Electronic Visit Verification Frequently Asked Questions

General Questions

A: Electronic Visit Verification (EVV) is a computer/smart phone-based system used by Participant-Directed Workers (PDW) to clock in and out. It electronically documents the precise time a service delivery visit begins and ends. Washington, DC requires EVV for Medicaid funded home and community-based services provided through the Department of Healthcare Finance (DHCF) and managed care organizations (MCO).

For more EVV specific information, please refer to the DHCF EVV website.

A: We began using the EVV system on December 7, 2020. DHCF will not enforce claims adjudication edits for services subject to Electronic Visit Verification for dates of service beginning on January 1, 2021. While the system is up and in production, the agency has determined that users across the platform will need time to transition to this new way of recording time spent providing services to DC Medicaid beneficiaries.

1. I forgot to clock in/clock out
2. My phone or tablet was not working
3. The App is not working
4. I don’t have a phone or tablet
5. My member had an emergency
6. I clocked in/out at the wrong time

A: When issues arise and you are unable to clock in/out, an adjustment to the shift or a manual time entry will need to be made during the visit maintenance process in Sandata’s web portal. The Participant/Authorized Representative will need to review and approve the time.

A: Paper timesheets will not be accepted after 12/31/2020. All Participant-Directed Workers must submit time through an approved EVV option. EVV will be your new timesheet.

A: All time must be submitted through EVV. EVV is your new timesheet.

The only exceptions will be for Sick Time. Sick Time will be submitted through approved paper Sick Time timesheets. These will continue to be faxed to 855-436-9096, or emailed to InfoCDDC@ConsumerDirectCare.com.

A: There are two approved ways to submit EVV shifts:

  • The Sandata Mobile Connect app (SMC). This requires a smart phone or device with location services.
  • Telephonic Visit Verification (TVV). A registered Participant/Client phone number.
    • This can be a cell phone or landline
    • More than one number may be registered

A: No, you will not be required to buy your Participant-Directed Workers smartphones for EVV. The ability to use the Sandata Mobile Connect app is PREFERRED, however, alternative methods for inputting EVV visits will be available.

A: Yes. DHCF is holding training sessions for Participants and Authorized Representatives November 19 through December 10.

The EVV Employer/Beneficiary training will be an instructor-led web-based training. Also know as webinars, these sessions allow you as the Employer/Beneficiary to attend from a remote location using your computer, smartphone, or tablet with internet access.

You must select from one of the web-based training dates. Click here to review the training schedule. To register for a training, please contact Consumer Direct Care Network District of Columbia. We will send you an email with a link to register.

Please note: These trainings are for the Beneficiary/Employer or Authorized Representative. Participant-Directed Workers will be notified of their required EVV training soon.

A: Using the mobile app does not change your pay schedule. It does however, reduce common errors found on paper timesheets that can delay your pay, so you are more likely to be paid on time.

A: Participants can see their spending summary and Participant-Directed Workers can see their paystubs on the CDCN web portal. Participants, Participant-Directed Workers, and Authorized Representatives will need to register to use the CDCN web portal.

A: Less than 100 MBs per month. The app does not need to run continuously and pull data while you work.

A: The mobile app is free to download.

Registration Questions

A: A step-by-step registration guide will be available soon.

A: The mobile app cannot be used until a current email address is provided to Consumer Direct Care Network. An email will be sent with registration instructions and login credentials.

Logging and Approving Time Questions

Instruction on how to use the EVV options to submit time will be available soon.

A: Yes, the Participant/Authorized Representative must review and approve every shift submitted on the mobile app, TVV and web portal.

A: Yes. To be compliant with the 21st Century Cures Act EVV requirements, time worked must be logged in real time. Time must be entered by the Participant-Directed Worker at the beginning and end of each shift.

A: Shifts may be approved by the Participant/Authorized Representative at any time, preferably by the published payroll deadline. The Participant/Authorized Representative can approve the time at the end of each shift using the Sandata web portal. The web portal allows for time to be approved daily, multiple times per week, or weekly. We recommend time is approved daily or multiple times per week.

A: Each service type must be logged separately in real time as it is worked. The Participant-Directed Worker will need to stop their current shift and start a new shift each time the service type changes. A Participant-Directed Worker may have several shifts logged for each day if they change services throughout their shift.

A: When issues arise and you are unable to clock in or out, an adjustment to the shift or a manual time entry will need to be made during the visit maintenance process in Sandata’s EVV web portal.

A: Yes, time can be started by the new Participant-Directed Worker. The Participant/Authorized Representative will need to make the adjustment in Sandata EVV web portal for the first Participant-Directed Worker that did not end their shift.

A: No smart phone is required, simply preferred. Shifts can be entered via TVV in the absence of a smart phone.