5. Editing past visits

Sometimes you have to correct an EVV visit after it ended — you forgot to end it, the wrong profile was selected, or notes need adding. BEHCA supports edits, with an audit trail.

Who can edit visits

• Managers and Billing users — can edit any visit in their organization.

• Staff — can edit their own visits, if the Manager has granted that permission.

• Guests — generally cannot edit visits.

Where to edit

Editing is web-only for full control. The mobile app may let you fix a few fields, but Managers should use the web for serious corrections.

On the web

1. Sign in at app.behca.com (US) or au.behca.com (Australia).

2. Open the EVV tab (on a profile or organization-wide).

3. Find the visit.

4. Click Edit.

5. Update:

   • Start time and end time.

   • Profile (if it was logged against the wrong client).

   • Service type.

   • Notes.

   • Mileage.

6. (Required for compliance) Add a reason for edit — what's being changed and why.

7. Save.

The edit is recorded in the visit's audit trail with the original values, the new values, who edited, and when.

Common edits

"I forgot to end the visit"

• Open the visit.

• Edit the end time to when you actually left.

• Note: "Forgot to end at the time. Updating to actual end time."

• Save.

"Wrong profile"

• Open the visit.

• Change the profile to the correct one.

• Note: "Visit was logged against [wrong profile] in error. Correcting to [right profile]."

• Save.

"Visit didn't capture GPS"

• GPS can't be edited after the fact (it's recorded by the phone, not entered manually).

• Add a note explaining what happened (e.g. "Location services were off on phone; visit was conducted at the client's address").

• Some funders accept noted exceptions; some don't. Check with your compliance team.

"Visit duration is wrong"

• Edit start and/or end times.

• Add a clear reason note.

• Be aware: large edits (e.g. shortening an 8-hour visit to 1 hour) are flagged in many compliance reports as suspicious — be sure of your reason.

Audit trail

Every edit captures:

• Original values for each changed field.

• New values.

• Who edited and when.

• Reason (if provided).

The audit trail is exported in EVV reports for funder review.

Limits on editing

Some changes are blocked:

• Visits older than X days may be locked (configurable per organization).

• Visits already approved for payroll may need to be unapproved first.

• Visits already exported to a billing system may have export-side locks (BEHCA can't undo what's been sent to your funder).

If you can't edit a visit you need to fix, ask your Manager — they may have higher access or can contact support.

Manually creating a missed visit

If a visit was never started in the app:

1. Open EVV → Add Visit Manually (Manager-only on most plans).

2. Fill in: profile, start time, end time, services.

3. Mark it as manually created (no GPS).

4. Add a reason: "Forgot to log live; conducted at client's home as scheduled."

5. Save.

These visits don't have GPS and may be flagged in compliance reports. Use sparingly.

Common questions

• Will my edited visit affect my hours immediately? — Yes, hours and billing summaries recalculate on the next refresh.

• Can a Staff member edit visits that aren't theirs? — No. Even with edit permission, you can only edit your own.

• What if I edit a visit that's already on a payroll export? — Check with your accounting team. The export already happened; reconcile manually.

• Can deleted visits be restored? — Visits aren't usually deleted — they're edited or archived. If a visit was genuinely deleted, contact support; some are recoverable from the audit log.