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​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

Frequently Asked Questions

Have questions about EVV?

Have ODP-specific questions?

Background/General Information

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 can be found on the Centers for Medicare and Medicaid Services (CMS) website.

EVV Explained

What Information Must the EVV System Collect?

Type of service provided:

    • Individual receiving the service
    • Individual providing the service
    • Date of the service
    • Location of the service delivered
    • Time the service begins and ends 

What is considered PCS?

The 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 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

What is a 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 as long as their system captures the six items required under the CURES Act and can interface with the DHS Aggregator (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 the DHS EVV system.
    • Jan. 1, 2020 — All providers must begin using EVV for personal care services (PCS).
    • January-March 2020 —All Providers must complete system integration activities with the DHS Aggregator for fee-for-service programs. 
        • Providers that are experiencing difficulties during integration and will not be ready by March 2020 should submit an extension request documenting the difficulties no later than Feb. 1, 2020
        • Providers will need to complete an exemption application form and email it to RA-PWEVVNOTICE@pa.gov to request an extension. 
    • Starting July 1, 2020 — Claims submitted for PCS without a matching EVV visit will be denied. 

 

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 its 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 Office of Long-Term Living (OLTL) waivers, the vendor fiscal agent — Public Partnerships, LLC (PPL) — will be utilizing their EVV system, Time4Care, to satisfy EVV requirements.

 

DHS Sandata EVV Training

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 participate in training should be an EVV system administrator. 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 the training requirements for each provider number (9-digit MPI).


 

Available training

  • DHS Sandata Training Materials  
  • 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.
    • Duration: Self-paced.
    • Participation: There is no limit on the number of agency employees that can participate in web-based training.
    • Registration Link

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.