EVV compliance

Massachusetts EVV checklist

Every requirement we track, and exactly where we stand: 15 of 19 in place today. The rest are steps that begin once a state contract is awarded. Our provider applications are still under review, and we don't claim a contract before one is awarded.

The six required data elements

Under Section 12006 of the 21st Century Cures Act, every EVV visit must capture these six details.

Individual receiving the service
In place
The member/client served.
The caregiver picks the client at every clock-in. A visit can't start without one.
Individual providing the service
In place
The employee delivering care.
Each caregiver has a personal login. Shared logins are prohibited.
Type of service provided
In place
The specific service delivered.
A service is chosen at clock-in (companionship, personal care, homemaking, respite and more).
Location of service
In place
Where the service took place.
The phone's location is captured at clock-in and at clock-out.
Date of service
In place
The day care was delivered.
Recorded automatically by the system.
Beginning and end time
In place
Exact start and end of the visit.
Stamped by the system. Caregivers cannot back-date or edit them.

System and data requirements

Massachusetts runs an open EVV model: providers use the state's Sandata system or their own (Alt-EVV) system that sends data to the state aggregator.

Use the state EVV system or a registered Alt-EVV system
Planned at contract award
Choose one EVV path for in-scope services.
Our in-app EVV is live today. At contract award we'll register our chosen path, either Sandata or our system as Alt-EVV.
Register EVV choice in the Provider Self-Registration Portal
Planned at contract award
Required for providers of in-scope services.
We'll complete this once a MassHealth or Aging Services Access Point contract is awarded.
Send visit data daily to the EOHHS aggregator (Alt-EVV)
Planned at contract award
Applies to providers using their own system.
Visit records already hold all six elements and export as a structured file. Automated daily submission will follow the state's Alt-EVV technical specifications.
Follow Massachusetts EVV business rules
In place
Required even when using a non-state system.
Exceptions are flagged automatically, reviewed by office staff, and corrected with a record of the change.
EVV replaces paper timesheets
In place
The six elements are captured electronically, not on paper.
Our timesheets are built directly from verified visits. There are no paper timeslips.

Verification, exceptions and billing

Controls that make sure what's billed matches what happened.

Exception handling for unverified visits
In place
Missing or mismatched data must be resolved.
Missing location, client or service, a far-away clock-out, and visits over 16 hours are flagged for review.
Edits documented with an audit trail
In place
Manual corrections must be traceable.
Only staff can correct a visit. Caregivers can't change a completed visit, and security events are logged.
Claims match verified visits
In place
Bill only for EVV-verified service.
Billing includes only approved, verified visits, counted in 15-minute units. Flagged visits are held back.
Data retained and available on request
In place
Visit records must be available to the state and payers.
Records are stored securely and exportable for payers, Aging Services Access Points or auditors.

Privacy, devices and training

Protecting members and preparing staff.

Protect member information
In place
HIPAA and 201 CMR 17.00 safeguards.
Encrypted storage, role-based access, and a Written Information Security Policy (WISP).
Workable devices for caregivers
In place
Staff need a way to record visits.
Works on any smartphone browser and installs like an app. No extra hardware is needed.
Caregiver EVV training
In place
Staff must know how to record visits correctly.
Covered in orientation and our visit-documentation course in the Training Center.
Complete state EVV training
Planned at contract award
Required for the chosen system.
Office staff will complete state EVV and Sandata trainings at contract award.

Sources: Massachusetts EOHHS / MassHealth EVV guidance for agency-based providers, and the federal 21st Century Cures Act §12006. This page describes our own practices. It is not a state certification. See also how EVV works and Licensing & compliance.