How do I submit an EVV export for state Medicaid billing?
Export a CMS-compliant Electronic Visit Verification (EVV) file from approved home health timesheets for submission to your state Medicaid EVV aggregator or EVV vendor system.
In YourMedSoft, to submit an EVV export for state Medicaid billing requires navigating to Time Tracking in the portal, opening the EVV Export modal, filtering to approved home health timesheets for the billing period, and downloading the 6-point CMS CSV. The file contains visit date, visit type, individual served, service provider, location of service, and start and end time for each visit.
What You Need Before Starting
- Home Health & Hospice vertical enabled in Settings.
- Field clinicians have clocked in and out using the GPS time clock.
- Timesheets have been approved by a supervisor.
Clinical & Regulatory Compliance Standards
- 21st Century Cures Act Section 12006 mandates EVV for all Medicaid personal care services by January 1, 2020 and home health services by January 1, 2023.
- States that fail to implement EVV face a reduction in their Federal Medical Assistance Percentage (FMAP) starting at 0.25% and increasing annually.
- EVV data must capture the required 6 data points per CMS 42 CFR Part 441.301. State aggregators may require additional fields.
Step-by-Step Instructions
Navigate to Time Tracking
Click Time Tracking in the left sidebar.
Filter to Approved Home Health Timesheets
Set Status filter to Approved and use the date range picker to select the billing period (typically weekly or bi-weekly).
100% Cures Act EVV & GPS Mobile Punches
Eliminate paper timesheets and supervisor disputes. YourMedSoft captures GPS-verified mobile punches and digital signatures at bedside.
Open EVV Export
Click the EVV Export button in the Time Tracking toolbar. The EVV Export modal opens.
Select Date Range in the Modal
Confirm the start and end dates match your billing period. The modal previews how many EVV-eligible timesheets will be included.
Download the EVV CSV
Click Download EVV CSV. The file downloads as evv_export_YYYY-MM-DD.csv with the 6 CMS-required EVV data points: visit date, visit type (service code), individual served (client ID), service provider (staff ID and name), location of service (GPS coordinates and address), and clock-in and clock-out times.
Upload to State EVV Aggregator
Log into your state's EVV aggregator portal (HHAeXchange, Sandata, Tellus, or your state system) and upload the CSV using their standard file import process.
Pro-Tips & Best Practices
- Timesheets missing GPS clock-in or clock-out coordinates will not pass EVV validation. Ensure field staff are using the in-app GPS clock for all home health visits.
- EVV is required for Medicaid personal care services and home health services under the 21st Century Cures Act. Non-compliance can result in Medicaid claim denials.
- Run a test export with one week of data before submitting to your state aggregator to confirm the column mapping is correct.
Troubleshooting & Operational Edge Cases
Issue: EVV Export button is greyed out
Operational Resolution: Ensure at least one approved timesheet with GPS clock-in data exists in the selected date range. Pending or rejected timesheets are not included in EVV exports.
Issue: State aggregator rejects the CSV with a column error
Operational Resolution: Download the aggregator's field mapping specification and compare to the exported CSV headers. Common mismatches: aggregators may use MemberID instead of client_id. Contact support@yourmedsoft.com for custom column mapping assistance.
Frequently Asked Questions & Troubleshooting
Does YourMedSoft integrate directly with state EVV aggregators?
Currently, the system exports a standard 6-point CMS CSV that you upload manually to your state's aggregator or EVV vendor. Direct API integration with HHAeXchange and Sandata is on the product roadmap.
What happens if a clinician forgot to clock in with GPS?
Open the timesheet record, edit the location field to add the visit address manually, and use the Geocode from Address button to populate GPS coordinates. A supervisor must approve the corrected timesheet before it is EVV-eligible.
Is the EVV export required for hospice visits?
CMS's current EVV mandate covers personal care services and home health services. Hospice visits are not currently subject to the federal EVV mandate, though some states apply EVV to hospice. Check your state Medicaid policy.
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