Caregivers calling the office to clock in and out by phone because your current system has no GPS verification -- leaving you with no way to prove the visit happened at the client's address if Medicaid audits the claim?
State EVV aggregator submission failing because your system exports data in the wrong format or with missing required fields -- meaning claims sit unsubmitted while your billing team troubleshoots?
EVV Software for Home Care Agencies
The 21st Century Cures Act mandated Electronic Visit Verification for all Medicaid-funded personal care services in 2020 and for home health services in 2023. Every state now requires agencies to capture six data elements per visit and submit them to a state EVV aggregator -- type of service, individual receiving service, date, location, individual providing service, and start and end time. Agencies using manual visit logs, phone-based time and attendance, or non-aggregator-connected software face Medicaid claim denials and audit exposure on every visit that cannot be verified electronically.
We build custom EVV software for home care agencies that need full compliance -- GPS-verified check-in and check-out, aggregator data submission, exception management, and Medicaid audit-ready visit records -- in a system that fits how your coordinators and caregivers actually work.
GPS-verified check-in and check-out at the client address
State EVV aggregator data submission
Exception management and caregiver alerts
Medicaid audit-ready visit records
RaftLabs builds custom EVV software for home care agencies operating under the 21st Century Cures Act mandate. We develop GPS-verified visit check-in and check-out via a caregiver mobile app, capture all six federally required EVV data elements per visit, and handle automated data submission to state EVV aggregators including Sandata, HHAeXchange, and AuthentiCare. Exception management surfaces missed check-ins, radius violations, and missing data elements to supervisors before claims are submitted. Visit records are stored in Medicaid audit-ready format with full amendment history. Integration links EVV records to the care schedule and billing system so claim generation is triggered only by verified, exception-free visits. Fixed cost, 12-14 week delivery.
GPSVisit verification
·State aggregatorData submission
·FixedCost delivery
·12-14Week delivery cycles
EVV software built for Medicaid compliance, not just GPS check-in
Federal EVV requirements go well beyond recording a GPS coordinate when a caregiver arrives. The 21st Century Cures Act specifies six data elements that must be captured for every Medicaid-funded visit: type of service, the identity of the individual receiving service, date of service, location of service delivery, identity of the individual providing service, and the start and end time of service. Every one of these elements must be captured electronically and submitted to the state EVV aggregator -- the state-designated data repository that feeds into Medicaid claim adjudication.
A GPS app that logs a location and a timestamp captures two of the six required elements. It does not capture service type, caregiver identity linked to a state provider registry, or the specific client identity in the format the aggregator expects. More importantly, it cannot submit data to the aggregator in the required format, which means a billing team member still has to manually export and reformat visit data before submission -- creating the same error exposure the mandate was designed to eliminate. A compliant EVV system captures all six elements at the point of service, validates them before submission, and transmits them to the aggregator without manual intervention.
We build EVV software for home care agencies that closes the gap between a GPS check-in and full aggregator-connected compliance. Exception management catches the visits that would otherwise create claim denials before they reach the billing queue. Visit records are stored in audit-ready format so a Medicaid audit request can be answered with a report rather than a manual search through paper logs.
What we build
GPS-verified visit check-in and check-out
The caregiver app captures GPS coordinates at check-in and check-out with a precise timestamp. Location is verified against the client's registered service address within a configurable radius -- typically 300 to 500 feet depending on the care setting and state requirement. A check-in recorded outside the permitted radius is flagged immediately as an exception in the supervisor queue rather than passed silently to the billing system. Manual override is available for exceptional circumstances such as a facility visit where the client's registered address differs from the service location, with a required reason entry and automatic supervisor notification logged against the visit record.
Six-element EVV data capture
All six federally required EVV data elements are captured per visit without manual entry by office staff. Service type is drawn from the care plan and confirmed at check-in. Client identity is linked to the Medicaid recipient ID on the client record. Visit date is system-generated. Service location is the GPS coordinate recorded at check-in. Caregiver identity is linked to the provider registry identifier on the caregiver's profile. Start and end time are captured at check-in and check-out respectively. The visit record is locked after check-out with a full audit trail of any post-visit amendments, including who made the change, when, and the stated reason. A retroactive visit entry workflow handles visits where the caregiver failed to check in via the app, with a required justification and supervisor approval before the record is submitted to the aggregator.
State EVV aggregator integration
Visit data is formatted for the state EVV aggregator used in the agency's operating state. We build integrations with Sandata, HHAeXchange, AuthentiCare, and state-specific portals where a direct API or file-based submission method is available. Submission timing is configured per state requirement -- some states accept daily batch files while others require real-time or near-real-time submission. Submission status is tracked per visit record so the billing team can see which visits are pending, submitted, accepted, or rejected without logging into the aggregator portal separately. Rejected visit records surface with the aggregator's error code and a resubmission workflow that allows the billing team to correct the specific field and resubmit without re-entering the entire visit.
Exception management and caregiver alerts
An exception queue visible to supervisors surfaces every visit that requires attention before billing: missed check-ins past the scheduled start time, late check-ins beyond the configured threshold, check-outs recorded outside the permitted radius, and visits with one or more missing EVV data elements. When a caregiver misses a check-in past the scheduled start time, an automated alert goes to the caregiver's app and to the assigned supervisor so the visit can be confirmed or cover arranged before the visit window closes. Each exception follows a resolution workflow with a documented reason and supervisor sign-off before the visit record is released to the billing queue. Exception rate by caregiver and by client is reported monthly for staff performance review and quality management.
Medicaid audit documentation
Visit records are stored with all six EVV data elements, the GPS coordinates recorded at check-in and check-out, and the full amendment history in an audit-ready format. When a Medicaid audit request arrives, the agency can generate a visit record export per client and per date range rather than searching through paper or reconstructing records from phone logs. Claim-to-visit linkage means that every billing claim can be matched against the corresponding EVV visit record, so an auditor can trace from a paid claim back to the GPS-verified visit without additional documentation. Record retention policy management is configured per state requirement -- most states require EVV records to be retained for a minimum of five years from the date of service.
Integration with scheduling and billing
EVV visit records are linked to the care schedule so actual visit time and duration is compared against the scheduled visit for every completed visit. A caregiver who checks in 40 minutes late or checks out 30 minutes early triggers a discrepancy flag visible to the coordinator before the claim is generated. Billing claim generation is triggered by completed and verified EVV records -- a visit with an unresolved exception is held in the billing queue rather than submitted with incomplete data. Where Medicaid reimburses by unit of time, the actual visit duration drawn from the check-in and check-out timestamps is used to calculate the billable units rather than the scheduled duration. This prevents both overbilling on short visits and missed billing on visits that ran over the scheduled time.
Frequently asked questions
All 50 states and the District of Columbia are required to implement EVV for Medicaid-funded personal care services and home health services under the 21st Century Cures Act. The federal deadline for personal care services was January 1, 2020, and for home health services was January 1, 2023. Most states are now in active enforcement, meaning claims for visits that cannot be verified through the state EVV system are subject to denial or recoupment. A small number of states received federal extensions due to implementation delays and are still completing their aggregator rollouts. We confirm the specific aggregator, submission format, and enforcement status for every state where your agency operates during the discovery phase.
We build integrations with the three most common state-designated aggregators -- Sandata, HHAeXchange, and AuthentiCare -- and with state-specific portals that accept direct file-based or API-based submission. Each aggregator has its own data format specification, field mapping requirements, and submission timing rules. Before development starts, we pull the technical specification for your operating state's aggregator and build the integration to that specification rather than a generic format. If your agency operates in multiple states using different aggregators, we build a multi-aggregator submission layer that routes each visit record to the correct aggregator based on the client's state Medicaid program.
A retroactive visit entry workflow handles these situations without creating a compliance gap. When a caregiver reports that they completed a visit but did not check in via the app -- due to a dead phone battery, connectivity loss, or human error -- the supervisor can initiate a retroactive entry from the back office. The retroactive record requires a written justification, the caregiver's confirmation of the visit details, and supervisor approval before it is added to the EVV system. The record is flagged as a retroactive entry in the aggregator submission rather than a real-time capture, which is the correct classification under federal EVV rules. Most state aggregators accept retroactive entries within a defined window -- typically 30 to 90 days from the date of service -- provided the entry is correctly classified and the agency's retroactive entry rate stays within acceptable thresholds.
In most cases, yes. We build EVV software as either a standalone system or as an integration layer on top of an existing scheduling and billing platform. If your agency already has a scheduling system that you are satisfied with, we can build the EVV layer -- caregiver app, GPS capture, aggregator submission, and exception management -- and connect it to the scheduling data via API or file-based sync. If the existing system has no API, we typically build a lightweight integration that imports the schedule from a daily export file and pushes completed EVV records back in the format the billing system expects. The specific integration approach depends on what your current system supports, which we assess during the discovery phase.
Tell us which states you operate in, your current visit verification method, and your aggregator requirements. We will scope a compliant EVV system around your agency.
