If you operate a home health care business in the United States, you are likely already aware that the 21st Century Cures Act mandates states to establish policies requiring the implementation of Electronic Visit Verification (EVV) for all Medicaid-funded home care. EVV refers to systems that electronically verify and record the details (such as times, locations, caregivers and recipients involved) of all home care visits)
The deadline for states to act on this mandate is only months away, so if you have yet to choose and implement an EVV solution, now is the time to start. Here are 5 tips for making the transition to using EVV as painless as possible.
This will be a big change, for both your employees and the recipients of your care. The more clearly you communicate the exact nature of that change to everyone, the easier it's going to be. It cannot be one-time communication but consistent communication and answer your employee and recipient questions effectively.
Usually a town hall meet, newsletters and mails helps in getting the communication start with the staff and caregivers.
With EVV systems like CareTap, paper time-sheets are replaced by electronic record-keeping.
2. Use the Time You Have
Even the simplest and most straightforward EVV system is going to take time to implement. It’s not a turn off/on switch to get EVV implemented, most of the home care businesses needs months to properly implement EVV system. Of course it depends on your business size.
Avoid business disruptions by planning the transition around future operations, and not the other way around.
3. Don't Move Too Fast
To repeat: you have time. The last thing you want is to be operating solely without EVV one day and then try to be completely switched over by the next.
Train supervisors on your chosen EVV solution first. They're going to need more intimate familiarity than anyone else, so get them started early. With a simple enough system, like CareTap and its easy-to-use mobile app, the training process will still be relatively quick. Your challenge will be to implement as smooth as possible without any disruptions in the operations.
4. Know the Value of Onsite Training
Training your employees on your new EVV system isn't just a matter of having them watch a few videos online. The best way to learn is through in-person, hands-on training. Choose a solution that makes this available.
CareTap, for example, offers live seminars for a firsthand look at how the system works. Don't underestimate how valuable that can be.
There are three steps in ensuring proper training to your caregivers:
- On-site hands on training
- In-person followup after 30 days
- Caregiver Q&A sessions with the supervisors (QP/Nurses).
CareTap team is dedicated in helping the home care agencies though out the training process.
5. Start Small
My advice to owners/directors, when it comes to training caregivers on your chosen EVV system, don't try to roll it out all at once. As in any transition, expect change management challenges, and those are easier to manage if you're not trying to do too much at once.
After your supervisors are properly trained, extend training to a small group of caregivers, and have them start using the new system first. Once they're comfortable with the process and things seem to be going smoothly, add another small group, and so on. Before you know it, EVV will be second nature to your entire home health care business.
It’s all about planning, preparing and execution, without experience vendor it’s difficult.