EVV stands for Electronic Visit Verification. It records:
- Who the support worker is.
- Who they're supporting (the profile).
- When the visit started and ended.
- Where the visit happened (GPS at check-in and at complete).
- What services were provided.
EVV creates a verified record of in-home support that funders use for billing. States and other regulators require that record so visits can be verified.
If your organization has EVV off, staff still record their hours the same way, minus the location and signature — see Timesheets when EVV is off below.
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.
For staff: recording a visit
Live visits are on the mobile app. You need location services on, and BEHCA needs permission to use them.
- Open the profile you're visiting.
- Tap the EVV tab.
- Tap Check In when you arrive.
- When you leave, tap End Visit, add notes, sign, and tap Complete Visit.
See Starting a visit and Ending a visit.
Your own hours on the website are My Schedule, in the user menu. Staff don't add or edit visits on the website.
For managers: visits, billing, and turning EVV on
When Enable EVV is Yes, most of what sits under Scheduling is EVV: EVV Sessions, Team Billing, and Service Codes. The other two items are the shift plan: the current profile's week (for example Gnarts's Schedule) and Team Schedule. See Scheduling overview for those.
Open Scheduling and choose EVV Sessions to review visits, Add session, edit, and export. If your organization doesn't use Scheduling, open EVV instead — that lands on EVV Sessions.
- Team Billing — one report of this month's hours, two views. By client is each profile's Client utilization (hours against the authorized cap, and which staff worked them). By staff is each staff member's Month total, Busiest week, and which clients they worked.
- Service Codes — Enable EVV, overnight export, provider ID, and the codes visits use
Turning on EVV for your organization
- As a Manager or Billing user, open Scheduling and choose Service Codes. If your organization doesn't use Scheduling, open EVV instead.
- Set Enable EVV to Yes.
- Your subscription must include EVV. If it doesn't, you'll see a plan notice instead of an active toggle.
On the same page you can set Split overnight visits on export and your Organization Provider ID. Service codes themselves are set up here too — see Configuring service codes for Scheduling.
That lets eligible staff check in and complete verified visits in the mobile app.
Timesheets when EVV is off
If Scheduling is on and Enable EVV is No, the same hours tools stay available. They are labeled Timesheets on the website and Hours on the phone.
Staff still check in and out on the mobile app:
- Open the profile.
- Tap the Hours tab.
- Tap Check In when they arrive.
- Tap End Visit when they leave. That finishes the session — there is no GPS, no staff signature, and no Complete Visit step.
Managers still open Scheduling and choose Timesheets (Add session, edit, export) and Team Billing.
Turn Enable EVV to Yes on Service Codes when you need verified visits with GPS and a signature. Then the website label is EVV Sessions and the phone tab is EVV.
Per-profile billing and codes
Create medical/service codes under Service Codes (Add Service Code). Then, for each profile, open Profile → Billing Details and assign Medical/Service Codes, Client ID, and optional hour or mileage limit behaviors (Managers). Those values appear on exports, Team Billing, EVV visits, and scheduled shifts when Scheduling is also enabled.
What gets recorded for each visit
- Check-in time (stored in UTC, shown in the profile timezone) and start GPS.
- Check-out time and end GPS — captured when you tap Complete Visit, not when you tap End Visit.
- Staff member and profile.
- Medical / service code, and mileage when you track it.
- Progress notes.
- Staff signature (required to complete). A client signature is optional.
On EVV Sessions, a visit shows as Active, Awaiting Signature, or Completed.
A Manager can Add session on the website afterward and type coordinates by hand. That visit does not capture live GPS from a phone.
Privacy
GPS is captured at check-in and at complete, not as a route through the day, and only while a visit is in progress. Managers, Billing users, and the staff member on the visit can see it.
Common questions
- Do I need EVV for everyone? — For billing, the visits you bill need EVV. Check with your Billing user about which clients are billed this way.
- What if I don't have phone signal at the client's home? — You need a connection to check in. BEHCA doesn't queue visits offline. A Manager can Add session afterward on the website.
- Can a manager record a visit for staff? — Yes. On EVV Sessions, use Add session, pick the Staff member and Profile, and fill in Check-in and Check-out.
- Does EVV affect billing? — Yes. Completed visit hours feed Team Billing and the CSV export from EVV Sessions.
- I see Timesheets under Scheduling. — Enable EVV is No. See Timesheets when EVV is off above.