Visit verification & e-signatures
Visit verification without GPS.
Every private-pay visit is proven by what happened in the home: the completed care plan and the client’s signature on an attestation of the hours. Six automatic checks send anything unusual to the office.
What proves a visit
Three records, captured on the caregiver’s phone.
No geofence to misfire in a high-rise, no location permission for caregivers to refuse, and nothing to fix when a phone’s GPS drifts.
- 01
Clocked from the shift
Clock-in and clock-out tied to the scheduled shift, compared against its start and end.
- 02
The completed Plan of Care
An answer for every duty due that day, plus care added from the catalog and notes.
- 03
The client’s signature
An attestation of the hours, signed by the client or a representative, or the recorded reason nobody could sign.
Six automatic checks
The office only looks at visits that need it.
Each check runs the moment a visit closes. Clean visits count on the timesheet straight away. A flagged visit waits in the review queue.
| Flag | What it means |
|---|---|
| No signature | Clocked out with no signature and no reason recorded. |
| No relief | A continuous case ended with no relief caregiver clocked in. |
| Left early | Clocked out well before the scheduled end. |
| Changed after signing | The note or hours were edited after the client signed. |
| Recorded offline | Clock times came from the phone while it had no signal. |
| Unsigned, reason given | The client couldn’t sign, and the caregiver recorded why. |
Needs review
Approve, flag or mark invalid, in a tap.
The review queue in the web app, on a computer or a phone’s browser, is sorted by how much is wrong and filters by flag. Each visit opens to its full record: clock times against the schedule, the signature and the aide note.
Hours on a flagged visit don’t reach the timesheet until someone decides. Every correction needs a reason and stays on the visit’s record.
Private pay vs. Medicaid
Do you need EVV for private-pay clients?
The federal EVV mandate covers Medicaid-funded visits. Our guide explains what EVV covers and how to document private-pay visits instead.
Questions
Visit verification questions
With the record of the visit itself: the caregiver clocks in from the scheduled shift, answers every duty on the client’s Plan of Care, and the client or their representative signs an attestation of the hours on the phone. If the client can’t sign, the caregiver records why. AideBook then checks each closed visit automatically.
No. Electronic visit verification is a federal requirement for Medicaid-funded personal care and home health visits, done through a state-approved system. Private-pay and long-term-care-insurance visits fall outside that mandate. AideBook documents those visits with a signature and a completed care plan instead.
An attestation that the hours were correct and the job was performed satisfactorily, with the visit’s total time on it. The signature, the signer (client or representative) and the hours attested are kept on the visit and print on the timesheet PDF.
It goes to the Needs review queue, and its hours don’t count on the timesheet until an owner or admin approves it. They can also flag it for follow-up or mark it invalid, with a reason.
An admin can correct them, but only with a reason. The change is added to the visit’s corrections trail, and the visit is flagged “Changed after signing” so it gets a second look.
Keep reading
- Guide
EVV and private pay
What the federal EVV mandate covers, why private-pay and long-term-care-insurance visits fall outside it, and how to document those visits instead. - Feature
Caregiver app
The AideBook caregiver app: clock in from the scheduled shift, work the Plan of Care, collect the client's signature and see hours, even with no signal. - Feature
Timesheets & overtime
Timesheets computed from clocked visits, overtime past 40 hours split out across every client, and paper-form PDFs for families and insurers.
Early access for private-pay home care agencies
See your own week in AideBook.
Bring one caregiver’s week, and on a 20-minute call we’ll set it up live, from clock-in to timesheet.