GPS validation on clock in/out
Configurable location radius per tenant. EVV event records caregiver coordinates and the patient address geofence at the time of the event.
Scheduling & EVV
Overnight shifts that don't make caregivers clock in twice.
FullCalendar with drag-create. Recurring visits. Overnight-aware conflict detection. Multi-state EVV with per-state midnight boundaries. Manual entry for clock-failure recovery. Unscheduled visit flow that creates the visit and routes to the chart in one click.
app.carelytic.ai/scheduling/calendar
Overnight shifts
One visit. One clock in. One clock out.
Most platforms force a midnight split — caregiver clocks in at 10pm, "ends" the visit at 11:59pm, starts a new one at 00:00, clocks out at 6am. That's two visits on the calendar, two payroll entries, two opportunities for the caregiver to forget step three.
Carelytics handles overnight shifts as a single visit. The system auto-splits at midnight only when exporting to billing claims and EVV state aggregators — invisible to the caregiver.
- One visit on the calendar · one Clock In · one Clock Out
- Overnight-aware conflict detection (won't false-flag a 10pm–6am vs 8am visit)
- Auto-split at midnight only at billing export time
- Per-state midnight boundary respected (NC: 00:01:00, others: 00:00:00)
app.carelytic.ai/scheduling/visit/<pk>
EVV
GPS, thresholds, exceptions, and a manual entry that doesn't get abused.
Configurable thresholds
Late check-in, early check-out, minimum visit duration percentage, location radius — all configurable per tenant. Multi-state agencies can set per-state values.
Exception queue
EVV mismatches surface in an exception queue with the original event log, the visit context, and a route-to-fix link. Catch issues before they impact billing or payroll.
Manual entry with reason
For clock-failure recovery only — phone died, bad GPS, app crashed. Supervisor backdates the EVV with a required reason. The "Manual" flag follows the record forever.
Unscheduled visit flow
For visits that were never on the calendar (PRN, emergency). Creates a Visit and opens the chart in one click. PRN visits don't replace EVV — they require the same event chain.
State aggregator export
State EVV aggregator exports honor the per-state midnight boundary, the per-state EVV format, and the per-state caregiver/patient ID schemas.
State EVV submission & compliance
Submitting to the aggregator is where EVV actually gets hard.
Capturing a clock-in is the easy part. The hard part is getting every visit accepted by your state's aggregator — the right program, the right member, the right time — and knowing, in one place, which visits are stuck and why. Carelytic submits, routes, retries, and keeps score. All major aggregators are supported; your state's pipeline ships pre-configured.
Automatic submission on completion
When a visit completes it's submitted to the state aggregator (for example HHAeXchange for Minnesota DHS) — caregiver synced first, visit posted, status polled — with the right dates converted to the state's declared timezone so recent visits aren't rejected as "in the future."
MCO vs FFS routing, decided for you
Most waiver recipients are in managed care. Carelytic routes each visit to the member's MCO payer when it should, and to the fee-for-service program when it shouldn't — driven by the state's own service-scope list, so the right program ID rides on every submission.
Rejections worklist — honest, per-visit
A filterable worklist of the visits the aggregator actually rejected, grouped by cause, counted by visit (a retry isn't a new failure). An accepted visit drops off; a member-not-found triggers automatic discovery and retry rather than a dead end.
Corrections that propagate
Fix a clock time after the aggregator already accepted the visit and Carelytic pushes the correction through as a real update — the record at the state matches the record in your chart, no manual re-entry in a second portal.
Live compliance dashboards
Your EVV compliance percentage, counted on delivered visits — not submission attempts — with a self-diagnosing by-procedure (HCPCS) panel that tells you exactly which codes are in scope and which aren't. The number a state reviewer will ask for, on screen.
Nothing sits un-notified
A rejection digest classifies and routes every rejection to email — grouped by patient and cause for the agency, by code for the platform — so a stuck visit gets attention before it becomes a compliance-threshold problem.
State EVV is single-state per tenant today, pre-configured for your state during onboarding — the adapter pattern lets a new state's aggregator drop in without touching tenant data.
Caregiver self-service
The dashboard the caregiver sees vs the dashboard the DON sees.
Field staff and office staff get different dashboards on the same login. HIPAA-hygiene by default — caregivers don't see revenue, KPIs, or other patients' visit history that aren't theirs to see.
Field-staff dashboard
- My Visits Today with Check-In / Document buttons
- Charts to Document (visits with no chart yet)
- Upcoming This Week
- My Hours (own pay period only)
- Open Shifts board for picking up extra shifts
- No revenue, agency-wide KPIs, or other clinicians' patients
Office / DON dashboard
- Revenue MTD, claims pending, AR aging
- Today's schedule across all caregivers + branches
- Missed-visits, expiring credentials, NOA-deadline alerts
- Quick Actions: New Referral, Approve Visit, etc.
- Drill into any patient, visit, or claim
- Routed automatically — no role config needed per user
Routed by clients.view_assigned_only — clinical_nurse and therapist roles get field-staff by default.
Mobile EVV
Built for the phone — installable, offline, voice-ready.
Field clinicians don't sit at a desk. The Carelytic mobile EVV experience is a real PWA — installed to the home screen, working offline when reception drops, and shaped like a phone app, not a desktop product crammed into a webview.
Installable PWA — iOS & Android
Add to Home Screen on iPhone, install on Android. Standalone shell, no browser chrome, real app icon. Per-platform install affordances guide caregivers through the one-time setup.
Offline outbox
Lost reception mid-visit? Clock-in, clock-out, signature, and note all queue locally and sync the second the phone reconnects. Idempotent — re-syncing never double-submits.
Voice dictation
Tap the mic, talk through the note, sign. Clinicians document at the bedside instead of typing in the car between visits. Native browser speech recognition — no extra app.
Signature capture
On-screen canvas signature for patient + caregiver. Touch + stylus, idempotent on save, stored in the visit record. Re-signs replace cleanly without orphaning EVV state.
Mileage auto-calc
Visit-to-visit distance from clock-in coordinates. Pre-filled on the time sheet, editable if the caregiver took a detour. No more end-of-week mileage reconstruction.
Phone-shaped workflow
Day-grouped visit cards, swipe-to-act (check in / document / mark missed), pull-to-refresh, relative-time labels ("in 30 min"), one-tap dial + maps to the patient. Designed for a thumb at the curb between visits.
What this changes operationally
- EVV exception rate drops — caregivers actually clock in on time when the app starts in <1s and works without signal
- Documentation arrives same-day — voice dictation in the driveway beats typing at 11pm
- No more mid-visit lockouts — offline outbox preserves work even when the building has no reception
- Installation isn't a project — Add to Home Screen, sign in once, done
What the office sees
- Live status — green when the caregiver is on-site, amber when overdue check-in
- Push notifications for missed clock-outs, late check-ins, and supervisor messages
- Manual time entry with HHAeXchange-compatible reason codes for clock-failure recovery
- Per-tenant check-in window — set how early / late a clock-in counts, with a three-tier guard (allow / warn / block)