EVV in Virginia: Aggregator, Approved Vendors, Reason Codes and Deadlines (2026)

Virginia Medicaid EVV explained for home care agencies: provider-choice model with EVV data sent on the claim, which services need EVV, phone check-in rules, the October 2026 live-in change, reason codes and how to fix a denied claim.

November 5, 2026

Short answer. Virginia is a provider-choice EVV state with no separate aggregator. Each agency picks an EVV system that meets the requirements of DMAS and the member’s health plan, and sends the EVV data on its electronic claim. EVV applies to personal care, respite and companion services, and to home health since July 2023. Check a visit before billing with the EVV visit checker.

At a glance

Topic	Details
Aggregator	None: the EVV data elements go on the claim
Model	Provider choice
State system	None for agencies; consumer-directed attendants use their fiscal employer/agent’s app or phone line
Alternate vendors	Any system that meets DMAS and health plan requirements; no state approval list
Services that require EVV	Personal care, respite and companion services; home health since July 2023
Key dates	From October 1, 2026, every shift needs an approved EVV method, including live-in caregivers; no compliance penalties for consumer-directed attendants before January 1, 2027
Who to call	DMAS EVV, EVV@dmas.virginia.gov; your members’ health plans

Which vendors are approved in Virginia?

Virginia has no approved-vendor list. Your agency chooses any EVV system that meets the requirements of DMAS and each member’s health plan, and is responsible for it. DMAS points vendors to its EVV companion guides, FAQs and regulations.

Open or closed model, and what it means for you

Caregivers clock in and out in your EVV system, and you put the EVV data elements on the electronic claim (837P for personal care, 837I for home health) sent to DMAS or the member’s health plan. Phone check-in counts only from the member’s landline or with a fixed device (FOB) in the home; a cell phone call without a FOB does not meet the requirements.

The six elements every visit must carry

Type of service, individual receiving the service, individual providing the service, date, location, and start and end time. Missing any one is a rejected visit. The usual failures: a missing clock-out, a caregiver not linked to the agency on that date, and a check-in away from the home with no reason recorded.

Rounding and units

Personal care is usually billed in 15-minute units. Virginia’s fee schedule and provider manual set the unit and the rounding rule for each service code, so check them for the codes you bill. Convert minutes with the units calculator.

Reason codes

Virginia’s exact reason codes and their wording are set in your EVV system and the DMAS EVV guidance. These are the kinds of reasons it asks for:

Reason	When to use it
Missed clock-in or clock-out	The caregiver forgot to check in or out; the visit is entered manually
Device or app problem	Phone, app or battery failed during the visit
No signal at the home	Location could not be captured
Member refused or unavailable	The member would not use the phone or device
Service in the community	The visit took place away from the home
System outage	A confirmed outage of the state or vendor EVV system

Use the most specific reason. Payers audit free-text “Other” and repeated manual entries by the same caregiver.

Grace window

We did not find a set grace period for late clock-ins in Virginia’s EVV guidance. Small differences from the schedule usually pass; the EVV visit checker flags visits more than 15 minutes off schedule so you can add a reason first. Your health plan contract may set a tighter threshold.

Deadlines and the correction window

EVV has applied to home health since July 2023. From October 1, 2026, all agency aides and consumer-directed attendants must use an approved EVV method for every shift, including those who live with the member. Correct the visit in your EVV system and resubmit the claim with the corrected EVV data to DMAS or the health plan, within its timely filing limit.

If a claim denies for EVV

Read the denial from DMAS or the health plan to see which EVV element failed.
Fix the visit in your EVV system (member ID, service code, times, location) and record the reason.
Make sure the corrected EVV data is on the claim.
Resubmit the claim to DMAS or the health plan.

How Caregiver Scheduling handles Virginia EVV

Caregiver Scheduling captures the six elements with geofenced GPS check-in, logs an override reason when GPS can’t confirm the location, and flags late and missed check-ins for the office. In Virginia, the EVV data goes on your claim, so the question is whether your billing setup can carry it. Ask us how that works for your agency. GPS check-in and EVV.

Sources

Last reviewed November 6, 2026. General information, not legal or billing advice; confirm current rules with Virginia’s Medicaid agency.