As home and community-based services grow across the country, the need for accurate, verifiable care delivery data has never been greater. Electronic Visit Verification (EVV) was introduced under the federal 21st Century Cures Act to ensure that Medicaid-funded personal care and home health services are delivered as billed, which protects both beneficiaries and payers.
PA Compliance with Electronic Visit Verification
In Pennsylvania, compliance with EVV is a critical operational requirement. State agencies such as the Office of Long-Term Living (OLTL), the Office of Developmental Programs (ODP), and the Office of Medical Assistance Programs (OMAP) have implemented strict guidelines. Providers must capture specific visit details electronically, submit them to Sandata (the state’s designated aggregator), and ensure data accuracy with minimal manual corrections.
Data elements included are service type, individual served, provider, visit start and end times, and geolocation. Providers must ensure that at least 85% of their EVV records are free of manual edits each federal fiscal quarter. Falling below the manual edits benchmark may result in corrective action or even provider disenrollment.
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Rather watch a video? Theresa Yera (Senior Director of EHR Strategy & Customer Success) explains EVV in 60 seconds.
Alignment for EVV
Agencies often underestimate the complexity of achieving and maintaining compliance. Electronic Visit Verification is not just about capturing time and location data; it’s about ensuring alignment between staff workflows, mobile technologies, EHR configurations, and state reporting requirements. Organizations relying on third-party mobile care delivery software may explore interoperable options. In those cases, human service organizations must be confident that data flows cleanly into their EHR systems, and ultimately, to the aggregator.
Established Common Best Practices for Electronic Visit Verification
Here are the criteria for EVV in Pennsylvania.
- Complete visits within the approved EVV system
Avoid manual documentation in the EHR or other systems that bypass integrated visit verification. - Train staff on proper workflows
Emphasize accurate check-in/check-out procedures and handling of exceptions. - Use structured correction processes
Address discrepancies (e.g., location, time, service type) through standardized workflows rather than individual edits within the appropriate systems. - Leverage real-time Electronic Visit Verification monitoring reports
Regularly review reports to detect and resolve issues proactively; ideally before payroll or billing cycles. - Implement accountability at the leadership level
Supervisors should review documentation quality and follow up on trends in missed or incorrect visits. - Coordinate changes with both the EHR and EVV vendors
Avoid unilateral system updates that can break integrations or disrupt workflows.
Accurate Capture of EVV Is Essential
The burden of Electronic Visit Verification compliance falls heavily across an organization. For system administrators and vendor partners, they must manage integrations, test edge cases, and create internal oversight tools that go beyond basic reporting.
For providers, this often means establishing new documentation protocols and investing in direct support professional training to reduce human error and support real-time problem resolution. When implemented thoughtfully, EVV solutions can offer not just compliance but also improved transparency, data integrity, and billing efficiency across service lines.
Next time, join us to explore a case study on how one Pennsylvania-based In-Home Support program utilized the myEvolv EHR platform integrated with Mobile Caregiver+ (MCG+) to meet these compliance demands.
About EHR Edge
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