Private pay agencies
EVV does not apply to you
If none of your visits are billed to Medicaid, the federal electronic visit verification requirement is not aimed at your agency. No deadline has passed for you. Nobody is going to deny your claims. Any vendor implying otherwise is using a compliance word to sell you something.
Why we put that first
Private pay owners get sold to with Medicaid language all the time. EVV, Cures Act, compliance deadlines, state mandates. It works because the words sound serious and checking takes effort.
The requirement follows Medicaid funding. A client paying you directly, or through long-term care insurance, is not a Medicaid visit. If you never bill Medicaid, you have no EVV obligation to meet.
So the rest of this page has to earn its place on different grounds. Not compliance. Something you would actually want.
Why private pay agencies verify visits anyway
The daughter in another state
Your client is 84 and lives alone. Her daughter lives four states away, is paying you out of her own pocket, and is anxious about whether her mother is really being cared for. She calls on a Thursday because her mother said nobody came Tuesday.
"Our caregiver checked in at 9:02 and out at 11:04 at your mother's address" ends that conversation in ten seconds. "Let me check the timesheet and call you back" starts a different one, and it is the conversation that loses accounts.
You are charging real money per hour
Private pay families are spending their own savings, often several thousand dollars a month. They are more attentive to what they are buying than a payer is, not less. Being able to show exactly what was delivered is a commercial advantage with that audience, not overhead.
Payroll accuracy still costs you
The Monday reconciliation is identical whether the money comes from Medicaid or a family. Someone is still reading handwriting, still texting caregivers about gaps, still finding a 7.25 that was written as 7.15. Nothing about being private pay makes that cheaper.
You may not be private pay forever
Plenty of agencies add a Medicaid line eventually, or take a waiver client as a favor and discover they now have an obligation. If that happens, having visits already recorded properly turns a scramble into a registration task.
When you should not bother
- You have four caregivers and eight clients. You know every visit that happened without looking anything up. Software would be answering a question you are not asking.
- Your families are local and drop in. When the person paying sees the care themselves, proving it matters less.
- Payroll takes you twenty minutes. Then the main thing we save you is already cheap.
If two of those three are true, keep your money. We would rather write that than have you cancel in month three.
What you would actually be buying
The same product Medicaid agencies use, minus the part you do not need. There is no compliance module to ignore and no state portal to connect to.
- A verifiable record of every visit, with time and location, that you can put in front of a family
- A week on one screen that catches double bookings as you make them
- Verified hours exported for payroll without retyping anything
- An app your caregivers will use, because it shows them their own hours
Pricing is by caregiver count and starts at $99 a month. It is published, so you can work out your cost without talking to anyone.
Try it on next week's visits
14 day trial. No card required. The clock starts at your first caregiver check-in.