A Guide for Understanding Electronic Visit Verification (EVV) California

EVV in California should be simple: your caregiver team clocks in and out of each shift via a mobile app. But, regular changes to California’s EVV processes can make electronic visit verification confusing.

Here’s what you need to know about staying EVV-compliant in California, from how it works to what the recent updates mean for your home care agency. We’ll also look at how CalEVV affects your clients’ and caregivers’ privacy.

What Is Electronic Visit Verification (EVV)?

Electronic visit verification is a digital record of where a caregiver was at the start and end of each care service. It’s designed to tackle fraud and ensure Californians receive the care services they’re entitled to.

How Does California’s EVV System Work?

EVV is a federal requirement, mandated by the 21st Century Cures Act. However, each state is free to choose how they implement it.

California operates as an open state. This means that your home care agency can use either California’s EVV system — also called CalEVV — or an approved alternate EVV system. 

Whichever EVV system you use, the process will look fairly similar. In order to comply with federal guidelines, the system must collect six pieces of data about each care service:

  1. The client care service type

  2. The client receiving the care services

  3. The client care service date

  4. The client care service location

  5. The caregiver identity

  6. The time the client care service begins and ends

For EVV to work, you’ll first need to register all your clients and caregivers on the system. Then, your caregivers must clock in and out of each client shift. They can do this via a mobile app or telephone timesheet system (TTS). You can also use the Electronic Services Portal (ESP).

Finally, your EVV system will match the caregivers’ GPS data to the data you’ve uploaded to verify that the visit took place.

How Has EVV in California Changed and Why?

California has implemented two significant changes to its EVV system in 2024, as well as a major update in July 2023. These are:

Change #1: Updated Processes for Non-Live-In In-Home Supportive Services (IHSS) from July 2023

As of July 1, 2023, non-live-in providers of in-home support services (IHSS) must clock in and out at the start and end of care services. This change was made to bring California’s EVV regulations in line with federal requirements.

Change #2: Updated Service Codes from January 2024

On January 1, 2024, California removed some service codes and introduced new ones on CalEVV. This was to ensure that California was complying with its EVV requirements. 

The affected programs were:

  • Multipurpose Senior Services Program (MSSP) 1915(c) Waivers

  • Home Health Care Services (HHCS): Managed Care Plan (MCP) and Fee-for-Service (FFS)

  • Home and Community-Based Alternatives (HCBA)

You can find the most recent service codes here (PDF, last updated March 2024).

Change #3: Multi-Factor Authentication from February 2024

As of February 21, 2024, you’ll need multi-factor authentication (MFA) to access the CalEVV portal, CalEVV Aggregator, or Business Intelligence (BI) Tool. This is to improve security and ensure clients’ data is kept private.

How Does California’s EVV System Impact Privacy Concerns?

Although California’s EVV system implementation is designed to protect vulnerable Californians, it’s also led to privacy concerns. Not all clients want their location data recorded.

To reduce privacy concerns, CalEVV only captures GPS coordinates when care services are provided in the client’s home. Location data is not collected when services are delivered in the community.

Live-in carers are also exempt from EVV location capture. And, the recent addition of MFA is designed to further boost client privacy and data security.

Does EVV Track Your Location at All Times?

California’s EVV system does not track your caregivers’ locations at all times. It only records in-home care and healthcare workers’ GPS locations at the start and end of each care service.

Simplifying Care Delivery with Home Care Agency Software

Delivering quality care services is hard enough without having the right tools to support you. But ShiftCare’s care management software has helped thousands of home care agencies deliver high-quality care more efficiently and effectively.

It comes with scheduling, HIPAA-compliant document management, care note templates, invoicing, client funds management tools, and more.

Try ShiftCare for free.

Who is subject to EVV?

Providers of Medicaid services, in-home healthcare services, and in-home supportive services in California are subject to EVV.

How much is a EVV?

There’s no charge to use Calfironia’s EVV system, CalEVV. However, if you use an alternate EVV system, you may need to pay.

What is the phone number for EVV in California?

There are two phone numbers for EVV support in California. Call (855) 943-6070 if you’re using the California EVV system, or (855) 943-6069 if you’re using an alternate EVV system.

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