EVV requirements: the Northeast cheat sheet

The six data points every EVV visit must capture

The 21st Century Cures Act requires that every Medicaid-funded personal care and home health visit electronically verify six things:

1. The type of service performed
2. The individual receiving the service
3. The individual providing the service
4. The date of the service
5. The location of service delivery
6. The time the service begins and ends

Capture all six, automatically, on every visit — and your claim has the backbone it needs. Miss one, and the visit becomes an exception that won't pay until it's fixed.

Aggregator vs. open models — and why it matters in the Northeast

States chose different EVV models. In the Northeast you'll most often hit a state aggregator model, where visit data from any vendor must flow into a single state-designated system. The two you'll encounter most are HHAeXchange and Sandata.

• HHAeXchange is the designated aggregator in several states and also sells its own agency platform. As an agency you can use its free portal or feed it from your own EHR via its API.
• Sandata is the designated aggregator/EVV vendor in other states, with a similar "use ours or integrate yours" model.

The practical point: you don't have to replace these. A good EHR submits your visit data to HHAeXchange or Sandata automatically, so your state aggregator stays in place and your clinicians never log into two systems.

Why exception rejects pile up — and how to stop chasing them

Exceptions usually come from a handful of repeat causes: GPS drift outside the geofence, a caregiver clocking in on the wrong client, a manual time edit without a reason code, or a mismatch between the authorization and the visit. Most agencies handle these by re-keying each one by hand — which doesn't scale.

• Auto-resubmit on transient failures (a brief connectivity drop shouldn't require human rework).
• Bulk-filter the exception queue by cause so you fix categories, not one row at a time.
• Validate against the authorization at clock-in, so an over-auth visit is caught before it becomes a reject.

That's how Sothcare's EVV is built for non-medical and personal care agencies: GPS clock-in/out from any device, native submission to HHAeXchange and Sandata, and an Exception Center that auto-resubmits and bulk-exports instead of making you chase each rejection.

This guide is general educational information, not legal or compliance advice. EVV rules vary by state and change over time — always confirm current requirements with your state Medicaid agency and aggregator.