If you’ve ever been notified of an EVV audit, you know the feeling. That letter or email shows up, and suddenly your to-do list triples. An EVV audit is how the state or Medicaid program checks that your visits are documented correctly: right caregiver, right client, right time, right place. It’s important work, but it can feel overwhelming if your records aren’t already organized.
We’ve been in homecare long enough to know this process can take over your whole week if you’re relying on paper files or scattered systems. That’s why we recommend eRSP home care software. It’s EVV software for homecare that keeps every detail in one place, logs visits in real time, and makes it easy to hand auditors exactly what they need.
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What to Expect During an EVV Audit
The purpose of an EVV audit is to make sure your reported visits match what actually happened. In other words, it’s about compliance and accuracy. Here’s how it usually plays out:
- Notification of audit
You get an official notice with deadlines and a list of what they’ll want to see. - Data submission request
The auditor asks for EVV logs, visit notes, exception reports, and policies. - On-site or virtual review
They check your data against what’s in the EVV system. - Follow-up questions and findings
If anything’s missing or unclear, you’ll get questions before they issue the final report.
If your information is scattered, every one of these steps is stressful. If you have a solid EVV system, it’s just a matter of running a report.
What are the Documentation Requirements for an EVV Audit?
When an EVV audit happens, auditors aren’t just looking for basic proof that a visit took place, they’re checking for detailed, verifiable records that meet both federal and state requirements. Everything you provide should be accurate, consistent, and easy to connect back to the original visit.
Here’s what they’ll expect to see:
- The Cures Act “Six Data Elements”
Auditors start by confirming the six required data points for every Medicaid-funded visit. We need to clearly show who provided the service (caregiver) and who received it (client), what service was delivered, when it happened (exact start and end times and the date), and where the visit took place. The location is typically verified by GPS from a mobile app or by caller ID if the caregiver checked in by phone. If any of these elements are missing or inconsistent, auditors will flag the visit for follow-up. - Real-Time EVV Records
Auditors expect real-time, system-generated entries that show check-in and check-out with precise timestamps. Those entries must be captured through an approved method – mobile app, IVR, or fob, and paired with location verification that matches the EVV method we use. This combination proves the visit actually occurred as billed. - Visit Documentation & Notes
Beyond the raw EVV data, we’re expected to maintain concise, accurate care documentation. This typically includes short narratives or checklists for ADL/IADL tasks performed, changes in condition, and any notable observations (for example, medication reminders or behavior changes). If something out of the ordinary happens, like an incident, a safety concern, or a client refusal, it should be noted the same day and linked to the visit. - Exception Logs and Reason Codes
Not every visit goes exactly as scheduled. When there’s a late clock-in, a missed visit, an unscheduled shift, or a device issue, we need to apply the correct reason/resolution code and, when required, add a brief memo that explains what happened and how it was resolved. Consistent, policy-aligned use of exception codes shows auditors that we monitor variances and correct them. - Policies, Procedures, and Training
Auditors also look for the structure behind the records: written EVV policies (device use, data entry rules, exception handling, privacy/security) and proof that staff have been trained on them. Up-to-date training logs, sign-offs, and refreshers demonstrate that processes are policy-driven and consistently applied.
When each of these elements is accurate, organized, and easy to retrieve, the audit moves quickly. This is exactly where EVV software for homecare helps: it captures the six data elements in real time, links visit notes and exceptions to each record, and keeps policies and training documentation close at hand so we can respond to auditor requests.
How Can EVV Software for Homecare Agencies Help You Prepare?
If you’ve ever had to prepare for an audit without EVV software, you know how time-consuming it can be. It often means digging through file cabinets for paper schedules, calling caregivers to confirm visit details from weeks or months ago, and trying to reconcile multiple spreadsheets that never quite match up.
EVV software for homecare changes that entirely. It puts every visit, note, and exception into one secure, organized system—automatically. Instead of chasing information, you simply open the software and everything you need is already there.
- Keep everything in one place
All visit data, caregiver notes, and exception records are stored together in a single platform. No more searching through multiple folders or systems to piece together a complete record. - Capture details in real time
Caregivers clock in and out through the mobile app, IVR, or an approved method, with GPS or caller ID verification built in. This ensures the time and location are accurate and verifiable from the start. - Save hours of work
With eRSP, the prep work is already done. The system organizes data as it’s collected, so you’re not rushing to compile it later - Pull reports instantly
Whether you need a standard EVV compliance report or a custom view for your state’s requirements, you can generate it in minutes. This means when the auditor asks, you can send what they need the same day. - Stay on top of compliance
Built-in alerts help you track expiring caregiver credentials, late clock-ins, and other compliance-related issues before they become audit problems.
Stay Audit Ready with eRSP
We’ve seen agencies transform from last-minute scrambling to confident preparation simply by adopting the right tools. With eRSP home care software, you don’t have to change your routine to be audit-ready; it happens automatically in the background.
The system records every visit in real time, attaches caregiver notes and any exceptions, and stores it all in one secure place. When auditors request documentation, you can provide complete, compliant reports in minutes instead of days. No hunting for files, no piecing together missing details. Just accurate, organized information at your fingertips.
See how eRSP can simplify compliance and keep your agency audit-ready. Explore our home care software features today.
Frequently Asked Questions
How long does an EVV audit take?
It depends on the state and scope of the review. With organized EVV records, it can take just a few days; without them, it may take weeks. The more complete and accurate your records, the faster the process goes.
What records will auditors ask for?
They typically want EVV logs, visit notes, exception reports, your EVV policies, and proof of staff training. In some states, auditors may also request care plans or billing records to cross-check with your EVV data.
Can I prepare for an audit without EVV software?
Yes, but it’s slower and more work. You’ll need to gather paper files, confirm missing details, and build reports manually. This can lead to errors and make it harder to meet tight audit deadlines.
How does eRSP ensure data accuracy?
eRSP records visits in real time with GPS or caller ID verification, links them to notes and exceptions, and stores everything securely. This ensures your reports are both accurate and ready whenever you need them.