Electronic Visit Verification (EVV)
PICS will soon begin using electronic visit verification (EVV), an online timekeeping feature. The new EVV system is a way to virtually record the date, time and place for services provided at home and in the community.
All home- and community-based services in Minnesota are required by the federal 21st Century Cures Act to use EVV. The date EVV will be required by the Minnesota Department of Human Services (DHS) is not yet known.
- For more information on EVV requirements: Minnesota DHS EVV
At PICS, we continue to gather information from the EVV vendor and will provide additional information in the future.
Training and Information
PICS will be using the EVV vendor selected by the Minnesota Department of Human Services (DHS): HHAeXchange.
When trainings are available, we will post them here.
Frequently Asked Questions
We know this will be a big change for many PICS families. We will partner with you to ensure that you understand how to use the new EVV system.
What is EVV?
“EVV” stands for electronic visit verification. EVV is a way to virtually record the date and time Workers provide services. Those receiving care or their representative will also need to confirm these services were provided. EVV records when a Worker starts and ends each shift.
What information does EVV collect?
The EVV system will verify:
- Type of service
- Who received the service
- Who provided the service
- Date and time of service
What about my privacy? Will my phone’s data be visible?
The EVV app will only record the data related to worker-provided services. It will not record other data associated with the device used to verify services. For example, call and browsing history, personal email, text messages, contacts, passwords, camera or photos, and other apps will not be accessed or recorded.
What if I don't want to use EVV?
The federal 21st Century Cures Act requires that certain Medicaid funded services use EVV. Since this is a federal law there is no opt-out option. The only exception to this rule is for live-in caregivers. DHS does not require live-in caregivers to meet EVV requirements. Live-in caregivers will still need to submit timecards for PICS to process payroll.
I currently provide manual timesheets. What does this change mean for me?
You can continue to submit manual timesheets. PICS will provide training in the future on the options you will have to comply with the EVV requirements.
Will there be information sessions or who can I got to with questions?
Yes, PICS will provide training on the EVV system before Workers will be required to begin using it to document their hours.
Will this effect how and when I get paid?
No, there are no changes to our current pay schedule.
Will this change how I submit expeses?
At this time, there is no change to how you submit expenses.
What if I don't have a smartphone?
When PICS begins using EVV, there will be a variety of ways for Workers to enter their time if they do not have a smartphone or internet access.
What if I forget to clock in/out?
There will be a way for your Representatives to correct missed hours. PICS will provide further information and training in the future.
Do I need to begin using EVV on June 30?
No, you are not required to begin using the EVV system yet. The EVV system will not be in place until we have additional information and training available.
What does "live-in caregiver" mean, and do I qualify?
Workers are considered a live-in caregiver when their residential address is the same as the residential address of the person receiving services. The exemption for live-in caregiver only applies to the collection of required EVV data; they still must submit hours worked.
There is no requirement to be considered as live-in caregiver; the worker just needs to share the same residential address as the person receiving services.