EVV Training Requirements Checklist to Ensure Compliance
Electronic Visit Verification (EVV) is a federally mandated framework for Medicaid-funded personal care services and home-based care services. It provides a standardized system for caregivers to log essential appointment information, ensuring all relevant details are recorded in full and in line with prescribed care plans.
As stated in the 21st Century Cures Act, EVV’s primary purpose is to reduce reporting fraud and increase accountability. To remain compliant, caregivers must note six key elements for each visit: the services being delivered, the name of the individual receiving care, the date, the location, the name of the caregiver providing the service, and the appointment’s start and end time.
These functions are carried out by EVV software, which typically includes both a desktop platform for in-office staff and a mobile app for caregivers out in the field. As new team members are onboarded, they’ll need to be trained in-depth to properly carry out the agency’s EVV mandate. In this piece, we’ll explore how to establish an effective training program that prioritizes accuracy and clarity, so your team can uphold your compliance efforts at every level.
Who Must Complete EVV Training
There are two levels to EVV training requirements: initial training, then annual follow-up training. To remain EVV compliant, the following organizations must complete the initial onboarding before using an EVV system, followed by yearly refreshers:
Program providers, i.e., home care agencies that deliver Medicaid-funded personal care or home health services, including medical services, non-medical support, and rehabilitation care.
Financial management services agencies (FMSA) which help manage the financial and administrative responsibilities for self-directed care programs. These intermediaries can take on various forms, including companies that process caregiver payroll and taxes for clients in a self-directed program, third-party providers that handle timesheets/reimbursements/billing on behalf of clients, and companies that manage employer-related tasks for individuals who are unable to handle them.
Consumer Directed Services employers, i.e., individuals who hire their own caregivers as part of a self-directed program. They may be someone receiving a Medicaid waiver, a parent acting on behalf of a minor child, or a designated representative managing care for someone who is not able to do so themselves.
Overview of EVV Training Requirements
States using a vendor-provided EVV system typically receive training from the contracted vendor, covering tasks like clocking in and out, correcting visit errors, and using mobile or phone-based tools. Proprietary EVV systems, on the other hand, allow agencies to choose or build their own platform. In these cases, they’re also obligated to create and deliver their own internal training while ensuring the system meets all state and federal requirements.
Regardless of the situation, annual EVV training is a legal requirement for all provider types listed in the previous section, even if no operational changes have occurred and all employees have completed the previous year’s training. In fact, many states require proof that every employee who uses or oversees EVV systems has completed the required modules each year.
EVV Training Checklists by Service Delivery Option
Agency Service Delivery Option
- Complete EVV system training, including clock-in/clock-out methods, before system use.
- Complete EVV portal training on the TMHP Learning Management System (CBT modules 1–6) or instructor/webinar format.
- Complete EVV policy training (offered by HHSC or MCO) before system use and annually thereafter.
- Maintain written proof of completed training for all EVV users.
- Confirm all service attendants have finished their clock-in/clock-out training before system activation.
- Ensure continuous compliance through annual re-training and retention of records.
CDS Service Delivery Option
If the CDS employer selects self-training:
- FMSA responsibilities
- Ensure the employer understands their obligation to train CDS employees.
- Provide required orientation materials and access to state-mandated EVV/Medicaid guidance.
- Maintain documentation showing the employer received training resources.
- CDS employer responsibilities
- Develop and deliver training to employees based on individual needs plans and service requirements.
- Train employees on EVV procedures, visit documentation, timesheet submission, and role expectations.
- Maintain training records and sign-offs for all employees.
- CDS employee responsibilities
- Complete all employer-delivered training before providing services.
- Follow the employer’s EVV process, including clocking in/out and resolving errors.
- Sign any required acknowledgment forms.
If the CDS employer selects agency-provided training:
- FMSA responsibilities
- Deliver training directly to CDS employees in all required areas (program rules, EVV, service delivery)
- Provide employers with verification that training is complete.
- Retain proof of training, assessments, and competency evaluation.
- CDS employer responsibilities
- Ensure employees attend FMSA-delivered training before starting work.
- Keep training certificates or documentation supplied by the FMSA.
- Provide any supplemental, client-specific instruction as needed.
- CDS employee responsibilities
- Complete all FMSA-provided training before delivering services.
- Adhere to EVV system requirements and FMSA protocols.
- Request clarification or retraining if procedures are unclear.
If the CDS employer selects combination training:
- FMSA responsibilities
- Train employees on required regulatory components (EVV processes, compliance rules, safety basics).
- Inform employers which topics they must cover independently.
- CDS Employer Responsibilities
- Provide customized, client-specific training that complements the FMSA’s required modules.
- Document all employer-delivered training and maintain employee sign-offs.
- CDS Employee Responsibilities
- Complete both FMSA-provided and employer-provided modules.
- Demonstrate competency in EVV system use, service tasks, and client-specific needs.
Best Practices for Successful EVV Training Implementation
Want to make sure you never miss a single step? That’s what checklists are for. Create standardized guidelines that outline every step of the implementation process, including required EVV modules, system walkthroughs, and competency sign-offs. Assign a deadline to each one and clearly list the documentation required to stay above board. Every year, review the checklist and update it according to new legislation.
Next, implement a centralized tracking system to understand whether your implementation is rolling out as planned. Whether it’s a digital HR tool suite or a simple spreadsheet, use it to keep track of training dates, refresher requirements, and verification submissions. Set automatic reminders to avoid missing important deadlines and falling out of step with compliance.
While EVV legislation only requires one annual refresher, quarterly or biannual touchpoints are recommended to reinforce best practices, review recurring errors, and walk through new features in the EVV system as soon as they’re released. Use real examples from internal operations to make these refreshers feel relevant and engaging.
To bridge the gap between training sessions, give team members access to an EVV resource hub that contains training guides, FAQs, and other helpful references. In the case of more complex needs, contact information for vendor support or the state help desk.
Manage EVV Implementation Successfully With AxisCare
AxisCare is a trusted EVV partner for home care agencies across the country. Our software is configured for both in-office staff and caregivers in the field, offering a desktop and mobile app that keeps teams connected and compliant. We understand the nuances of state-level legislation and know exactly what it takes to avoid costly penalties, fines, or claim denials. To learn more about how we can support your EVV needs, request a free personalized demo!
