Electronic Visit Verification Resources (EVV)

Frequently Asked Questions

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App Guide

About EVV

1. What is EVV?

  1. EVV (Electronic Visit Verification) is a system required by DHS to electronically record caregiver services, ensuring accuracy and compliance with state laws.

2. What does it capture?

  1. Type of Service Performed
  2. Who received the service
  3. Date of service 
  4. Location of service delivery
  5. Who provided the service
  6. When the service begins and ends

3. Why is Hmong Home Health Care switching to EVV?

  1. DHS mandates that all agencies use EVV to ensure compliance with Medicaid-funded services. EVV helps improve accuracy and efficiency while ensuring caregivers are paid on time.
  2. Required by State Law: Minnesota Statute 256B.073 mandates use of EVV system for all personal care and home health services. 

4. Is my location tracked all the time?

  1. No, the system only records your location when you clock in and out. It does not track your movements outside of this.

5. What happens if I forget to clock in or out?

  1. If you miss your clock in, clock in and leave a visit note in the app. 
  2. If you miss your clock out, cloct out and leave a visit note in the app. 
  3. Otherwise, call the office…

6. Will I still get paid if I miss clocking in or out?

  1. Get in contact with HHHC so that we confirm the details of the work completed to approve pay for your visit. 

7. What if I accidentally clock in or out at the wrong time or location?

  1. Utilize the visit notes to provide an explanation that it is a punch error and provide the correct clock in or out time.
  2. If you are at the incorrect location, please provide reasonings. 
  3. Reach out to HHHC if you are not sure what the next step is.

 

Using the AlayaCare App

How do I download the AlayaCare app?

  1. You can download it from the Apple App Store or Google Play Store. 
  • Google Play
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  • Apple
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What if I forget my username or password for the app?

  1. You can reset your password through the app or contact the office for assistance.

How do I clock in and out using the app?

  1. Open the app, select the client you’re working with, and tap the “Clock In” or “Clock Out” button. Reference A-Z or video guide.

Do I need Wi-Fi or mobile data to use the app?

  1. Yes, a stable internet connection is needed to clock in and out. If you don’t have data or Wi-Fi at the client’s home, inform the office, and we’ll provide instructions for alternative solutions.
  2. No, there is an offline mode that captures your work. You will need to reconnect to data or Wi-Fi later on to upload any punches, forms, notes, etc. 

Can I clock in and out if I use a shared device or someone else’s phone?

  1. You must use your personal account to log into the app. Using someone else’s device is discouraged due to security and compliance reasons.

How can I confirm my punches were recorded?

  1. The app will display a confirmation message after you clock in or out. You can also review your time entries in the app.

What if the app freezes or doesn’t work?

  1. Restart the app or your phone. If the issue persists, contact the office for support.

 

Technical Issues

What if my phone battery dies before I clock out?

  1. Charge your phone as soon as possible and clock out when it’s charged again. Notify the office if you cannot clock out right away or if you need help clocking out. 

Will I need to update the app regularly?

  1. Yes, keep the app updated to ensure you have the latest features and fixes. We’ll notify you of important updates.

What if I do not have internet services?

  1. You can use the app in “Offline” mode. Make sure to open the app when you have reconnected to the internet, and the visit data will be updated. 

General Concerns

Will I lose hours if there are mistakes in my punches?

  1. No, as long as you report any errors promptly. We’ll work with you to resolve any issues to ensure you’re paid accurately.

How long will it take to get used to EVV?

  1. Most caregivers adapt quickly. Our training and hands-on support will help you feel comfortable before the system goes live.

What support is available if I struggle with EVV?

  1. We offer one-on-one assistance, guides, videos, and ongoing office support to help you succeed. Call to speak to any of our timecard operations analysts.

What happens if I don’t use EVV?

  1. DHS requires compliance with EVV for all caregivers. It’s important to transition to ensure you can continue working with as a caregiver. Every agency in the state of Minnesota is required to use EVV. 
  2. Please reach out to the office if you have any concerns. 

Will I ever need paper timecard? 

  1. No, but we may request that you submit a one-day timecard for any work session completed needing corrections. 
  2. We encourage you to use a paper timecard as a recording tool for yourself.

Mobile App Videos

https://fast.wistia.com/embed/channel/v9sdj9x0xm?wchannelid=v9sdj9x0xm