Developing a Custom EVV System with Zoho

To gather requirements for this new app, KDG and The Arc engaged in multiple onsite meetings, stakeholder interviews, and focus groups to determine what teams would use the app and how they would use it. This also involved several interviews with prospective payroll providers to determine which ones would more seamlessly integrate with the application (we ultimately decided on NCR).

There’s also a substantial amount of user roles built into the system to ensure that only users with specific permissions can access certain features. There are Arc employees, managing employees and caregivers, drivers, support coordinators, and accountants all utilizing the app for specific data. It was important that we built user-specific functionality to not only meet HIPAA requirements but to improve the usability of the app. We wanted the app to be simple to use, so this meant limiting features available to those that mattered most based on permissions.

The first phase of the project launched digital timesheets. Service providers can log time directly in the app’s custom employee portal via mobile or desktop. More than just time in and out is recorded. Services, patient codes, and notes are also saved to the timesheet, offering more visibility for management. These timesheets are then reviewed and sent to payroll, billing, and, ultimately, the government.

This system rolled out to over 700 employees, who all required training in order to seamlessly use these new features. Training was conducted regularly in person, through documentation, and even through personalized webinars and screen shares. A support portal was developed with a library of training materials. Here users can not only directly download the mobile app, but also view a video walkthrough of the app and its features.

Since that initial launch, the application has become one that embodies nearly all HR, billing, and payroll functions. It offers location services so the nonprofit can track when service providers are with clients. It houses and verifies documents like passports or driver’s licenses. It also offers a vehicle compliance feature so that drivers can submit mileage after performing services. Upcoming Phase 4 of the project will track on-site classes and allow families to request advocacy support.