Electronic Visit Verification (EVV)

Electronic Visit Verification (EVV)

The 21st Century Cures Act requires electronic visit verification (EVV) systems for Medicaid-funded personal care services (PCS) and home health care services. To learn more, check out the EVV overview presentation.

EVV Implementation Updates

EVV Implementation Update - June 13, 2019

Frequently Asked Questions

Background/General Info

Section 12006 of the 21st Century CURES Act requires states to implement an EVV system for Medicaid-funded Personal Care Services (PCS) by January 1, 2019 and for Home Health Care Services (HHCS) by January 1, 2023. Federal legislation delayed penalties for PCS implementation until January 1, 2020.

Additional information about the 21st Century Cures Act may be found on the CMS website here and in this CMS presentation: 

What information must the EVV system collect?

  1. Type of service provided
  2. Individual receiving the service
  3. Individual providing the service
  4. Date of the service
  5. Location of the service deliver
  6. Time the service begins and ends 

What is considered PCS?

The Centers for Medicare & Medicaid Services (CMS) states that PCS consists of services supporting activities of daily living (ADL), such as movement, bathing, toileting, transferring, and personal hygiene or offers support for instrumental activities of daily living (IADL), such as meal preparation, money management, shopping, and telephone use. For more information on the EVV requirement for PCS, click here.

For Pennsylvania this includes:

Office of Long-Term Living (OLTL) Waivers

(Includes Agency and Participant-Directed Services)

  • Personal Assistance Services
  • Respite (unlicensed settings only)

Office of Developmental Programs (ODP)
Consolidated, Person/Family Directed Support Waiver (P/FDS), and Community Living Waivers, and Intellectual Disabilities/Autism (ID/A) Base Services

(Includes Agency and Participant-Directed Services)

  • Companion
  • In-Home and Community Support
  • Respite (unlicensed settings only)
  • Homemaker

Adult Autism Waiver

  • Community Support
  • Respite (unlicensed settings only)

View a full list of the service codes and modifiers 

What is PA Doing to Implement an EVV System?

DHS is working with DXC and Sandata to develop an EVV system that will integrate with our existing Medicaid Management Information System (MMIS), PROMISe. DHS is developing the state EVV system with a soft launch by October 2019. DHS will be sending out regular updates on the progress of the implementation and will be reaching out to provider agencies with surveys, informational updates, and stakeholder briefings throughout the implementation process.

While DHS will offer the DHS EVV system to providers, Pennsylvania is using an open EVV system model. Providers may use their own EVV vendor/system so long as their system captures the six items required under the Cures Act and can interface with the DHS Aggregator, which is defined below. Technical specifications for alternative EVV systems to interface with the DHS Aggregator will be made available once they are finalized.

What kind of system is Pennsylvania using?

Pennsylvania will use an open EVV system.
Under an open system:

  • Providers with an existing EVV system may continue to use their system as long as that system can send information to the state system. The state run system will receive information from the non-state system.   
  • Providers without an existing EVV system can use the state-provided EVV system.
     

When will Pennsylvania implement EVV?

The plan for Pennsylvania’s implementation of EVV is:

  • · April 2019 – DHS business rules to be finalized and initial FAQs released.
  • · June 2019 – Technical specifications and DHS Addendum distributed.
  • · September 2019 – Provider training to be offered with phased in system use. Training will continue to be offered through full implementation.
  • · October 2019 - Soft launch of DHS EVV system.
  • · January 2020 – Full implementation of system by 21st Century Cures Act.
  • · Latest EVV Implementation Update Communication – June 13, 2019 
     

What EVV Vendor can Providers use for Community HealthChoices (CHC)?

Providers serving participants who are already enrolled in one of the CHC Managed Care Organizations (MCOs) will have the option to use the MCO’s EVV system, HHAeXchange. A CHC-participating provider with their own internal EVV system must work with each contracted MCO to ensure the provider’s system is able to send information to HHAeXchange. Providers should begin discussing training and system options with their contracted MCO(s) in order to implement EVV by September 2019.

For participant-directed programs in the OLTL waivers, the vendor fiscal agent, Public Partnerships, LLC (PPL), will be utilizing their EVV system, Time4Care, to satisfy EVV requirements.
 


EVV TRAINING

Registration will open on August 27, 2019 for classroom and webinar courses.
The information below will help you select the training option that best meets your needs. PA DHS, DXC, and Sandata are using a “train the trainer” approach. One person from each agency must attend training in order to use and access the DHS Sandata system. Those users can train other agency staff using recorded webinars or the online library of role-based training modules as aids. A maximum of two individuals per agency may complete the classroom and webinar training sessions. At least one of the agency employees who participates in training should be an EVV system administrator. We strongly recommend the classroom training or instructor-led webinars for individuals with this role in your agency. At least one representative of your agency must complete all required training to receive your login credentials to the DHS Sandata system. You will need credentials to input your direct care workers’ data into the system. If your agency operates with multiple provider numbers, you must satisfy training requirements for each provider number (9-digit MPI).
 
Available trainings:
  • Instructor-Led Classroom Training — This is an in-depth, hands-on overview of the DHS Sandata EVV system and an in-depth walk-through of the DHS Sandata EVV system, including features, usage, reporting and support. Classroom training is held in a computer lab setting where each participant has a dedicated computer. Classroom sessions can accommodate up to 24 participants per session. A calendar of dates, times and locations, are available on the DHS EVV website. There is a limited number of Instructor-led classes. Register as early as possible to ensure the location and date you prefer.
    • Duration: Approximately 8 hours.
    • Participation: Each Medicaid Provider ID can send a total of two people to instructor led classroom training and instructor led webinar training combined. This means that each provider agency can send two individuals to attend the classroom training or two individuals to attend the webinar trainings or one person to attend the classroom training and one person to attend the webinar trainings.
    • Please note: Training is restricted to agency staff. At least one of the agency employees who participates in training should be an EVV system administrator.
    • Registration Link: https://sandatalearn.com?KeyName=PAEVVAgency
  • Instructor-Led Web-Based Training — Also known as webinars, these sessions cover the same content delivered in the classroom training, but in three, two-hour sessions. Participants must attend all three sessions in order to receive login credentials. Participants attend from a remote location, using their own computer with internet access. Webinars can accommodate up to 50 attendees per session. There is a limited number of Instructor-led Web-Based Trainings. Register as early as possible to ensure the dates and times best fit your schedule.
    • Duration: Three, two-hour sessions.
    • Participation: Each Medicaid Provider ID can send a total of two people to instructor led classroom training and instructor led webinar training combined.
    • Please note: You will need to schedule each session separately.
    • Registration Link: https://sandatalearn.com?KeyName=PAEVVAgency
  • Independent Web-Based Training — This online, self-paced training method allows participants to access online, role-specific training materials independently. The materials will be available beginning September 24, 2019 and will be available 24-hours a day, seven days a week for the life of the program. Independent web-based training can be a great resource as a training refresher or a way to train new providers.
The first person to complete training from your agency will receive the Welcome Kit with security credentials to DHS Sandata EVV. The Welcome Kit will be sent via email to the appropriate business email that is linked to the registered account. Once received, the administrator will have the security credentials to provide log in access to the EVV users in your agency.

If you have any questions about training registration, please call the Pennsylvania EVV Support Hotline at 1-800-248-2152. Any additional questions can be sent via email to ra-pwevvnotice@pa.gov.