As of January 2025, Managed Care Organizations began enforcing an 85% EVV compliance threshold across Personal Care Services and Home Health Care Services. Agencies that fall below that rate for three consecutive months face Corrective Action Plans. Continued non-compliance can end in contract termination. That is the environment every EVV system gets measured against now.

This guide walks through what an EVV system actually does, what separates a verification tool from a tracking tool, and the specific questions a clinical director or agency owner should ask before signing a contract. It is written for decision-makers who need to get this right the first time.

What an Electronic Visit Verification System Is Supposed to Do

The 21st Century Cures Act, Section 12006, requires EVV for all Medicaid-funded Personal Care Services and Home Health Care Services. At a minimum, a compliant system has to capture six data points for every visit: the type of service performed, the individual receiving the service, the person providing the service, the date, the location where the service was delivered, and the time the service began and ended.

That is the floor. An EVV system that only captures those six fields will keep an agency technically compliant, but it will not protect the agency during an audit. The difference between a system that tracks visits and a system that verifies them is the difference between having data and having proof.

Here is the distinction that matters. A tracking system records what a caregiver says happened. A verification system produces evidence that the visit actually occurred at the right place, at the right time, with the right people. When a payer asks for documentation on a visit from eight months ago, the tracking system hands over a log entry. The verification system hands over a timestamped, geo-tagged, tamper-proof record that was generated at the point of care.

The Verification Gap and Why It Matters

The EVV software market is full of products that meet the federal minimum and nothing more. They collect the six required data points, they generate reports, and they integrate with state aggregators. On paper, they check the box.

The gap shows up during enforcement. In June 2025, the Massachusetts Attorney General's Office secured indictments against a Randolph-based autism service provider for allegedly submitting more than one million dollars in false MassHealth claims. According to the AG's filing, the provider was accused of fabricating documentation to support services that were never delivered. A visiting nurse agency has faced a 35 million dollar reimbursement demand in a separate matter involving inadequately verified services. These are not outliers. CMS estimates over ten billion dollars in improper home health payments each year nationally.

What those cases have in common is that documentation alone was not enough. Regulators are no longer asking whether a visit was logged. They are asking whether the log can be trusted. That is the question an EVV system has to answer.

What to Evaluate When Comparing EVV Systems

Every vendor will claim their system is compliant, easy to use, and trusted by hundreds of agencies. Those claims are not useful for decision-making. The criteria below separate systems that look similar in a demo from systems that perform differently under audit.

1. Verification Method

How does the system actually confirm that a visit happened? Some products rely on self-reported check-in, which means the caregiver types or taps that they arrived. Others use GPS alone, which confirms a phone was at a location but not that a service was rendered. The strongest verification combines a location-specific QR code scan at the point of care with GPS confirmation at the service point. That combination is harder to falsify because the QR code only exists at the correct physical location, and the GPS coordinate has to match.

Ask the vendor directly: if a caregiver tried to clock in from home, would the system flag it? If the answer is anything other than yes, the system is tracking, not verifying.

2. Tamper Resistance

Records that can be edited after the fact are records that cannot be trusted by a payer. Evaluate whether timestamps can be changed, whether location data can be overwritten, and whether historical entries can be modified without an audit trail. Ask how the system handles offline capture, which is common in rural service areas, and whether records generated offline are still timestamped at the original moment or when they sync.

3. Audit Readiness

A system that can produce a clean audit report in ten minutes is worth significantly more than a system that requires a week of spreadsheet work. Evaluate the reporting interface during a demo. Ask to see what a compliance report looks like for a single day, a single caregiver, and a flagged exception. If the output is messy or requires manual formatting, that is what the agency will be handing to auditors.

4. Mileage and Reimbursement Accuracy

Mileage tracking is not peripheral. Payroll disputes and reimbursement errors compound quickly across a mobile workforce, and manual mileage logs are one of the most common sources of billing discrepancies. A good EVV system calculates travel distance automatically based on verified visit locations, which removes the guesswork and the disputes.

5. Implementation Timeline

Agencies facing the 85% MCO compliance threshold do not have 90 days to deploy new software. Ask how long same-day setup actually takes, what training caregivers need, and what happens to existing scheduling and payroll data during the transition. A system that takes six weeks to go live is a system that is still generating non-compliant visits while the clock is running.

6. Technical Support Model

Most small and mid-size agencies do not have in-house IT staff. That means the EVV vendor's support model is the agency's support model. Find out who answers the phone when a caregiver cannot log in at seven in the morning on a Saturday. Ask whether support is included in the subscription or billed separately. Ask for the average response time on escalations.

7. Total Cost of Ownership

Per-seat pricing is the number on the invoice, but it is not the full cost. Evaluate setup fees, training costs, integration fees with payroll or EHR systems, and any fees for audit report generation. A low per-seat rate with expensive add-ons can cost more than a transparent all-in-one model.

Questions to Ask Every Vendor

Before signing a contract, get written answers to the following:

• Does the system verify that a visit occurred at the correct physical location, and how?
• Can historical records be edited, and if so, what is logged when they are?
• What happens to visit data when a caregiver works in an area without cellular coverage?
• How does the system integrate with our state's EVV aggregator?
• What is the average time from sign-up to first verified visit?
• Who provides technical support, and what are the response time commitments?
• What does an audit report look like, and how long does it take to generate one?
• What happens to our data if we end the contract?

A vendor that cannot answer these clearly or tries to redirect the conversation toward features is a vendor that will not hold up during an audit.

How MyVisits Was Built to Answer These Questions

MyVisits was founded by Joseph Catan, who spent 18 years as a Clinical Director managing in-home service verification. The platform exists because the verification tools available to him during that time did not hold up to the standard a clinical director actually needs to defend against an audit.

The SecureVerify technology combines QR code check-in and check-out at the client's service location with GPS confirmation at the point of care. Mileage is calculated automatically based on verified visit endpoints. Every record is timestamped and tamper-proof. Audit-ready reports are available on demand, not compiled manually. Setup is same-day, and technical support comes directly from MyVisits rather than being outsourced, which means agencies do not have to hire or contract an IT team to maintain compliance. The infrastructure runs on AWS.

Pricing is straightforward: $89 base plus $45 per provider seat. The first 30 days are on us, with full functionality from day one, so the agency can evaluate the system under real operating conditions.

The Cost of Getting This Wrong

An agency that picks an EVV system based on the lowest per-seat price and discovers during an audit that the records cannot be defended is an agency facing reimbursement demands, Corrective Action Plans, and potentially contract termination from its MCO network. The cost of choosing a verification platform that actually verifies is small compared to the cost of a single enforcement action.

Medicare fraud penalties reach $250,000 per incident. Reimbursement demands in recent cases have climbed into eight figures. The 85% threshold is not a suggestion, and the three-month corrective window moves faster than most agencies expect.

The right EVV system is the one that answers the question regulators are asking. Not whether the visit was logged. Whether the log can be trusted.

Ready to See What Verification Looks Like?

MyVisits offers same-day setup, tamper-proof visit records, automated mileage tracking, and direct technical support from the team that built the platform. Try the first 30 days on us and see the system work under your actual operating conditions.

The Word "Visitor" Is the Wrong Starting Point

Most free visitor management software was built for corporate lobbies. It logs guests, prints badges, and records check-in times at a front desk. If that is the problem you are solving, there are capable free tools available.

You aren’t here for that, though. If you operate a home healthcare agency, the word "visitor" is not what matters. The visit is.

When it comes to home healthcare, a visit is a billable, auditable, compliance-critical service event. It is the unit of revenue, the foundation of your payer contracts, and the record that stands between your agency and an audit finding. Under the 21st Century Cures Act, Electronic Visit Verification requires six specific data elements for every Medicaid-funded personal care and home health service:

1. The type of service performed
2. The individual receiving the service
3. The individual providing the service
4. The date of the service
5. The time the service begins and ends
6. The location of service delivery

Each element must be captured and documented in a way that can withstand review from a Managed Care Organization or a state auditor. A guest log does not capture any of them. A badge printer is irrelevant. The software managing your visits must verify that each of the six elements was recorded accurately, in real time, at the point of service.

That is the standard. Everything that follows in this article measures against it.

Why Free Tools Fall Short for Visit Verification

Free visitor management systems usually provide a digital sign-in form, basic timestamps, email notifications, and a record of who entered the building. For an office reception desk, this functionality is sufficient.

For a home healthcare agency managing a mobile workforce across dozens of client locations, it does not come close.

Free tools were not designed to confirm that a caregiver was physically present at a specific residential address. They do not generate GPS-confirmed location data. They do not create tamper-proof records that link a caregiver, a client, a service type, and a verified time window into a single auditable event. They do not track mileage between service sites. And they do not produce compliance reports formatted for Medicaid review.

This is not merely a judgment on free tools; it represents a mismatch in categories, as they were designed to address a different problem entirely.

The question an office lobby system answers is straightforward: "Was this person in this building?"

That is not the question a Managed Care Organization asks during a compliance review. The question your agency needs to answer is far more specific: "Can you prove that this caregiver delivered this service at this address, at the documented time, and that the record was created at the point of service rather than reconstructed after the fact?"

Free visitor management software has no mechanism to answer that question. It was never designed to. The six EVV data elements listed above require GPS verification, timestamped check-in and check-out events, service type documentation, and caregiver identification — all captured in real time, at the location where the service occurs. A digital sign-in sheet built for a front desk cannot be retrofitted to meet that standard.

What Open-Source Means for Regulated Visit Tracking

The appeal of open-source software is understandable. Access to the underlying code means your team can customize the platform to fit your workflow. For organizations with dedicated development resources, that flexibility has value.

For most home healthcare agencies, open-source visit management introduces more risk than it resolves.

Medicaid compliance is not a feature you configure after deployment. GPS verification, tamper-proof timestamping, and audit-ready record formatting need to function correctly from the first day your agency uses the system. They also need to stay current as regulations evolve. Each state implements EVV through its own model — open, closed, or hybrid — with its own data aggregator connections and submission requirements.

Managing an open-source visit verification platform means your agency is responsible for all aspects of its maintenance. This includes ongoing code development, applying security patches, managing server infrastructure, ensuring HIPAA-compliant data storage, integrating with state aggregators, and monitoring regulatory changes in every state where you operate.

When a state modifies its EVV submission format or updates compliance requirements, your team must identify the changes, update the code, test it, and deploy the new version before the next reporting period.

Most home healthcare agencies do not have the internal IT capacity to sustain that, nor should they need to. The operational cost of maintaining compliance infrastructure in-house will exceed the licensing cost of a purpose-built platform within the first quarter. Factor in the financial exposure from a compliance gap — a failed audit, a denied claim, a terminated payer contract — makes the comparison even less favorable.

The cost savings of open-source disappear when a single compliance failure triggers consequences that a maintained, purpose-built system would have prevented.

What Visit Verification Actually Looks Like

Managed Care Organizations are enforcing an 85% compliance threshold for Electronic Visit Verification (EVV). Agencies that remain below 85% for three consecutive months may face Corrective Action Plans. Repeated non-compliance can result in contract termination — not a reduced rate, not a warning, but the loss of the payer relationship entirely.

That threshold is not a performance goal. It is the minimum standard for maintaining your contracts and protecting your agency's revenue.

A purpose-built visit verification system is designed to meet that standard by default, on every visit, without requiring manual reconciliation or after-the-fact documentation.

Here is what that looks like in practice. A caregiver arrives at the client's home and scans a QR code to check in. The system captures the GPS-confirmed location, the timestamp, the caregiver's identity, and the client being served. The caregiver delivers the service. When the visit concludes, they scan out. The system records the departure time and calculates mileage to the next service site automatically. No paper logs, manual entries, or room for reconstruction.

MyVisits was built on this distinction between tracking and verifying. The platform's SecureVerify technology combines QR code verification with geo-location tracking to create audit-ready documentation for every service interaction. Here is what the system captures at each visit:

• GPS-confirmed caregiver location at check-in and check-out
• Tamper-proof timestamp for arrival and departure
• Caregiver identity is linked to the specific visit record
• Client identity and service location matched to the scheduled visit
• Service type documentation
• Automated mileage calculation between service sites
• Real-time verification status visible on the management dashboard
• Audit-ready compliance report generated automatically

Every data point maps directly to the six EVV elements required under federal mandate. Nothing is entered manually after the fact. Nothing depends on a caregiver remembering to file paperwork at the end of the day.

The platform was designed by a Clinical Director with 18 years of experience managing in-home healthcare operations. It was not built by engineers estimating what the problem might look like from the outside. That operational background is reflected in how the system works: it was designed for the way agencies actually run, not for the way a software company imagines they do.

MyVisits is cloud-based. There are no servers to install and no IT infrastructure to manage. Setup takes one day.

Try Purpose-Built Visit Verification at No Cost

If the search that brought you here was about finding free software, this is worth knowing: MyVisits offers the first 30 days on them with full functionality. Not a limited demo. Not a stripped-down version. The complete platform, with every feature described above, available from the day you activate your account.

Think of the trial as a compliance assessment rather than a software demo. Set up your account, deploy to your team, and see your visit verification data by the end of the day. Within 30 days, you will have a clear picture of your compliance rate, your verification gaps, and the documentation your agency produces for every visit. If that picture does not improve your operational confidence, you owe nothing.

After your first 30 days, pricing is $89 flat to start and $45/provider seat after. No hidden fees. No per-transaction charges. No long-term contract required. Transparent pricing from day one.

The word "free" brought you here. The visit is what matters. Make sure the system that verifies it can prove what happened — to your team, to your payers, and to any auditor who asks.

What You Are Really Asking When You Search for Price

When a home healthcare agency searches for visit management system pricing, the question seems straightforward. How much does this cost per month? What is the annual commitment? Are there setup fees?

These are valid questions. Pricing is crucial, especially for small and mid-sized agencies with tight margins.

The more important question, however, is one that pricing pages rarely answer: what does it cost your agency when visits go unverified?

Every visit your team makes is considered a billable event linked to a payer contract. If that visit cannot be verified due to incomplete documentation, missing timestamps, or absent location data, the claim is at risk.

It may be denied, subject to clawbacks, or flagged during an audit. The financial consequences of unverified visits are not shown on any vendor's pricing page, but they represent the largest expense your agency faces in this area.

The real pricing question is not "what does visit verification software cost?" It was always "what is my agency already losing without it?"

The Cost of Unverified Visits

The financial exposure from unverified visits extends well beyond a single denied claim. It compounds across every level of your agency's operations and payer relationships.

Medicare fraud penalties reach $250,000 per incident. A single Visiting Nurse Association recently faced $35 million in reimbursement demands for services that were billed without verifiable documentation. Those are not theoretical numbers. They are the documented consequences of agencies that could not prove their visits occurred as reported.

Managed Care Organizations are now actively enforcing compliance thresholds. The standard is 85% EVV compliance. Agencies that fall below that threshold for three consecutive months are placed on Corrective Action Plans. Repeated non-compliance results in contract termination — the complete loss of that payer relationship.

Here is what unverified visits can cost your agency:

Risk Category	Potential Consequence
Denied claims	Revenue loss on individual visits that cannot be verified during payer review
Audit penalties	Fines up to $250,000 per incident of Medicare fraud
Reimbursement clawbacks	Repayment demands for previously paid claims lacking adequate documentation
Corrective Action Plans	Mandatory remediation triggered by three consecutive months below 85% EVV compliance
Contract termination	Permanent loss of payer relationship due to repeated non-compliance
Administrative burden	Staff hours spent on manual verification calls, paper reconciliation, and after-the-fact documentation

None of these costs appear on a software pricing page. All of them disappear when every visit is verified in real time, at the point of service, with tamper-proof documentation.

How Visit Management Systems Are Priced

The visit management market includes a wide range of tools, from free options with limited features to enterprise platforms that have unclear pricing and long-term contracts.

Understanding where the tiers fall helps clarify what your agency is actually paying for — and what you are not getting.

Feature	Enterprise Platforms	Budget Tools	MyVisits
Monthly cost range	$500 - $2,000+	$0 - $10/user	$39.95/user
Pricing transparency	Contact sales for quote	Listed on website	Listed on website
Setup timeline	3-6 months	Same day	One day
Contract requirements	1-3 year minimum	None	None
GPS visit verification	Yes	Limited or none	Yes
Tamper-proof records	Yes	No	Yes
Automated mileage tracking	Varies	No	Yes
Audit-ready compliance reports	Yes	No	Yes
Dedicated IT infrastructure required	Yes	No	No

Enterprise platforms deliver comprehensive functionality, yet their cost and complexity put them out of reach for most small and mid-sized agencies. Implementation timelines stretch across months. Pricing often requires a sales conversation, and contracts lock agencies into multi-year commitments before they have seen results.

Budget and free tools sit at the opposite end. The price is right, yet the functionality gap is severe. Most lack GPS verification, tamper-proof documentation, and the audit-ready reporting that Medicaid compliance demands. They were designed for general use, not for the operational and regulatory requirements of home healthcare visit verification.

The mid-market exists for a reason. Professional-grade verification at a predictable, transparent price point — without the implementation burden or contract lock-in of enterprise platforms.

What $39.95 Per User Actually Delivers

MyVisits was designed by a Clinical Director with 18 years of experience managing in-home healthcare operations. It was not engineered by a software company guessing at the problem from the outside. That operational background is reflected in what the platform includes at a single, flat price:

• SecureVerify technology — QR code check-in and check-out at the point of service
• GPS-confirmed location verification for every visit
• Tamper-proof, timestamped records created in real time
• Automated mileage calculation between service sites
• Real-time management dashboard showing verification status across your team
• Audit-ready compliance reports formatted for Medicaid review
• Telehealth session documentation with the same verification rigor as in-person visits
• Cloud-based access from any browser or mobile device
• iOS and Android mobile apps for field staff
• One-day setup with no technical configuration required

There are no hidden fees. No per-transaction charges. No feature gating between plan tiers. Every user at $39.95 per month gets the full platform.

The platform is powered by Amazon Web Services (AWS), which means your agency does not need to manage servers, maintain infrastructure, or hire IT staff to keep the system running. When technical issues arise, MyVisits handles them. The platform effectively serves as your IT team — your agency stays focused on service delivery while the infrastructure is managed for you.

For small and mid-sized agencies without a dedicated IT department, that distinction matters. Enterprise platforms often require in-house technical resources for deployment, maintenance, and troubleshooting. MyVisits eliminates that requirement.

The Math on Visit Verification

The pricing comparison becomes clear when you put the numbers side by side.

A mid-sized agency with 25 users pays approximately $12,000 annually for MyVisits. That covers every verified visit, every tracked mile, every generated compliance report, and every answered audit question with tamper-proof documentation.

One prevented audit finding covers the entire annual subscription. By avoiding a fraud penalty of up to $250,000 per incident, one can cover more than a decade of service. A single preserved payer contract secures revenue that far exceeds the platform's cost.

The cost of visit verification is not an expense category. It is the most affordable insurance policy your agency can have against compliance failures, claim denials, and contract terminations.

At $39.95 per user, the difference is significant.

Start Verifying Visits Today — No Cost for 30 Days

Every feature listed above is available right now, at no cost, for 30 days.

The MyVisits free trial is not a limited demo. It is not a stripped-down version with restricted functionality. It is the complete platform — SecureVerify technology, GPS verification, automated mileage tracking, real-time dashboards, audit-ready reports — fully operational from the day you activate your account.

Here is what that means in practical terms. Sign up today. Deploy to your team this afternoon. See your first verified visit data before the end of the day. Within 30 days, you will have a clear, documented picture of your agency's compliance rate, your verification gaps, and the audit-ready records your team produces for every visit.

If that picture does not improve your operational confidence, you owe nothing. Zero. Walk away with the data you collected and the clarity you gained.

If it does — and 30 days of verified visit data tends to make the decision obvious — continue at $39.95 per user per month. No contract. No lock-in. Cancel anytime.

Your agency already knows what unverified visits cost. The question is how long you continue paying that price when the alternative is $39.95 per user and a 30-day trial that starts today.

Start your free trial now. Know your compliance status by tomorrow.

Most visitor management software is designed for a front desk. Someone walks in, signs a screen, and gets a badge. That system works well for the environment it was built for, but it was not built for this.

If you run a home healthcare agency, a behavioral health practice, or a mobile care organization, the word "visit" carries a different weight entirely. It is the unit of billing, the foundation of compliance, and the record that stands between your agency and an audit finding. The software you’re using needs to reflect that reality.

This article will walk through what free and open-source visitor management tools can and cannot do in a regulated healthcare environment, what a purpose-built visit verification system actually provides, and how to access that functionality at no up-front cost through a 30-day free trial.

Why Does the Word "Visit" Mean Something Different in Home Healthcare?

A corporate lobby visitor management system answers one question: Was this person in this building at this time?

In home healthcare, the questions are far more complex. 

• Was this caregiver physically present at the client's home? 
• Did they arrive and depart at the correct times? 
• Was the service actually delivered, or was the visit logged afterwards? 
• Can you prove all of this to a Medicaid auditor or a Managed Care Organization reviewing your claims?

Under the 21st Century Cures Act (Section 12006), states are required to implement Electronic Visit Verification (EVV) for Medicaid-funded personal care services (PCS) and home health care services (HHCS).

To meet this mandate, many Managed Care Organizations (MCOs) enforce a minimum EVV compliance threshold of 85%. Agencies that fail to meet this benchmark for three consecutive months are typically placed under corrective action plans, and continued or repeated non-compliance can ultimately result in contract termination.

A generic visitor log does not answer any of the questions required by federal compliance. It records presence in an office. It does not verify that a caregiver was at a specific residential address, at the right time, and performed a documented service. Those are fundamentally different in terms of operational and legal requirements.

What a Free Visitor Management System Can and Cannot Do

Free visitor management tools are built for specific and low-stakes use cases such as office lobbies, coworking spaces, and event check-ins. They are often adequate for that purpose.

Here is what they typically include: 

• a digital sign-in form
• basic time-stamping
• email notifications
• visitor logs 

Some also offer badge printing and simple reporting.

Now, here is what they do not include:

• GPS-confirmed location verification 
• tamper-proof service records 
• automated mileage tracking 
• audit-ready compliance reports formatted for Medicaid review 
• The ability to document that a service visit occurred at a specific address rather than a device was used to check in from an unknown location.

In a regulated home healthcare environment, the absence of those features is neither a minor gap nor a feature gap. It is a category mismatch. If your EVV data cannot withstand an audit, the fact that you collected it does not protect your revenue or your contracts.

Free tools also carry a practical limitation. They are built for general use, not for the operational realities of agencies managing mobile workforces across multiple client locations. There is no mileage tabulation between service sites, no end-of-day reporting by worker or client, and no mechanism to confirm that check-in occurred at the actual service address rather than from a parking lot or a caregiver's phone at home.

Open-Source Visitor Management Software: What It Means for Regulated Healthcare

Open-source visitor management software gives organizations access to the underlying code, allowing technical teams to customize the platform. For a hospital's IT department or a large enterprise with dedicated developers, that flexibility can be useful.

For the vast majority of home healthcare agencies, open-source introduces more risk than it resolves. Compliance in Medicaid-funded services is not a feature you can configure later. GPS verification, tamper-proof timestamping, and audit-ready record formats need to function correctly from day one, and they need to remain accurate as state and federal requirements evolve.

Open-source tools require ongoing technical maintenance, security management, and compliance updates. Most home healthcare agencies do not have the internal IT infrastructure to sustain that. When an MCO audits your records or a state agency reviews your EVV data, "we customized an open-source platform" is not a sufficient answer if the data does not meet verification standards.

There is also a harder question: even if you build or configure a system that logs visits, does it verify them? 

Logging and verifying are not the same thing. A caregiver can manually enter a check-in time, but a system can record that entry. However, without geo-location confirmation at the moment of scan or without a unique QR code tied to the individual client and service address, you have a log, not a verification. That distinction is exactly what auditors are trained to identify.

What Home Healthcare Agencies Actually Need from Visitor Management Software

Agencies managing Medicaid-funded in-home services need a system that does the following: 

• confirms the caregiver's physical location at check-in and check-out 
• records exact arrival and departure times 
• generates tamper-proof documentation of each visit 
• tracks mileage between service locations automatically 
• produces reports that meet audit standards without manual compilation

The visit itself is the unit of compliance. Every piece of the technology should serve the accuracy and defensibility of that visit record.

SecureVerify, the core technology inside MyVisits, is designed around this requirement. Each client has a unique QR code. When a caregiver arrives at a service location, they scan in. When they leave, they scan out. Geo-location is recorded at each scan, confirming that the worker was physically present at the address. The system logs time in, time out, and time spent at a location. Mileage between service sites is calculated automatically. At the end of the day, a complete record of all visit activity is available for review and reporting.

There are no manual entries, no after-the-fact logging, and no paper timesheets to reconcile.

The platform runs on iOS and Android, requires no servers or IT staff to maintain, and can be set up and running in less than a day. That last point matters for agencies that have been putting off EVV implementation because implementation felt like a large project. It is not.

How to Try a Purpose-Built Solution at No Up-Front Cost

MyVisits offers a 30-day free trial with full platform functionality. That means access to SecureVerify, automated mileage tracking, real-time service documentation, and audit-ready reporting for 30 days before you pay anything.

The trial exists because the platform is built to demonstrate value quickly. An agency that sets up MyVisits and runs it through one full cycle of visits will have a clear picture of its compliance status, its verification accuracy, and what its data looks like when it is formatted for audit review. Most agencies have a clear picture of their compliance exposure within the first week.

At $39.95 per user per month after the trial, MyVisits is positioned within reach of small and mid-sized agencies that cannot justify the cost of enterprise-level EVV platforms. There are no setup fees and no IT requirements.

If you have been searching for free visitor management software because you are trying to manage costs while meeting compliance requirements, the 30-day trial addresses both sides of that equation. You verify the solution works before you make any commitment.

The visit is the foundation of your billing, your compliance, and your contract relationships. The software that manages it should be built around that reality, not retrofitted from a lobby check-in tool.

Start your 30-day free trial at MyVisits.net.

Thirty-Five Million Dollars for Visits That Happened but Couldn’t Be Proven

A visiting nurse association faced this penalty not because visits did not happen, but because their EVV system could not prove they happened when auditors asked.

Documentation existed, timestamps were recorded, but the data was entered three days after visits. State auditors do not accept retroactive data entry as proof of service delivery.

Joseph Catan built MyVisits after spending 18 years as a Clinical Director defending agencies in exactly these audit scenarios. He recognized the pattern: agencies use scheduling systems to plan visits and separate EVV vendors to verify them.

When these systems do not communicate in real time, verification gaps appear. Those gaps surface during audits as compliance failures, threatening the 85% threshold MCOs began enforcing January 1, 2025.

In one recent case, an agency scheduled 1,847 visits in a month. Their EVV vendor captured 1,435 verification records. The remaining 412 visits had no audit-proof documentation. Those missing records represent the verification gap: the distance between what was scheduled and what can be proven to compliance standards.

The real question is not whether visits happened. The real question is whether your systems can prove visits happened at the moment of service when auditors demand evidence.

The Three-Layers Creating Compliance Gaps

Most healthcare agencies operate with three separate systems handling different aspects of service delivery. Understanding how they interact and where they fail explains why verification gaps exist.

Layer 1: Scheduling. Your agency management system assigns caregivers to clients and creates visit schedules. This layer manages who goes where and when. It tracks plans and intentions, not outcomes.

Layer 2: Verification. EVV platforms capture the six mandatory elements defined by the 21st Century Cures Act at the moment of service. This layer creates compliance documentation that verifies visits took place in accordance with audit standards.

Layer 3: Billing. Your billing system submits claims to payers based on verified visits. Billing depends entirely on the accuracy and completeness of verification data.

The gap appears between layers one and two. When scheduling and verification do not communicate in real time, agencies discover during billing, often weeks after services occurred, that scheduled visits lack compliant EVV records.

At that point, documentation becomes reconstruction rather than real-time capture. According to CMS guidance on EVV implementation, agencies must demonstrate that all six mandatory elements were captured at the moment of service, not reconstructed later or entered during batch processing.

How Disconnected Systems Create the Verification Gap

The workflow at many agencies reveals how disconnection becomes a compliance risk.

A Service Manager creates the weekly schedule in the agency management system and assigns visits to caregivers. Caregivers receive assignments and attempt to use a separate EVV mobile app. During the week, some visits are verified properly while others are not captured due to forgotten logins, application crashes, or connectivity problems.

At the end of the week, managers log into a separate EVV dashboard and discover missing verifications. Administrative staff begin contacting caregivers to reconstruct events. Some visits occurred without any EVV documentation. Staff manually enter data days later, creating timestamps that show when information was entered rather than when the service occurred.

Billing teams then identify incomplete documentation. Claims are submitted seven to ten days after services occurred. Staff may spend fourteen or more hours weekly reconciling fewer than fifty visits.

The root cause is foundational. Scheduling happens in one system. Verification happens in another. Data synchronization occurs in batches, if it occurs at all. Each integration point introduces delays, mapping errors, and documentation gaps that surface during billing.

What Real-Time Verification Looks Like

Agencies that use integrated verification platforms function more effectively because these systems eliminate synchronization gaps.

Service Managers continue creating schedules in their existing systems. Caregivers arrive at client locations and open the MyVisits mobile app. They scan a unique QR code at the client location.

At check-in, the platform captures all six mandatory EVV elements: type of service performed, individual receiving service, date of service, location of service delivery, individual providing service, and time service began. GPS verifies physical presence. Caregiver authentication confirms identity. The timestamp records the exact moment of service initiation.

At checkout, the caregiver scans again. The system captures the end time and calculates the service duration. GPS confirms location consistency. Automated mileage tracking records actual routes between visits.

The manager dashboard updates immediately. The visit status changes from scheduled to verified within seconds. Any missing data is flagged immediately while the caregiver is still available to address it. Completed visits flow to billing the same day with audit-proof documentation created at the moment of service.

The difference is fundamental. Real-time verification serves as the compliance layer between scheduling and billing, making sure every completed visit generates compliant documentation.

Five Diagnostic Questions That Reveal Verification Gaps

Does your system automatically update with EVV verification data when visits are completed? If not, you have a verification gap between operations and compliance.

Can you see real-time EVV status for today’s scheduled visits? If not, you discover missing documentation after the fact.

How long after visit completion is EVV data available for billing? Same-day availability indicates integration. Two to three days suggests batch processing. Weekly availability signals disconnected systems.

How many hours weekly are spent reconciling schedules, EVV logs, and billing records? Ten or more hours indicates manual cross-checking. Fewer than two hours suggests integrated workflows.

What is your current EVV compliance rate across all payers? If you cannot answer immediately, compliance is being measured reactively. If the rate is below 85%, corrective action plans and potential network termination are active risks.

Three or more negative answers indicate gaps that threaten compliance.

What State Auditors Actually Validate During EVV Reviews

State Medicaid auditors confirm that the six mandatory elements specified in Section 12006 of the 21st Century Cures Act are accurately documented at the time of service with tamper-proof verification.

These elements include: the type of service performed, the individual receiving the service, the date of service, the location of service delivery, the individual providing the service, and the start and end times of the service.

Auditors examine whether these elements were captured in real time. Paper logs completed later do not meet the standard. Systems allowing manual timestamp entry do not meet the standard. Batch processing that delays synchronization creates audit risk.

Common audit failures include mismatches between service types in scheduling and EVV records, location discrepancies due to mapping errors, and delayed timestamps caused by offline storage. These issues can lead to claim denials, financial clawbacks, extended review processes, and increased scrutiny.

The 85% Threshold and What It Costs When You Fall Below It

As recent as January 1, 2025, agencies that fail to maintain 85 percent EVV compliance for three consecutive months must implement corrective action plans. Continued noncompliance will risk network termination. This threshold is mandatory under federal requirements.

The revenue impact is direct. At an average reimbursement of $140 per visit, five missed or unverified visits weekly equals $36,400 annually. Ten missed visits weekly equals $72,800 annually. Twenty exceeds $145,000 annually, and those figures exclude visits that occurred but lacked compliant documentation and therefore could not be billed.

When agencies fall below the threshold, regulators trigger remediation plans. This leads to increased monitoring, potential reductions in authorizations, and weakened negotiating positions with payers, plus direct revenue losses.

Visit completion rates and documentation quality also influence star ratings, referral decisions, and eligibility for value-based payment arrangements. Verification gaps affect all of these.

Five Red Flags That Say Your Current System Creates Verification Gaps

• You discover compliance failures during billing cycles, not during service delivery.
• Service Managers spend ten or more hours a week reconciling systems.
• Mileage tracking requires manual logs or separate applications.
• EVV data takes multiple days to reach billing.
• You cannot determine your compliance rate without manual analysis.

Three or more of these indicate significant verification risk. The root cause in each case is the same: a system that separates scheduling, verification, and billing into disconnected workflows.

Platform Built by Operators, for Operators

MyVisits was built from 18 years of operational experience managing in-home services and defending agencies during audits. That background shapes how the platform works: every design decision reflects what Service Managers and Clinical Directors actually need when compliance is on the line.

Verification captured at the moment of service. QR code scanning at the client location confirms identity and captures all six mandatory EVV elements at check-in and check-out. GPS verifies physical presence. Timestamps document exact service windows. Automated mileage tracking calculates actual routes driven. Documentation is created at the time of service, which eliminates the risk of having to enter information retrospectively.

Integration with existing workflows. Agencies continue using their existing scheduling systems. Caregivers use the MyVisits mobile app for verification. Real-time data flows to dashboards and billing queues without manual reconciliation.

Same-day implementation. Cloud-based setup completes within one business day. No servers, hardware purchases, or IT projects required.

Transparent pricing. $39.95 per user per month. No setup fees, no annual contracts, no hidden charges.

The Enforcement Environment Has Shifted

Agencies now operate under active monitoring for the 85% compliance threshold. Scheduling software tracks plans. Bolt-on EVV vendors verify after the fact. Only a real-time verification system closes the gap between scheduled visits and compliant billing.

MyVisits offers a 30-day free trial with full functionality: QR code verification, GPS confirmation, automated mileage tracking, real-time compliance dashboards, and multi-state aggregator connections.

Schedule a 15-minute demo to evaluate verification gaps in your current workflow and assess your exposure under the 85% threshold. The system you operate today determines whether your agency maintains payer contracts or faces corrective action plans.

For Clinical Directors, Service Managers, and compliance officers in home healthcare, behavioral health, and hospice care, verifying that in-home visits actually occurred is not optional. It is a federal mandate, a fraud-prevention requirement, and, increasingly, a condition of continued network participation. A home healthcare EVV system is now essential for agencies operating in regulated care environments.

The 21st Century Cures Act mandates Electronic Visit Verification (EVV) for all Medicaid-funded personal care and home health services. Starting in January 2025, Managed Care Organizations will require providers to maintain an 85% compliance rate with EVV using a certified EVV compliance platform. If this threshold is not met for three consecutive months, it will result in the implementation of Corrective Action Plans. Continuous non-compliance may lead to termination from the network.

This article examines why traditional verification methods fail, what the EVV mandate requires, and how platforms like MyVisits deliver Real-time Electronic Visit Verification through an advanced EVV compliance solution that healthcare agencies need to protect their licenses, their revenue, and their patients.

Paper Logs and Manual Verification Cannot Survive an Audit

Most healthcare agencies still rely on paper timesheets, call-in systems, or manual spreadsheets to track caregiver visits instead of modern EVV software for home healthcare agencies. These methods share a common flaw: they cannot prove a visit actually happened at the time and location claimed.

When an auditor asks whether a caregiver visited Mrs. Johnson on March 12th at 2:00 PM, a paper log signed three days later is not proof. It is a liability. The caregiver might have been there. The caregiver might not have been. The log cannot demonstrate either with certainty, unlike EVV visit verification software that captures data in real time..

This uncertainty creates three risks: compliance exposure when agencies cannot demonstrate EVV adherence during audits, fraud vulnerability from billing for potentially undelivered services, and reimbursement disputes as payers reject unverified claims without Real-time Electronic Visit Verification data.

The industry-wide cost of unverified Medicaid claims exceeds $14 billion annually. Individual agency exposure can range from $50,000 to $500,000 or more in potential clawbacks. A single Visiting Nurse Association recently faced $35 million in reimbursement demands for services billed but not verifiably delivered due to the absence of a compliant EVV compliance platform.

What Electronic Visit Verification Actually Requires

EVV systems must capture six data elements for every in-home visit as part of a compliant home healthcare EVV system:

• Type of service performed
• The individual receiving the service
• Date of the service
• Location of service delivery
• The individual providing the service
• The time the service begins and ends

The Standard Is Higher Than Most Agencies Realize

Location must be GPS-verified, not self-reported. Time must be captured at arrival and departure, not entered after the fact. Caregiver and client identity must be authenticated through secure methods using EVV visit verification software.

Paper logs, phone calls, and manual timesheets cannot meet these requirements or qualify as a legitimate EVV compliance solution.

State Aggregators Are Watching

Every state uses approved EVV aggregators to receive and validate visit data from an EVV compliance platform.. Providers must either use the state-designated system or prove their vendor transmits compliant data to the aggregator. Every service claim must link to documented proof of delivery through Real-time Electronic Visit Verification.. There is no grace period for agencies still relying on manual methods.

How MyVisits Delivers Tamper-Proof Visit Verification

Built by an Operator, Not a Software Company

Most EVV vendors are technology companies that built software for healthcare. MyVisits was built by a Clinical Director who spent 18 years inside the problem. Founder Joseph Catan designed the platform after watching traditional verification methods fail under audit scrutiny, creating a purpose-built EVV software for home healthcare agencies.

How SecureVerify Technology Works

Each client receives a unique QR code displayed in their home. Caregivers scan in at arrival and scan out at departure using the MyVisits app. Each scan captures GPS coordinates, timestamp, caregiver identity, and client identity simultaneously, delivering Real-time Electronic Visit Verification through secure EVV visit verification software..

The result: tamper-proof records created in real time. Caregivers cannot scan without being physically present. Timestamps cannot be modified after the fact. Every visit is transmitted immediately to the manager's dashboard for real-time monitoring via a centralized home healthcare EVV system.

Beyond Visit Verification: Mileage Tracking and Telehealth Documentation

Compliance extends past basic check-ins. Mileage disputes drain administrative hours. Telehealth sessions require documentation proving service delivery without physical presence. Most agencies juggle separate systems that do not communicate, instead of using a unified EVV compliance solution.

MyVisits consolidates everything into one platform. Mileage calculates automatically between verified locations. Telehealth documentation captures call duration, participant verification, and service type with the same audit-ready accuracy as in-person visits using Real-time Electronic Visit Verification standards.

Auditors do not distinguish between visit types. Every service billed requires verifiable documentation. One platform means one source of truth.

Real-Time Oversight for Clinical Directors and Service Managers

Traditional verification is reactive. Managers discover these missed visits days later, then spend hours on phone calls reconciling discrepancies. By then, the opportunity to intervene has passed.

MyVisits delivers real-time monitoring. The dashboard displays verification status as visits occur using EVV visit verification software. Missed check-ins trigger immediate flags. Short or long visits surface instantly.

Managers can contact a caregiver running behind before a visit is missed entirely. A pattern of short visits can be addressed before it triggers a payer audit. Real-time Electronic Visit Verification prevents problems instead of managing them.

Fraud Prevention Through Verified Documentation

Healthcare fraud takes multiple forms. Intentional billing for services never delivered represents one category. Unintentional errors where caregivers record incorrect times or locations represent another. Both create the same compliance exposure and reimbursement risk.

MyVisits addresses both categories through verification that cannot be falsified after the fact. The QR code scan requires physical presence at the client's location. The GPS coordinates confirm their presence independently. The timestamp is captured at the moment of scanning, not entered manually hours or days later.

This verification architecture protects agencies in two directions. It prevents intentional fraud by making falsification technically impossible. It prevents unintentional errors by eliminating the manual data entry that creates them. The result is documentation that agencies can defend with confidence when auditors or payers challenge service claims.

Implementation Without IT Infrastructure

Enterprise EVV platforms require months of implementation, dedicated IT resources, and significant infrastructure investment. For agencies without IT departments,these requirements make enterprise solutions impractical compared to a cloud-based EVV compliance platform.

MyVisits is cloud-native. No servers, no software installation, no IT infrastructure. Setup takes one day. Caregivers download the app, learn the QR scanning process, begin capturing verified visits immediately using Real-time Electronic Visit Verification.

Compliance deadlines do not wait for implementation timelines. Agencies need solutions they can deploy now, not three-month projects, especially when selecting EVV software for home healthcare agencies..

Transparent Pricing: $39.95 Per User Per Month

Enterprise EVV platforms charge hundreds of dollars per user monthly, plus per-transaction fees, implementation costs, and long-term contracts. Free EVV tools lack fraud prevention and real-time verification expected from a true EVV compliance solution.

MyVisits delivers enterprise-grade compliance at $39.95 per user per month. No hidden fees, per-transaction charges, or contract lock-ins. Pricing includes SecureVerify technology, automated mileage tracking, telehealth documentation, real-time dashboards, and audit-ready reports through a comprehensive home healthcare EVV system.

For a 25-person agency, that is roughly $1,000 per month for complete EVV compliance — compared to potential clawback exposure of $50,000 to $500,000 for unverified claims. The cost of verification is trivial compared to the cost of liability when EVV visit verification software is not used.

The Compliance Clock Is Running

The 85% EVV compliance threshold is now mandatory for providers participating in major MCO networks. Agencies that fail to maintain this rate for three consecutive months face Corrective Action Plans that may include additional training requirements, enhanced monitoring, and provider relations outreach. Repeated non-compliance results in network termination.

This is not a recommendation or a best practice suggestion. It is the new standard for continued network participation. Agencies still relying on paper logs, phone call-in systems, or manual spreadsheets face a choice: implement compliant EVV verification or risk their contracts, their revenue, and their ability to serve patients.

The enforcement window has arrived. The question is not whether to implement EVV, but which platform can deliver compliance with the speed, reliability, and cost-effectiveness that healthcare agencies require.

30-Day Verified Results Guarantee

MyVisits offers a 30-day free trial with full platform functionality. No credit card required. No sales call necessary. If MyVisits does not improve your verification accuracy within 30 days, you owe nothing, proving the effectiveness of this EVV compliance solution..

Book a demo to see real-time visit verification in action. Access audit-ready compliance reports. Start protecting your agency, your revenue, and your patients today.

Visit MyVisits.net to learn more.

Accuracy, compliance, and accountability are non-negotiable when it comes to home healthcare, behavioral services, and in-home clinical care. Data tracking is no longer a support function; it’s the foundation of operational survival. For Clinical Directors, VPs of Clinical Services, and Service Managers, unreliable tracking systems don’t just slow things down; they can also cause delays. They create real exposure to legal risk, reimbursement losses, and service delivery breakdowns that can damage contracts, reputations, and client trust.

This is your guide to why data tracking software is the backbone of effective visitor tracking, what defines the best data tracking software, and how platforms like MyVisits are reshaping how field-based service organizations monitor, verify, and protect in-home visits.

Outdated Systems, Incomplete Data, Real Consequences

Before discussing solutions, it’s critical to recognize the operational risks many organizations still face daily:

• Paper-based logs or spreadsheets for visit verification
  
• Mileage tracking based on employee estimates or odometer readings
  
• Incomplete call documentation for telehealth visits
  
• Delayed or manual reporting to supervisors and payers
  

These outdated data tracking programs don’t just create inefficiencies. They introduce friction between leadership and field teams, weaken accountability, and expose organizations to fraud, compliance violations, and reimbursement delays. Left unresolved, these issues can escalate into serious legal and financial consequences.

With regulations tightening, including the 85% EVV compliance rule taking effect in 2025, manual and semi-digital systems are no longer viable. They simply cannot keep pace with the level of verification now required.

Why Modern Visitor Tracking Depends on Data Tracking Software

Data tracking software is the engine that powers every reliable visitor tracking platform. Without it, visit verification is based on assumptions. With it, every visit becomes a real-time, defensible, and auditable record of service delivery.

Here’s what the best data tracking software delivers:

1. Real-Time Verification

Top-tier solutions use technologies like QR code scans combined with geo-location to verify the exact time and location of each in-home visit.

2. Automated Mileage Tracking

Instead of relying on estimated routes or hand-written logs, automated systems calculate mileage between client visits, which leads to accurate and fair reimbursement. This reduces disputes and saves administrative time by eliminating manual entry. 

3. Session Duration Logging

By capturing the start and end times of each visit, managers get a true picture of time spent per client, enabling better workforce allocation and service delivery insight.

4. Call Documentation for Telehealth

In a world where telehealth is growing, the ability to track and log every call sees thats no billable service slips through the cracks, protecting revenue and maintaining compliance with ease.

5. Daily Dashboards & Reporting

Real-time analytics empower leadership to spot gaps, correct course quickly, and maintain compliance without drowning in spreadsheets or guesswork.

How MyVisits Solves the Data Tracking Puzzle

MyVisits is a purpose-built platform designed specifically for in-home healthcare, behavioral health, hospice, and clinical service providers. At its core is powerful data tracking software engineered to eliminate friction, maintain accuracy, and uphold compliance while giving teams back valuable time.

Visit Verification System

What sets MyVisits apart is the Visit Verification System, which combines:

• SecureVerify™ technology for check-in/check-out via unique client QR codes
  
• Geo-location tracking is embedded in every scan
  
• Mileage tabulation between visits
  
• Call documentation for all client contacts
  
• Real-time dashboards for managers and compliance officers
  

“It’s like having a $200k compliance officer and fraud analyst in your pocket for the cost of a coffee a day.”

Seamless Tracking, Smarter Oversight: The MyVisits Advantage

Before MyVisits, many organizations relied on manual mileage logs, delayed submissions, and error-prone visit verification. Phone check-ins and paper signatures left room for mistakes, disputes, and manipulation. Compliance preparation often meant last-minute panic, and telehealth documentation was inconsistent or incomplete. Manager oversight depended heavily on delayed reports and trust-based supervision.

With MyVisits, these inconsistencies disappear. Mileage reimbursement becomes seamless through GPS-based, real-time tracking. Visits are securely verified using tamper-proof, QR-based geo-stamped check-ins. Compliance reporting is automated, producing audit-ready documentation instantly.

All telehealth interactions are logged and time-stamped automatically, ensuring no gaps in service records. Managers gain real-time visibility through live dashboards, dramatically improving oversight, accountability, and operational confidence.

Streamlined Features for Healthcare & Home Service Excellence

MyVisits is not a generic data tracking program. It was built specifically for agencies operating in the field, where oversight is critical, and compliance is mandatory.

Built for Compliance

• Meets EVV requirements effortlessly
  
• Supports FLSA wage protection by ensuring mileage reimbursements don’t reduce effective hourly pay
  

Designed for Managers

• Dashboards that eliminate guesswork
  
• Cut dispute resolution time by over 90%
  
• Allows supervisors to focus on service quality, not paperwork
  

Loved by Field Teams

• No more manual logs or duplicate entries
  
• Simple, mobile interface with real-time scan-and-go tracking
  
• Increased trust that time and effort will be fairly reflected
  

What Makes MyVisits the Best Data Tracking Software for Visitor Tracking?

The best data tracking software must meet non-negotiable standards. MyVisits delivers on every one of them.

MyVisits offers real-time tracking with instant updates, so you’re always informed. It accurately tracks mileage to prevent reimbursement errors and disputes. You can verify session durations to avoid reporting inaccuracies. Telehealth call logging ensures compliance for remote services.

Automated compliance reports lower the risk of audits, and our easy onboarding process helps your team get started quickly without major interruptions. Plus, with transparent pricing starting at just $0.83 per day per staff member, MyVisits is both affordable and accessible.

Finding the Perfect Fit: Agencies That Need MyVisits

Clinical Directors & VPs of Services

You're responsible for service quality and delivery metrics. MyVisits gives you instant visibility into what’s happening across all client visits without relying on second-hand reports.

Service Managers

With real-time data on staff movements, time spent, and service locations, you gain full control without micromanaging.

Compliance Officers

Audit-ready reports. Real-time logs. Time-stamped mileage. You no longer have to scramble when a payer or regulator requests proof.

MyVisits in Action: Verified Results

• 7+ hours saved per field employee per week
  
• 0 mileage disputes thanks to GPS verification
  
• Up to 50% reduction in reimbursement processing time
  
• Full compliance with FLSA, Medicare EVV, and state mandates

Don’t Wait, Here’s Why Action Matters Now

Delaying the switch to MyVisits leaves gaps in your operations that can lead to audits, payment delays, and extra work. With GPS and QR-verified check-ins, automated reporting, and telehealth tracking, you can close these gaps and have reliable records ready when you need them.

MyVisits limits the number of new onboardings each quarter to steady the course toward a smooth implementation. If you wait, you risk missing the current opportunity and facing a rushed transition later on.

Now is the time to act: assess your current electronic visit verification (EVV) gaps, collect any existing visit and mileage records, and schedule a demo of MyVisits with a reserved onboarding slot. Designate someone from your team to lead this effort and prepare sample data for an easy rollout.

Don't leave compliance to chance. Secure your onboarding spot before the window closes!

Achieve Real Results Without Any Risk: Try MyVisits Today

• 30-Day Risk-Free Trial – Use MyVisits for a full month with zero upfront risk.
  
• Guaranteed Results – If it doesn’t save admin time, reduce fraud risk, and simplify tracking, you don’t pay.
  
• No Fine Print – No strings attached, no hidden fees, no questions asked.
  
• Real Benefits, Fast – Experience quicker reimbursements, audit-ready reports, and live service visibility.
  
• Future-Proof Your Agency – Avoid the risk of outdated systems as compliance deadlines approach.
  
• Worry-Free Test Drive – See how secure, reliable, and effortless service tracking can be.

Your All-in-One Solution for Accurate Visit and Mileage Tracking

Start with MyVisits today by downloading your audit-ready mileage and visit policy template. Book a personalized demo to see real-time tracking in action and understand how it streamlines operations from day one. Then activate your 30-Day Verified Results Guarantee™ and experience the compliance, clarity, and control MyVisits delivers.

VisitMyVisits.net and make tracking work for you, not against you.

Every Clinical Director or VP of Clinical Services overseeing mobile healthcare or in-home staff knows the frustration of navigating inconsistent mileage reimbursements. Teams ask, “How much should I charge per mile?” while managers wonder if they’re overpaying or violating compliance laws.

Without a standard, enforceable approach, agencies face:

• Budget overruns from inflated mileage claims
  
• Compliance gaps due to under-reimbursement
  
• Legal risk in states where accurate reimbursement is mandatory
  

That’s why understanding what the average mileage reimbursement rate is and how to apply it accurately is critical. The solution isn’t just about knowing the 23-mileage rate or current IRS rates. It’s about automating and enforcing them with the right software.

The Problem: Mileage Rates Are Misunderstood and Misused

Mileage reimbursement rates can vary by year, organization, and even job role. Without a structured system in place, managers often have to manually track each employee’s mileage, cross-check receipts, and calculate the reimbursement amounts individually. This process can be time-consuming, prone to errors, and can lead to delays or inconsistencies in payments.

• Outdated federal rate charts
  
• Verbal agreements
  
• Manual odometer reporting
  
• Employee-submitted estimates
  

The result?

• Over-reimbursement due to inflated distance estimates
  
• Under-reimbursement, which violates labor laws in states like CA and IL
  
• Lack of a standardized policy tied to verified data
  

When staff ask, “How much do I get per mile?” and your answer changes each time, it creates confusion and frustration among employees. Inconsistent responses can lead to disputes, reduce trust in management, and potentially cause compliance issues if reimbursements don’t align with official policies or tax regulations.

What Is the Average Mileage Reimbursement Rate?

Federal IRS Rate (Standard Guideline)

The IRS sets the standard mileage reimbursement rate each year, which serves as a benchmark.

• 2023 Mileage Rate: $0.655 per mile (Jan 1 – Jun 30), then $0.67 per mile (Jul 1 – Dec 31)
  
• 2024 Mileage Rate: $0.67 per mile
  
• 2025 Estimate: TBD (Usually released in December prior)
  

Employers are not legally required to use this rate unless a specific state law mandates it. Despite this, many organizations adopt it as a practical standard to maintain consistency in reimbursements. Using the IRS or industry-standard mileage rate helps simplify calculations, ensures fairness across roles, and reduces disputes over compensation.

Historical Perspective: How the Rate Has Changed

Looking back, the rate has steadily increased over the past decade in response to fuel prices, maintenance costs, and inflation:

• 2018: $0.545/mile
  
• 2020: $0.575/mile
  
• 2022: $0.585/mile (adjusted mid-year to $0.625)
  

These adjustments reflect the importance of staying current. Using outdated rates leads to employee dissatisfaction or budget overruns.

How Much Should You Charge Per Mile?

If you’re reimbursing:

• Less than the IRS rate: You risk employee dissatisfaction and legal vulnerability in some states
  
• More than the IRS rate: It may be considered taxable income
  
• Exactly at the IRS rate: Safe, tax-free, and accepted by most audit standards
  

Your mileage Allowance software should automatically default to the current IRS rate and update itself whenever changes occur. This ensures field staff have clear guidance on reimbursements while giving compliance teams confidence that all calculations are accurate and up to date.

Industry Challenges: Applying the Rate Is the Real Barrier

Even with a clear reimbursement rate in place, operational challenges arise when trying to apply that rate in the field.

Common Challenges:

• Lack of visibility into actual miles traveled
  
• Manual tracking leads to inconsistent records
  
• Incorrect rounding or misapplied multipliers
  
• Poor documentation leads to audit exposure
  

In sectors such as home health care or behavioral therapy, the frequency of client visits and the volume of travel make mileage tracking even more challenging. Providers often see 4 to 6 clients a day, sometimes more, which means they are constantly on the move. 

Without automated systems, documenting mileage manually can become a tedious, time-consuming process that is also prone to mistakes, increasing the risk of inaccurate reimbursements and administrative headaches.

Why Mileage Reimbursement Software Is a Game-Changer?

This is where MyVisits makes a measurable difference. It doesn't just track miles; it enforces policy.

MyVisits Helps You:

• Apply the correct mileage rate every time
  
• Track every mile between verified visits using GPS
  
• Exclude non-reimbursable trips (like home-to-first-client commutes)
  
• Auto-generate compliant reports based on IRS standards
  
• Reduce administrative time spent reviewing and approving claims
  

With MyVisits, your agency never has to worry about how much to charge per mile it’s already calculated and validated.

Real-Time Example: Mileage Rate in Action

Imagine this real-world scenario:

• A mobile nurse travels between five patients in one day.
  
• Total eligible miles driven (between client homes): 36.4 miles
  
• IRS rate: $0.67 per mile
  

Manual System:

• Nurse logs addresses and distances manually
  
• Submits a spreadsheet at the end of the week
  
• Admin team verifies routes with Google Maps
  
• Reimbursement is delayed or challenged
  

With MyVisits:

• Nurse scans in/out via QR code at each home
  
• GPS calculates the exact distance between visits
  
• Reimbursement of $24.39 is automatically generated and approved
  

Outcome:

• No disputes, no manual review, and full audit readiness

The Compliance Factor: Why Accuracy Is More Than a Convenience

Legal Implications

Certain states, like California, Illinois, and Massachusetts, have employer reimbursement laws. Under these statutes:

• Reimbursement is mandatory for job-required mileage
  
• Underpayment can result in wage-and-hour lawsuits
  

Knowing how much to charge per mile or the standard mileage reimbursement rate answers only part of the question. The bigger challenge is making sure these rates are applied consistently for every trip. Achieving this accurately and automatically demands efficient systems and precise tracking.

Failure to apply the correct mileage rate can lead to:

• Back pay lawsuits
  
• Damaged reputation
  
• Disqualification from payer networks (e.g., Medicaid, CMS)
  

Insurance Payers Demand Verification

Many payers, including Medicare and managed care organizations, require proof that services billed were delivered, including:

• Mileage logs
  
• Time stamps
  
• Visit verification
  

MyVisits helps you meet all three in one unified system.

How Much Time Does MyVisits Save?

Agencies using MyVisits report:

• 7+ hours per week saved per clinician
  
• 70% less time spent by managers verifying mileage
  
• Fewer disputes due to automated, accurate tracking
  
• Reduced risk of overpayment or underpayment claims
  

In terms of ROI, automating mileage at the correct rate pays for itself within the first few months.

Additional Tips for Mileage Rate Compliance

1. Review IRS Announcements Annually
   Bookmark the IRS standard mileage rates page and update your internal documentation accordingly.
   
2. Educate Staff
   Share the current rate and how it’s applied during onboarding and through regular communication.
   
3. Automate Submission
   The fewer manual entries your staff makes, the more accurate and defensible your reimbursement records will be.
   
4. Use Audit-Proof Tools
   Look for software like MyVisits that provides time stamps, GPS route logs, and real-time tracking.
   

Track Telehealth Too
With hybrid care models, some providers shift between in-person and phone-based sessions. MyVisits captures both—ensuring you never reimburse unnecessary travel.

Position-Based Perks and Advantages

Clinical Leadership:

• Gain visibility into team movement and reimbursement activity
  
• Reduce disputes and streamline operations
  

Finance and Compliance:

• Ensure consistent application of the mileage rate
  
• Meet all audit and payer documentation requirements
  

Field Staff:

• Get paid fairly and accurately
  
• Avoid the stress of manual tracking
  

Mileage Isn’t Just a Number: It’s a Compliance Obligation

Knowing the rate to charge per mile or the average mileage reimbursement gives only a partial solution. The true challenge is ensuring this rate is applied consistently across all trips. Doing so automatically and accurately requires reliable systems and careful tracking.

With MyVisits, your organization doesn’t just follow IRS rates; it executes them in real-time. No guesswork. No disputes. Just verified, auditable compliance.

CTA: Automate Mileage the Smart Way

Visit MyVisits.net to:

• Download your free IRS-aligned mileage reimbursement policy template
  
• See how our GPS mileage tracking system ensures compliance
  
• Try our 30-Day Verified Results Guarantee™ risk-free
  

MyVisits: Real-time mileage reimbursement software built for mobile care teams who can’t afford errors, disputes, or delays.

For organizations that manage mobile teams such as home healthcare, behavioral service providers, and in-home clinicians, mileage reimbursement can quickly become a logistical nightmare. Whether it’s handwritten logs, estimated distances, or compliance ambiguity, the process is often riddled with inefficiencies, fraud risks, and wage disputes.

Clinical Directors and Service Managers frequently find themselves in the middle of mileage disputes, audits, or inconsistent reimbursement claims that cost more than just dollars; they cost time, trust, and operational efficiency.

The solution?

The process begins with a comprehensive mileage reimbursement policy template, supported by intelligent software that ensures every mile is tracked accurately. This system automates data capture, verifies trips in real time, and securely records all mileage, reducing errors and streamlining reimbursement for both employees and the organization.

The Problem: Manual Mileage Tracking Creates Risk and Waste

Many organizations continue to depend on manual or semi-manual methods for tracking mileage, such as spreadsheets, odometer readings, and employee-reported estimates. These outdated approaches are prone to errors, inconsistencies, and time-consuming verification, making accurate reimbursement and compliance more difficult to maintain.

This approach leads to:

• Inaccurate or inflated mileage claims
  
• Disputes between field staff and managers
  
• Time-consuming verification processes
  
• Difficulty in meeting state/federal compliance
  
• Vulnerability during audits and inspections
  

In a high-compliance industry like healthcare, these issues aren't just operational concerns; they become legal and financial liabilities.

The Legal Landscape: Why Your Policy Must Align with State Laws

While there is no federal law that mandates mileage reimbursement, several states do require it as part of business expense reimbursement regulations.

States that require reimbursement include:

• California: Labor Code § 2802
  
• Illinois: Wage Payment and Collection Act
  
• Massachusetts: Judicial interpretations support reimbursement
  
• Montana and Washington, D.C.: Include mileage if wages fall below minimum wage due to travel expenses
  

FLSA Insight: Employers must be careful to comply with the Fair Labor Standards Act (FLSA) when reimbursing mileage expenses. If the costs of business-related travel are not properly reimbursed, and employees are required to cover these expenses out of their own pocket, their effective wage could fall below the federally mandated minimum wage.

Such a scenario constitutes a violation of the FLSA, which could expose the organization to legal action, penalties, and potential back pay claims. Properly structured mileage reimbursement policies help ensure that employees are not financially disadvantaged for work-related travel and that the organization remains fully compliant with wage and hour regulations. Bottom Line: If you don’t have a mileage reimbursement policy aligned with these laws, you're opening your agency to wage claims, legal audits, and even contract termination.

Why You Need a Mileage Reimbursement Policy Template?

A mileage reimbursement policy template is far more than a simple administrative formality; it serves as a comprehensive compliance framework for the organization. It clearly sets expectations for employees regarding what qualifies for reimbursement, how mileage should be tracked, and the proper procedures for submitting claims. 

By standardizing submissions, the policy reduces errors, prevents disputes, and ensures consistency across the organization. Additionally, it provides legal and financial protection for both the company and its employees, helping maintain accountability, transparency, and adherence to regulatory or tax requirements.

A good policy template will:

• Define what constitutes reimbursable mileage
  
• Establish documentation requirements (preferably via GPS tracking)
  
• Set mileage rates (IRS standard or agency-defined)
  
• Outline submission and approval processes
  
• Include an audit clause and dispute resolution
  

Without a standardized mileage reimbursement policy sample, your team is operating in the dark.

Simplified Mileage Reimbursement Policy Template

Purpose: The purpose of this policy is to clearly define the rules, procedures, and responsibilities for reimbursing mileage expenses incurred during authorized work-related travel. 

It makes sure that all employees are fairly compensated for using their personal vehicles, while maintaining accuracy, consistency, and compliance with company guidelines. This policy also outlines the approval process and documentation requirements to support transparent and auditable reimbursements.

Eligibility: This policy applies to all field-based employees who are required to use their personal vehicles for official business purposes, including client visits, service calls, site inspections, or any other authorized work-related travel. 

It ensures that every eligible employee is covered under the same set of guidelines for mileage tracking, reporting, and reimbursement.

Reimbursement Rate: Based on the current IRS rate (e.g., $0.67/mile) unless otherwise stated.

Reimbursable Travel Includes:

• Travel from one client location to another
  
• Travel for authorized training or administrative meetings
  

Non-Reimbursable Travel: Mileage reimbursement typically does not cover the commute from an employee’s home to the first client visit or the return trip at the end of the day, as these are considered personal travel. 

Similarly, any personal detours or errands taken during the workday are not eligible for reimbursement. Only the direct, work-related travel between client sites or authorized business locations qualifies under the mileage policy.

Documentation Required: Mileage tracking through MyVisits is GPS-based, automatically capturing every mile traveled for work-related purposes. The system also records the start and end time of each client visit to ensure accurate tracking of work hours.

 Additionally, it logs the origin and destination addresses for every trip, providing a complete and verifiable record for reimbursement and compliance.

Submission Timeline: Mileage is automatically tracked and recorded through the MyVisits platform, ensuring accuracy and consistency for all travel-related submissions. This automated system eliminates the need for manual data entry, reducing the risk of errors or missed entries. 

Manual mileage entries are not permitted unless special authorization has been granted by a supervisor or administrator. In such cases, employees must provide valid documentation or justification for the manual entry to be approved.

Compliance Statement: Mileage is automatically tracked, recorded, and submitted through the MyVisits platform, ensuring a streamlined and accurate process for documenting travel. This automated system captures mileage in real time, helping maintain precise records for reimbursement, auditing, and compliance purposes.

 Because of this automated process, employees are not required to log their mileage manually, which significantly reduces errors, duplication, and inconsistencies in reporting. 

To learn more, check out myvisits.net

If you manage a field-based team, whether in healthcare, home services, or behavioral support, you know how complicated mileage tracking can become. Employees crisscross towns and counties to deliver services, and your company is left sorting through handwritten logs, spreadsheet errors, and reimbursement disputes.

The biggest question businesses are asking now is: what states require mileage reimbursement, and more critically, do companies have to pay mileage by law?

It's not just a question of fairness. Rather, it's a compliance and risk management issue. Failing to follow mileage reimbursement laws in applicable states can lead to lawsuits, labor audits, and damaged employee trust.

The good news is that there's a better way. In this blog, we’ll uncover what mileage laws say, which states enforce reimbursement, and how purpose-built platforms like MyVisits help businesses stay compliant, prevent fraud, and streamline reimbursement, all with zero manual tracking.

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Mileage Reimbursement: A Confusing and Costly Requirement

The Core Challenge

Mileage reimbursement may sound straightforward: employees drive for work, and you pay them back. But in reality, it’s full of uncertainty.

Common challenges include:

• Inconsistent or outdated mileage logs
  
• Disputed mileage totals
  
• No real-time visibility into travel routes
  
• Employees overestimating distances (intentionally or not)
  
• Unclear state or federal requirements
  
• Lack of automation or mobile-friendly tools

This leads to inaccurate payouts, bloated admin work, and in some cases, non-compliance with state laws.

So let’s answer the key question up front.

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What States Require Mileage Reimbursement?

The answer depends on how the state defines necessary business expenses under employment law.

States That Explicitly Require Reimbursement

Several states have laws that compel employers to reimburse employees for business-related expenses, including mileage. Here's a closer look:

1. California

• Law: California Labor Code § 2802
  
• Requirement: Employers must reimburse all necessary expenses incurred during the course of employment, including mileage.
  
• Implication: Failure to reimburse can lead to wage claims and class-action lawsuits.

2. Illinois

• Law: Illinois Wage Payment and Collection Act (820 ILCS 115/)
  
• Requirement: Employers must reimburse expenses authorized or required by the employer and incurred in direct consequence of duties.
  
• Mileage Counts: Yes, when required by the job.

3. Massachusetts

• Interpretation: While there’s no statute like California’s, courts have ruled employers must cover necessary work-related costs like mileage.

4. Montana

• Law: Montana Code Annotated 39-3-1207
  
• Requirement: Reimbursement for expenses that reduce an employee’s wages below minimum wage.

5. District of Columbia (D.C.)

• Law: Wage Payment and Collection Law
  
• Requirement: Employers must reimburse work expenses or risk wage violations.

Key Insight: Even in states without explicit mileage reimbursement statutes, failure to reimburse can still result in wage and hour disputes, especially if business-related expenses push an employee’s earnings below minimum wage.

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Mileage Reimbursement Laws in Other States

What About Federal Law?

Under the Fair Labor Standards Act (FLSA), employers are not required to reimburse mileage unless failure to do so drops an employee’s earnings below minimum wage.

So, while there’s no blanket federal law requiring mileage reimbursement, it becomes a requirement by default if employees are not earning enough after covering job-related expenses like travel.

“At-Will” States

In many states, especially those that follow at-will employment, there may be no specific statute around mileage reimbursement. However, employers still risk:

• Low employee satisfaction
  
• Higher turnover
  
• Legal vulnerability if mileage expenses cut into minimum wage protections

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Do Companies Have to Pay Mileage?

This is the question on every employer’s mind.

The answer?

Yes—if:

• You operate in a state with reimbursement laws (like CA or IL)
  
• You require employees to use their personal vehicles for work
  
• You risk violating minimum wage protections under the FLSA

No—if:

• You’re in a state without mileage-specific laws
  
• Employees voluntarily use their car when alternatives are available
  
• Total compensation stays above minimum wage

But the truth is, even when it's not legally required, most businesses choose to offer mileage reimbursement to stay competitive, retain employees, and avoid morale issues.

That’s why automating mileage tracking and documentation is no longer optional, especially for field-based industries.

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The Hidden Costs of Manual Mileage Tracking

If you’re still using spreadsheets or paper logs, consider the following:

• Time cost: Managers waste hours verifying mileage
  
• Fraud risk: Easy to inflate or falsify data
  
• Employee frustration: Lack of transparency and delayed payments
  
• Audit vulnerability: No central record or verification method

Manual tracking may feel cost-effective, but it actually leads to higher labor costs, reduced trust, and compliance risk.

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Automating Compliance with MyVisits: Mileage Reimbursement Made Easy

This is where MyVisits becomes a game-changer.

Designed specifically for home-based and mobile teams in healthcare, behavioral services, and support roles, MyVisits offers automatic mileage reimbursement tracking, powered by GPS.

How It Works

1. Each visit starts with a secure QR code scan at the client’s location
   
2. The platform tracks exact GPS data, capturing time in and out
   
3. Mileage between visits is calculated automatically, with no input needed from the employee
   
4. Reports are generated daily, showing total travel, time, and service verification
   
5. Managers review or approve reimbursements with a single click
   

This isn’t just a feature but a full solution to mileage reimbursement compliance.

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Unique Benefits of MyVisits for Mileage Reimbursement Compliance

Built-In Mileage Tabulator

Records the distance between sessions automatically. No manual entry required.

Geo-Locator Accuracy

Pinpoint precision ensures every mile is traceable, eliminating disputes.

End-of-Day Reporting

Managers receive a daily overview of mileage, visit duration, and provider activity.

Real-Time Documentation

Mileage logs are time-stamped and audit-ready.

Fraud Prevention

Because it’s GPS-based, fabricated or estimated mileage is no longer possible.

Peace of Mind

For agencies navigating state reimbursement laws, MyVisits ensures your team is protected and your documentation is airtight.

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Who Benefits Most from MyVisits?

Clinical Directors & Field Managers

• Eliminate time spent verifying travel logs
  
• Ensure EVV and mileage compliance with one platform
  
• Spot service gaps before they become revenue losses

Executives & Compliance Officers

• Protect the organization from wage disputes and class-action risk
  
• Generate audit-ready reports for state and payer requirements
  
• Simplify reimbursement workflows and reduce error rates

Field Staff

• No more paper logs or spreadsheet disputes
  
• Accurate and automated reimbursements
  
• A system that respects their time and work
  

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Client Results

Agencies using MyVisits report:

• Zero mileage disputes thanks to built-in GPS tracking
  
• Up to 7 hours saved weekly per field employee
  
• Faster reimbursement cycles and increased staff satisfaction
  
• Full compliance with state and federal mileage reimbursement laws

Whether you operate in California, Illinois, or any other state with strict expense rules, MyVisits makes sure you're compliant without lifting a finger.

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Mileage Reimbursement Is Changing. Is Your System Ready?

Regulations are tightening, employees expect transparency, and audits are becoming more frequent. What used to be a simple reimbursement line item is now under increased scrutiny from both regulators and employees alike.

Whether you’re asking:

• Do companies have to pay for mileage?
  
• What are the mileage reimbursement laws?
  
• What states require mileage reimbursement?

The answer is clear: if you operate a mobile workforce, you need more than a policy. You need a system that ensures compliance, and provides accurate and auditable records.

Manual spreadsheets and outdated tracking methods won’t cut it anymore. The risks, financial penalties, compliance violations, and employee dissatisfaction are too high. Modern mileage reimbursement solutions not only protect your business but also build trust with employees by ensuring every mile is tracked, documented, and fairly reimbursed.

The question isn’t if mileage reimbursement will impact your organization. It’s whether you’re ready to handle it with confidence.

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Take the Next Step Toward Compliance and Simplicity

Visit MyVisits.net to:

• Book a personalized demo
  
• See real-time mileage automation in action
  
• Start your 30-day Verified Results Guarantee™
  
• Eliminate manual tracking, disputes, and risk, starting today
  

MyVisits: The smarter and simpler way to handle mileage reimbursement and verified service delivery.