Day to Day EVV Management
Managing EVV events is one of the core aspects of Rosemark but the amount of work will vary based on your caregivers. If your caregiving team clocks in and out at the right time and place consistently there is very little work that needs to be done. However, if your caregiving staff struggles with this it will increase the workload on office staff. To review your EVV events being by going to the Office menu in the main Rosemark window and select EVV Events from them menu.
The EVV window can be broken down into two parts, the overview section indicated by the red box, and the detailed outlined by the yellow box.
Overview
In the top half of the window you can see the type, time, date, caregiver, client, link status, and EVV source. At any time you can select a EVV event and review it in more detail. While most of this portion is easy to understand the most important aspect is the link status column. A few important things to keep in mind:
- Once an EVV event has been captured by the system neither agency staff nor Rosemark support can delete the event. If you do not want to link an EVV event see the Ignoring EVV events section below.
- Most agencies need to review this window everyday. A common pitfall is not linking your EVV events daily and then having days or weeks of EVV events that have piled up turning a simple daily task into a tedious project.
- EVV linking is critical for Medicaid and VA agencies. Most states have a requirement of meeting a certain percentage of linked EVV events.
EVV Source
The EVV source indicates what type of EVV event it is. There are four EVV sources:
- Mobile - The event was captured via the Rosemark Caregiver App (RCA)
- Telephony - The event was captured via the Telephony system
- Offline - The event was captured using Offline Mode via the RCA
- Manual - The event was created by an office staff and does not reflect a real EVV event
Detailed
In the bottom half of the window you can see more information about the selected EVV event. The information displayed is determined by the EVV source.
- Mobile app EVV events will show the distance away from the clients home.
- Telephony EVV events will display the duration of the call.
- All task information is stored on the Clock Out EVV events.
- If enabled travel mileage, travel time, and any voicemails left by the caregiver will be displayed here.
EVV Status
EVV Events can have different statuses:
- Linked - The EVV event is connected to a shift, either automatically based on your On Time window or has been manually verified by a staff user.
- Attached - The system knows the EVV is associated with a shift but it needs to be manually reviewed for either being outside the On Time window or outside of your distance thresholds.
- Ignored - An event that agency staff are telling the system to ignore either for being incorrect or extraneous.
- Telephony Specific EVV:
- Loose - Loose EVV events are telephony events that have been logged but need to be manually linked. These events are similar to attached EVV events and are often handled the same way.
- Incomplete - Incomplete EVV events occur when a caregiver starts clocking in or out using telephony but does not enter the caregiver or client number. Often seen when a caregiver enters the wrong client or caregiver number and hangs up the phone to re-enter the correct information.
- Invalid - The EVV event is coming from an unauthorized device. Some agencies require caregivers to call from the client's phone, if they called from the caregiver phone when this requirement is in place the EVV event would be considered Invalid for not meeting the agency requirements.
EVV Linking
Linking EVV is one of the most important aspects of using Rosemark. The process itself is a simple one, but making sure agency staff understand the context is important. In the image below you can see the Status column, if the EVV event has a green checkmark the means the event is linked to the shift and will appear on the shift window.
To link an EVV select the EVV event and click the Link button on the EVV details portion of the window.
Clicking the Link button will open the linking window. In the linking window you will see the EVV event at the top, and the shift that the link is attached to.
The last step in the linking process is to review the event and determine how you want to handle any time discrepancies between the EVV event and the scheduled shift times. In the example below you the shift was scheduled to end at 8am, but the caregiver did not clock out until 8:15am. When linking the the user needs to make the decision to either link the event to the originally scheduled shift time, or to change the scheduled shift time to match the EVV event. Keep in mind that changing the shift time to match the EVV event will have billing and payroll implications, possibly increasing or decreasing the time based on the EVV event. In the example below the duration increased from 12 hours to 12 hours and 15 minutes. Whatever option is chosen afterwards you can finish linking the EVV event by hitting the Ok button.
Medicaid and VA Shifts
Most Medicaid and VA clients have a limit on the number of hours of service they can receive. Agencies should pay special attention to those clients while linking to ensure they do not go over the authorized hours.
Ignoring EVV Events
At some point you will see an EVV event that you do not want to link. The most common scenario for this is a caregiver clocking out and then being asked by the client for help. The caregiver helps the client and then clocks out again to reflect the correct time they finished their work. In this situation you will want to ignore the first incorrect clock out and link the second one. To do this click the Ignore check box on the first EVV event. You will see an updated icon in the link status column. If at any point you need to link the EVV event you can uncheck the ignore box.
