Overnight EVV Services
How can I use EVV for overnight services?
Administrators, Managers
We understand the importance of accurately capturing service times for EVV compliance. Most funders and EVV aggregators require services to be delivered on a single calendar date. As such, delivering a service that crosses over midnight (12 a.m.) requires two distinct records - one to track the hours before midnight and one to track the hours after midnight. This would require staff to check in at the start of their shift, then check out at midnight only to immediately check back in and then check out again when their shift ends. This is cumbersome for staff and leads to inaccurate times. Read more to learn how SETWorks can make this process easier.
Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.
How can I set up my appointments to be 24 hours?
SETWorks has built-in rules to recognize and handle 24-hour appointments. When you enter a service time from 12:00 AM to 12:00 AM, the system automatically understands this as a full 24-hour period.
How does this work with reoccurring appointments?
This feature works seamlessly with recurring appointments. For example, if the individual receives respite services on an ongoing basis, you can easily set up recurring 24-hour appointments to avoid repetitive data entry.
What if my services use EVV?
To ensure accurate and timely Electronic Visit Verification (EVV) records, staff members will need to interact with SETWorks. You would need to setup a 12:00 AM time to a time later in the day. Then start from that same time in the day to the 12:00 AM time. Staff will check-in at the previously designated time, and the system will automatically check them out and back in at midnight.
Detailed Explanation with Examples
Situation: One (1) User (Staff) is providing services to One (1) Client (Consumer) from Monday 10 p.m. until Tuesday at 6 a.m.
Recommendations:
Manager or Staff set up two appointments in the following manner:
Appointment 1:
Monday 10 p.m. - 12 a.m.
Appointment 2:
Tuesday 12 a.m. - 6 a.m.
At 10 p.m. Monday Staff check in to the appointment that starts Monday at 10 p.m.
SETWorks will see this is an overnight shift and automatically convert the next appointment in the series and insert the check in row to the appointment that starts at 12:00 a.m. SETWorks will display the message "We noticed you are working an overnight shift. We've gone ahead and checked you into your next record. Have a good night!"
At 6 a.m. Tuesday Staff check out of the second appointment that started Tuesday at Midnight.
SETWorks will see this is the end of an overnight shift and copy the check out back to the first appointment that ended at Midnight.
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