How to Use ABA Matrix EVV: Clock In, Clock Out, and verify your Location (for therapists)

This guide shows how to reliably clock in/out and verify your GPS for ABA Matrix EVV so visits are accurately recorded and compliant. It explains checking session details and maps, granting location permission, handling offline use, recognizing in-progress vs finalized EVV, and adding comments for administrators. Follow it to avoid timing/location errors and ensure proper documentation.

1. Before starting a visit

1. Once you access the application, you will land in the Schedule page. From this page you can access all your scheduled appointments. Each visit appears as a session card, designed to give you a quick overview of the most important session details, including session status (e.g., In Progress, Completed), client name, service type and code, session time, signature status for both caregiver and provider, the Offline Ready tag, and EVV status.

EVV status:

• EVV ready to start: When the session is ready to begin, you will see the play option to clock in and clock out.
• EVV finalized: Once the EVV has ended and you have clocked out, you will see two checkmarks.

2. From the session card, you can access Session Tools and open EVV Info to review important details before beginning your session.

3. In EVV Info, you can view:

• EVV status
• Client name
• Start and End location details, including:
  • Scheduled start/end address
  • Scheduled start/end time
  • Actual start/end time
  • Invoice start/end time
  • Start/end location variance in miles (if applicable)
• Map showing scheduled vs. actual location

4. The scheduled start address is interactive. If you tap on it, it will open in your device’s map application, allowing you to easily navigate to the session location.

2. Starting a Visit (Clock In)

5. When you are ready to begin:

• Tap the Play button (Start) from the session card

6. The first time you do this, the system will request access to your device’s location. You must select “Allow while using the app” in order to continue. This permission is required so the system can record your GPS coordinates. You only need to allow this once, as your device will remember your choice.

7. Once permission is granted:

• A map will appear showing your current location (marked in red)
• You will also see the scheduled session location (marked in blue)
• You can refresh the map to update your current location if needed

Use this map to confirm that you are at the correct location before starting the session.

8. From the information (i) icon next to the location, you can confirm the scheduled address

9. Once you verify your location, tap Start to begin the session.

10. Notice that if you are distant from the scheduled place of therapy, the app will warn you before you Start or Stop the session.

3. While the session is in progress

11. After starting the session, you will see the active EVV screen, which includes:

• The location
• The scheduled session time range
• A live timer showing how long the session has been running
• A progress bar indicating how much of the session has been completed based on the scheduled time

12. If the session goes beyond the scheduled end time, the progress bar will turn red, and you will see the percentage over the scheduled time, indicating that the session is running longer than planned.

13. You can also expand the map to view more details or collapse it to minimize it, depending on your preference.

14. While EVV is actively running, the EVV tab will display a red dot. This allows you to easily identify that EVV is still in progress if you navigate to other sections of the session, such as data collection or provider signature.

4. Finalizing a Visit (Clock Out)

15. When the session is over, tap the Stop button.

After tapping Stop:

• The system will clock you out

16. The EVV session will be completed.

17. Once the EVV ends, the EVV tab will display a double check icon. This allows you to easily identify that EVV has been finalized if you navigate to other sections of the session, such as data collection or provider signature.

18. The session card will also display the double check icon, allowing you to quickly identify from the main schedule view that EVV has been completed for that session, without needing to open it.

5. EVV Comments

19. After finalizing the visit, you can add EVV comments to provide additional context about the session. To add a comment:

• Tap the session card to open Session Tools
• Select EVV Comments

20. You will be taken to a page where you can enter your comments and save your changes. These comments are visible to administrators and can be used for review, compliance, and documentation purposes.

ABA Matrix EVV Intended Use