Electronic Visit Verification (EVV) Resources for CDPAP Personal Assistants
Electronic Visit Verification (EVV) is a system that electronically confirms when a personal assistant’s (PA’s) visit starts and ends. It captures the date, time, type of service, and location of care in real time.
EVV is required under the federal 21st Century Cures Act, and New York State requires it for all services delivered in the Consumer Directed Personal Assistance Program (CDPAP). Using EVV correctly helps make sure PAs get paid accurately and on time, and helps consumers stay within their approved service authorization. It keeps the program running smoothly for everyone involved.
How to Manage Time with PPL
PPL offers different timekeeping and approval options to accommodate the needs of CDPAP consumers and PAs while maintaining electronic visit verification (EVV) compliance. A full guide to entering and approving time is available below in English and Spanish.
EVV-Compliant Timekeeping Options
PPL provides two EVV-compliant options for PAs and consumers: our Time4Care mobile app and our dial-in phone system (also called “telephony”). Note that consumers may use a third method, PPL@Home, to approve PA hours, but time cannot be entered through PPL@Home.
Time4Care: PPL’s EVV Mobile App
Time4Care is PPL’s EVV mobile app that PAs use to clock in and out of their shifts, view pay information, and manage their time. It is currently available in 16 languages. Use the buttons below to download the app from the Apple App Store (IOS devices) or Google Play (Android devices).
Video: Time4Care App Setup
Video: Time4Care PA Dashboard Tour
Video: Time4Care Online Clock In and Clock Out
Telephony: PPL’s EVV Phone Line
Calling in to PPL’s telephony system is the other EVV-compliant way for PAs to clock in and out of shifts. For time entries to be accepted, PAs must call the telephony line from the phone number the consumer registered with in PPL@Home. The phone number to enter or approve time is 1-833-278-3959. Telephony is currently available in nine languages.
Telephony Instructions for PAs
- Dial 1-833-278-3959.
- Select your preferred language.
- Select option one to indicate you are the caregiver.
- Enter your 8-digit date of birth.
- Enter the last 4digits of your Social Security Number (SSN).
- Select your consumer from the list.
- Follow the prompts to start a new shift or end your shift.
- If needed, follow the prompts to correct and resubmit entries.
Video: Logging Time Through Telephony for Personal Assistants
EVV Frequently Asked Questions
What is your EVV application and how does it work?
PPL’s system, PPL@Home makes it easy to manage information and time worked, whether online or on our EVV app, which is called Time4Care. The system automatically checks that hours worked match up with consumers’ authorization so that PAs get paid correctly. PPL’s tools are built to meet all program requirements and give real-time updates on work shifts.
PAs and consumers without internet access can call in to enter/approve time by dialing 1-833-278-3959 and following the prompts.
What if a consumer or PA does not have reliable internet coverage in their area?
PPL’s Time4Care application allows PAs to clock in and out while in “offline” mode, and then load their time when they can connect to Wi-Fi. Consumers and PAs can also call PPL’s telephony line at 1-833-278-3959 to enter/approve hours.
How can consumers and PAs learn PPL’s EVV application?
PPL provides EVV training to help people understand and follow EVV rules. This helps avoid errors in timekeeping and makes it easier for people to manage their services.
Why can’t I enter all my time at the end of the week?
EVV requires that each shift be recorded when and where services are provided, not grouped together and entered later. When time is entered in batches, it can’t be verified in real time that services happened as authorized. To stay compliant, clock in when you start a shift and clock out when you finish, using PPL’s Time4Care app or telephony line at 1-833-278-3959.
Can I enter or edit my time manually after my shift?
EVV is required by state and federal regulations to confirm that services were delivered as authorized, and manually entering or editing time after a shift does not meet that standard. The most reliable way to stay compliant is to capture your clock-in and clock-out at the actual start and end of each shift through an approved EVV method — either the Time4Care app or telephony line at 1-833-278-3959. Manual entries and edits should be avoided and only used to correct a genuine error.
What happens if I submit my time late instead of when I actually work?
To be EVV-compliant, time must be recorded on the day you work, right when you’re starting and ending your shift, using an approved EVV method. Submitting time after the fact, even a day or two later, does not meet EVV requirements because the visit cannot be verified in real time. Clocking in and out through the Time4Care app or the telephony line at 1-833-278-3959 as your shift begins and ends keeps your time accurate and compliant.
EVV Quick Tips
Here are a few things to keep in mind when logging and approving time:
- Log visits as soon as they start and end.
- Make sure the details of the shift match the scheduled service.
- Review time entries before they are submitted for approval.
For more information on EVV and your responsibilities as a PA in CDPAP, review the letter linked below.