Ohio EVV Requirements: What Do They Mean for Healthcare Providers?

What is Electronic Visit Verification?

The 21st Century Cures Act, passed in December of 2016, encouraged reform and supplementation in multiple aspects of healthcare practices. One component of this act is the need for all Medicaid personal and home health care providers to implement Electronic Visit Verification (EVV) by 2019. The Federal EVV mandate requires affected providers to electronically verify:

  • The type of service performed
  • The member receiving the service
  • The date of service
  • The location of service delivery
  • The care provider responsible for the service
  • The time the service begins and ends

While the EVV mandate is a part of the federal 21st Century Cures Act, many states, like Ohio, have added additional requirements for providers to follow in order to be EVV compliant.

The Ohio Department of Medicaid describes EVV as “an electronic system that verifies when provider visits occur and documents the precise time services begin and end”. Ohio has encouraged that all affected agencies have completed the certification process by January 8, 2018—a year before the national deadline. As the deadline looms closer in Ohio, it’s important for all relevant states and private health care businesses to be up-to-date on how to navigate EVV requirements in their state.

Who is Affected?
In Ohio, services included are:

  • State Plan Home Health Aide
  • State Plan Home Health Nursing
  • Private Duty Nursing (PDN)
  • Ohio Home Care Waiver Nursing
  • Ohio Home Care Waiver Personal Care Aide
  • Home Care Attendant
  • RN Assessment
  • Community Service Providers
  • Home-Healthcare providers

What do EVV Requirements Mean for Your Business?

  • Certification is required per provider ID

An agency in charge for several other agencies needs to begin the certification process for each individual agency, each creating their own provider ID.

  • The recommended date for EVV certification is 60 days before the deadline

Providers are encouraged to complete the certification process 60 days before January 8, 2018 deadline. Thus, providers should complete the process by November 9, 2017 in order to allow adequate time to train their staff and adjust to the system.

  • Providers are free to choose their EVV provider

The Ohio Department of Medicaid allows providers to choose their own EVV providers. However, Sandata is the state vendor. If providers choose to use an alternate EVV vendor, the agencies must email ConnectMyEVV@etraconline.net in order to begin the certification process.

  • Adopting EVV may improve your data accuracy

EVV System offers a reliable and accurate means for care providers and home care workers to capture care delivery data in real time while they are providing the services.

Additional Resources
For more information on Ohio EVV requirements,

Visit: http://www.medicaid.ohio.gov/INITIATIVES/ElectronicVisitVerification.aspx

Email: EVV@medicaid.ohio.gov

Call: 1-800-324-8680

Abaqus, Inc. is a provider of a powerful platform, myGeoTracking, for EVV solution for in-home care providers. myGeoTracking leverages the advancements in the modern technology in the smartphones/sensors, apps, location-based services, and cellular communication to provide you with a scalable and a robust in-home care workforce solution to help meet EVV requirements for Medicaid compliance.

If you have any questions or need additional information about the Electronic Visit Verification we offer, please reach us at sales@abaq.us or call us at +1 415-496-9436

Use Mobile Forms to Collect Customized Field Data

Mobile applications now have the ability to efficiently improve your business’ field service operations by simplifying the collection of data in the field. Modern Software solutions are able to completely replace paper-based forms with digital forms accessible via smartphone app in any working condition.

One of the greatest advantages that mobile solutions offer is the ability to customize field data collection based on just-in-time field operations needs. The flexibility offered by creating, editing, and sharing forms in real-time establishes mobile forms as an advantageous supplement in diverse field-tech industries.

Health Care

Forms that meet federal and state healthcare regulations can be created to ensure effective practices in client interaction. The requirement for all health care providers to use Electronic Visit Verification (EVV) by 2019 has inspired mobile applications to best assist in this growing need. Healthcare Effectiveness Data and. Information Set (HEDIS) Gaps analysis requires providers to visit members and gather non-clinical data.  Then, gathered data is is used to create a care plan. Valid place & time stamp on such forms creates audit logs and verification of visits- thus facilitating billing and avoiding fraud.


The use of mobile forms offers a simple, portable solution to record employee time, log use of materials, collect proof-of-service etc at geofenced work sites.  Recorded data is organized easily using forms and stored in the cloud in near real-time thus removing any risk of lost data in fast-paced work days and shifts.  Signatures and marks of approval can be edited in real-time instead of being transported with risk of human error.


Facility managers and maintenance crew can benefit from form and data sharing in real-time in handling unforeseen complications. Facility managers and maintenance crew would have the ability to collect equipment readings in the field and trigger immediate alerts if maintenance and repairs are required.

Shifting to a mobile forms solution can simplify a number of your daily tasks and business processes. Saving time and money is only the pinnacle of the advantages mobile capabilities can offer.

myGeoTracking is a cloud-hosted, carrier grade location and messaging platform that helps SMB and Enterprise businesses better manage their mobile employees by improving productivity and accountability, while reducing payroll and operations costs with solutions such as GPS tracking & time clock, Lone worker safety, Automation of field activity monitoring, Mobile forms & data collection including signature, notes, pictures, barcode/QR code, etc. The myGeoTracking platform enables these solutions across a wide range of industries such as field service management, trade services, emergency responders, sales reps, transportation & logistics and home health care providers.

If you have any questions or need additional information, let us know at sales@abaq.usor call us at +1 415-496-9436

Using Your Cellphone to Combat Heat Illness in Outdoor Workers

In the peak of the hot summer season, The Occupational Safety and Health Organization (OSHA) is reminding affected businesses and their employees of their continuing campaign to combat heat illness for outdoor workers. In educating employers on the guidelines in place, employees experience a lesser chance of suffering from harsh outdoor work environments.

The following tips exemplify how both keeping your employees safe and complying with OSHA standards can be facilitated using only powerful mobile workforce management apps on your mobile devices.

Inform Workers of the Heat Index

Constant updates from managers regarding the change in temperature of their work site allow outdoor workers to take the preventative measures that are best suited for the specific heat index. These temperature updates can be shared manually when managers check the temperature at frequent intervals and use in app messaging systems to inform affected workers. Another option that is simpler and less time-consuming than manual weather updates is through automated alerts. Alerts can be automated to send out a warning to workers when the temperature reaches a threshold– like in the State of California, where state labor laws require employees to be notified when the temperature goes above 95 degrees.

Provide Water and Reminders

OSHA assigns providing clean, palatable water as an employer responsibility. Businesses should provide their outdoor employees with clear access to water at their designated sites. Aside from providing water, managers are responsible for reminding their workers to drink water throughout their shift. A general guideline for the high-risk level heat index (103 to 115 degrees) is to drink four cups of water per hour. It would quickly become difficult and excessive if managers were to hourly remind each employee to stay hydrated. Instead, using automated alerts through their mobile app, outdoor workers can be notified of a change in temperature and act accordingly, in this case, drink more water, based on the information on heat-related safety they’ve been given.

Provide Access to Timely Medical Service

In the case of a heat illness emergency,  medical care should be conveniently accessible for outdoor workers. Through the use of in-app messaging and real time location services, managers can be immediately informed of an incident and seek immediate medical attention. Having the most accurate location of field workers allows first responders to ensure a timely response to a heat-related injury.

Provide Rest Schedules that Account for Changes in Temperature

Periods of rest are highly encouraged by OSHA guidelines, and in states like California, they are mandatory. When the temperature reaches 95 degrees, the employer must ensure that the employee takes at least ten minutes of total break to cool-down every two hours. Having a preconceived rest schedule is important for any business, but having a system that allows you to automatically contact your field workers when a change in temperature requires a change in break schedule offers greater flexibility and caution. Making changes to work schedules to avoid high-risk heat is made easier with the use of app based alerts that can automatically notify mandatory breaks based on weather changes.

Establish Heat Protocol and Encourage Workers to Take Personal Precautions

Businesses should educate their employees on heat illness protocols related to their specific work. Based on the temperature and the specific protocol, employees can responsibly prevent heat illness among themselves and their peers. Automated temperature updates sent to employee phones encourages employees to act on protocols they are familiar with instead of their managers being responsible for constantly reminding them what to do.

Supervise Workers through Constant Communication

OSHA suggests that supervisors check in with heat-exposed employees several times an hour. The ability to message and send pictures, forms, and more in-app allows for constant communication between employees and their managers. Using one app platforms relieves supervisors of the headache traditional means of using multiple devices, numbers, and methods to reach employees often causes. Simple, effective communication that can be enabled at any time is key to being vigilant despite volatile changes in the heat index.

myGeoTracking is a cloud-hosted, carrier grade location and messaging platform that helps SMB and Enterprise businesses better manage their mobile employees by improving productivity and accountability, while reducing payroll and operations costs with solutions such as GPS tracking & time clock, Lone worker safety, Automation of field activity monitoring, Mobile forms & data collection including signature, notes, pictures, barcode/QR code etc. The myGeoTracking platform enables these solutions across a wide range of industries such as field service management, trade services, emergency responders, sales reps, transportation & logistics and home health care providers.

If you have any questions or need additional information, let us know at sales@abaq.us or call us at +1 415-496-9436

Simplifying OSHA Field Worker Compliance

As the scope of work and their supporting technologies are expanding, field employees are becoming an increasingly important component of work in a number of industries. The Occupational Safety and Health Administration (OSHA) strictly enforces a number of laws to protect the safety of field and lone workers. Apart from OSHA, some States also enforce their unique standards for a safe work environment. Encouraging workplace safety is important and surely valued by most employers, but complying with these standards, rules, and regulations has challenged employers since they were first enacted.

Employers struggle with the tedious tasks required in meeting field worker compliance standards. Whether it be meeting lone worker safety requirements or checking work conditions for weather-related field worker requirements, keeping in constant communication with employees often enough to monitor changing conditions and collect safety updates is time-consuming on both employer and employee ends. Closely and repeatedly monitoring (often multiple) off-site working conditions cause employers and managers to be more concerned with continually maintaining the status on non-job-related tasks and leave them unprepared to handle unexpected, on-site crises. Simultaneously worrying about the safety of your workers and your compliance with OSHA regulations can deplete resources and labor while drastically decreasing employer and employee productivity.

Powerful mobile applications allow you to automate your daily field service tasks. Managers and employees were once divided between maintaining communication and doing their work becomes, but this issue is resolved with pre-set alerts, in-app message, and real-time location tracking. This automation will noticeably simply the process of adhering to OSHA and state rules.

Mobile workforce management apps with specialized field and lone worker capabilities can provide a variety of functions that help your business with compliance. They can send alerts throughout the day reminding employees to take mandatory breaks. In the hotter months, some states offer stricter guidelines for heat-related working conditions. These regulations require greater contact and communication that employers can streamline through in app abilities. For example, based on California law, field workers must take a mandatory break totaling 10 minutes within the two hours that the temperature reaches 95 degrees. When the temperature threshold is passed, an automated alert can be sent to employee phones informing them that they need to take their required breaks.

myGeoTracking goes beyond compliance to prioritize worker safety, cut costs for employers, and boost productivity by streamlining communication.

myGeoTracking is a cloud-hosted, carrier grade location and messaging platform that helps SMB and Enterprise businesses better manage their mobile employees by improving productivity and accountability, while reducing payroll and operations costs with solutions such as GPS tracking & time clock, Lone worker safety, Automation of field activity monitoring, Mobile forms & data collection including signature, notes, pictures, barcode/QR code etc. The myGeoTracking platform enables these solutions across a wide range of industries such as field service management, trade services, emergency responders, sales reps, transportation & logistics, and home health care providers.

If you have any questions or need additional information, let us know at sales@abaq.us or call us at +1 415-496-9434

Ensure Accountability While Respecting Employee Privacy

Over the last decade, evolving methods of GPS technology and location based services (LBS) have increasingly allowed businesses and employers to use Global Positioning System (GPS) technologies to track their field employees. When GPS was first incorporated into business operations, a physical hardware (a wired GPS device) was primarily limited to tracking assets: machinery, vehicles, and loads etc.,

The advances in mobile and cloud technologies and the increasing popularity of smartphones and smart devices with built-in GPS chips allows businesses to easily expand location services to its workforce (the employees) and gain valuable insights on field operations.

The recent normality of GPS location services in employee management has encouraged business owners to better understand the relationship between employee privacy rights and employer rights to accountability and productivity. Phones used in location tracking can either be the employee’s personal phone or provided by the employer. Both scenarios cause many to ask the question: How do businesses track their employees without crossing ethical or legal boundaries?

Using cloud-based location services for employee management offers comprehensive benefits for businesses in the field service industry.

Significant savings

The increased productivity from both employers and employees caused by automating operations and logistics results in major savings for a company of any size. Features like mileage tracking and real-time dispatch response further cut costs.


Support for Electronic Visit Verification (EVV) requirements, overtime calculation, and rest regulations.  A mobile workforce software offers the best solution to ensure businesses follow legal guidelines for complex labor laws.


The knowledge of real-time location,  job status, and availability helps streamline operations and increases the overall productivity.  Some of the best solutions, like the myGeoTracking.com can help automate any field operations workflow by letting businesses define their operations logic and workflow based on an IFTTT (if this then that) sequence.

So, on one hand, employees have a right to their privacy. On the other hand, businesses also have a responsibility to maximize productivity and efficiency for all stake holders i.e. customers, employees, vendors etc.  During work hours it is critical for businesses to improve the performance of employees who are in the field performing vital tasks such as field customer service, freight deliveries, property management and emergency response etc.

If location services are used responsibly, businesses can efficiently enjoy the benefits of GPS technologies. Employers can practice authority without breaching employee privacy by focusing on these tips:

Acknowledge state laws regarding employee tracking.

While GPS tracking of employees is still relatively new and thus not commonly addressed in State and Federal laws, some states enforce general employee privacy guidelines to abide by.

Select a good field service management tool that offers strong privacy controls

Modern tools offer strong privacy features that empower business operations with real-time status information about the employees during work hours without compromising privacy.

 Be transparent 

Having an open communication with employees on this topic and providing them the flexibility to manage their privacy is a good place to start.  Rigid guidelines should be set that abide by HR policy.

myGeoTracking is a cloud-hosted, carrier grade location and messaging platform that helps SMB and Enterprise businesses better manage their mobile employees by improving productivity and accountability, while reducing payroll and operations costs with solutions such as GPS tracking & time clock, Lone worker safety, Automation of field activity monitoring, Mobile forms & data collection including signature, notes, pictures, barcode/QR code etc. The myGeoTracking platform enables these solutions across a wide range of industries such as field service management, trade services, emergency responders, sales reps, transportation & logistics, and home health care providers.

If you have any questions or need additional information, let us know at sales@abaq.us or call us at +1 415-496-9436

Geofencing 101: A Primer on Field Service Automation

If you have a team of mobile employees, it’s likely that you’re acquainted with the term “geofencing”.  If not, this post will reveal a secret tool that can help automate your field service operations and improve overall workforce productivity for your business.

What is Geofencing?

Geofence in a virtual perimeter/boundary (a fence) around a particular location on a map. The location can be any area of interest such as your office, home, warehouse, customer place, job sites and more.  By marking the area on a map, you can automatically monitor activity such as entry, exit and the time spent inside the area.

Geofencing: How It Works

Modern workforce management tools such as the myGeoTracking platform use a combination of GPS, Cellular data, and Wi-fi signals to accurately detect events and activities.

Why You Need Geofencing

Geofencing is an adaptive and easy-to-use tool that adds a lot of value to the overall business.  Here are some scenarios and use-cases:

Payroll, Attendance Verification, and Billing

Perhaps the most common application of geofencing in a mobile workforce scenario is for verifying employee attendance at a site.  When an employee clocks in and clocks out, a geofence lets you compare and validate their time with respect to their job site.  Modern tools such as myGeoTracking eliminate the need for employees to manually clock in and clock out by automatically detecting their presence and clocking them in/out.

Visit Verification

Geofencing helps verify visits your employees make.  This is very useful if your employees are supposed to visit clients/customers as a part of their job. Geofencing can help verify visits and provide reports that can be used for proof of service or compliance.

Monitoring Field Activities

Geofencing helps you stay on top of field activities in real time.  A modern workforce tool with geofencing technology can help your operations and back-office dispatch teams with updates from the field as they happen.  This means your operations and dispatch teams automatically have the real-time information to help manage teams without having to spend time making check calls!

Geofencing Adds Context

One of the benefits often overlooked is the context that a geofence adds to the data.  There are many tools to track the location of employees and assets, but not all have the geofencing technology and thus lack context.  Here’s an example: Without geofencing technology, such tools would rely on latitude and longitudinal coordinates or an address to report a location. While an address is good, geofencing makes it highly contextual by letting you name a site: “Sunnyvale Office”.  So with geofencing, you’ll see: Bob departed from “Palo Alto office” and arrived at “Sunnyvale office”.

Workflow Automation

Geofencing can help automate operations workflow using rules and triggers.  Very few modern tools, like myGeoTracking, support custom work rules that leverage geofencing to automate your business operations.

Here’s how it works: custom work rules can be setup based on real-world triggers involving people (employee), place (geofence), and time.

Here’s are some sample use-cases:

  • Remind Bob to take the customer’s signature when he arrives at the customer place

  • If Bob is running late, send an update to the customer with ETA and an alert to back-office dispatch team

  • Send alert to employee(s) when they are outside their job site for more than 45 minutes during work hours

So, geofencing can be a great force multiplier to your day-to-day operations and help you scale to higher levels of efficiency.  If you’re curious about the possibilities, let’s talk!  Let us know at sales@abaq.us or call us at +1 415-496-9436

How Advancing Mobile Technologies Can Help Support Lone Worker Safety

A health professional on a home visit, a truck driver en route, a maintenance worker on site–lone workers are a common role in the labor forces of various industries. A lone worker is defined as a worker who works in isolation, away from other employees, either on- or off-site. For such employees, the danger of common workplace hazards are amplified as they find themselves away from other workers and management. The nature of isolated work environments offer unique risks that require unique attention and action. Mobile applications have become an unparalleled solution in tackling these challenges. What was once physical equipment (cameras, manual alarm systems, etc.) is increasingly being replaced by technology that is accessible through a smartphone alone.

Employers hold primary responsibility in accommodating lone worker safety. In order to deter from many of the risks associated with lone worker scenarios, the Occupational Safety and Health Administration (OSHA) enforces a number of federal regulations for affected employers. The use of advancing technologies can be instrumental in implementing these regulations.

OSHA states 1915.84(a) “Except as provided in 1915.51(c)(3), “Whenever an employee is working alone, such as in a confined space or isolated location, the employer shall account for each employee.” The GPS technology that can be activated through a number of mobile applications allows for real-time monitoring of employee locations. In using such technology, employers are proactively improving safety protocols while accounting for lone workers with certainty.

1915.84(a) (1) “Throughout each work shift at regular intervals appropriate to the job assignment to ensure the employee’s safety and health; and”1915.84(a) (2) “At the end of the job assignment or at the end of the work shift, whichever occurs first.” 1915.84(b) “The employer shall account for each employee by sight or verbal communication.” Smartphone applications can support the stringent communication requirements OSHA holds employers accountable for. In addition to physically tracking the location of the lone worker, these applications allow for many methods of instant communication. Text and voice messages allow for easy, consistent contact between employers and lone workers that fulfills OSHA standards for communication at regular intervals. Ability to share photos and files with location stamps supports suggestions of expanding communication through sight.

Beyond methods of conventional communication, certain applications provide unique technology for dangerous scenarios. Location-based, touch-based, and manual emergency options allow for messages or alerts to be shared back to employers. These instant tools can be used as a call for help, to report an incident immediately, and more. Lone workers are given a greater level of protection that is accessible simply through their mobile device.

Thanks to advances in mobile technology by service providers dedicated to employee safety, employers are prioritizing lone worker safety across industries like never before.

myGeoTracking is a cloud-hosted, carrier grade location and messaging platform that helps SMB and Enterprise businesses better manage their mobile employees by improving productivity and accountability, while reducing payroll and operations costs with solutions such as GPS tracking & time clock, Lone worker safety, Automation of field activity monitoring, Mobile forms & data collection including signature, notes, pictures, barcode/QR code etc. The myGeoTracking platform enables these solutions across a wide range of industries such as field service management, trade services, emergency responders, sales reps, transportation & logistics and home healthcare providers.

If you have any questions or need additional information, let us know at sales@abaq.us or call us at +1 415-496-9436

Electronic Visit Verification App for Home Care business – What to look for?

There is an increasing pressure to prevent fraud and states are moving forward towards verifiable proof for the Medicare reimbursements.  The recently passed bill, the 21st Century Cures Act, encourages the state agencies to implement electronic visit verification system (EVV System) for personal care services and home health care services under Medicaid.

The term ‘Electronic Visit Verification’ with respect to personal care services or home health care services, is a system under which visits conducted as part of such services are electronically verified with respect to

          1. The type of service performed
          2. The member receiving the service
          3. The date of the service
          4. The location of service delivery
          5. The care provider responsible for the service
          6. The time the service begins and ends

While electronic visit verification system helps state agencies verify visits and prevent fraudulent claims, the EVV system also presents a unique opportunity for the care providers to boost their bottom line. Picking the right solution is the key!  A modern mobile workforce solution like myGeoTracking helps you do more than just verify visit – it can help you cut down on payroll and mileage costs, boost productivity, automate business process and operation workflow, monitor safety and security of caregivers, and much more.

In our previous post, we covered the various type of EVV systems in the market that can help you with the compliance requirements.  Here are the some of the features/capabilities of a modern EVV solution.

App-based Workforce Solution for Home Care Businesses

The declining popularity of the landline telephony systems and increasing adoption of the mobile phones make mobile technology-based EVV solution an ideal choice for your business.  EVV system based mobile technology use the underlying capabilities of mobile devices (phones and tablets) like sensors, mobile apps, text messages and cloud technology etc.  Such systems are future-proof as they get better as the technology evolves.

The modern EVV solution for all types of caregivers uses the app on the mobile devices, specifically smartphones and tablets.  Most modern mobile devices have GPS chips for location-based services.

Electronic visit verification via GPS tracking and geofencing provides you with a holistic solution to manage your mobile caregiver teams.

Geofence and GPS-based Visit Verification

Geofences, also known as geozones, are virtual perimeters around a predefined area on the map. For health care and home care services, geofences can represent the client’s place (care recipient’s address) and/or business offices.

By setting up geofences for all your clients’ addresses, a modern EVV system like myGeoTracking can automatically record the visits made, the time of visit and the duration, and the service performed.

Geofence-based EVV works automatically!  It requires no interaction from the end-user – the caregiver – so no training or learning curve hassles.  The system automatically detects the caregiver’s presence in the client’s address and records visits.  It provides an error-proof visit audit log, leaving no room for or any “fraudulent practices” such as clients dialling in (IVR based EVV) for their caregiver.

Geofence-based EVV allows you to do more than just verify visit!  The technology helps you automate day-to-day operations, such as routing, attendance (number of visits, time, duration), monitor exceptions (missed visits, delay) and more.   Below are some of the use-case possibilities.

Driving Directions and Routing

With geofenced client addresses, the caregivers can easily retrieve their scheduled visits for the day, get driving directions and routing information directly via the EVV app.  This helps boost productivity and saves time and payroll costs.

Automatic Mileage Tracking and Reporting

The EVV app tracks total miles driven by each caregiver along with the site break-down for billing.

Caregiver Safety Monitoring and Alert Escalation

Geofences help detect the caregiver’s visits. The system can be setup with a custom workflow to monitor their safety and trigger alerts if any threat arises.  For example, if it’s more than 10 minutes into their visit, the system can be setup to send out a text requesting the caregiver to confirm their safety (example: Are you Ok?). Based on the response (or no response) the system can automatically escalate the issue as per the defined workflow – like a phone call to the caregiver, if no response, alert to the manager, and even 911 based on the location.

Job-dispatch/Operations Automation Workflow

With real-time caregiver location and client addresses, the system can be setup to automate operations workflow based upon any real-world event involving people (caregiver), place (client address), and time.  Example:  Automatically dispatch next job assignments or any contextual reminders caregiver-based custom rules involving time and place (client visit address).

To sum things up, a holistic EVV solution can help you do more than just verify visits.  A modern workforce management system for you home care business presents you with the opportunity to cut down costs, streamline operations and boost productivity, while helping you comply with EVV mandate.

Click here to try myGeoTracking’s Automatic Electronic Visit Verification System.  If you’re looking for an EVV solution for your agency talk to our EVV expert today!

John Cunningham:  jcunningham@abaq.us  |  Shaili Jain:  sjain@abaq.us | Or Call us at 415-496-9436

Types of Electronic Visit Verification Systems (EVV Systems) – How it works (and what’s best for Home care your agency?)

In December 2016, then president Obama signed a new law: the 21st Century Cures Act. The law was strongly supported by both senates and the house of representatives and easily passed.  It covers a wide array of subjects related to the health care services and aims to inject higher efficiency, drive cost reduction and improve care quality.  Part of the bill, in the section 12006, encourages the state agencies to implement electronic visit verification system (EVV System) for personal care services and home health care services under Medicaid.

What is Electronic Visit Verification (EVV)

An Electronic Visit Verification system (EVV) for home care and personal care services provides a means to verify visits conducted as a part of services provided related to:

  1. The type of service
  2. Date of service provided
  3. Location of the service delivery
  4. Service provided by (individual’s details)
  5. Time details – service start and end times

Types of Electronic Visit Verification System (EVV System)

Electronic visit verification systems work on different underlying technologies, which form the basis for their classification.  The popular types are:

  • Biometric recognition

  • Telephony

  • Mobile technology (Phones & Tablets)

Which EVV type to choose?

Let us take a look at the various types of EVV systems and see how they work:

The Biometric Recognition

This system uses a dedicated hardware, using caregiver’s scans of their fingerprint or recording voice samples to register their visit.  These devices need to be installed in the care recipient’s premises.

While this method serves the purpose, here are some downsides that need to be considered: the biometric devices are costly, each care recipient has to have a dedicated biometric device installed.  Also, since these devices are required to be placed in the recipient’s premises, it can be seen as an inconvenience.


This system requires the landline phones available of the care recipient’s address for visit verification.  Here’s is how it works: the caregiver makes a call using the landline telephone at the recipient’s place to record the visit.

Based on a recent National Health Interview Survey (NHIS), it’s found that almost half of the US household do not have a landline. Smartphones have become a companion for most people in the United States while landline phones are rapidly losing relevance.  Thus, the declining popularity of landlines makes this option historical and therefore a weak contender as an EVV solution.

Mobile Technology (Phones & Tablets)

This method of EVV option uses the caregiver’s own mobile devices – smartphones and tablets  – enabling them to record visits via an app (for EVV), text or phone call.  Smartphones and tablets are constantly evolving and are becoming more powerful, and with increasing maturation and affordability of key technologies like mobile apps, devices, sensors and cloud technology, the mobile technology offers the newest and the most future-proof EVV option.

Mobile technology driven EVV solution allows you to do more than just verify visits.  So, apart from visit verification, any GPS enabled phones and tablets can be used to do some of the following functions:

  • Serve as a communication channel between field and office

  • Provide Timekeeping for caregiver for payroll

  • Track mileage and other costs

  • Generate  reports for documentation and audit

  • Capture data from field: signature, notes, photos and more

  • Monitor caregiver’s safety

  • Serve as a real-time broadcast/alerts channel for one-to-one or one-to-many

To sum up, EVV using mobile devices and apps present a seamlessly fast, easy, secure, error free and a future-proof verification solution for both our customers and their caregivers.

Click here to try myGeoTracking’s Automatic Electronic Visit Verification System.  If you’re looking for an EVV solution for your agency talk to our EVV expert today!

John Cunningham:  jcunningham@abaq.us  |  Shaili Jain:  sjain@abaq.us | Or Call us at 415-496-9436

Automate Field Operations with IFTTT(If-this-then-that)

Mobile technology has come a long way and is changing the way we do business. Enterprises across the globe are undergoing a shift in business operations. Companies with field operations, in various industries, are witnessing a push to embrace mobile technology to automate various parts and aspects of their business.

If you’re a field-service business, time and speed is money. Having the right workflow automation solution is key to success. With all the tech building blocks firmly in place and with increasing maturation and affordability of key technologies like mobile apps, devices, sensors and cloud technology, the field operations, and automation is easier than ever to imagine. Companies of all sizes, including medium and small businesses, can quickly and easily implement a robust field automation solution.

Automation using Configurable Rules Engine:

Here are some of the things a modern field automation solution can help you do:

Visibility into field Operations:

It’s not possible to always be aware of what’s happening out on the field. A modern workflow automation tool like myGeoTracking not only helps you stay on top of activities in the field but also automate your operations with IFTTT(If-this-then-that) rules engine.

The rules can be configured to react to real world events (involving people, places and time) to send out alerts via email, text or voice calls.  These real-time alerts & notification can help automate your operations by providing your office team with just-in-time exception notifications and comprehensive audit logs.

Automating Time and Attendance:

Most mobile businesses lose an average of 6.1% in payroll “slippage” (inaccurate and fraudulent claims) every year, and this number doesn’t even include mileage! A mobile app-based solution to track time and attendance can definitely help cut down on payroll costs.

While there are many apps in the market that can help track time, all fall short when it comes to adding value to the overall field operations and to your employees.

In an increasingly sensor-driven world, a modern workforce management tool not only helps track time and attendance for payroll but also helps automate operations and workflow with automatic event-triggered actions. Any matured platform will provide highly configurable automation stack with plenty of possibilities.  Here’s some of the automation that you could bring to your field operations:

Geofence time tracking

Setup customer sites geofences to automatically track time and attendance when employees enter/exit customer sites (aka job sites).

Notification, Reminders, and Alerts

Automate reminders to employees based on their activity/inactivity.

Automate field communication

Use arrivals/departures as events and trigger an alert(s) to operations/dispatch teams to assign next job.

ETA and Distance

Trigger a notification to back-office/dispatch teams when an employee is running late with respect to the next job. This helps foresee any delays. All the stakeholders, including the customer, can be automatically notified with real-time ETA and distance remaining.

Automate Team Communication

Send notifications/reminders to employees upon arrival/departure.

These are just some of the many possibilities with IoT, sensor driver workforce automation solutions.

Service Workflow Automation

Your business requires your employees to carry out multiple activities in the field that are related to your service business.  These activities can be as simple as filling up forms or requesting a signature from the customer. A modern mobility solution not only helps your team go paperless but automates your entire business workflow, adding value in the overall field service organization.

With myGeoTracking, you can also easily set up more complex rules to mimic your business flow of activities your employees need to perform.

Say your employees are required to manage a large facility and collect status information on each of their job activities within the facility, or a group of facilities (job-sites).  Rules can also be setup to automatically verify and validate information collected via QR/BAR code for your employees.

Any exception and/or completion can be handled instantly in real time.  This way your back-office and operations/dispatch teams are automatically in-sync with field employees without having to make an effort (no phone/text, etc.).

 So to sum things up, a modern technology in a modern world, driven by sensors connected via the internet, offers great opportunities for companies with field operations to largely automate their field workflow without breaking a sweat. There has not been a better time to adopt and embrace technology which will lead the way towards an efficient, well-oiled operations machinery with happy employees and customers.

EVV System for In-Home Care Providers

In December 2016, President Obama signed a new law. This law is designed to inject higher efficiency, drive cost reduction and improve care quality to the personal care and home healthcare industry.

The 21st Century Cures Act is aimed at streamlining the U.S. healthcare industry by increasing efficiency and improving the quality of care to citizens.  The section 12006 of the bill encourages the state agencies to implement electronic visit verification system (EVV System) for personal care services and home health care services under Medicaid.

The Federal Incentives

The states are encouraged to design, develop and implement an EVV System, and the law entitles up to 90 percent federal funding for doing so and subsequently, with up to 75 percent federal funding for operations and& maintenance.  Federal funding is available for all the states that put in place their own EVV System or uses a contractor.

And by not implementing an EVV System, the states run the risk of losing up to 1 percent federal medical assistance.

Why EVV?

Apart from the incentives provided by the federal government, the state agencies can widely benefit from an EVV System. An EVV System has a positive impact overall and is known to drive efficiency, reduce cost and mitigate fraud.

How EVV Systems Work

EVV stands for electronic visit verification.  Quoting from the mandate:

The term “electronic visit verification system” means, with respect to personal care services or home health care services, a system under which visits conducted as part of such services are electronically verified with respect to

(i) the type of service performed;

(ii) the individual receiving the service;

(iii) the date of the service;

(iv) the location of service delivery;

(v) the individual providing the service; and

(vi) the time the service begins and ends.

So, a modern EVV System just acts as a time and attendance verification tool for the in-home caregivers/workers by enabling them to “clock in” and “clock out” to record time and the location at which the care services were rendered.  The EVV System also should provide the ability for the caregivers to record additional information pertaining to the type of care and the care provided itself.

Benefits of EVV System

Electronic Visit Verification Systems offers a reliable, dependable and an error-free means for care providers and home care workers to capture care delivery data in real-time while they are providing the services.  An EVV System brings in loads of benefits such as digital verification of the visits as outlined in the care plan, automates time and attendance of caregivers, provides a paperless, digital means to record the type of care and services provided to the patient. Since the data is recorded digitally the program administrators not only can verify and validate the visit and the type of care but also will be able to pull-up various reports and analytics to drive efficiency in the process.

myGeoTracking EVV Platform

Abaqus, Inc. is a provider of a powerful platform, myGeoTracking, for EVV solution for in-home care providers.  myGeoTracking leverages the advancements in the modern technology in the smartphones/sensors, apps, location-based services, and cellular communication to provide you with a scalable and a robust in-home care workforce solution to help meet EVV requirements for Medicaid compliance.

With myGeoTracking, the healthcare providers simply clock in and out from the place of care. The system automatically verifies the visit of the location via geofencing technology.  The caregiver easily captures additional information via the digital forms on the mobile app. The mobile forms can be customized to suit your needs and business workflow.  The system also offers powerful, customized reporting for time and hours (for payroll), mileage, costing needs, etc.

Additionally, the myGeoTracking platform also supports a powerful IFTTT (If-this-then-that) workflow rules engine.  The IFTTT rules engine translates real-world events to trigger business actions.

With this, you can define your business workflow and myGeoTracking can automate field operations using real-world triggers involving people, place and time.  The real-world events that trigger automatic actions can be highly customized. For example, many of our customers that provide home care services use the IFTTT customization to Automate caregiver safety and threat alerts.

myGeoTracking is a trusted EVV solution partner for some the leading care providers including the home healthcare staffing industry for Medicaid compliance.

Want to learn more or have any questions?  We’d love to hear from you, contact any EVV solutions expert today:

John Cunningham:  jcunningham@abaq.us  |  Shaili Jain:  sjain@abaq.us | Or Call us at 415-496-9436

Most GPS TimeSheets Apps in the Market Are Flawed

It is estimated that most mobile businesses lose an average of 6.1% in payroll “slippage” (inaccurate and fraudulent claims) every year. You’re trying to plug the leak by putting in place a GPS-based time and attendance solution. You expect the software/app to record the hours your employees are “on the job” and provide you with means to validate the hours against the job site.  While there are many apps in the market that claim to do the job, they all are fundamentally flawed in the way they work and can be easily “spoofed”.

Over the years, while speaking with customers who currently use or have used GPS timesheets apps (including some of the leading ones in the market), we have often heard them say “It’s a good service but still my employees are able to spoof the system and it just hasn’t worked for me.”

So, we thought we’d write about this, and hopefully, this article helps you with your evaluation and save you time by letting you know what to look for in a GPS time clock solution.

The customers always mention the following major turn-offs with the popular GPS timesheet apps:

No GPS tracking Capability (employee clock-in and leave)

Regular GPS timesheet apps allow your employees to record the start time and stop time.  The apps also record the location where they clock in/out. But with these apps, there’s no way for you to validate if employees were present at the site for the hours they claim to have been.  It’s easy for any worker to clock-in from their work site and simply leave, and come back later to clock-out and you won’t notice a thing!

The core problem is that these apps lack the geofencing capability. Geofences, also known as geozones, are virtual perimeters around a predefined area on the map. They can be customer sites, warehouses, construction sites, or any place of interest.  With geofencing, you’ll know that the employee was ‘in’ that work site at all times and not just where he clocked in/out from. This is a huge advantage when it comes to mitigating payroll slippage (fraudulent claims). Many of our customers have lost money due to this problem, and have moved away from leading timesheet apps!

Geofencing is a key feature that you want when you’re managing a team of mobile workers. Geofencing not only helps monitor and validate on-site presence, but also provides some additional powerful functions.

Here are some amazing things that you can do with the help of geofencing:

  • Dispatch jobs, send alerts/reminders – Geofences are tied to a specific place and adds context. You can automatically dispatch jobs, send contextual reminders as soon as employees arrive and/or depart from the job-site.

  • IFTTT(if-this-then-that) Rules triggered Workflow automation – you can set up rules and workflow that are specific to your business and automate actions based on real world events tied to people, place & time.  Example: If any worker running late, send a notification to the manager (or customer). If an asset overstays at a place send a notification out to the interested parties etc.

Lack of Geofence Time Clock (automatic)

Over the years, we found that employees forget to use the app to “manually” clock in and clock out.  This was a real problem for many of our customers and many times defeated the purpose of using a time and attendance system.  So we introduced ”geofencing” technology to the mobile time clock functions.

Here’s how it works: the job-site can be easily set up and in the system with a geofence around it.  Employees get auto clocked in/out when they enter and exit job-sites. The system computes the time spent on the site (along with other information as needed such as mileage, etc.) to generate payroll-friendly reports.  Our customers love geofence time clock – it just works automatically with zero-touch experience!

Spotty GPS Tracking

Here’s another common complaint we hear a lot regarding timesheet apps: poor GPS tracking capabilities. Though the leading timesheet apps claim to do GPS tracking, they fail when it comes to delivering on their claim. This is because these apps aren’t designed to do that. It seems most of them have added the tracking feature just for marketability.  With these apps, any employee can simply download and “sign in” from any phone. This means that they can simply leave the phone at the job-site (any phone) and go about doing what they do.  This is based on one our recent customers that just moved away from a leading “TimeSheet” app after he caught an employee “ghost” his phone by leaving the phone on the job-site to pretend he was there.

Multi-mode Approach to Time Clock

Unlike myGeoTracking, all timesheets software in the market are limited to smartphones and mobile apps.  myGeoTracking is built with a multi-mode approach for time and attendance with support for IVR, text, app and geofence for time clock functions.  This approach puts you in the driver’s seat by letting you determine the best time clock solution for your business and offers great freedom for your employees (you can even customize the language for IVR and text commands based on your employees with (say) Spanish etc.)

The IVR and text-based time clock allow employees to clock in/out simply using their phones’ text/voice call capabilities.  The system then automatically tags the location to provide you with the time and attendance report.  This simple, easy-to-use feature requires no training or learning curve for employees – an effective means for clocking in/out if you have a contingent workforce.

So, unlike other timekeeping apps, myGeoTracking is a powerful mobile workforce management tool, offering you a dependable solution when it comes to tracking  time, attendance, hours, job costing and more. And because the GPS tracking is robust, you can even set it up to do more: mileage estimation, field operations management with a complete suite of activity alerts, automation and more.

As a result, our customer report productivity gains at an average of 30 minutes per workday per employee using myGeoTracking.

To sum things up, if you have a mobile workforce to manage, don’t just settle for timesheet apps that do (or claims to do) GPS tracking. Use a full-fledged workforce management solution that actually saves you money on payroll.




The Best Way to Capture Customer Signatures in the Field

There are really only two ways to capture signatures in the field: on paper or digitally.  Technology has made both of these methods quite simple but is one way better than the other?

Capturing Customer Signatures on Paper

A pen and paper is a tried and true way to receive a customer’s signature.  When the job has been completed and the customer is signing off on it, they find a certain satisfaction in holding a physical pen while doing so.  And not everybody is fond of using technology – keep in mind that some people downright distrust it.

The problem is, in any situation where you need a physical copy of something and you’ve got workers in the field, you run the risk of losing that information.  While it may not happen often, this situation can turn into a huge headache for everybody involved.  Without the customer’s signature, you aren’t able to proceed in billing them.  Your workers have to return to the site, which is a waste of time and money.

Capturing Customer Signatures Electronically

People are, at this point in time, much more comfortable with the use of technology in their daily lives.  In many ways, the physical signature is becoming a thing of the past except for some specific legal documents.  Digital signatures make things easier in a lot of ways.   The employee can collect customer signature using smart phones, by installing a signature capture app.  These signatures can be collected and stored in cloud-based mobile workforce managements solution.  The modern mobile workforce management platforms also provides other features such as real-time mobile workforce tracking for accountability & compliance, mobile time clock with gps and mobile time card to help employees clock in clock out and record their time and attendance.   These features can save you thousands of dollars in payroll and also save you from the headache during the payroll week.


Also, when the signature your field workers are collecting is being stored in a cloud-based system, there’s no need to worry about losing the information, even if something goes horribly wrong with your device.

One minor benefit of capturing customers’ signatures electronically is that they will view your company as modern and up-to-date.   More and more, digital signature capture is becoming the norm.  And that means that companies who don’t offer the ability to capture signatures electronically may find that customers are put off by their “old-fashioned” methods.

The Verdict

The excellent news is that both of these methods work equally well with myGeoTracking.  Naturally, we recommend that you work with electronic signatures but that’s only because it’s the slightly easier of the two methods.   And yes, if you pick a modern mobile workforce management solution, you’ll have wide range of features (clock in clock out,  photo capture, real-time location etc) that will optimize business operations and boot productivity & savings.

How does capturing signatures on paper work, then?  Files can be attached to each job, including documents containing job information and photos (for example, many myGeoTracking users will take before and after photos of the job they’re working on both to establish what work needs to be done and to prove that the work has been completed according to their proposal/ invoice).  Once your worker in the field has received the customer’s signature, the next step is to take a photo of the signed document.  Once the photo is taken, they need simply to attach it to the job.

On the other hand, if the customer is not averse to technology, the electronic signature can easily be captured on the job screen and once received, will be available on the cloud.

For more information about myGeoTracking and how we can simplify and streamline your company’s interaction with your customers, visit mygeotracking.com or call 1 415-49-MYGEO (69436).

The 3 Ways Mobile Time Clock Saves Your Company Time

You know better than anybody else how important it is to keep track of your valuable time.  That way, you can spend more time on high value tasks and minimize your time spent on low value tasks.  Implementing a feature such as mobile time clock with GPS will allow you to save time in three important ways so you can focus on the more important tasks at hand. 

Gathering Time Cards

The downside of having multiple locations is having to gather up multiple time cards.  If you’re only handling one location, this might seem trivial.  But keep in mind that every minute you spend doing low value tasks is a minute that could have been used for doing something much more high value. 

You have to physically gather up these time cards and put them in order.  You have to make sure they’re all oriented the same way.  Unless you’re sending the information to your payroll provider on the spot (digitally or via phone using a clock in clock out app), you need to store and transport these cards.  Do you keep them in a folder or tie them together with a rubber band?  While it’s unlikely you’ll misplace this information, there is still the possibility of it happening.  Is the time card area organized and easy for employees to keep their cards in one place?

With the mobile time clock feature, all of the potential issues mentioned above are completely eliminated.  That includes the need to travel to multiple locations to retrieve cards, the need to worry about cards misplaced by employees or yourself and the need to sort out all of the information once you’ve retrieved it.    The employees simply record their time using the clock in clock out app from the phone and the system does all the smart work, it records the location and the time they clock in clock out and sends you the time and hours for payroll.  

Preparing Time Card Information for Payroll Company

Once you’ve taken the time to gather and sort out all of the time cards, it’s time to send the information over to your payroll services provider.  If you send your information via a dial-in phone system or a system that involves manually entering every data point, you might be investing too much time in something that could otherwise be streamlined for your convenience. 

With the mobile time clock feature, that digitally collects all time & attendance information, and the payroll reports automatically get processed in the back-end cloud based  mobile workforce management system.   And any modern mobile workforce management platforms link mygeotracking.com also provides other features such as real-time mobile workforce tracking for accountability & compliance, mobile time clock with gps and mobile time card to help employees clock in clock out and record their time and attendance.   These features can saves thousands of dollars in payroll and all the headache during the payroll week.

 Needless to say, all of the payroll information will be available when you sign in to access it.  And it’s easy to export so you can send it to your payroll provider. 

Tracking Long Term Attendance

Keeping long term records of time card information can be a huge task, even with the right clock in clock out  app.  If you’re manually entering the information in a spreadsheet, you need to compile every single set of timesheets you’ve ever done.  Think about how many sets of time cards you go through in a year.  If payday is once a week, that’s a total of fifty-two sets of entries.  Which means, if you have to move the information every time you enter all of it, you need to do so fifty-two times.  And, if it takes ten minutes to do, you’ve spent over eight and a half hours in the course of one year, which is longer than the average work day.

Or, you can utilize a mobile time clock app (installed on the employees smartphones) and allow it to keep track of all information automatically.  You’ll have easy access to the information in near real time.  Most importantly of all, you’ve got yourself an extra eight and a half hours to dedicate to high value tasks. 

myGeoTracking.com  makes all of this possible and this is only one aspect of how our software can streamline your workflow to optimize the use of your valuable time.

The 3 Ways Mobile Time Clock Saves Your Company Time

Mobile workforce management: Finding your Ideal Solution

Mobile workforce management: finding your ideal solution

For a big chunk of the corporate world, distributed teams are quickly becoming a new and uncomfortable reality of work. As a result, mobile workforce management solutions have experienced some technological advances thanks in part to smartphones and GPS tracking.  For companies with mobile workforce –  like in  HVAC/ Plumbing,  home-care & hospice or property management etc,  GPS time tracking has been and will continue to be one of the most important components and a key challenge in  their business,  perhaps the most important piece in the – field data collection. We’ll get into that later in a moment. First,  let’s discuss your choices for mobile team management solutions.

Mobile time clocking: a streamlined solution to clock in, clock out

Since the inception of hired help, there has been some sort of time tracking system. The employees arrive at their place of work at an agreed-upon time, do their jobs for however many hours they are required to do so, and then they leave when their workday is finished. After a set amount of time, employers paid their workers for the tasks they completed in the time they were completed in.

This is still the gold standard for the employer-employee relationship. As decision-makers, higher ups still like to know exactly where their employees are and what they are doing. Many jobs now require that employees be off site to complete their tasks. This  is where  mobile time-clock service for time & attendance monitoring along with a mobile data collection app can come into play.

Location-based services for mobile team management

Geofence – a virtual perimeter around place of interest, marked on a map – this can be your customer jobsite, warehouse depot, employee home address or anything that’s of interest to the business.

The entire teams may not be in the same location, the virtual perimeter encompassing a geographic area means that employers can now be 100% certain that their employees are in the right place.  And many companies have jumped on board with GPS tracking; human resources companies globally use it to monitor employees working in remote locations.

Mobile team management doesn’t stop at just tracking location; it can be a huge advantage for HR departments when determining the number of hours an employee works. With the addition of enterprise messaging, employers can also stay in constant connection with their mobile workforce.

Advanced mobile data collection using geozones –  geofence helps collect multitude of information along with  time & attendance data that can be used to optimize the operations – such as time of arrival,  time-spent (elapsed) inside, time it took to reach the next jobsite and so on (drive time) etc – these data can be analyzed and optimized as a part of operations.

IFTTT rules for real time workforce management

Modern web enhancement such as  internet of things has paved way to an ‘Intelligence Layer’  – the IFTTT (If This Then That) automation workflow intelligence. This uses pre-defined business rules along with a triggers to do something when something occurs. “If This Then That” makes field data collection from your mobile workforce much easier.  Need an example?

Example: If your employee has seven planned stops over their shift per day, then you can be set to get notified as and when they make their stops one-by-one and send you an alert / notification on the progress on how things are going and or  send alerts when there’s a delay, etc – the IFTTT rules can be highly customized including the notification message or they are always contextual  and neatly ties into the day-to-day operations at large.

Real-time field data collection

Mobile team management doesn’t end with GPS tracking, enterprise messaging and GPS  time clock. Employees that work in the field often need to collect signatures, forms or photos that then need to be added to the company’s database. Mobile signature capture  is in its prime with mobile photo collection becoming a norm as well. The biggest draw is the convenience. After the field data collection is complete, all of it is automatically sent to a back-end, cloud hosted service which can be accessed as needed. Different types of mobile form collection can be included in the features used for workforce management.

We are truly living in the future. With ever-advancing technologies, there is no better time to experiment with and upgrade your mobile workforce management software for a comprehensive solution that includes mobile data collection and field management. Endless options, cloud-based systems and IFTTT rules mean that every company’s ideal mobile team management solution is out there.

USPS To Require its Mail Contractors to Adopt Just-in-Time Style Delivery Services

Observations from the National Star Route Meeting in Las Vegas, Jan 19-20

The USPS announced a new cost savings initiative for Surface Transportation operations at the recent National Star Route Mail Contractor’s Association meeting on January 19-20. The USPS is under competitive pressure from UPS and FedEx and others, and needs to reduce operations costs while improving service. It currently spends $5 Billion on Surface Transportation, and intends to cut this by $1 Billion.  It also has an average service level (successful on-time delivery) of 92.5% and needs to improve this to 95%+.

The USPS is exploring a new Dynamic Route Optimization system that will allow it to be more flexible and responsive to demand, giving it the ability to consolidate and expand Highway Contract Routes (HCRs) based on real-time and projected service demand/volume. USPS is experimenting with this approach now, which requires the use of a Transportation Management System (TMS) through which mail freight will be managed and tracked, combined with expanding GPS reporting to every 15min (for most, or perhaps all, USPS delivery vehicles and trailers regardless of size) and enhanced with real-time supply chain visibility based on optimized routing, ETAs with traffic conditions and load status at origin / destination.

The USPS TMS would also include analytics that track the volume of mail traffic, and as it decreases the system would eliminate or consolidate HCRs into fewer routes to reduce costs. As the volume of mail increases, it could also dynamically expand HCRs and create new HCRs to cover the demand.

Mail Contractors that hold routes being consolidated and expanded wouldn’t see their overall contract structure change, but new routes would be put out for rapid bid to certified mail freight carriers. Contracts in general will be shifted to 2-year duration, with two 1-year extensions before requiring a re-bid.

The analytics component of the USPS TMS would also include performance monitoring. All mail facilities and contracted mail freight stops would be geo-fenced, and combined with GPS tracking will allow the USPS to track on-time performance for deliveries and contract compliance.

The USPS is conducting a pilot right now on one route, and expects to expand that pilot to a total of x8 routes going forward which will help the understand what kind of TMS system and what “best practices” to adopt. Ultimately the USPS hopes to implement this type of logistics practice across all their routes within the next few years.

This is a major change in the way National Star Route Mail Contractors conduct business, shifting them sharply towards a more demanding supply chain operations model and will require them to understand the ins and outs of using TMS systems, equipping all of their drivers and vehicles with GPS tracking and accountability tools, and adjusting to dynamic HCR process.

myGeoTracking has experience in every aspect of  this new way of doing business by the USPS, and is already supporting transportation and logistics companies with highly complex tracking, just-in-time analytics and reporting needs.  We look forward to working with both the USPS and the National Star Route Mail Contractor’s Association Members to help make this new initiative a success.

2016 – A Year of Change and Opportunities for USPS Carriers

myGeoTracking had the opportunity to speak at the recent Star Route Association for over the road USPS freight contractors in Memphis, TN. It was a very valuable chance to hear directly from members about their fleet management and contract management concerns, as well as hear from other industry experts on a wide range of issues, from new regulations to how weather predictions and oil prices will affect the transportation industry.

Amazon and Location Compliance for USPS Contracts

Now that the USPS has agreed to carry Amazon.com parcels 7 days a week there has been a tremendous package volume growth, putting additional demands on shipping facilities and Carriers.  These demands haven’t necessarily been reflected (yet) into more location compliance reporting requirements (aka logistics condition reporting), but the USPS has expressed interest in doing so. And while the USPS doesn’t require all Contracts to provide GPS location information, there is a growing awareness that if your company is tapped for a USPS contract audit, having a GPS location history trail can help you during the audit process.

Winter is Coming – Snow, Rain and Slush ahead

During the industry panel on fuel consumption and costs (happily predicted to stay flat through much of 2016 due to OPEC continuing high production to try and harm US oil fracking producers), the coming winter weather was discussed. A strong El Nino year and slightly higher temperatures in parts of the US will likely result in wetter-than-average conditions in the Southern Tier of the United States, from central and southern California, across Texas, to Florida, and up the East Coast to southern New England. Above-average precipitation is also favored in southeastern Alaska.  Drier-than-average conditions most likely for Hawaii, central and western Alaska, parts of the Pacific Northwest and northern Rockies, and for areas near the Great Lakes and Ohio Valley.

The impact of  heavier than normal rain and snow in effected area in terms of on-time rates can be mitigated to some extent by timely location and ETA reporting which allows transportation firms to better manage their loads and inform their customers about load status and on-time delays.    Ask your LCRS vendor whether they support logistics event alerts such as Geofenced arrive / depart, ETA, and basic check-call location alerts.

2016 – the Year of the Electronic Logging Device?

Star Route Association members were interested in understanding the impact of the long-awaited electronic logging device (ELD) final rule from the FMCSA. The ELD final rule has been released by the White House Office of Management and Budget (OMB), and OMB approval is the last step before the final rule is published in the Federal Register. Once that happens the ELD ruling will be in effect carriers and truck operators will have two years to migrate to electronic logging devices.

Even though there are exemptions for the ruling, most notably the “short-haul” radius exemption that allows the use of a time card instead of a log-book for drivers operating within a 100 mile radius of their “normal work reporting location” and not exceeding 12 hours on-duty, many Association members expressed the opinion that they expected this exemption to be eliminated in the future and felt they had to plan for implementing ELD across all their vehicles and drivers. myGeoTracking will be positioned to help the Members with the mandate, which also positions them for logistics condition reporting for compliance requirements as well.

ROI for Transportation & Logistics

myGeoTracking for Transportation & Logistics

The Untapped Profit Center – Your Supply Chain Operations
You can save hundreds of thousands of dollars, and earn thousands more, by using the myGeoTracking Mobile & Cloud based solution to help you better manage your Transportation & Logistics Operations.

What to Look For
In the modern day of smartphones and SaaS solutions, you don’t have to adopt a complex supply chain management system to reap the cost savings and productivity gains that come from automating your logistics operations. Just knowing when your drivers actually started and stopped a load run can save you thousands of dollars in billable hours and payroll expenses. In addition, if you can tell that the driver started from the origin site when they’re supposed to, and trigger exception alerts when they are late en route due to traffic, you can earn thousands more for your business through better resource planning and improved dispatch response.

How the Numbers Add Up
Here’s a pretty common savings scenario that myGeoTracking frequently sees with our customers (we often see a 5-10% payroll savings, and a 10-15% productivity gain). These numbers may not be yours, but should give you a good idea of how they can rapidly add up for you.

1. Cost Savings related to the back-office team & Drivers
(Avoid check-calls, save on processing proof-of-delivery, dispatch calls, etc.)
Let’s say that SCM Co. employs ten office admin staff, and they get paid an average of $23/hour (which is the median hourly wage according to the Bureau of Labor & Statistics). They do an average of 3-4 check-calls per haul / load run per day and work ~40 hour / week, across 48 weeks during the year.
In this scenario, SCM Co can save over $22,000 per year if they can just shave 5% off their payroll costs — or a half-hour of increase in productive paid time a day! Same savings can also be applied to Drivers hours-of-service logging.

2. Fuel Savings
By reducing wait time at origin / destination warehouses and check-points, there are tremendous fuel savings as the trucks are not idling while waiting to be off-loaded. Similar efficiencies can be gained by creating better route planning. A solution like myGeoTracking can show savings of above 20% in fuel.

3. Improve Customer Satisfaction and compliance with Client SLA With real-time alerts and notifications, you are able to stay in top of any exception.  Furthermore, with rules based messaging, you can keep your customers’ teams informed of realtime status on any truck at any time.   The data can be sent in form of emails / text OR live fed into the customer’s backoffice using a rich set of Web APIs.

4. Productivity Gains 
Real time alerts based on scans, arrivals, departure with ETAs can be used to adjust resource allocation just-in-time at origin & destination points.  The system can help with operations improvement by reducing wait times at origin/destination for drivers and warehouse staff.  Reports on data such as miles driven, number of trips, days in service etc. can be used to better utilize existing fleet & drivers.

Average myGeoTracking customer sees a big revenue boost from productivity gains – more accurate time management and exception awareness means your drivers & staff can complete a few more jobs a week than before. How does this benefit you? Let’s run the numbers. Let’s say that SCP Co charges $117/billable hour (another BLS average) for warehouse staff and each worker racks up six billable hours of work a day.

In this scenario, SCP Co. can take in an additional $168,000 in billable hours per year if they can score a modest 10% increase in productivity – just 1 or 2 extra jobs a week can add up fast for your bottom line.

The ROI for SCP Corp is close to $200,000 a year with a team of 10 operations staff!  All this without investment in any new equipment including smartphones or telematics devices.

If you haven’t used a Logistics management solution before, give us a call to setup a Demo.  If you are using one, take a look at the benefits vs the costs of your current service.
Check your own ROI here using this simple tool (Calculator).

Boost Profitability Throughout Your Seasonal ‘Boom & Bust’ Cycle of Business

Mobile workforce management services like myGeoTracking can become a new force multiplier to not only help you better manage your seasonal workers, but also help you build a consistent culture of accountability and efficiency across your entire business on a year-round basis.

But not all systems are a good fit for the seasonal, cyclical nature of your business. Continue reading

Geofencing and QR Code used to enhance Time-Clocking, Workforce Monitoring and Field Status Updates

myGeoTracking Mobile App allows users to record time & attendance within Geofenced job sites.  The app also supports GPS-tagged QR Codes for time-clocking inside bigger indoor venues alongwith workforce accountability tracking and automation

Setting up the Job sites

The Company’s operations managers can use various web tools to create QR codes for their job site properties (or building floors). These QR codes can then be attached to the properties and scanned by security personnel to create attendance records during their daily rounds.  Here are a few resources on how to generate a QR code:

Website to generate a QR Code:  http://www.qr-code-generator.com/.

Generate QR Code in Google Docs: https://youtu.be/sRuObJ538pA Continue reading