Public Law 114-255 (PDF)

Electronic visit verification (EVV): An electronic system used to record data about the delivery of in-home or community-based services where people receive support with activities of daily living (ADLs) and/or instrumental activities of daily living (IADLs).

Provider agencies and caregivers can complete EVV using different methods, including, but not limited to:

Electronically verified visits must capture the required EVV data points listed on CBSM – EVV, regardless of the method used.

People receiving services, caregivers and provider agencies may choose the verification method that works best for their individual needs.

The state-selected EVV system, HHAeXchange (HHAX), offers two verification methods: the mobile application and telephony (interactive voice response [IVR]).

Provider agencies using a third-party system may explore other methods to verify EVV that capture the required data points.

DHS recommends caregivers use the HHAX mobile application to verify EVV whenever possible.

The mobile application is the fastest and easiest way to complete EVV. It offers the most flexibility by going wherever the person receives services, and it allows the caregiver to enter time and activity documentation.

The mobile application:

Caregiver requirements

Caregivers must:

Caregivers may contact their provider agency for a full list of mobile application specifications, including supported mobile devices.

Clocking in and clocking out

Caregivers may use the mobile application method to clock in and out of the EVV system in the home or in the community. The mobile application is the only clock-in and clock-out method the caregiver may use when delivering EVV services in the community or when traveling out of state.

To clock in and clock out, the mobile device must be operational (e.g., phone must be working, battery must be charged).

Sharing mobile devices

Caregivers may share a mobile device with other caregivers to clock in and clock out of the EVV system for the same person receiving services if:

Geofence information

A geofence is a virtual perimeter around a specific point. For EVV, the specific point is the home address of the person receiving services in the EVV system. DHS intends to reduce the approved EVV geofence from 500 miles to 500 feet, or approximately the size of 1.5 football fields, from the person’s home address. DHS will provide an update on the timeline for the geofence reduction at a later date.

The geofence is not a barrier to receiving services and does not prevent the person from receiving services wherever they go.

Provider agencies cannot expand the DHS-established geofence. They can restrict it to less than 500 feet to meet their business needs.

HHAX user requirements for geofence

When a caregiver clocks in or clocks out within 500 feet of the person’s home, the default service delivery location is the person’s home.

When the caregiver clocks in or clocks out more than 500 feet from the person’s home, the caregiver must check the “community” box in the mobile application.

This distinction allows DHS to know the extent to which the caregiver provides services in the home or in the community.

Third-party system user requirements for geofence

Provider agencies using third party EVV systems must work with their EVV vendors to configure their geofence and actions for visits outside the geofence.

The telephony (IVR) method:

Provider agency requirements

The provider agency must follow instructions from the EVV vendor to set up telephony. The provider agency is responsible for initial setup and maintenance of the registered phone numbers in the EVV system.

The provider agency must:

Phased implementation

DHS will begin a phased implementation to make IVR lines available to providers using the HHAX EVV system:

Provider agencies using third-party EVV systems must work with their EVV vendor to determine appropriate verification methods.

Provider agencies may use the EVV verification method(s) that work best for their organization, as long as the method(s) capture the required EVV data on CBSM – EVV.