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PA-DHS EVV System is available for providers. The system is only to be used for
ODP, OLTL and OMAP fee-for-service PCS and/ or HHCS clients.
will not charge providers for the use of the PA-DHS EVV System. However,
agency providers who choose to use an Alternate EVV system may be charged for
that system. Such providers will be responsible for working with PA-DHS and its
vendor, Sandata, to integrate with the PA-DHS Aggregator and will be responsible
for any interface costs charged by the provider's Alternate EVV vendor.
PA-DHS EVV System allows for visits to be captured through the mobile
application and through telephony visit verification. Corrections to EVV data
can be made by providers through the web portal.
agencies will continue to use the same process you use today to see if your claims
were accepted or rejected. There should be few rejected claims since the
PA-DHS EVV System makes sure you have all the required claims data before
submission. For providers using the PA-DHS EVV System, training is
available to show how to resubmit claims through the PA-DHS EVV System.
While the PA-DHS EVV System will be offered free of charge to providers,
Pennsylvania is using an open EVV system model and providers may use their own
EVV vendor (Alternate EVV) so long as it captures the six required items and
can interface with the PA-DHS Aggregator. Technical specifications for
Alternate EVV systems to interface with the PA-DHS Aggregator are available on
the PA-DHS EVV website.
a caregiver can check-in using the mobile application and check-out using
telephony (or vice versa).
data breach concerns, PA-DHS has taken every precaution to ensure our systems
are resilient and meet the Commonwealth's IT policies. The Sandata
platform is Health Insurance Portability and Accountability Act (HIPAA)
compliant and is Health Information Trust Alliance (HITRUST) certified.
The mobile application only captures the GPS location when the service begins
(at check-in) and ends (at check-out).
it is the current PA-DHS program office policy to round units, then you will
still be able to do so with the PA-DHS EVV System.
access is protected by a unique user ID and password. Providers should maintain
the confidentiality of that information. The DHS EVV System vendor, Sandata, uses encryption
and other security protocols on their servers. Sandata installs and maintains
up-to-date firewalls and virus protection, conducts a periodic review of users
and access rights, reviews and applies security patches and reviews and
analyzes system activity logs. Additionally, when communicating via email to
the agencies, Sandata Customer Care will use encryption when responding if the
email contains confidential information.
The PA-DHS EVV system will capture and record six required items: type of service, individual receiving the service, individual providing the service, date of the service, location of the service delivery, and the time the service begins and ends. The PA-DHS EVV system will comply with the requirements set forth in federal law. The PA-DHS EVV System may assist providers in satisfying Pennsylvania State regulations for other auditing and compliance purposes, but providers are responsible for ensuring their continued compliance with all state requirements.
EVV exceptions are generated by the PA-DHS EVV System when one or more of the six required items is missing.
For providers using Alternate EVV systems, the Alternate EVV technical specifications included on the PA-DHS EVV website detail the information that must be captured and submitted to the PA-DHS Aggregator.
PCS services providers utilizing the PA-DHS EVV have the option to select 13
different language options ( with the exception of T1019). HHCS
services will not be translated and will only be available in English.
There are multiple ways to edit schedules and these are covered in the Classroom,
Webinar and/or Video on Demand training.
PA-DHS EVV System support the following browsers: Mozilla Firefox (v44.0 or
higher), Microsoft Edge or Google Chrome. Other browsers may not provide full
functionality of the PA-DHS EVV system and are not recommended.
The telephone system used for PCS services only, in the PA-DHS EVV System has English and Spanish call prompts. Additionally, the EVV caregiver training materials and help reference guides are also provided in English.
Telephonic visit verification and the mobile application will be made available in English for both personal care services and home health care services. Personal care services are additionally offered in and the following languages: Egyptian Arabic, French, Fulani, Hindi, Mandarin Chinese, Nepali, Portuguese, Russian, Serbian, Somali, Spanish, Swahili, Vietnamese.
there is a drop-down list of service options that can be selected. For those
providers opting to use the scheduling module within the PA-DHS EVV System, the
scheduled visit information will be pre-populated and will not require the
selection of services by the caregiver when entering visit information. If an
unscheduled service is delivered at the point of care, the caregiver will need
to select a service from the drop-down list.
will be able to make manual corrections
in the PA-DHS EVV (not the PA-DHS Aggregator) in Visit Maintenance tab of the PA-DHS EVV.
wants to ensure that necessary services are provided and understand that there
will be instances where the visit has not been pre-authorized. In cases where
the visit has not been pre-authorized, the provider agency will need to follow
up to correct the authorization in the system.
is not requiring the use of Schedules, however highly recommends agencies use
Schedules. During “Clock-in” and
“clock-out” visit capture will supersede any recorded schedules.
Where exceptions occur, the provider agency will have the ability to make
edits, error corrections and changes to the visit (not the schedule) through
manual entry in the web portal.
1-to-1 Caregiver to member services, If
the caregivers clock in simultaneously, this will generate an exception
and will need to be fixed through the web portal by the administrator. However, for 2 to 1 Caregiver to member
services, you must have two caregivers clocked in simultaneously. Only the time
the two caregivers are clocked in simultaneously can be submitted for billing.
and check-out times are required information that must be captured as part of
the visit. In instances where the check-in and check-out times are unable to be
captured through the mobile application or telephony, the times can be fixed
through manual entry in the PA-DHS EVV System.
The GPS coordinates will be captured in the PA-DHS Sandata mobile application at check-in and check-out. The perimeter for locations is set at 1/4 mile in the PA-DHS EVV System. However, even if the recorded location is outside the 1/4 mile perimeter, this will not cause an exception in the PA-DHS EVV System. The provider will be able to enter multiple addresses where services are provided and these addresses can be updated as needed. If an error occurs, any system errors may be corrected through the web portal by the administrator.
Although location is a required element and must be submitted as part of the EVV record, PA-DHS is not currently validating against the location for billing purposes. If this policy changes in the future, PA-DHS will communicate that to providers.
Yes. Every caregiver will have unique login credentials.
Providers will be able to enter multiple addresses for locations where services
are provided into the PA-DHS EVV System, and these addresses can be updated by
the provider as needed.
PA-DHS EVV System allows group visits to be captured in two ways: 1) establish
Group Visit via Sandata Mobile Application, 2) create Group Visit manually in
Provider Portal. This is covered in the PA-DHS
EVV System training.
information is generally available in the PA-DHS EVV portal in near real time.
Data is typically uploaded and available within a few minutes.
and access is available 24 hours a day, seven days a week. PA-DHS Sandata EVV
telephony visit verification toll-free numbers are provided after training on
the system is completed.
An exception will be generated in the DHS Sandata EVV system.
is nothing to install. Your agency, including all users, will access the PA-DHS
EVV System via the web. This requires a current web browser, a sufficient
internet connection and the ability to access the website of the PA-DHS Sandata
smartphone is not required for the PA-DHS EVV System. The PA-DHS EVV System
allows for the use of either the mobile application or telephony visit
verification to record the required visit information. Both the mobile
application and telephony visit verification allow for verifying caregiver
visit date, time and location. A smart device is only necessary if the
caregiver uses the mobile application to capture the visit data; however, the
use of the mobile application is optional and PA-DHS does not prefer the use of
the mobile application over telephony. For caregivers using the mobile
application as part of the PA-DHS EVV System, PA-DHS has a
bring-your-own-device (BYOD) practice where employees may use their personal
computing devices, such as smartphones and tablets, to download and access the
mobile application. The mobile application called Sandata Mobile Connect is a
free application that is available on IOS and Android operating systems.
cellular coverage is not a viable option for a specific visit, caregivers can
capture the information in the mobile application and then open the application
once they get to a location with cell phone coverage to upload the information
at that time. Caregivers also have the
option to use telephony visit verification to capture visit information.
PA-DHS EVV System provides a standard extract of information function to permit
delivery to third-party accounting and payroll systems. Reports from the
PA-DHS EVV System can be exported in
PDF, Excel, and .csv formats. The ability to integrate specifically with
QuickBooks format will be dependent on the provider's system requirements.