Designate a Live-In Caregiver

This topic explains how to designate an Employee as a Live-In Caregiver in Pavillio, and how to comply with Minnesota DHS requirements. You'll learn how to set up the Caregiver role, enter daily visit records, and store required documentation to verify live-in status.

To designate an Employee as a Live-In Caregiver:

  1. Go to Clients > Current Clients and click on the Client record.

  2. Go to the Care Team tab.

  3. Click the Edit button at the top of the page.

  4. Select Caregiver from the User Role dropdown.

  5. Type the Employee's name in the Employee field.

  6. Select Yes in the Live-In Caregiver dropdown.

  7. Select the Relationship Type.

  8. Add a Start Date. An End Date is optional. When a Client is discharged, the End Date is updated automatically.

  9. Click the Add button.

    Add a Live-In Caregiver

  10. Click the Update button at the top of the page.

Per policy from Minnesota DHS, Live-In Caregivers are Caregivers who reside in the same residence (either permanently or for an extended period of time) as the person receiving services. Per Minnesota DHS, Live-In Caregivers are exempt from the real-time clock in/clock out process. However, a Live-In Caregiver must enter the time into the EVV system each day. Documentation must be provided to the Agency to prove that the Caregiver and person receiving services live together.

Pavillio allows you to designate an Employee as a Live-In Caregiver, monitor manually-entered Visits, and store the appropriate documentation in the Employee Profile.

For the Live-in Caregiver to be compliant with EVV in Minnesota, the Caregiver must either use real-time clock in or enter/submit time daily. So, for each service date that is worked, the time needs to be entered into the system on that date.

For monitoring and compliance, a Visit record that is submitted on the date of service will not go into Approve Visits > Warning card as Manual Time Entered.

Visit records that were not submitted on the date the service was performed, will go into Approve Visits > Warning card with a flag for Manual Time Entered. This will allow you to track these visits and coach Caregivers to submit time daily.

If the configuration Allow employee to clock in without payrate assigned under Administration > Masters > Configuration is set to Yes, the validation of daily entry is bypassed. Please be sure this value is set to No for monitoring these records.

Minnesota DHS has released a policy regarding Live-In Caregivers. Per this policy, there are several document options that can be collected to verify live-in status.

Types of documentation provider agencies may collect to verify live-in caregiver status include:

  • Current driver’s license or ID card

  • Residential lease

  • Tax statement

  • At least two consecutive months of utility bills

For more information on uploading documents to an Employee Profile, see Employee Documents Tab.