insights into how EVV impacts homecare agencies, caregivers, and service recipients.
Throughout the webinar we received a plethora of excellent questions, and in this blog we will answer the most frequently asked ones to ensure you have the information needed to stay compliant and make the most of your EVV system.
Manual Timesheet Entries
Q: A lot of our employees are entering their timesheets manually. Is there an option where they cannot enter their timesheets manually unless we approve it?
A: Currently with Pavillio we do not have a configuration to turn off the Manual Visit Entries. We recommend you begin coaching your caregivers to use the Clocking In and Clocking Out features in the app. It is a great time to remind that they must enable their location for the Pavillio Mobile App.
Q: Manual entries allow the employee to add multiple days at a time, will this option of adding multiple days be removed?
A: The team is working on a configurable setting to allow or not allow the Manual Visit feature.
Q: What is DHS going to do about manual entry of paper timecards as of 9/1? We have some employees who are still on paper due to technology restrictions.
A: If you have some caregivers refusing to comply with the EVV Mandate, we recommend you place an administrative notation in their profile and move them to the bottom of the list for rolling out. Complying with the EVV Mandate is not optional.
Live-In Caregivers
Q: Should we not finalize the timecard if it wasn’t done on the same day? If not, is there a note the client can jot down giving the OK to finalize and still be compliant?
A: It is recommended that you review the MN DHS website at EVV live-in caregiver policy.
Q: If a caregiver lives with a client are they able to manually input their time as long as it is daily? Also, please define live-in caregiver policy.
A: In the Pavillio help area search for Designate a Live-in Caregiver. Per policy from MNN DHS: Live-in caregivers are caregivers who reside in the same residence, either permanently or for an extended period of time, as the person receiving services. Live-in caregivers, per MN DHS, are exempt from the real-time clock in/clock out process. However, a live-in caregiver must enter the time into the EVV system each day.
Sessions and Shared Care
Q: Can a caregiver start as 1:2 and then move to 1:1? Should they clock out and clock in again?
A: They can remove or add a client to a session without having to clock in and out. In the help area search for Session Base Care / Shared Care.
Interim Service Agreement
Q: can you allow the PCA to clock-in and clock-out without the service agreement?
A: In Pavillio you will use an Interim service agreement. An Interim service agreement is really a place holder in Pavillio so that you can enter care deliveries, provide services while waiting for the active service agreement. In the help area search for What is an Interim service agreement?
Pavillio EVV Mobile App: Enhancements
Q: Can you explain what the offline mode will entail and who would use it and why?
A: Our offline capability will allow caregivers to clock in, clock out and submit their visit records even if the cell service or WIFI is not good. This will help those in the rural areas to use the Pavillio Mobile App. Once the caregiver is in an area where the cell service or WIFI signal are stronger the visit will be pushed through to the Care Management > Approve Visits area in Pavillio for Finalizing.
Pavillio EVV Mobile App: General
Q: For staff working with multiple agencies, will there be a way to ensure there are no time overlaps since all providers in MN are submitting their time records through HHAeXchange?
A: Currently, no.
Q: How can be complied with EVV while client and worker are out of town for short period?
A: To remain in compliance with providing services the caregiver can use the Community location or if this is a cabin or other place that they commonly go to you can add the location on the Care Coordination tab. Please submit a support request if you need assistance.
Q: Is there going to be the availability for a description under activities on the app?
A: This is coming an upcoming release.
Q: How does a caregiver select a specific line item? Is there a recommended address format?
A: You will manage this using the Priority and the Max hours per day in the Service Agreement. If set up correctly the caregiver will clock in and only clock out at the end of the visit. Pavillio use your settings in the Service Agreement to allocate the correct number of units to the correct code. See the help area for more information.
Q: Should staff be able to edit their own timesheets without supervisor approval?
A: When DHS indicates that this is no longer acceptable we will ensure that Pavillio Mobile App editing will be eliminated.
Please follow the DHS guidelines for signatures. In the Pavillio Mobile App the caregiver will click either Client or Responsible Party for the signature and the PIN number. In case where the Responsible Party is not present the caregiver will select Not Available and the RP will sign the visits from their login.
Q: What do we need to do to turn on the mileage option so staff can enter their mileage?
A: Currently mileage is only available for Sessions or Shared Care. Mileage for other services is coming in an upcoming release.
Q: will we be able to export milage and reimbursement to a file to send to a 3rd party accounting?
A: Once the mileage/reimbursements are finalized you can generate a payroll export. In the help area search for the Process an Employee Payroll topic.
Community Setup
Q: How can we enable community features?
A: To enable the Community feature this is done at an agency level. Go to Administration > Masters > Configurations > search for Community > in Action click the pencil > change the setting to Y > click Update. Be sure to let your caregivers know that the community will be available for them to select.
HHAeXchange Aggregator
Q: How do we know if we have completed the aggregator setup? Do we have to complete the aggregator form again?
A: We will be publishing a help topic on how to manage visit records that fail the EVV Sync in the near future.
Scheduler
Q: How do you set up schedule for the caregiver?
A: In Pavillio go to Scheduler > Open Slots/Scheduled. Select the Service Line and Client > click Assign Slot.
Audit
Q: How to get EVV entries for audit in Pavillio?
A: In Pavillio go to Reports > Audit > Employee Service Data with Signature. In the report you can narrow the data to the client, employee and date range. When ready click Share > PDF > scroll down and click Export.
Override Feature
Q: If client override is enabled for a different reason would that still make the EVV not compliant
A: The Override feature has nothing to do with EVV compliance. The Override feature allows more flexibility with relaxing specific restrictions and validations in each client profile individually. For more information in the help area search for the topic What does the Client Override feature do?
OIG Suspension
Q: When will Pavillio add the OIG checklist?
A: We already do the OIG Suspension in Pavillio. We upload the file each month and if the caregiver is on the list their profile will move to the Employees > Current Employees > Status > OIG Suspension.
The last time the OIG was updated is shown in the help area under Pavillio Progress > System Data and Configuration Updates.
Please contact us if you still have questions or do not see your answer here.