EVV

Electronic visit verification (EVV) shows whether providers clocked in and out of their visits on time and at the right place. It works for every discipline. Providers clock in and out from the NeatPractice app on their device (see Clocking in and out); the office follows along on the EVV page.

Open Visits > EVV > Live status. You need the Clinical: EVV Review permission to see the page and the Clinical: EVV Close permission to close a visit. The list follows the location picked at the top of the menu; pick providers on the Providers tab to see only their visits. The Exceptions and Submissions pages narrow the same way.

Which visits are listed#

The page lists every booked visit at a patient's service address (home, school, community), plus any visit a provider clocked in or out of. To track visits at your own locations too, turn on Track visits at your locations too in EVV settings. Cancelled and telehealth visits are left out unless someone clocked them.

Each provider on a visit has a row for each patient, so a co-treatment shows one row per provider.

Statuses#

The page refreshes every minute. Use the date range, the Status filter and Exceptions only to narrow it.

Exceptions#

A row shows why it needs a look:

• Late clock in: the provider clocked in after the late limit.
• Not clocked in and Not clocked out: a clock is missing.
• Outside the clock window: the provider clocked earlier or later than the clinic allows; their reason shows on the visit.
• Far from the scheduled place: a clock in or out was farther from the scheduled place than the clinic's distance warning.
• No location: the device did not give a location (location turned off or no signal).
• Device clock off: the device clock was more than two minutes off when the clock synced.
• Closed by the office: someone closed the visit for the provider.
• Place not geocoded: the visit was clocked at a place without map coordinates, so its location cannot be checked.
• No visit documented: the provider clocked in and out but no visit was started for the session.

Each exception is about the Location, the Time or Missing data.

Resolve exceptions#

Open Visits > EVV > Exceptions to work through them. Each row is one exception on one visit, oldest first. Use Open, Resolved or All, the category and the date range to narrow the list.

To resolve one, open the row's menu, click Resolve, pick the Reason code your state program expects, add a note when it helps, and click Resolve. You need the Clinical: EVV Close permission. The reason code is sent with the visit to the state aggregator. Click Reopen on a resolved row to undo it.

For a visit billed to a Medicaid EVV payer, the session's charges show EVV exception open in charge review until every exception on it is resolved, unless your clinic turned the hold off (see EVV settings).

Send visits to the state aggregator#

States that require EVV for Medicaid collect visits through an aggregator. Once your Medicaid payers are linked to theirs in their billing rules, open Visits > EVV > Submissions and click Send Visits. Pick the dates; NeatPractice sends every visit in them that is clocked in and out, documented, billed to one of those payers and has no open exception. Each visit is sent once.

Each row shows the aggregator's answer: Accepted, Rejected with the reason, or Error when it did not answer. Fix what a rejection names (a member id on the coverage or the provider's NPI, for example) and click Resend. Click Omit with a reason for a visit you will not send.

Distances and the map#

Each clock shows how far it was from the scheduled place: the patient's service address for a visit there, otherwise the location. Distances need map coordinates on that address or location. Without them, the visit says Location not geocoded instead of a distance; add the coordinates under Map coordinates on the service address or the location.

Click a visit's scheduled time to open it. The Map section plots the scheduled place, the clock in and the clock out with the distance to each. It is a plain plot of the points, without a street map underneath.

Close an open visit#

When a provider forgets to clock out, open a visit that is In progress or Running past the end and click Close Visit (or pick Close Visit in the row's menu). Enter the reason and click Close Visit. NeatPractice records a clock out at the scheduled end, or now if the end has not come yet. The provider's own clocks stay as they were, and the close shows on the visit's EVV Clock section and in the audit log with your name and reason.

To close open visits automatically at the end of each day, turn on Close open visits at the end of the day in EVV settings.

Provider comments#

When providers clock out, the app lets them leave a comment for the office. Providers can also add one later from EVV comments on My Day, and anyone with the Clinical: EVV Close permission can click Add Comment on a visit opened from this page. The newest comment shows when you open the visit on this page and in the visit's EVV Clock section.

Export#

Click Export CSV to download the rows you see: the patient, provider, scheduled times, each clock with its distance and reason, the exceptions and the provider comment. Times are in each visit's location time zone.

On the dashboard#

Add the EVV now widget to a dashboard to see today's visits that are late, not clocked in, or still clocked in past the end.