1. What EVV is and when you need it

EVV stands for Electronic Visit Verification. It's the system used to record:

• Who the support worker is.

• Who they're supporting (the profile).

• When the visit started and ended.

• Where the visit happened (GPS coordinates).

• What services were provided.

EVV creates a verified record of in-home support that funders and regulators rely on for billing.

When EVV is required

EVV is mandated for many in-home services:

• United States — under the 21st Century Cures Act, EVV is required for Medicaid-funded personal care services and home health services.

• Australia — NDIS in-home supports increasingly require EVV-compatible time and location records.

• Other regions — varies; check your funder's requirements.

If you provide in-home support that's billed to Medicaid or NDIS, you very likely need EVV. Your Billing user or compliance officer will know.

If you provide center-based services, day programs, or residential care, EVV may not apply.

How EVV is used in BEHCA

When EVV is enabled:

• A new tab appears in the BEHCA mobile app: EVV.

• Staff start and stop visits from the EVV tab on each shift.

• GPS location is captured at start and end (with the staff member's permission).

• Visit records are stored against the profile, the staff member, and the time period.

• Hours worked roll up into a per-staff summary used for payroll and billing reports.

Enabling EVV on a profile

A Manager or Billing user enables EVV on a per-profile basis from the profile settings:

1. Open the profile (web).

2. Find Settings or Features.

3. Toggle Enable EVV on.

4. Save.

Once enabled, the EVV tab appears for staff who have access to that profile.

Mobile vs. web

• Starting and stopping visits is done in the mobile app — that's where GPS lives.

• Viewing visit history, hours, and billing summaries is done on the web for fuller reporting.

• Editing past visits is generally web-only and Manager-only.

What gets recorded for each visit

• Start time (UTC, displayed in profile timezone).

• End time.

• Start GPS coordinates (latitude, longitude).

• End GPS coordinates.

• Staff member (you).

• Profile (who you supported).

• Services / activities provided (depending on configuration).

• Notes about the visit (optional).

• Mileage (if tracked).

Privacy

GPS data is sensitive. EVV captures:

• The start and end locations, not the route between.

• Only during active visits, not the rest of your day.

• Stored in BEHCA's secure cloud storage.

• Visible to Managers, Billing users, and the staff member themselves.

If a staff member declines to share GPS, EVV recording isn't fully compliant for funders. Talk with your Manager about your organization's policy.

Common questions

• Do I need EVV for everyone? — Only for clients whose services require it. Some clients in your caseload may need EVV; others may not.

• What if I don't have phone signal at the client's home? — The mobile app records the visit and uploads when signal returns. Don't worry — your time isn't lost.

• Can a manager start a visit on behalf of staff? — There's some flexibility for managers, but routine starts/stops should be done by the staff member to ensure GPS is captured at their actual location.

• Does EVV affect billing? — Yes. Hours worked through EVV feed billing summaries used for invoicing.