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#1 Home care management software to ease EVV and transform the way you provide care.

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West Virginia EVV Home Care Software Solution

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Make Medicaid Claims and
EVV Compliance Simple

EVV Model: Open Model | Aggregator: EDI file /TELLUS/HHAeXchange |
CareSmartz360 EVV Solution: Available
Implementation Deadline: January 01, 2021

CareSmartz360, a leading home care software, is integrated with a West Virginia-approved aggregator. Telephony & GPS-Enabled Mobile App solution assists 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 West Virginia’s Electronic Visit Verification

The West Virginia Department of Health and Human Resources (DHHR) and Bureau for Medical Services (BMS) regulates the home care industry in the state. It has mandated the Electronic Visit Verification (EVV) system for Medicaid-funded Personal Care Services (PCS).

The State of West Virginia has chosen an Open Model for the EVV solution.

The State Procured Solution
  • The state takes responsibility for the cost and procurement
  • The state is responsible for maintenance and updates to the system
  • The upgrade options may be available for providers to implement the upgrade options.

The Provider-Owned Solution
  • The provider has the responsibility for the burden and cost of the system.
  • Providers must provide evidence that their system complies with the requirements for the Act, DHHR, data aggregator, and associated costs.

January 01, 2021, was selected as the official EVV implementation. The 21st Century Cures Act required agencies to select an EVV system that electronically verifies their information.

West Virginia's Home Care Regulations & Facts

Do you know?

West Virginia laws aim to provide caregivers greater protections than federal laws. While the West Virginia Department of Health requires home care agencies not to obtain a DPH granted license, they can still be penalized for not following best practices for operation. They must adhere to some rules and regulations, which are:

  • Home care providers in West Virginia must pay their caregivers at least semi-monthly.
  • Agencies in West Virginia protect their home care workers with disability insurance coverage after being laid off under the limited mini-COBRA.
  • West Virginia home care providers may undergo background checks while recruiting their workers.
  • Home care providers in West Virginia are not required to count on-call times if workers are not required to remain on the provider’s premises.
  • Home care providers must pay workers for travel time if it requires an overnight stay.
  • Regarding employment and payroll data, home care providers must keep payroll records, certificates, agreements, notices, employment contracts, and other documents for at least three years under the Fair Labor Standards Act (FLSA).
  • The Professional Association of Caregivers recommends an 8-hour certification course for home care workers in West Virginia.

CareSmartz360, a home care management software and GPS-enabled technology enables West Virginia-based home care to meet EVV mandates and regulations laid out by the State. Additionally, the agencies can ensure that their demands for billing, care plans, and other operational requirements are met.

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

Home Care Regulations & Facts

A User-Friendly Mobile EVV Solution for West 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 West Virginia

CareSmartz360 is a trusted partner for West 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 West Virginia

DHHR has been working with the Centers for Medicare and Medicaid Services (CMS) to establish the finalized implementation dates. However, if it delays implementation, the state providers are most likely subject to Federal Medical Assistance Percentages (FMAP) reductions. These are:

  • 0.25 percentage points for the 2020 calendar quarters.
  • 0.5 percentage points for the 2021 calendar quarters.
  • 0.75 percentage points for the 2022 calendar quarters.
  • One percentage point for 2023 calendar quarters.

The 21st Century Cures Act was enacted into law on December 13, 2016, to improve the quality of care provided to clients through enhanced research, quality control, and strengthened mental health. While federally required implementation dates vary depending on the type of service offered, the West Virginia EVV implementation deadline for Personal Care Services was selected as January 01, 2021.

Many home care software solutions are available in the market today that are integrated with features and functionalities to adhere to all the compliance and contribute to the best possible care delivery.

While selecting a home care software for your agency in West Virginia, look for a software solution that is easy to use by your agency staff, clients & their family, and caregivers. For instance, with CareSmartz360, the all-in-one home care software, agencies can benefit from efficient time tracking, easy scheduling, smart billing, and custom reporting. It also helps them be compliant with electronic visit verification solutions to meet the state's EVV requirements.

Electronic visit verification solution verifies a caregiver's location, hours of work for payroll and billing, helps with Medicaid reimbursements, curbs fraud, and ensures transparency in care quality with continuous tracking and monitoring caregiver visits to help home care agencies facilitate caregiving.

COBRA is a federal law allowing home care workers to cover their health insurance benefits after employment ends. Similarly, West Virginia has a limited mini-COBRA, allowing home care workers to continue disability insurance coverage for up to 18 months of being laid off.

West Virginia has no restrictions on what is to be reported in background screening reports. However, the Fair Credit Reporting Act (FCRA) allows for a review of the past seven years only.

These checks are mandatory for home care workers who administer medications or perform health maintenance tasks. It takes 2-3 business days for the West Virginia Board of Examinees for Registered Professionals to receive the results.

West Virginia has no laws that state how many hours workers need to work full-time or part-time. Each company sets these rules, and workers must abide by them. However, workers have the right to rest for 20 minutes every 6 hours.

Since a single client has many payers like multiple insurance companies and multiple family members, CareSmartz360, the EVV-compliant home care software steps in to divide payments between all payers. The Payer screen will help you choose and assign the amount each payer will pay.

CareSmartz360 offers a robust billing solution for smart and accurate billing, adequate payment, and quick reporting. Care providers can submit claims the same day they offer services and get paid faster to be able to stay ahead of claim denials.

Additionally, CareSmartz360 is an all-inclusive of electronic visit verification for agencies who bill Medicaid, capture data required for EVV, and helps stay caregivers focused on care delivery.

Switching from an old home care software to CareSmartz360 is effortless- all thanks to open APIs, making it an ideal migration tool. These make transition hassle-free and onboarding easy. You can easily connect CareSmartz360 with any existing tool like QuickBooks, Paychex, Waystar, etc.

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