Documentation: EVV, Note Entry, & SDS Reviews (Apr 2026)

This was a meeting held by our MO SDS Family Support Group committee members on April 15, 2026! SDS documentation has evolved over the last 25 years. Learn about the current expectations regarding EVV, employee shift documentation, monthly summaries, quarterly reviews, and SDS reviews.

Meeting Slides & Video #

Resources from Presentation #

EVV: Electronic Visit Verification #

User Friendly Documentation for Staff Communication #

Logbook Example #

Spreadsheet Example #

Google Doc Example #

Monthly Documentation #

Example 1 #

Example 2 #

MMAC Audit Checklist For Employee Documentation #

• Medicaid requires notes to be completed by staff within 5 days of when the service was provided. It is at the discretion of the employer/designated representative if staff are required to submit case notes same day, within 2 days, etc.
• The length of the note needs to justify the time worked. The note for an 8-hour shift should be longer than the note for a 2-hour shift.
• Staff should ensure they are documenting any progress/lack of progress on Goals/Outcomes listed in the individual’s PCSP (Person Centered Service Plan).
  • If you cannot locate these or want to ensure the correct outcomes/goals are being tracked, please reach out to the individual’s Support Coordinator for assistance in identifying the current outcome/goals.
• Staff should be supporting the individual and not the family/household unit. Staff should relate all support and tasks back to the individual. Staff should not be cleaning or doing laundry for the whole house, mowing the lawn, caring for a pet, etc. Ensure staff are solely supporting the individual (e.g., assisting with cleaning individual’s lunch dishes, putting individual’s laundry in the dryer, etc.)
• While acting as paid staff, staff must provide 1:1 care exclusively to the individual authorized for the service and may not simultaneously care for another individual (e.g., a minor child, elderly parent, another individual with special needs).
• Staff must remain awake at all times. Staff cannot be paid for anytime they (the staff) are asleep. 
• Do not copy and paste the same note for multiple shifts. Differentiate day to day!
• Staff should clock in and out in real time using the DCI Mobile App. Please use one of the three Electronic Visit Verification (EVV) options when completing time punches. This is a required federal fraud preventative. Lack of EVV compliance through use of the mobile app can lead to termination of the SDS service. I have included a chart below to assist you in which EVV Method and Input Method are compliant.

Quarterly Reviews #

DMH Example #

CHS Example #

Other Resources #