Virginia’s Trusted EVV +
Home Care Software Solution

An all-in-one home care software to meet Virginia’s EVV standards and ease home care management.

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Virginia EVV Home Care Software Solution

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Make Medicaid Claims and
EVV Compliance Simple

EVV Model: Open Model | Aggregator: TELLUS + EDI file generation |
CareSmartz360 EVV Solution: Available
Implementation Deadline: June 30, 2020

CareSmartz360, our advanced home care software, is integrated with a Virginia approved aggregator. It has a telephony & GPS-Enabled Mobile App solution to assist Medicaid- enforcing businesses in meeting state EVV requirements. Our EVV solution enables agencies to streamline operations and ensure compliance with easy-to-use features.

  • HIPAA & EVV Compliant
  • Smart Telephony
  • Manage Schedules
  • Automated Billing
  • Robust EVV Reporting
  • Open APIs
  • GPS-Enabled Mobile App
  • Caregiver Tracking
  • Error-Free Medicaid Claim Submission
  • Point of Care Documentation
  • Easy Migration
  • Award-Winning Support

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Understanding Virginia’s Electronic Visit Verification

Virginia is an open model state, and the Department of Medical Assistance (DMAS) regulates Medicaid-funded Personal Care Services. The Virginia EVV implementation timeline is as follows:

October 01, 2019

DMAS was granted a Good Faith Effort (GFE) exemption from the Centers for Medicare & Medicaid Services.

December 31, 2019

DMAS extended the deadline from October 1, 2019, to December 31, 2019, and remarked it as a transition period.

June 30, 2020

EVV implementation date was chosen, and the state aggregator was finalized.

State aggregators offer Medicaid payers and providers some actionable data that allows them to comply with the 21st Century Cures Act.

Virginia's Home Care Regulations & Facts

Do you know?

Virginia is tax-friendly for retirees and has several deductions and exemptions, which makes it an ideal state for seniors. Seniors can deduct up to $12,000 in pension from their state taxable income. While seniors in Virginia look for quality care, the government has laid some regulations for home care agencies.

  • Virginia has no separate tipped rate for home care workers who receive tips.
  • Caregivers and eligible veterans are paid for mileage and other travel expenses at the rate of 41.5 cents.
  • The Code of Virginia specifies “equal pay” in the state, irrespective of gender.
  • Virginia has implemented a use-it-or-lose-it policy where home care workers can use their leave by a set date or lose it.
  • Caregivers in Virginia must complete a minimum of 8 hours of training by a Professional Association of Caregivers.
  • While no state acts provide home care workers with medical leave or family leave benefits, home care providers in Virginia must provide caregivers with family and medical leave consistent with the Family and Medical Leave Act (FMLA).

Using a home care management software can make your life easier. The GPS-enabled technology can help Virginia Home Care Agencies meet EVV mandates and regulations laid out by the State. Caregiver training, payroll, and billing to facilitate quality care anywhere and anytime.

See how CareSmartz360 helps meet Virginia's strict laws & regulations!

Home Care Regulations & Facts

A User-Friendly Mobile EVV Solution for Virginia

Responsively designed and feature-rich apps to seamlessly run your home care agency on the go.

CareSmartz360+
Caregiver App

GPS-enabled app to seamlessly manage caregiver visits.

  • Multilingual Support
  • Electronic Visit Verification
  • Easy Clock-In/Clock-Out
  • Verify Visits at the Point of Care
  • View Care Plans on the Go
  • Shift Tasks & Shift Status
  • Offline Mode & Alerts
Mobile EVV Solution for Home Care Agencies

Mobile App for
Agency Staff

Increase agency staff productivity and organize daily activities on-the-go.

  • Electronic Visit Verification
  • Easy Calendar View
  • Real-time Communication
  • Streamline Client Management
  • Simplify Caregiver Management
  • Easy Information Access
  • Easy to Use

All-in-One Homecare Management Solution For Virginia

CareSmartz360 is a trusted partner for Virginia home care agencies looking to scale their operations while meeting state laws and regulations, including EVV standards.

CareSmartz360 Home Care Management Solution

Solutions Tailored for Diverse Home Care Agency Users

FAQs: Home Care in Virginia

Virginia is an open model state. Section 12006 of the 21st Century Cures Act made implementing an Electronic Visit Verification (EVV) system compulsory. The Department of Medical Assistance (DMAS) regulates Medicaid-funded Personal Care Services. Like many other states, Virginia filed a Good Faith Effort extension with the Centers for Medicare and Medicaid Services (CMS) and approved the extension. Electronic Visit Verification in Virginia was implemented on June 30, 2020.

Centers for Medicare & Medicaid Services does not interpret the EVV requirement to apply to PACE program services. In CMS's view, PACE is a separate Medicaid benefit listed in section 1905(a)(26) of the Social Security Act. That provision is not cited in section 12006(a)(5)(C) of the Cures Act.

The complete data that must be captured during a visit is:

  • The type of service performed
  • The full name of the individual receiving the service
  • The full name of the individual providing the service
  • The specific date the service was provided
  • The physical address (location) where the service was provided
  • The time the service begins and ends

The HIPAA Privacy Rule and Virginia law provide a client's medical records rights. The HIPAA Privacy Rule sets standards for care providers across the US. Individuals have a right to see, get a copy of the client's medical records, and use the information to provide quality care.

The Virginia Department of Aging and Rehabilitative Services (DARS) aims to improve the quality of life, employment, independence, and security of older Virginians and their families.

Suppose a caregiver works in Virginia and uses their personal car or vehicle for work. In that case, they are covered under the Virginia Mileage Reimbursement Law. The purpose of this law in the United States is to ensure that the caregivers don't pay out-of-pocket costs incurred during business hours.

Eligible home care workers in Virginia can earn a compensatory leave on an hour-for-hour basis. Accordingly, caregivers may earn an hour of compensatory leave for each hour required to work for the reasons cited in section III(A) of the Act. However, an accrued compensatory leave may lapse within 12 hours from the date on which it is earned.

According to the federal Worker Adjustment and Retraining Notification (WARN) Act, the home care providers must notify home care workers in Virginia of a large-scale layoff or plant closing.

CareSmartz360, the EVV-compliant home care software solution speeds up the billing processing time and reduces repetitive manual tasks. It:

  • Automates and tracks invoices.
  • Facilitates easy QuickBooks Export through Open APIs.
  • Splits the bill for two different payers.
  • Customizes invoice format according to payer requirements.
  • Facilities state-wise Medicaid billing.
  • Offers unified claim submissions, payments, and electronic billing.

Since CareSmartz360 is integrated as an all-in-one agency management system, the cloud-based home care software helps elevate your agency's workflow for greater efficiency. Agencies will not have to commit manual hours to copy EVV data from a standalone system for accurate billing and streamlined payroll.

CareSmartz360 has comprehensive reporting features to streamline scheduling & EVV reports. These reports help in taking your agency operations to a new level of efficiency. The scheduling and EVV reports help in:

  • Monitoring the caregiver's performance
  • Tracking the number of hours spent on shifts
  • Monitoring time scheduled with time delivered
  • Tracking caregiver check-ins and check-outs
  • Monitoring client schedules, open shifts, and more.

Can’t find the answer you’re looking for?

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Our users reported 95% customer satisfaction in 2021. Schedule a personal walkthrough to see CareSmartz360 in action.

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