Electronic Visit Verification (EVV) is a critical component of delivering and managing home care services. Your ability to meet Minnesota EVV requirements effective January 1, 2024 relies heavily on your team’s preparation and engagement to effectively track and verify patient visits, ensuring accurate home care billing.
In this blog post, we’ll detail the top 8 ways you can best prepare your caregivers for Minnesota’s EVV requirements.
1. Educate Caregivers on EVV Basics & Provide Resources
Since you may have caregivers who have heard about EVV but don’t fully understand what it means for how their day-to-day work will change, it is important to conduct training sessions. Use the time to explain the fundamentals of EVV, including its purpose, benefits, and how it aligns with state regulations. Also, in these sessions, provide clear information on the data caregivers will be required to input during each visit.
Use this opportunity to compile and distribute resources, such as user manuals, FAQs, and video tutorials, to help caregivers navigate the EVV system independently.
Additionally, consider offering a helpline or online support portal for quick assistance.
2. Communicate EVV Mandate Details
Clearly communicate the specific EVV requirements mandated by the state of Minnesota. Especially with unknowns of compliance, ensuring your caregivers understand the basics of how your agency is approaching EVV and what the expectations are is critical.
Distribute written materials or handbooks outlining the key points caregivers need to be aware of regarding EVV.
We also have a guide for you and materials to help – “EVV Compliance: It Isn’t As Bad As You Think.”
3. Offer Technical Training
Make sure your agency provides hands-on technical training on the use of the EVV system that the agency has adopted. For example, if using Pavillio, help ensure they have the mobile app correctly downloaded and set up. Also, ensure they bookmarked the web-based version as well and that they are confident using both versions to track time.
EVV technology is likely a significant source of questions your caregivers will have so helping them confidently navigate upfront will help mitigate furture potential compliance issues down the road.
4. Demonstrate EVV Workflows & Conduct Mock Visits
Walk caregivers through a typical EVV workflow, from initiating a visit to submitting required information. Also, provide real-life examples to help caregivers understand how EVV integrates into their daily routines.
Organizing practice sessions or mock visits help caregivers to become familiar with the EVV process in a controlled environment.
Use these sessions to identify and address any issues before the official implementation date.
5. Emphasize Compliance Importance
While we know requirements take effect January 1, 2024 in Minnesota, how EVV will be enforced remains unknown. As a result, clearly articulate the importance of compliance with EVV requirements for both caregivers and the agency. Explain how compliance contributes to accurate billing, improved patient care, and overall accountability.
Caregivers may be thinking primarily about compliance and their day-to-day role so helping them to see the larger picture and impact will help with engagement and buy in.
6. Address Privacy and Security Concerns:
We get it because we also often hear it. For example, questions like: Will my movements be monitored with GPS? Will the government now have access to my personal data?
Educate caregivers on the privacy and security measures in place to protect the data entered into the EVV system.
Ensure caregivers are aware of your agency’s policies regarding data confidentiality.
7. Create a Support System
Establish a dedicated support system for caregivers to address any questions or concerns related to EVV.
Also, designate staff or resources specifically for EVV-related inquiries.
This could look like a monthly roundtable forum or having an internal online and accessible resource center to make it easy for caregivers to get answers to their questions.
8. Offer Ongoing Training Opportunities & Encourage Feedback
Once you have training on EVV, it doesn’t need to stop. Schedule periodic refresher courses or training sessions to reinforce EVV knowledge.
Also, consider establishing forums or discussion groups for caregivers to exchange experiences and troubleshoot challenges.
By fostering a sense of collaboration among caregivers and encouraging them to share tips and best practices related to EVV, they will be more inclined to share what is and isn’t working.
Next Steps
By taking these steps, home care agencies in Minnesota can ensure that their caregivers are well-equipped and confident in using EVV, fostering a smooth transition into the new system starting January 1, 2024.
If you are also looking at this time to re-evaluate your technology and workflows, you can also refer to our blog post “The Seven Questions To Ask When Choosing a Home Care Software.”
We’re always happy to help during your journey. If you have questions or would like to see Pavillio in action, please reach out at [email protected] to set up a time to connect.