Why This Matters
The 21st Century CURES Act requires all Medicaid-funded personal care and home health services to use Electronic Visit Verification (EVV).
Because of this law, CareSphere requires ALL Caregivers to use EVV for every shift to confirm that a patient was serviced.
Clocking In & Out Is Mandatory
Your paycheck is based entirely on your EVV clock-in and clock-out record.
• If you do not clock in, you do not get paid
• If you do not clock out, your shift cannot be properly verified
• EVV protects you, the patient, and the company
Failure to properly clock in and out will result in disciplinary action.
There Is No Excuse for Not Clocking In
Over time, we’ve heard many common explanations. While we understand things happen, the following reasons will not be accepted.
“I forgot to clock in or out”
Clocking in is part of starting your shift. just like showing up.
If you don’t clock in, it tells us EVV was not top of mind, which raises concerns about compliance and patient care.
This must become a habit:
You do not start your day without clocking in.
“My app wasn’t working”
This is common, and expected.
The mobile app relies on outside technology not provided by CareSphere and can glitch. Because of this, we also provide a telephony clock-in system.
If the app does not work:
Use the telephony system immediately.
There is always a backup option available.
“My password wasn’t working” or “I forgot my password”
This does not excuse missing EVV.
If you are having app issues:
• Call your HR Specialist right away
• Use the telephony system until the issue is resolved
Waiting or skipping EVV is not acceptable.
“I got busy with my patient as soon as I walked in”
All clients are aware that caregivers must clock in at the start of the shift.
Clocking in takes about 20 seconds.
If needed:
• Kindly explain to the client you must clock in first
• If a client tends to rush you, clock in on the app before knocking on the door
EVV must happen at the start of every shift.
EVV Discipline Process: We’ve Got Your Back
At CareSphere, we understand that mistakes happen. Our goal is not to punish. it’s to support, train, and help you succeed while staying compliant.
Offense #1: Discussion & Training
If you forget to clock in or out:
• An HR Specialist will contact you
• You’ll receive refresher EVV training
• This is a learning opportunity
We’re here to help you get it right.
Offense #2: Written Warning
If EVV issues continue after training:
• HR will work with you to find solutions
• You’ll receive a written warning
• Expectations will be clearly reviewed
This is a formal reminder. not a punishment.
Offense #3: Final Warning & Probation
If issues continue:
• You will receive a final warning
• You’ll be placed on a 28-day probationary period
• This is your last opportunity to show consistent EVV compliance
Termination (Last Resort)
EVV is mandatory by law.
If EVV requirements are not met during the 28-day probation period, we may have to make the difficult decision to end employment.
This is never our goal! but compliance is non-negotiable.
We’re Here to Support You
EVV protects:
• Your pay
• Your job
• Our patients
• Our license
If you ever need help:
• Contact your HR Specialist immediately
• Use the telephony system if the app fails
• Ask questions before an issue becomes a problem
We want you to succeed. and we’re in this together.
FAQ
What is the purpose of the 21st Century CURES Act regarding EVV?
The 21st Century CURES Act requires all Medicaid-funded personal care and home health services to use Electronic Visit Verification (EVV) to confirm that a patient was serviced.
Is using EVV optional for caregivers?
No, using EVV is a legal requirement and a company requirement for all caregivers.
What happens if I forget to clock in or out?
If you forget to clock in or out, it may result in disciplinary action, and you will receive refresher EVV training.
Are there backup options if the EVV app is not working?
Yes, if the app is not working, caregivers can use a telephony clock-in system as a backup.
What is the process if I continue to have EVV issues after training?
If issues continue after training, you will receive a written warning and expectations will be clearly reviewed.
What could happen if I do not comply with EVV requirements during the probation period?
If EVV requirements are not met during the 28-day probation period, it may lead to termination of employment.
Who should I contact if I need help with EVV?
You should contact your HR Specialist immediately if you need help with EVV.
Does EVV protect my pay?
Yes, EVV protects your pay, your job, the patients, and the company's license.