EVV Toolkit

1. In accordance with the 21st Century Cares Act, EVV is required.  To complete EVV, Clock in at the beginning of each shift and Clock out at the end of each shift. When clocking out, confirm at least 3 tasks that were completed. 

What is EVV?

EVV is a technology that electronically verifies the delivery dates and times of home and community-based services to the individuals needing those services. EVV uses multiple technologies such as telephonic, mobile applications, and web portal verification inputs to help electronically validate services and prevent fraudulent claims (DHS).  All individuals and companies that provide in home care must use a system that is EVV compliant. 

What system is CareMaxx currently using for EVV?

HHAexchange to clock in/out use the either of the following 

• Call using the client's phone: 1-855-574-2076
• Use App: HHAexchange

 All Employees

• REQUIRED TO CLOCK IN AND OUT FOR DAILY SHIFTS
• ARE REQUIRED TO NOTIFY THE OFFICE PRIOR TO MAKING ANY CHANGES TO SCHEDULE. (Including moving back or forward shift start time or end time or date of service)
• ALL EMPLOYEES MUST CLOCK IN/ OUT FROM CLIENTS AUTHROIZED NUMBER OR NUMBERS
• All employees must punch in and out from GPS approved location. If employee does not punch out from an approved location EVV will have to be confirmed with a Timesheet and the reason for clocking outside the home.
• All Missed clock in or outs must be corrected with a Timesheet. Even if punch is not recorded due to system error. Timesheet must be turned in within 24 hours for processing. But should be completed and turned in directly after your last worked shift of the week.

Important Notes

• PAYROLL IS PROCESSED THROUGH EVV TIMES, BE SURE TO CLOCK IN & OUT ON TIME
• STAFF CAN ONLY WORK SCHEDULED NUMBER OF HOURS, DO NOT WORK LONGER THAN SCHEDULED, AS DHS WILL NOT PAY MORE THAN THE HOURS SCHEDULED
• SCHEDULE CHANGES ARE DUE 2 WEEKS IN ADVANCE
• PAYROLL IS PROCESSED THROUGH EVV TIMES, BE SURE TO CLOCK IN & OUT ON TIME
• IT IS THE RESPONSIBILITY OF ALL STAFF TO MONITOR ACCURATE TIMEKEEPING. CHECK MOBILE APP DAILY AT CLOCK IN & CLOCK OUT TO CONFIRM SUCCESSFUL EVV.

 Scheduled Time vs Time Worked

Effective 08/01/2022, staff are PROHIBITED from working hours not scheduled. Any hours worked that are NOT scheduled, will be rejected by DHS and will not be paid. As a reminder, when scheduled to work 6 hours, the MAXIMUM approved to work is 6 hours.

***DO NOT WORK MORE THAN THE NUMBER OF HOURS SCHEDULED

EVV COMPLIANCE RATE IS REQUIRED TO WORK WITH WAIVER CLIENTS

NO MORE THAN 3 TIMESHEETS PER MONTH

Employees should not make any changes, alterations or adjustments to their schedule without notifying CareMaxx Management 

Pittsburgh,PA 

• Phone/Text: 412.203.8858
• Email: business@care-maxx.com

Fairfax,VA 

• Phone/Text: 703.462.1228
• Email: info@care-maxx.com

Issues Completing EVV? - If there are issues with the mobile app and/or client phone, please try both methods and notify the office by calling 412-203-8858 FROM THE CLIENT'S PHONE with THE ERROR MESSAGE RECEIVED

Cannot Complete EVV? - If a clock in/out is not completed, a timesheet is required & due within 24 hours of completed shift. Aside from occasional technical issues with the mobile app or client phone, please note that paper timesheets are only allowed 3 times/shifts per month.  

Are E-Timesheets an option? - No, e-timesheets are no longer an option. You must complete a paper timesheet and email it to the office. 

How to Complete a Timesheet:

• Obtain a Timesheet
  • Download and print a timesheet, or contact the office to receive one.
• One Day, One Client
  • Use one timesheet per day and per client only.
  • Be sure to include your time in and time out.
• Task Completion
  • Mark all tasks that were completed during your shift.
• Signatures
  • The client must sign the timesheet.
  • You must also sign the timesheet. 
• Submit the Timesheet
  • Take a clear picture of the completed timesheet.
  • Email it to the office with the subject line:
    "Timesheet – [Insert Date]"