Electronic Visit Verification (EVV)

Electronic Visit Verification (EVV) / Scheduling Geocoding Locations

CentralReach has implemented a geocoding service to validate service locations, which is used for scheduling appointments. Latitude and longitude coordinates are now added with location addresses when adding, editing, and updating calendar locations from the Contacts and Scheduling modules.

CentralReach can geocode:

Electronic Visit Verification (EVV) / Address Management / CR Mobile / Electronic Visit Verification (EVV) GPS Service Validation

GPS service validation shows where and when employees delivered services. Users must have Visit Verification enabled on the appropriate service codes and access to the premium version of CR Mobile, as well as geolocated appointment addresses. The “EVV Visit Export,” can then be utilized for GPS service validation, auditing, and Medicaid agency submission.

Click here to learn how to prepare for GPS service validation.

Electronic Visit Verification (EVV) / Permissions Time Zone Permissions

Time zones default to geolocated addresses found within appointments. Users cannot edit time zone defaults unless they have the following permissions enabled in the Permissions module:

  • (Scheduling > Access):
    • Basic access to the Scheduling module.
  • (Appointments > Allow Edit Timezone): 
    • Allows users to edit time zones in appointments.

Click here to learn more about time zones in appointments.

Click here to learn more about Scheduling module permissions.

Electronic Visit Verification (EVV) Time Zone Selectors

Time zones default to either the current user’s time zone or a geocoded address in an appointment. To use time zone selectors and make changes to time zone defaults, users must have permissions enabled in the Permissions module.

For EVV compliance, users are required to select a UTC time zone from a list of IANA time zones when:

  • Scheduling appointments: scheduling an appointment in a different time zone, users are required to select a time zone when inputting the appointment date and time.

  • Converting timesheets: inputting the “Time Worked.”

Each time zone field will pre-populate with the current user’s or browser’s localized time zone. If scheduling an appointment or converting a timesheet using the same time zone as the current user, users do not need to edit these fields. 

  • For instance, in the above image of the timesheet, because the current user is located in New York, the timezone drop-down next to “Time Worked” defaulted to “America/New_York.” The user would only need to select a different time zone in the drop-down if the service provided did not occur in the “America/New_York” time zone.

Users can select a different time zone in the drop-downs if the scheduled appointments or converted timesheets occur in different time zones than the current user. Time zone drop-downs will display the five most recent time zones selected under “Recently Selected.”

Click here to learn more about time zones in appointments.

Electronic Visit Verification (EVV) / Scheduling Time Zones in Appointments

Appointments and calendar events in the Scheduling module are localized and default to one of three time zones, in the following order:

  1. Computer time zone: if a client or service location has not been added to the appointment, then the time zone will default to the current user’s time zone.
  2. Client: once a client has been selected, their time zone will be selected by default if their address in the “Basics” section of their profile is geolocated.
  3. Client service address: if a service location has been added to the appointment and has been geolocated, then the time zone will default to the time zone based on the service location’s address.

For billing purposes, the client’s time zone should always be selected by default when the client’s address is geolocated.

Please note, time zone defaults cannot be modified on the timesheet or billing entry unless users have permission to do so.

The current user’s time zone is used to render calendar events. 

  • For example, if the current user is located in New York and the calendar includes an appointment in California at 12 PM, PST, the calendar will display the appointment at 3 PM, EST.

If the current user’s or client’s time zone differs from the appointment’s time zone, a globe icon will display in “View My Calendar” when hovering over the appointment.

Please note, View as Grid does not render appointment times.

The service date, time, and time zone also appear in the “Appointment Details.” For mobile users, start and end times display next to “Tracked Time” and indicate if the times were tracked in CR Mobile.

Click here to learn more about time zone selectors.

Electronic Visit Verification (EVV) Visit Verification Filters

The “Visit Verification” grid can be filtered by:

  • Entering search terms, such as contact, billing, and service code labels, and places of service, in Search Visit Verification.
  • Clicking the funnel icon and then the Filters tab. Filters in this tab allow users to filter entries by state, payor, multiple places of service, and Sandata status.
  • Clicking the Date range and selecting:
    • Today
    • Yesterday
    • Last 7 days
    • Last 30 days
    • This month
    • Last month
    • Custom Range: after selecting the date range in the calendar, click Apply to filter the grid by the data range or Cancel to exit the calendar
  • The All, Pending, Accepted, Rejected, Error, or Unsent Sandata statuses above the grid

  • Hovering over any field within the “Client,” “Provider,” “Location,” “Billing Provider,” and “Service / Auth” columns and selecting the funnel icon to filter the grid by that field.
  • The refresh icon on the left-hand side refreshes the screen based on the filters selected. Views from filtered screens can be saved and revisited later.