EVV clock-in by phone and text, caregiver first.

Under the 21st Century Cures Act, Medicaid-funded personal care and home health visits must be verified electronically — who delivered care, for whom, where, and when. Every serious platform captures it. The part left to people is the follow-up: catching the caregiver who is standing in the client’s living room but forgot to clock in, before the visit window expires.

That gap is where revenue leaks. Depending on the state and the visit, a clock-in that lands too late can be denied for reimbursement. Multiply a handful of late clock-ins a week across a year and it’s a serious number — all of it preventable with a nudge in the right five minutes.

HeyHomeCare watches the schedule and acts once a clock-in is overdue — it doesn’t wait for a report to surface it the next day. The steps below are the defaults; your agency changes them in its business rules:

• Detect the overdue clock-inChecks every minute for a visit that has started without a clock-in — from AxisCare’s clock-in state (read every 15 minutes) or from HeyHomeCare’s own schedule.
• Reach the caregiverTexts the caregiver first — at 10 minutes, with a clock-in link — then an automated call at 15. They reply or press 1 if they’re at the visit, 2 if they can’t make it.
• Check with the clientOnly after the caregiver’s first step — at 20 minutes by default — the client is asked whether the caregiver has arrived. A client your office marks staff-only is never contacted directly; their authorized contacts are.
• Open a call-off when neededA 2 from the caregiver, or a client who says nobody is there, opens a call-off and your call-off rules take over. Your on-call manager always hears.
• Log itEvery text, call and answer is on the record. If the caregiver made it after all, everything reverses: the call-off is cancelled and everyone who was told hears so.

This is the honest boundary. If you keep AxisCare, it stays your EVV: caregivers clock in in its app, and HeyHomeCare adds the follow-up that EVV systems leave to your coordinators — and that, after hours, often doesn’t happen at all. If you run your agency on HeyHomeCare, clock-in happens in HeyHomeCare: GPS in the caregiver app, a texted clock-in link, or by phone (off until the agency turns it on), with a Needs review queue for visits outside your rules. Either way, HeyHomeCare doesn’t submit visits to state EVV aggregators or file Medicaid claims; it’s built for private pay first.

It reads clock-in state from AxisCare today. AlayaCare is built and switched on once AlayaCare’s partner agreement is in place; HHAeXchange isn’t connected today. To understand the underlying rules, see EVV requirements by state and the 21st Century Cures Act explainer.