Switching EVV software can help you improve visit accuracy and simplify daily operations. However, choosing a platform based on features alone can create new compliance risks, billing discrepancies, and administrative challenges.
The right EVV for home care solution should fit your agency’s existing workflows, not force your team to work around the technology. eRSP home care software takes an integrated approach, connecting EVV with essential agency management functions so you can manage daily operations from one platform.
Before switching EVV software in 2027, ask these 15 questions to evaluate your options and choose a solution that fits your agency’s needs today and as you grow.
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Why Is Switching EVV Software So Difficult?
Switching EVV for home care software affects more than how caregivers clock in and out. Because visit verification is connected to daily operations, changing platforms can impact how you manage schedules, process payments, and maintain compliance.
During the transition, you’ll need to transfer client and caregiver records, train your team, and adapt existing workflows. You also need to configure the new system to meet legal requirements and billing processes. If visit data doesn’t transfer accurately between systems, you could face payment delays or additional administrative work to resolve discrepancies.
That’s why evaluating EVV software requires more than comparing features. You need to understand how switching platforms will affect your agency’s workflows and whether the new system will make daily operations easier to manage.
What Should You Consider Before Searching for New EVV Software?
Before exploring new EVV for home care software, take time to understand your agency’s current needs and operational challenges. A clear picture of what’s working and what needs improvement will help you evaluate vendors more effectively and choose a solution that delivers meaningful results.
- Identify your reasons for switching. Document the specific problems with your current EVV system and what you want to improve.
- Review state EVV requirements. Understand the compliance requirements in every state where your agency operates.
- Map your current workflows. Trace how information moves from scheduling and visit verification through billing, payroll, and reporting.
- Identify operational inefficiencies. Look for duplicate data entry, paper-based tasks, manual reconciliation, and workarounds that slow down your team.
- Gather employee feedback. Ask caregivers, schedulers, and administrative staff about their daily challenges and what would make their work easier.
- Prioritize your requirements. Separate essential capabilities from nice-to-have features so you can focus on what matters most to your agency.
What 15 Questions Should You Ask an EVV Software Vendor?
Asking the right questions helps you evaluate how well each EVV for home care platform fits your agency’s operations. Ask each vendor the same 15 questions so you can compare solutions consistently and make a more informed decision.
Compliance and Reliability
1. Does your EVV software support my state’s requirements?
Confirm that the software supports EVV for home care requirements in every state where you operate or plan to expand. Ask vendors to explain how they accommodate state-specific rules and regulatory changes.
2. What required EVV information does the system capture?
Make sure the software captures the six data elements required under federal EVV rules.
- Type of service performed
- Individual providing the service
- Individual receiving the service
- Date of service
- Location of service delivery
- Visit’s start and end times
3. How does your software connect with my state’s EVV aggregator?
Ask how visit information is transmitted to your state’s designated EVV system. Understand whether data transfers automatically, how submission errors are identified, and what your staff must do to resolve them.
4. How are EVV exceptions identified and corrected?
Find out how your team can identify missed clock-ins, incomplete visits, and other discrepancies. Ask vendors to demonstrate how staff review and correct exceptions while maintaining appropriate documentation.
5. What records and reports are available for compliance purposes?
Check how easily your staff can retrieve historical visit records and track corrections. Accessible documentation can help you respond to audits and demonstrate compliance with applicable requirements.
Caregiver and Operational Workflows
6. How does EVV work with caregiver scheduling?
Determine whether scheduled visits connect directly to verified visit records. This helps your team track completed services and spot scheduling discrepancies without comparing information across separate systems.
7. How do caregivers clock in and out?
Ask vendors to demonstrate the available clock-in and clock-out methods. Consider how easily your caregivers can verify visits while working in different locations or dealing with limited internet connectivity.
8. Can caregivers document visits from the field?
Find out whether caregivers can use the EVV for home care to record care activities and complete required visit documentation electronically. This can help your agency reduce paperwork and keep visit information accessible to office staff.
9. Can office staff monitor visits in real time?
Ask whether your team can see visit statuses as they change throughout the day. Timely visibility can help schedulers identify missed or late visits and respond before they disrupt care delivery.
10. How does EVV information flow into billing?
Determine how verified visit records become billable information. Ask what steps your staff must complete to prepare claims or invoices and whether the process requires duplicate data entry.
11. How does verified time flow into payroll?
Understand how approved visit hours are used to calculate caregiver pay. Look for a process that minimizes manual reconciliation and helps your team maintain accurate payroll records.
Implementation and Long-Term Fit
12. How will you migrate our existing data?
Ask which client, caregiver, and historical records can be transferred to the new platform. Clarify what preparation your team must complete and how you’ll maintain access to important information during the transition.
13. What does implementation and training include?
Find out how the vendor will help you configure the software and prepare your staff for launch. Make sure training addresses the actual tasks your administrators, schedulers, and caregivers perform every day.
14. What support will we receive after going live?
Ask about available support channels, response times, and ongoing training resources. Reliable assistance can help your team resolve questions quickly and adapt as your agency’s needs change.
15. Can you demonstrate our complete workflow?
Request a demonstration that follows a realistic visit from scheduling through verification, billing, payroll, and reporting. Seeing how these processes work together will help you assess whether the platform supports your agency’s daily operations rather than simply offering an extensive feature list.
Find the Right EVV Partner with eRSP
Choosing the right EVV for home care means finding a solution that supports compliance, simplifies daily workflows, and grows with your agency.
With eRSP’s connected home care software solutions, you can manage EVV alongside scheduling, billing, payroll, and caregiver management to reduce administrative work and keep operations running smoothly.
Download our free white paper, 10 Features Every Home Care Software Must Have, to learn what to prioritize when choosing your next solution.
Frequently Asked Questions
Why should I evaluate my current software before switching?
Evaluating your current EVV software helps you identify what’s working, what’s causing challenges, and what your agency needs from a new solution. Understanding these gaps allows you to compare vendors more effectively and avoid bringing the same problems into a new system.
What should I ask during an EVV for home care demo?
Ask vendors to demonstrate how their software supports your agency’s daily workflows, from scheduling and visit verification to billing and payroll. Focus on how easily your team can complete routine tasks rather than evaluating individual features alone.
How can I prepare my agency for a software transition?
Start by reviewing your existing workflows, organizing client and caregiver records, and identifying staff training needs. Work with your new vendor to establish an implementation plan that addresses data migration, system setup, and compliance requirements before going live.
