How to Find the Right EVV Software for Your Business & Stay Medicaid Compliant

The implementation of Electronic Visit Verification (EVV) systems as part of the 21st Century Cures Act (2016) focused on ensuring that Personal Care Service (PCS) and Home HealthCare Services (HHCS) providers were accurately documenting and verifying visits. 

With most care providers having now adopted EVV solutions, attention is shifting toward enhanced compliance, placing greater scrutiny on how providers utilize these systems. Throughout 2025, states will be stepping up enforcement and increasingly demanding data accuracy and transparency from care providers to safeguard against possible audits.

This renewed focus on EVV compliance has made finding the right Electronic Visit Verification software a top priority for home care agencies and Medicaid service providers. 

With increasingly tightened compliance standards, finding a robust EVV solution that seamlessly integrates with Medicaid systems and aligns with evolving state-specific requirements is critical to maintaining eligibility and protecting your business from costly penalties.

However, choosing the right EVV software can feel overwhelming, given the many options and technical specifications available. Providers must evaluate solutions that not only meet compliance needs but also enhance operational efficiency and caregiver satisfaction for maximum impact. 

In this blog, we’ll walk you through the key considerations for selecting EVV software to keep your business Medicaid-compliant while supporting high-quality care management and delivery.

Choosing the right EVV software for your business

The 2025 EVV compliance standards constitute a significant shift for home care providers, and the stakes have never been higher. 

With penalties for non-compliance with the 85% rule moving away from warning letters to increased monitoring, fines, reduced reimbursement rates, and potential disenrollment from state programs, being prepared for these changes is absolutely critical. 

Agencies must find a platform designed to take the stress out of EVV compliance, enabling them to focus on what matters most – delivering quality care to their clients. 

With the right software in place, meeting EVV requirements and achieving full compliance should no longer feel like an added burden but rather an opportunity to improve billing and payroll accuracy, reduce admin costs, enhance operational efficiency, and safeguard the integrity of your home care services.

Here are ten must-have features to look out for when choosing the right EVV software solution for your home care business.

10 must-have features to look for

1. Medicaid integration and state compliance

Ensure the home care software complies with your state’s specific EVV requirements, integrates with your state’s selected EVV aggregator (such as Sandata and HHAeXchange), and integrates directly with Medicaid billing systems. This will ensure that the data captured during visits is automatically transmitted to the appropriate databases, minimizing the risk of errors and ensuring compliance with state regulations.

As well as reducing administrative burdens this will also provide peace of mind that all documentation is in order when it’s time for Medicaid to review the claims, and avoid costly penalties, rejections, or payment delays.

2. Integration capabilities for existing systems

Finding EVV software that seamlessly integrates with your current systems, including scheduling, billing, and payroll software, will help to significantly reduce admin overload, automate billing and payroll, and simplify audits.‍

Ideally, you want an all-in-one, advanced solution like Aaniie Care that offers a fully connected system to reduce duplicate data entry, minimize costly manual errors, and ensure accurate payroll and invoicing. By eliminating the hassle of juggling multiple platforms – by combining visit verification, scheduling, billing, and payroll in one complete system – you can simplify compliance management while also improving overall workflow efficiency and accuracy.

3. Real-time data collection with GPS geofencing 

New regulations requiring verified visits to include ‘accurate, unedited records of care services provided’ can be easily met with EVV software that delivers real-time, automated data collection – ideally via a mobile app. 

In addition to ensuring compliance with the six mandated elements, automated data collection reduces errors and eliminates the need for manual intervention (i.e., filling in additional timesheets or making time-consuming edits).

Verifying the real-time location of caregivers during in-home visits requires precise GPS tracking. To prove that services were rendered at the specified location and time, make sure any EVV software you’re considering can record exact GPS coordinates and timestamps. 

EVV software with these features as well as real-time Key Performance Indicators (KPIs) will help guarantee data accuracy and client/patient safety and meet your state’s minimum rate threshold of verified visits without manual adjustments.

4. Customizable reporting tools

EVV software that can generate detailed reports that align with state and federal audit requirements is essential for maintaining transparency and compliance and will ensure you can submit accurate EVV data to Medicaid promptly.

For compliance monitoring, also look for software that includes detailed dashboards and reports to track compliance metrics so you can address issues proactively before they escalate or incur penalties.

Data reporting features to look for in your EVV software include the ability to: 

• Access real-time data for immediate insights 
• Generate custom reports based on specific needs, like client visit summary and scheduled shift vs actual time delivered
• Export data for further analysis

Data reporting and analytics capabilities are crucial for tracking compliance, addressing issues with client care, and making informed decisions in your daily operations.

5. Easy-to-use interface

A user-friendly app for caregivers and back office staff is another essential feature to consider to ensure smooth adoption of new technology and reduce errors during daily use.

Any EVV software you select should be intuitive and easily navigable by all staff. Caregivers, especially, need to be able to understand how to record visit information without experiencing frustrating complications. 

In addition, look for an EVV system that includes easy-to-use menus, dashboards, and reporting features to simplify how your administrators monitor compliance.

6. Mobile accessibility

Common methods for visit verification identified by CMS include telephonic, in-home devices, and mobile apps.

By far, the best and easiest option is a robust mobile app that works across devices, allowing caregivers to clock in/out, document services, and verify visits from the field in real time.

By making the process quick and simple for your caregivers, a mobile app helps them fulfill compliance expectations effortlessly and manage their time more efficiently. 

(Also see ‘offline functionality’ below.)

7. Strong security and data encryption

Any EVV software you opt for should have advanced security measures in place to protect sensitive patient/client and caregiver data from unauthorized access. 

Look for software with advanced encryption methods that meet the Health Insurance Portability and Accountability Act (HIPAA) compliance standards to meet federal regulations for handling protected health information (PHI).

8. Offline functionality

Ensure the software you’re considering supports offline usage so your caregivers can document visits even in areas with limited or no internet connectivity, syncing data securely and accurately once a connection is re-established.

9. Scalability to accommodate growth

As your home care business grows, your EVV needs may change, so finding a software solution that can accommodate future expansion is important. 

Think about the total number of caregivers and clients that will be using the software, as well as the total number of visits the software needs to be able to manage at one time. 

Scalable software will easily adapt to meet the needs of your growing business without you having to make system changes or incur further costs/fees for add-ons, etc.

10. Customer support and training

And finally, select an EVV vendor that offers exceptional ongoing training, technical support, and resources to help your staff stay compliant as regulations evolve.

In any business relationship, responsive customer support and knowledgeable subject matter experts are vital. When you’re signing up for a software service, you need to know if any problems or agency-specific issues further down the line will be dealt with quickly and effectively. 

Achieve EVV compliance with Aaniie Care

With states ramping up their attention toward enhanced EVV compliance in 2025, your choice of home care software could make or break your business success.

If you haven’t invested in a complete EVV system yet (or your current system falls short of the mark), now is the time to get on board to guarantee your home care business can stay ahead of evolving EVV regulations and remain compliant.

Choosing Aaniie Care’s intelligent all-in-one home care software will simplify EVV compliance by providing your agency with all the necessary features to access and maintain precise records, improve billing accuracy and speed, enhance client safety and care quality, keep your caregivers happy, and significantly reduce admin overhead. 

“We are so happy to have moved to Aaniie Care’s EVV solution. Caregivers find the workflow is so easy and simple, I’m pleased with the GPS tracking that integrates to our state-approved aggregator for Medicaid clients.”

Jamie, Home Care Business Owner

With the EVV software embedded in Aaniie Care’s all-in-one platform, your business can stay Medicaid compliant and be secure in receiving the solution, training, and tech support needed to comply with all federal and state regulations – and much more.

Aaniie’s EVV experts will also assist your team with:

• One-on-one specialized training to correctly configure caregivers, clients, and visits for submission.
• Integration with state-selected aggregators to transmit data.
• EVV Management and KPIs designed to simplify and streamline the submission process and reduce exception reasons that could result in payment delays or sanctions.

And finally, while the right EVV software will ensure accurate visit tracking and recording, reimbursement only happens once claims are submitted correctly and on time. Aaniie Care’s seamless eBilling integration simplifies claim creation and submission to avoid delays, denials, and revenue loss – ensuring your agency gets paid promptly without unnecessary headaches, keeping your cash flow steady. 

And the cherry on top? Unlike many competitors, we process your claims at no extra cost, helping you maximize revenue without any hidden fees.

“Now that we’re using Aaniie Care’s eBilling solutions, we never miss a charge and get paid faster. It was so easy to implement. Before Aaniie I used to dread billing, now I have more time to spend on the business and bring in more payments faster…”

Angie M, Helping Hands Care

Get started today and experience hassle-free EVV compliance and eBilling solutions with Aaniie Care. Give us a call or request a free, no-obligation demo.