Electronic Visit Verification (EVV) Public Meeting Updates and Information

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Stay informed about the latest updates on Electronic Visit Verification (EVV) from the recent public meeting held on August 13, 2019. Discover important details regarding EVV implementation and provider options for Fee-For-Service programs. Get insights on Alternate EVV Systems and requirements for providers. Stay ahead with the evolving EVV guidelines and resources.

  • EVV
  • Public Meeting
  • Updates
  • Information
  • Providers
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  1. Electronic Visit Verification (EVV) Public Meeting August 13, 2019 3/19/2025 1

  2. EVV Public Meeting All phones are muted Questions should be submitted through the chat feature We will address as many questions as possible at the conclusion of the presentation 3/19/2025 2

  3. EVV Public Meeting DHS is currently reviewing new CMS guidance released August 8, 2019 Updates will be provided by the next public meeting Respite Camp provided by ODP is no longer included for January 1, 2020 EVV implementation; all other Respite services are still required as noted on the DHS EVV website Full up-to-date list of personal care services is available on the DHS EVV website 3/19/2025 3

  4. EVV Public Meeting Fee-For-Service (FFS) Programs Office of Development Programs: Consolidated, Person/Family Directed Support Waiver (P/FDS), and Community Living Waivers, and Intellectual Disabilities/Autism (ID/A) Base Services, Adult Autism Waiver Office of Long-Term Living Programs: OBRA Waiver, Act 150 Program 3/19/2025 4

  5. EVV Public Meeting Fee-For-Service (FFS) Providers Two EVV Options Available Option 1 Option 2 DHS Sandata System Alternate EVV System Mobile Application or Telephony Visit Capture Must integrate with DHS Aggregator Must capture required data items identified in the Alternate EVV technical specifications and DHS Addendum Web Portal for Visit Corrections at Provider Level No cost Providers are responsible for any costs 3/19/2025 5

  6. EVV Public Meeting Alternate EVV Systems The Sandata approval process for Alternate EVV systems ensures EVV transactions are: o In the correct format, o Contain the required data in mandatory fields, and o Can successfully pass into and be stored in the DHS Aggregator. Providers using a Sandata-approved Alternate EVV system will be required to complete web-based training as a condition of certification. 3/19/2025 6

  7. EVV Public Meeting Alternate EVV Systems Providers interested in utilizing an Alternate EVV system, or have questions specific to Alternate EVV, should contact the Sandata Alternate EVV support team to ensure the data interfaces will align before January 1, 2020. Contact information is as follows: Phone: 855-705-2407 Email: PAAltEVV@sandata.com 3/19/2025 7

  8. EVV Public Meeting Participant-Directed Services OLTL Programs: Training for PPL s Alternate EVV system, Time4Care, began this month (August 2019) ODP Programs: PALCO agreement is still being reviewed and updates will be provided in the future 3/19/2025 8

  9. EVV Public Meeting Community HealthChoices (CHC) Program Community HealthChoices 1915c Waiver 3/19/2025 9

  10. EVV Public Meeting CHC Providers CHC providers should work with the CHC-MCOs to identify requirements the CHC-MCOs may have CHC-MCOs are offering HHAeXchange free of cost for CHC providers HHAeXchange will send EVV data to the DHS Aggregator CHC providers working with an Alternate EVV system will need to integrate with HHAeXchange to send EVV data to the DHS Aggregator Providers must work with each of the appropriate CHC-MCOs to integrate an Alternate EVV system with HHAeXchange 3/19/2025 10

  11. EVV Public Meeting CHC Providers Questions about HHAeXchange should be directed to CHC-MCOs CHC providers DO NOT need to receive DHS Sandata EVV training 3/19/2025 11

  12. EVV Public Meeting NOTE: CHC EVV data only flows from CHC-MCOs HHAeXchange to the DHS Aggregator. The DHS Aggregator does not send info to CHC-MCOs HHAeXchange. CHC Providers Alternate EVV Systems Fiscal Employer Agent EVV System (PPL/Time4Care) CHC-MCOs EVV Data Collection (HHAeXchange) DHS Aggregator HHAeXchange EVV System 3/19/2025 12

  13. EVV Public Meeting FFS & CHC Providers Providers operating in CHC and FFS may use an Alternate EVV system. However, any Alternate EVV system will need to work with both HHAeXchange (for CHC participants) and Sandata (for FFS programs) to ensure compatible reporting of EVV information. Providers may work directly with HHAeXchange or Sandata to discuss options to expand the scope of the existing (free) systems to include both CHC and FFS program needs. Providers will be responsible for costs associated with any upgrades to the existing (free) systems. 3/19/2025 13

  14. EVV Public Meeting DHS Aggregator Fiscal Employer Agent Alternate EVV System(s) (FFS) CHC-MCOs EVV System (HHAeXchange) DHS Aggregator Alternate EVV Systems (FFS) DHS Sandata EVV System (FFS) 3/19/2025 14

  15. EVV Public Meeting DHS Aggregator The DHS Aggregator does not submit claims. The DHS Aggregator is validated against during claims processing when an EVV service is found on the claim(s) transaction. The DHS Aggregator includes a read-only web portal for the provider to view their data, and a payer web portal which includes alerts, real time data views, and reporting. 3/19/2025 15

  16. EVV Public Meeting DHS Sandata EVV System Process 3/19/2025 16

  17. EVV Public Meeting Sandata Mobile Connect 3/19/2025 17

  18. EVV Public Meeting Sandata Mobile Connect 3/19/2025 18

  19. EVV Public Meeting Sandata Mobile Connect 3/19/2025 19

  20. EVV Public Meeting Sandata Mobile Connect 3/19/2025 20

  21. EVV Public Meeting DHS Sandata Telephony Visit Verification 3/19/2025 21

  22. EVV Public Meeting DHS Sandata Telephony Visit Verification 3/19/2025 22

  23. EVV Public Meeting DHS Sandata EVV Web Portal 3/19/2025 23

  24. EVV Public Meeting DHS Sandata EVV Web Portal 3/19/2025 24

  25. EVV Public Meeting DHS Sandata EVV Web Portal 3/19/2025 25

  26. EVV Public Meeting DHS Sandata EVV Web Portal 3/19/2025 26

  27. EVV Public Meeting Important Dates to Remember October 2019 Soft launch of DHS EVV system January 2020 Full implementation of system as required by Cures Act 3/19/2025 27

  28. EVV Public Meeting Exceptions For this initial phase of EVV implementation, exceptions are generated by the DHS EVV system when one of the 6 required items is missing. For providers using Alternate EVV systems, the technical specifications on the DHS EVV website detail the information that must be captured and submitted to the DHS Aggregator. 3/19/2025 28

  29. EVV Public Meeting Services The DHS Sandata EVV system will only support the OLTL and ODP services outlined on the DHS EVV website. A full list of service codes and modifiers may be found on the DHS EVV website. Caregivers must check-in and check-out for each individual service provided to a participant. Service provision should support/align with the service definition found in the approved waiver(s) AND the services duration, frequency and scope as described in the individual s approved plan. 3/19/2025 29

  30. EVV Public Meeting Location EVV requirements do not change current program requirements, this includes for travel and vacation. Providers will be able to enter multiple addresses where services are provided into the DHS Sandata EVV system and these addresses can be updated at the provider level as needed. 3/19/2025 30

  31. EVV Public Meeting Location The Sandata Mobile Application does require GPS to be enabled at check-in and check-out to capture the location. Location is only required to be captured at check-in and at check-out. Place of service is a required field on a claim and only one (1) code is permitted on each claim detail line to specify where the service was rendered. 3/19/2025 31

  32. EVV Public Meeting Time Billing should align with check-in and check-out rules defined by the provider. If one caregiver clocks in at one time while another does, this will generate an exception and will need to be fixed through the web portal by the administrator. Shift corrections, such as a missed clock-in or clock- out, may be addressed in the provider portal. 3/19/2025 32

  33. EVV Public Meeting Time Units of time for billing of services will continue to follow existing rules and practices: OLTL allows for rounding of units of time. ODP does not allow for rounding. ODP will issue a guidance document this month to clarify units of service. 3/19/2025 33

  34. EVV Public Meeting Individual Providing Service (Caregiver) More than one caregiver can use the same smart device to access the DHS Sandata mobile application. A participant s home phone, cell phone or smart device may be used for check-in/check-out if the participant has agreed to its use. DHS is using a bring your own device model and is not providing phones or tablets for visit capture. DHS is not providing reimbursement for phone or tablet plans. 3/19/2025 34

  35. EVV Public Meeting Individual Providing Service (Caregiver) For services with 2:1 staff to participant ratio, both caregivers must check-in and check-out for the same individual, same service, same date, same time, and same location. Tasks may be entered in the notes section of the Sandata mobile application. 3/19/2025 35

  36. EVV Public Meeting Individual Receiving Service (Participant) Visits that include more than one participant receiving the service at the same time, or group visits, may be captured in the DHS Sandata EVV system. Group visit set-up will be covered in the DHS Sandata training. Signatures from participants are only required in those instances that currently require them, such as participant-directed services. 3/19/2025 36

  37. EVV Public Meeting Individual Receiving Service (Participant) Participants are not required to allow caregivers to use a participant s home phone, cell phone, or smart device. Provider agencies should generate policies regarding caregiver requests to use participant personal devices. 3/19/2025 37

  38. EVV Public Meeting DHS Sandata EVV Training Classroom, Webinar, and Self-Paced Options Mandatory for FFS providers* Training to begin September 24, 2019 Registration to open August 26, 2019 *FFS providers using Alternate EVV systems will be required to take a Sandata training as part of the Alternate EVV certification process 3/19/2025 38

  39. EVV Public Meeting DHS EVV System Training Provider training to be offered with phased in system use Training will continue to be offered through full implementation Locations, dates, times and registration instructions for the various trainings will be posted on the DHS EVV website 3/19/2025 39

  40. EVV Public Meeting Upcoming Communications Provider checklist communication and training registration communications to be sent through DHS Listservs this month A survey will be sent to help to determine which providers will be using Alternate EVV and which will be using the DHS Sandata EVV system Updated Frequently Asked Questions (FAQ) will be posted this month 3/19/2025 40

  41. EVV Public Meeting Upcoming Public Webinars* September 17, 2019 October 22, 2019 November 26, 2019 December 31, 2019 *These dates are subject to change 3/19/2025 41

  42. EVV Public Meeting Questions regarding EVV can be sent to the EVV resource account at RA-PWEVVNotice@pa.gov 3/19/2025 42

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