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Documentation Index

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Electronic Visit Verification (EVV) is a document template in StrataEMR that records proof of treatment location for each date of service. When a patient or guardian completes the EVV form, it captures GPS coordinates and a tamper-evident location signature at the time of signing — creating a verifiable record that treatment occurred at the documented location. EVV is used primarily by mobile and in-home therapists, but is available to any practice.
EVV is not automatically enforced. Practices choose whether to require it and how to deliver it. If your organization uses EVV and you do not see the template in your Patient Engagement forms, work with your StrataPT account manager to add the template and confirm it is configured for your practice’s workflow.

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What the EVV Template Captures

Each completed EVV form records the following for that date of service:
  • Patient name and date of birth
  • Scheduled start and end time
  • Visit number (sequential within the patient’s case)
  • Treatment location — GPS coordinates captured at the moment of form completion
  • Location signature — a hash that validates the coordinates have not been altered
  • Patient or guardian signature confirming treatment was provided that day
The GPS data is captured automatically by the device used to complete the form at the time of submission. This is what makes the record verifiable for audits or insurance review.

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How to Deliver the EVV Form

There are three ways to get the EVV form completed for each visit. Choose the method that fits your practice’s workflow.

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Option 1 — Send to the Patient’s Device

Use this method when the patient will complete the form on their own phone or device before or during the visit.
  1. Open the patient’s case. From the case header, click Send Message, or navigate to Patient Menu Bar > Patient Info > Patient Engagement.
  2. In the Queue New Document for Patient section, select the EVV template from the appropriate document family.
  3. Choose how to deliver it: Email or Text.
  4. The patient receives the link, opens the form on their device, and signs.
The completed form saves automatically to the patient’s Clinical Documents. Use this method when the patient signs in person at the clinic, or when a mobile therapist brings a tablet to the visit location. This follows the same steps as Option 1 — but instead of sending via email or text, you use the QR code displayed on the Patient Engagement screen.
  1. Open the patient’s case. From the case header, click Send Message, or navigate to Patient Menu Bar > Patient Info > Patient Engagement.
  2. In the Queue New Document for Patient section, select the EVV template.
  3. Display the QR code shown on screen and hand an iPad or tablet to the patient.
  4. The patient scans the QR code with the device, opens the form, and signs.
The completed form saves automatically to the patient’s Clinical Documents.
Avoid using the green Complete Intake Documents Now button on a shared workstation. Clicking it logs the current device out of StrataEMR and into the Patient Portal. Staff will need to log back in after the patient finishes. If possible, use the QR code method on a dedicated intake device instead.

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Option 3 — Add Directly to Case Documentation

Use this method as a fallback when no front desk staff is available to queue the form through Patient Engagement.
  1. Open the patient’s case and navigate to Patient Menu Bar > Documents > Clinical Documents.
  2. Create a new document and select the EVV template from the Patient Engagement family.
  3. Complete the form and save.
This option requires the patient to access your device to capture their signature electronically. It is intended as an option for practices without front desk support. Options 1 and 2 are preferred for capturing a verified patient signature when possible.

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How Completed EVV Forms Are Stored

Once submitted, the EVV document is treated like any other clinical record in StrataEMR. It becomes read-only and cannot be modified. The patient’s signature, GPS coordinates, location signature, and timestamp are all stored on file as part of the case record. This document can be faxed or emailed along with the clinical document for the date of service by selecting both documents during the sending process.