How long does it take to switch software, and what does it cost?
It depends on how clean your data is and how many caregivers you have. We found no trusted public figure. Plan for a short set-up, then a parallel run of a couple of weeks. Ask for all costs in writing: set-up, data move, training, and any fee at exit from the old system.
We could not find an independent source for how long a switch takes, so we will not give you a number that sounds sure. Here is how to estimate for your own agency.
Time depends on:
- How tidy your current data is. Missing authorizations and duplicate clients slow everything.
- How many clients and caregivers you have.
- How long it takes to check data against the old system.
- How quickly caregivers learn to check in.
- Whether a vendor needs to connect to your state’s EVV system.
Costs to ask about, in writing:
- Set-up or implementation fee (some have none)
- Moving your data in
- Training for your staff and caregivers
- Per-user or per-seat charges
- Costs of both systems while you run them side by side
- Any fee or delay when you leave the old system, or to get your data out
- In Georgia, the cost of integrating a non-state EVV system. The state’s FAQ says the agency pays for any alternative system and its integration.
Also count your own time. A good switch takes a few hours of focused work from you each week for a while.
Ask each vendor: "What is the total I will pay in the first 90 days, and who does the work?"
How CareBravo® helps
CareBravo has no seats, no per-user fees and no implementation fee, and the floor is $250 a month.
Sources
- Electronic Visit Verification: Provider FAQs · Georgia Department of Community Health (Medicaid)
Reviewed by Beth Bledsoe, Care Business Advisor®, 28 Oct 2026. Rules change. Confirm with your state Medicaid agency before you act.
Want to see where this is costing your agency money? Four minutes, your agency’s name on the answer.