Expert Tips for a Smooth EVV Implementation in Your I/DD Agency

The transition to Electronic Visit Verification (EVV) is a significant undertaking for agencies providing Homemaker Personal Care (HPC) services to individuals with intellectual and developmental disabilities (I/DD). While the Ohio Medicaid mandate aims to enhance transparency and accountability, the implementation process can feel daunting. 

At Brittco, we've guided numerous I/DD agencies through successful EVV adoption. We understand the potential challenges and have compiled these expert tips to help your agency navigate the process smoothly, minimize disruption, and ensure a seamless transition to compliant EVV. 

1. Start Early and Plan Thoroughly:

Don't wait until the last minute. Begin researching and planning your EVV implementation well in advance of any deadlines. This includes: 

• Understanding the Mandate: Familiarize yourself with the specific requirements of the Ohio Medicaid EVV mandate and any relevant updates. 

• Assessing Your Current Workflow: Analyze your existing processes for timekeeping, scheduling, and billing. Identify areas where EVV will integrate and potential points of friction. 

• Defining Your Needs: Determine the specific features and functionalities your agency requires from an EVV system. Consider factors like the size of your agency, the types of services you provide, and the technological comfort level of your staff. 

2. Choose the Right EVV Partner:

Selecting the right EVV vendor is crucial for a smooth implementation. Look for a partner who offers: 

• A User-Friendly System: Opt for a system with an intuitive interface that is easy for both caregivers and administrative staff to learn and use. Brittco's dashboard, for example, is designed for clarity and efficiency. 

• Robust Functionality: Ensure the system meets all the Ohio Medicaid EVV requirements, including accurate visit capture, real-time data transmission, and comprehensive reporting. 

• Exceptional Support: Choose a vendor with a proven track record of providing timely and effective support. Brittco's dedicated support team is committed to guiding you through every step of the implementation process and beyond. 

• Experience with I/DD Agencies: A vendor with experience working with agencies serving individuals with I/DD will better understand your unique needs and challenges. 

3. Involve Your Team from the Outset:

Successful EVV implementation requires buy-in from all stakeholders: 

• Include Caregivers: Seek input from your direct care workers early in the process. Address their concerns, provide thorough training, and highlight the benefits of EVV in simplifying their documentation. 

• Engage Administrative Staff: Ensure your administrative team is involved in the planning and selection process. Provide them with comprehensive training on the new system and its reporting capabilities. 

• Communicate with Individuals and Families: Clearly explain the purpose and benefits of EVV to the individuals you support and their families. Address any questions or concerns they may have. 

4. Prioritize Comprehensive Training:

Adequate training is essential for a smooth transition. Your EVV vendor should provide thorough training resources, including: 

• Onboarding Sessions: Initial training for all users on the system's core functionalities. 

• Ongoing Support Materials: User guides, FAQs, and video tutorials for continued reference. 

• Train-the-Trainer Programs: Empowering key staff members within your agency to become EVV experts and provide ongoing support to their colleagues. Brittco is committed to providing comprehensive training tailored to your agency's needs. 

5. Conduct Thorough Testing:

Before fully implementing the EVV system, conduct rigorous testing with a small group of users. This will help you: 

• Identify Potential Issues: Uncover any technical glitches or workflow challenges early on. 

• Refine Your Processes: Adjust your internal procedures based on the testing feedback. 

• Build Confidence: Ensure your team is comfortable and proficient with the new system before the full rollout. 

6. Implement in Phases (If Necessary):

For larger agencies, a phased implementation approach can minimize disruption. Start with a pilot program in one department or with a select group of caregivers before rolling out the system agency-wide. This allows you to: 

• Gather Feedback: Collect valuable insights from the initial users. 

• Make Necessary Adjustments: Fine-tune your implementation strategy based on real-world experience. 

• Manage the Change More Effectively: Gradually introduce the new system to your entire team. 

7. Establish Clear Policies and Procedures:

Develop clear internal policies and procedures for EVV usage, including: 

• Clock-In/Clock-Out Protocols: Define the specific steps caregivers need to follow when starting and ending visits. 

• Visit Documentation Guidelines: Outline the required information to be captured during each visit. 

• Error Correction Processes: Establish a clear process for identifying and resolving EVV data errors. 

• Device Management (if applicable): If using agency-provided devices, create guidelines for their use, maintenance, and security. 

8. Monitor and Evaluate Regularly:

Once your EVV system is implemented, don't set it and forget it. Continuously monitor its performance and gather feedback from your team. This will allow you to: 

• Identify Areas for Improvement: Pinpoint any ongoing challenges or inefficiencies. 

• Optimize Your Workflow: Fine-tune your processes to maximize the benefits of EVV. 

• Stay Updated: Keep abreast of any changes or updates to the Ohio Medicaid EVV mandate. 

Brittco: Your Partner for a Seamless EVV Journey 

Implementing EVV doesn't have to be a stressful experience. By following these expert tips and partnering with a reliable and supportive vendor like Brittco, your I/DD agency can navigate this transition smoothly and efficiently. Our user-friendly system, dedicated support team, and commitment to understanding the unique needs of I/DD providers make us the ideal partner to guide you towards successful EVV implementation and ensure timely reimbursements, allowing you to focus on what truly matters – providing exceptional care. 

Ready to experience a seamless EVV implementation? 

Contact Brittco to Learn More 

Let our experts help your agency navigate the EVV landscape with confidence and ease. We're here to support you every step of the way.