Electronic Visit Verification (EVV) Public Meeting
April 24, 2020
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(EVV) Public Meeting April 24, 2020 4/24/2020 1 Welcome All - - PowerPoint PPT Presentation
Electronic Visit Verification (EVV) Public Meeting April 24, 2020 4/24/2020 1 Welcome All phone lines are muted Questions should be submitted through the chat feature We will not be answering submitted questions during todays
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– Please reference the slide number in your question
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EVV Visit Data Submission During Soft Launch
– The system is free and available for use by Fee-For- Service (FFS) providers – If FFS providers are intending to use this system, they must take the online training and receive a Welcome Kit which will provide their access to the system
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June 1, 2020.
providers may need prior to October 1, 2020.
10 minutes to complete.
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86% of respondents are currently using EVV
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– Go live for EVV with Palco is July 5, 2020 – All Participant-Directed Services will require EVV compliance – EVV Options with Palco are:
– EVV Training Materials are published on the Palco website – EVV communication, training materials and registration forms will be mailed soon – Training will begin in May 2020
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– OLTL’s Vendor Fiscal Agent, Public Partnerships, LLC (PPL), is using an Alternate EVV system, Time4Care – This system is already integrated with PPL’s timesheet and payment system as well as their participant and direct care worker online portals – Time4Care is live and any questions should be directed to PPL
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– The three CHC Managed Care Organizations (CHC-MCOs) are utilizing HHAeXchange for EVV. – Providers using Alternate EVV systems in CHC will need to send their EVV data to the CHC-MCOs. – Providers should contact HHAeXchange at EDIsupport@hhaexchange.com to complete third party system integration activities for CHC – Questions about HHAeXchange should be directed to the CHC-MCOs
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– PPL system – Requires signature
– Palco system – Requires signature for EVV services and non-EVV services
– Sandata/Alternate EVV Providers – Do not need signatures for PCS and non-PCS services if that service goes through an EVV system. Only non-PCS services will require a signature if that service does not go through an EVV system.
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sets and is corrected, the record would be classified as a manual correction.
we will share updates in the future through the release
time but, per CMS guidance, DHS is monitoring providers and may be contacting them to provide technical assistance.
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November 1, 2019 for dates of service November 1, 2019 and after.
December 13 for dates of service November 1, 2019 and after.
March 3, 2020 for dates of service January 1, 2020 and after.
announcements will be made when these programs are available.
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website and were also sent out via Listserv communications. – https://www.dhs.pa.gov/providers/Billing- Info/Pages/EVV.aspx
to not be paid.
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ESC 927 - Units billed exceed units verified in EVV
units found in the EVV record need to be corrected.
the claim, ensuring the units found in the EVV aggregator are equal to or greater than the units submitted on the claim.
encouraged to review the rounding rules and/or the calculation rules found in the ODP Guidance, make corrections accordingly and resubmit claim.
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– No EVV record was found in the DHS Aggregator at the time the claim was processed; or – Mismatch was found between either the date of service, recipient MA ID (10 digits), procedure code/modifier and/or MPI (9 digit) code that is found on the claim versus what is found in the EVV record at the time the claim was processed.
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mismatch between one or more data elements on the claim, review the EVV record received by the DHS Aggregator and manually validate if the data elements found in the DHS Aggregator record(s) contains the appropriate values as specified in the Alternate EVV interface requirements, technical specifications and addendums: http://www.dhs.pa.gov/provider/billinginformation/electronicvisitverifi cation/
needed and resubmit the claim.
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ESC 928 - “EVV Record Not Found”
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program office for assistance:
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800-248-2152 or email papac1@dxc.com ODP Claims Resolution Section 1-866-386-8880 Hours of operation: Monday- Friday, 8:30 a.m.-noon and 1- 3:30 p.m. OLTL Provider Call Center 1-800-932-0939 Hours of operation: Monday- Thursday, 9 a.m.-noon and 1-4 p.m.
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DHS Aggregator
DHS Sandata EVV System (FFS) Alternate EVV Systems (FFS) CHC-MCOs EVV System (HHAeXchange) Fiscal Employer Agent Alternate EVV Systems (FFS)
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– The ability to use Billing using DHS Sandata EVV will be announced at a future date.
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contact the Sandata Alternate EVV support team to be certified and integrate with the DHS Aggregator. Contact information is as follows: Phone: 855-705-2407 Email: PAAltEVV@sandata.com
depending on the testing required and whether the Alternate EVV vendor is new to the process
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Step 1
for OLTL and ODP (2 Documents)
Step 2
Step 3
completes DHS Aggregator Training
Step 4
Step 5
to the PA ALT EVV
Step 6
Live date/requests production credentials.
Step 7
Step 8
https://www.dhs.pa.gov/providers/Billing-Info/Pages/Alternate- EVV.aspx
1) Alternate EVV Technical Specifications; and 2) Alternate EVV ODP & OLTL ONLY Addendum.
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EVV contact needs to email PAAltEVV@sandata.com to request testing credentials.
– Who your Alternate EVV Vendor is; – Who the vendor contact is; – Vendor contact email address; – Vendor contact direct phone; and – Give the Alternate EVV support team at Sandata permission to work with Alternate EVV Vendor on your behalf and send them emails.
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credentials for the provider.
– This process may take up to 5 business days.
– Please monitor your email and spam filters for the delivery of test credentials every day as testing credentials are sent via secure
their respective Alternate EVV vendor.
training for DHS Aggregator via the Learning Management System.
– Once completed, agencies must notify the Alternate EVV support team at Sandata via email PAALTEVV@sandata.com and share their copy of the Certificate of Completion.
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– It is important to note that Sandata, the Alternate EVV vendor and provider should be included in all emails.
the Alternate EVV support team at Sandata without provider inclusion.
with the Alternate EVV support team at Sandata, the provider must give written consent in the Step 4 support ticket.
– This is necessary to ensure all parties are kept informed throughout the entire Step 4 process.
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production credentials within 5 business days of passing their checklist.
to transmit their live data to the DHS Aggregator (aka “Go- Live”).
– This needs to be completed within 10 business days of the provider’s receipt of the Go-Live email.
with Production Credentials and verify the provider’s Go-Live date.
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Aggregator and verify that live EVV data is flowing correctly into the Read-Only Production DHS Aggregator.
the Alternate EVV support team at Sandata and their Alternate EVV vendor to troubleshoot any issues.
emails the Alternate EVV support team at Sandata to confirm successful data transmission in the DHS Aggregator.
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regularly.
providers via email outreach.
and Alternate EVV vendors.
– The Quick Reference Guide is available on the DHS EVV website.
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– The Sandata Alternate EVV system is available for testing at all times (except during standard release windows) – Sandata can assist with testing results and validation – Participant matching will not be included as part of testing but will be enforced in production – Duration of testing varies
– Once testing is complete, Sandata encourages the move into production as quickly as possible
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– Alternate EVV completed visit data should be uploaded to the DHS Aggregator.
volume at a frequency of no more than once a day.
– It is expected that information is sent as it is added/changed/deleted in the Alternate EVV system.
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– This is a conditional field for Alternate EVV systems to provide to the DHS Aggregator.
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– 800-248-2152 or papac1@dxc.com
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– Registration Link: » https://sandatalearn.com?KeyName=PAEVVAgency
changing your password ahead if time to avoid lock out
re-use any of the past 24 passwords.
the “forgot password” to reset password.
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– Administrators unsuccessful attempts at supplying temporary password for a locked SMC users – Please try the following before calling PAC support:
list of Employees
select Save & Close.
time is important)
checkbox, then Save & Close.
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– You should not edit any times UNLESS there is a correction that is necessary.
– Phone: 800-248-2152, (press #1 to prompt for EVV) – Email: papac1@dxc.com
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Care Giver Recip Date Service Visit Time Check Out Visit Time Clock Out Visit Time (for DCW) Total Units Found during Claim Validation 1 1 04/23/2020 Respite Level 3 (1:1) – Day 04:00AM 12:00PM 8 hrs. 0 hrs. 1 2 04/23/2020 Respite Level 3 (1:1) – Day 12:01PM 8:10PM 8 hrs. 9 mins.
Question: Why does the DHS EVV Provider Portal show that a visit has zero (0) billable units, when it can be combined with other visit calls received for the same member and date of service by another careworker? The DHS EVV Provider Portal does not know how the provider intends to bill, until a claim is received requesting matching visits. As such, the portal may show that a service has 0 billable units, when in fact if the agency bills for multiple caregivers’ visit units collectively on the same claim, it would equal a unit.
For Day Unit Service: Minimum of 16 hrs. = 1 Unit When billed together (16 hrs. 9 mins.) = 1 unit Each visit displays on DHS EVV Provider Portal = 0 Unit
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programs were the first group required to obtain unique ID.
rolling it out to agency workers.
additional instructions to agencies regarding this requirement.
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in and out through the telephonic system?
location system.
location device code is included.
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Paper timesheets are not required; however, issues or corrections due to a missed clock-in or clock-out should be noted with the appropriate reason code and supporting hard copy documentation, as best determined by the provider agency, should be available for auditing purposes.
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Sandata Mobile Connect (SMC) application is updated?
When Sandata submits an update to the “app stores” on a given release date, both Google Play and Apple must first review and approve the builds before the application is published and available to download. Sandata has no control over the “app stores” review and approval process. The entire process of a new version of SMC to be available in the stores for user download can typically take up to 2 weeks, which is communicated via the release notification in emails. Please be sure to monitor your emails for these important release notices.
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Question: What do I need to do to be compliant if I have multiple EVV systems to collect EVV Data?
Question: What if I have multiple Systems, one with HHAeXchange (CHC MCO) and one FFS 3rd Party EVV solution?
comingled in the PA Aggregator
team
– https://www.dhs.pa.gov/providers/Providers/Pages/Coronavirus- 2020.aspx
– DHS RA-PWEVVNOTICE@pa.gov
– PAC Support papac1@dxc.com
– Sandata Alternate EVV Support PAAltEVV@sandata.com
– HHAeXchange support@hhaexchange.com PAintegration@hhaexchange.com
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processes.
– Please be as detailed and descriptive as possible so support teams understand your issue to the best of their ability. – Screenshots are helpful.
those securely due to PHI.
a ticket number, please provide the ticket number.
Sandata, HHAx, or other approved listservs, programs or agencies.
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Ticket Submission Requests due to Technical errors:
Platform must have sufficient evidence for trouble tickets to be created.
mailbox:
– a quality image of the error (Screenshot) – steps taken to receive error – complete contact information: Agency STX number Contact Name E-mail Direct phone number
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– Visit exceptions need to be resolved by the provider.
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https://www.dhs.pa.gov/providers/Billing-Info/Pages/EVV.aspx
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– To register online: – https://attendee.gotowebinar.com/register/6533384258560565259 Opens In A New Window
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