Setup
EVV settings
Choose which visits providers clock, how early or late they may clock in and out, the distance that counts as away, whether open visits close at the end of the day, your state's reason codes, charge holds and Medicaid EVV payers.
Open Setup > EVV to set the rules for electronic visit verification. They apply to every discipline. The clinic starts with the defaults below until you save your own. Changing them needs the Setup: Practice Manage permission, and every save is kept in the audit log.
Visits to clock#
Visits at a patient's service address (home, school, community) are always tracked. Turn on Track visits at your locations too to track visits at your own locations as well.
Clock window#
| Setting | Default | What it does |
|---|---|---|
| Earliest clock in (minutes before start) | 15 | A clock in earlier than this before the scheduled start is outside the window. |
| Late after (minutes past start) | 10 | With no clock in this long after the start, the visit shows as late. |
| Latest clock out (minutes past end) | 15 | Still clocked in this long after the end, the visit shows as running past the end. |
| Distance warning (meters) | 300 | A clock in or out farther than this from the scheduled place is flagged. |
A clock in after the scheduled end, or a clock in or out outside the window, asks the provider for a reason. It never stops the clock: the visit is recorded and shows Outside the clock window on the EVV page. The app also warns providers when they are farther than the distance warning from the scheduled place.
Distances need map coordinates on the patient's service address or the location; see Distances and the map.
End-of-day close#
Turn on Close open visits at the end of the day and pick the time in Close at. After that time, in each location's time zone, NeatPractice closes visits that are still clocked in, at their scheduled end. Those visits show Closed at end of day as the clock out and Closed by the office as their status. NeatPractice checks every 15 minutes and looks back three days; an open visit older than that waits for someone to close it on the EVV page.
Exceptions and charges#
Under Exceptions and charges, list the reason codes your state EVV program accepts when an exception is fixed, such as a forgotten clock or a lost signal: a Code and a Description for each. NeatPractice starts with a short general list; replace it with your state's codes. The office picks one when resolving an exception on the EVV exceptions page.
Hold charges while exceptions are open keeps a session's charges in review until every exception on its visit is resolved. It is on by default and applies to visits billed to a Medicaid EVV payer; turn it off to bill without waiting. A reviewer can still release a held charge with a reason.
Medicaid EVV payers#
A payer is a Medicaid EVV payer by its billing rules: turn on Medicaid EVV payer in its rule set and pick the EVV aggregator (Sandata, HHAeXchange or the state's own system) and, when you have connections in more than one state with that aggregator, the EVV state. Because rule sets are dated, a payer can join or leave your state's EVV program from a given date. This section lists the payers whose rules in force today mark them. Visits billed to them can be sent from EVV submissions.
State connections#
Under State connections, add one row per state and aggregator: the Agency ID the aggregator issued your clinic, the Mode, and whether the state requires clock in and out locations. In Sandbox mode, sends are checked against the aggregator's required data (and the state's location rule) without leaving NeatPractice, so you can fix gaps ahead of time. Live sends to the aggregator once NeatPractice's connection to it is available; until then a live send shows an error you can resend later.