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 Ayabi uses Pavillio for Electronic Visit Verification (EVV). Visits completed in Pavillio serve as the agency’s official electronic time and activity documentation.

Clock in when services begin and clock out when services end. Your visit must always show the actual time worked.

Home is the usual and preferred location for services. Choose the location where services are actually being provided.

If Community is selected, include a brief note explaining why services were provided away from the client’s home, such as a medical appointment, shopping or another approved community activity. The note does not need to include unnecessary personal details.

Select the cares and activities you assisted with during the visit. Include a brief note about the visit and document any changes, concerns or refused cares.

Always review the client, date, times, total hours, location, activities and notes before signing and submitting. Check your Draft, Visits to Submit and Unapproved visits throughout the week. Do not submit a visit you know is incorrect.

The client or responsible party should review the visit before signing and entering their PIN. Caregivers must never sign or enter the client’s PIN for them.

If a signature cannot be completed, add a note and contact the office.

Manual entries should only be used when necessary and should not become a regular replacement for clocking in and out.

Late or edited visits must include a note explaining what happened and may require additional review.

Manual EVV entry is allowed for live-in caregivers, but all required visit information must be entered before midnight each day services are provided.

Visits entered after midnight are considered late and must include a note explaining why the visit was entered late. Frequent late entries may require additional review.

If you are unable to clock in or out, the client is not showing in Pavillio, or you are unable to complete EVV for any reason, contact the office as soon as possible.

This may be due to a technical issue, missing or updated paperwork, or a change in the client’s service authorization. The office will confirm how services should proceed and the correct procedure for documenting your time, including whether a manual entry or EVV Exception Form is appropriate.

All visits must be reviewed, completed and submitted by 12 PM noon each Monday.

If you need help with EVV or would like a refresher on completing and reviewing your visits, please contact the office.