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Using Time Tracking for Electronic Visit Verification

Using Time Tracking for Electronic Visit Verification

Your agency has chosen to use DataPlusTime Tracking as their approved alternate vendor for Electronic Visit Verification (EVV). This means you can continue to use Time Tracking Staff Time Worked with Clients entries and automatically capture the required EVV data and submit it to your state’s EVV information aggregator as part of your normal logging.

Logging EVV Services

Note: You must use a GPS-enabled device with location services turned on in your browser to start and end services that require EVV data to be submitted. If you are prompted to share your location, make sure you select Allow.

The EVV indicator appears on the Time Logging card when you select both a service and one or more clients that require EVV data to be collected.You are required to log the time you start and end services with a client in real-time as it is provided. You will not be able to change the time at the top of the Time Logging card. It will automatically change to the current time using the rounding method your agency has set in Options.

You may see a red banner message appear at the top of the Time Logging card when you start or end an EVV service, if access to your device's location was denied. The EVV visit is not valid without your location information. Select the Get help link for information on how to share your location with Time Tracking.

You will see information about how to turn on location services for the various browsers:

Once you have allowed your location, select the Try location again link and the red banner message should go away.

If another employee has already started an EVV service at the location you selected, you will see the Join Staff drop down. If you are working with the same client(s) and providing the same service as another staff, select their name from the drop down; otherwise, leave it set to None.

If you select to join another employee, the service and clients will automatically be selected to match theirs and you won’t be able to change them. Once you start logging, you will no longer be able to join another staff or change the staff you joined. If you forgot to join another staff or joined the wrong staff, add a note to the entry from My Log to let your manager know.

If your state requires Client Verification, you will be prompted to have the client sign or record their confirmation of service when you end the service. If they refuse to sign or record the verification, you can select the Refused check box.

Once you complete the client confirmation, select Next. You will be prompted for each client’s verification. Once, all the clients have verified service, you can enter any notes as needed or required and select Next again.

Finally, select Save to complete the client verification and save your log entry.

Several flags will appear on the entry indicating that the client refused to sign for the client, service and visit verification. A manager must acknowledge these flags in order for the aggregator to accept the visit.

If you Start or End an EVV service and location services are denied, you may see a pop-up message warning you that your visit information is invalid. If so, select Cancel and then turn location services on and retry or select OK to continue anyway.

When you view your logged time with clients from My Log, you will see the E icon on the EVV entries. If the icon is red, that indicates there is an error with the EVV data that was sent to the aggregator. Your manager will need to correct any errors.

If you open an EVV log entry, you will see the EVV link in the top left corner. Select the EVV link to view the related EVV data.

Select Close to exit the window.

If you make a change to the begin time, end time, the service or the client mix after the data has already been submitted to the aggregator (this happens automatically every 15 minutes) or add an EVV entry from My Log, you will be prompted to enter a Change Reason. You may also be required to enter a Change Reason Note depending on your state or funding source. The Begin Call Type or End Call Type will be set to Manual if the Begin Time is changed or End Time changed.

Viewing EVV Data

When viewing the Hours graph from either the Staff Log or the Service Location Log, you will see the E icon on any time with client log entry that has associated EVV data. EVV data is collected continuously and when the entry has both a begin and an end time, the data is then automatically submitted to the aggregator every 15 minutes regardless of whether the entry itself is approved and/or exported or not.

To view EVV data:

  1. Navigate to the Staff Log or Service Log and open a Staff card or Service Location card.

  2. Review the Hours graph.

    You can select the Only Show EVV Errors check box in the Hours graph if you only want to see the ones that have an error.


    The log entry will have an E icon on it to indicate that includes EVV data. A red E indicates that there are EVV errors that need to be corrected. See Correcting EVV Data.

  3. Open the log entry.

    You will see an EVV link at the top of the screen and the EVV Group ID beneath the list of clients.

    All EVV entries will have an EVV Group ID. If more than one staff was providing an EVV service to the same client at the same time, the EVV Group ID of each of the log entries will match.

  4. Select the EVV link to view the associated EVV data that will be or was automatically submitted to the aggregator.

    You will see the associated EVV related data:

    Geo Status
    • Valid Location - The GPS coordinates recorded at the begin time and at the end time matched the GPS coordinates of one the client’s EVV addresses.
    • Invalid Location - The GPS coordinates recorded at the begin time and/or at the end time do not match the GPS coordinates of one of the client’s EVV addresses. The log transaction itself will also have a flag that the EVV location is invalid.
    • Missing - No GPS coordinates were recorded. The Begin or End Call Type will be set to Manual. The log transaction itself will also have a flag that the geo location is missing.
    • Inaccurate - The GPS information collected was not accurate enough to be valid. The Begin or End Call Type will be set to Manual. The log transaction itself will also have a flag that the geo location information is inaccurate
    Telephone Status
    • None - This visit was not logged via Sandata's telephony solution.
    • Valid - The call in number for this visit matched a valid telephone number for the client or service location.
    • Invalid - The call in number for this visit did not match a valid telephone number for the client or service location. The log transaction itself will also have a flag that the telephone number is invalid.

    Begin Call Type

    End Call Type

    The Begin Time and End Time will have a Call Type associated with it:

    • Mobile - When staff use the Time Logging card on a GPS-enabled device to begin or end the EVV service.
    • Telephone - When staff use Solana's telephony solution to begin or end the visit.
    • Manual - When the begin or end time is added or edited from My Log, Staff Log or the Service Location Log or if the device used to log the EVV service does not have GPS enabled.

    Begin Time/

    End Time

    		 The unrounded timestamp of when the service started and ended.
    Service The service that was sent to the aggregator.
    Voided If Voided is true, the visit information was voided. This will be true if the log entry itself was voided or if the EVV Submission Results were disregarded.If the EVV Submission Results were disregarded only the visit information in the aggregator is voided, not the log entry itself.
    Change Time If the entry was manually edited, this is the timestamp of when the change was made.
    Changed By User If the entry was manually edited, this is the name of the user that made the changes.
    Change Reason

    The reason the change was needed.
    Change Reason Notes Any additional notes related to the change that the user entered.
    Clients

    Each client will have a separate status to indicate the status of the visit in the aggregator. If the Status is not “Accepted,” you can select Resubmit to resend the EVV data to the aggregator for an individual client or select Resubmit at the bottom of the card to resend the data for the entire visit.

    • None - No action has been taken regarding submittal of the EVV visit. If a client was served at the same time as an EVV client that doesn’t require EVV, their status will be set to None.
    • Unsent - The entry has been processed, but hasn’t been submitted to the aggregator yet. Once the entries have both a begin and an end time, they are automatically submitted every 15 minutes.
    • Changed - The begin time, end time, service or the clients in the entry were edited from My Log, Staff Log or Service Location Log, but the EVV data has not been submitted to the aggregator. Changed entries are automatically submitted every 15 minutes.
    • Submitting - The EVV visit is being sent to the aggegator.
    • Waiting for Status - The EVV visit has been sent to the aggegator but is awaiting a status back.
    • Accepted - The aggregator accepted the EVV visit into a verified status without any error.
    • Accepted with Errors - The aggregator accepted the EVV visit, but it remains incomplete. The visit has errors that need to be corrected and the visit will NOT be displayed in the aggregator. The E icon will be red on the Time with Clients transaction.
    • Unsent Rejected - The aggregator rejected an entry that had a prior status of Unsent. This EVV visit has never been accepted. The visit has errors that need to be corrected. The E icon will be red on the Time with Clients transaction.
    • Changed Rejected - The aggregator rejected an entry that had a prior status of Changed. The visit has errors that need to be corrected. The visit is in the aggregator with the original values. The E icon will be red.
    • Unsent Rejected Disregarded - A user disregarded this visit that had a prior status of Unsent Rejected. This EVV visit has never been accepted, is not in the aggregator, and will not be sent to the aggregator.
    • Accepted with Error Disregarded- A user disregarded this visit that had a prior status of Accepted with Error. The visit has an “omitted” status in the aggregator.
    • Change Disregarded - A user disregarded this visit that had a prior status of Change. The visit has an “omitted” status in the aggregator.

  5. Select the Map link next to Begin Time or End Time to view a map of where the staff where when they began or ended the visit.

    You can click on the device icon or location icon to view additional information as well.

  6. Select the Show button to view the associated Client Verifications if Clients are required to sign when they receive services in your state. Otherwise, this section will not appear.

    If the client refused to sign the verification, you will see three related flags on the entry that you need to acknowledge in order for the EVV aggregator to accept the visit:

    • Client refused to sign EVV client verification
    • Client refused to sign EVV service verification
    • Client refused to sign EVV visit verification

  7. Select the Show button next to Submission Results to view the visit status and any errors from the aggregator.

    You can select the Submission, Submission Result and Status Result links to view the exact JSON code submitted to the aggregator if you need additional information.

    Once you correct any information that caused the entry to be rejected, (such as a missing SSN of an employee, client address or Medicaid number, etc.), you can you can manually resubmit to the visit to the Aggregator. See Manually Resubmitting EVV Data. If this entry was not supposed to be an EVV entry (such as the wrong service or client was selected), you can select Disregard the visit to clear it from the EVV To Do list. See Disregarding EVV Data.

  8. Select Close to exit the EVV screen.

Correcting EVV Data

After you edit a Time with Client Log entry that contains EVV data that has already been submitted to the Aggregator it will automatically be resubmitted in the next 15 minutes cycle regardless of whether the entry itself is approved or not.

Refer to this table for information about specific EVV errors:

Error Message Action
782 - WARNING: The TimeZone cannot be Null. The default value of US/Eastern is being used. Set the EVV Time Zone in the Service Location and resubmit the visit.
786 - ERROR: Visit with adjusted times without visit log Contact Sandata I/DD support for assistance
1021 – Client Not found

Verify the following Client information and resubmit the visit:

  • Marked Active

  • Has the correct Medicaid Numberor State Provided ID

  • EVV Addresses are correct (Note: Zip Codes cannot have dashes in them and must be numeric only). If EVV address is a Service Location make sure the EVV Address Type and Time Zone of the Service Location are correct. If the Service Location’s address is incorrect you will need to make the correction in the Billing Cost Center or Global Location (this information syncs from there).

  • EVV Payers are correct and include the Payer Program, Procedure Code, Begin Date, California Jurisdication (if CA) and Time Service if “Use Procedure Code from Client EVV Payer” is selected in the Data Collection Type for the associated Procedure Code.

Make sure the Data Collection Type is active and the EVV information for the service is complete:

  • Electronic Visit Verification

  • Entity

  • Payer

  • Payer Program

  • Procedure Code (f “Use Procedure Code from Client EVV Payer" is not sele cted)
1031 - Worker not found.

Verify the following information about the employee and resubmit (This information syncs from the employee):

  • Social Security Number

  • Birth Date

  • State

  • Zip Code

You can verify that the information has synced correctly by reviewing it on the Staff Scheduling/Time Tracking tab on the Basic Information and Electronic Visit Verification cards. If your state also requires a State Registration ID, NPI or Professional License Number for the employee, these can be entered directly on the Electronic Visit Verification card.
30060 - There are errors in the sub segments. The visit record is being rejected. Visit: ####### - -50 - Change: WARNING: The ChangeReason Memo Value will be truncated to 256 characters. The length should be between 1 and 256. Truncated record inserted into the database. |WARNING: The ChangeReasonMemo format is incorrect. It should be between 1 and 256 characters. Value found=". Truncated record inserted into the database. |ERROR: The ResolutionCode cannot be null. The record is being rejected. Edit the memo field in the Time with Clients entry, making it less than 250 characters and resubmit. Utilize the multiple Notes: for Change Reason notes that do not exceed 250 characters moving forward.

To edit a log entry with EVV data:

  1. Navigate to the Staff Log or Service Log and open a Staff card or Service Location card.

  2. Review the Hours graph and open the time with clients log entry that has an EVV error icon on it. You can select the Only Show EVV Errors check box in the Hours graph if you only want to see the ones that have an error.


    If the E icon is red, then there is an issue with the EVV data and the Aggregator rejected something about the entry.

  3. Make any modifications to the Begin Time, End Time, Service, Client mix and or EVV Group ID as needed.

    If an employee forgot to join another employee when they logged, open the log entry of the first employee to find their EVV Group ID and then update the EVV Group ID of the second employee’s log entry to match.

    If an employee selected an EVV service with another employee, but should not have, change the service to the correct one and clear the EVV Group ID. Once you save the entry the EVV Group ID will automatically reset to a new EVV Group ID that doesn’t match anyone else’s EVV Group ID.

  4. Select the EVV Change Reason and enter any additional notes for the change as required.

    If you changed the Start Time or End Time the Begin Call Type and/or End Call Type will become “Manual” respectively. The related EVV data should send to the aggregator within 15 minutes.

Manually Resubmitting EVV Visit Data

If you correct an EVV error that is not related to the log entry itself, you will need to manually resubmit the EVV visit information to the aggregator. One example of why you might need to this would be if the staff’s geolocation doesn’t match a valid location because you forgot to add that location to the client’s list of EVV addresses. Once you add the new address, you can then manually resubmit the data.

To do so:

  1. Go to the Service Location Log or Staff Log.

  2. Select the filter icon.

    You will see a new mode at the bottom of your filter settings called EVV To Do. This mode brings back any log cards that have one or more transactions where the EVV information has a status of Unsent Rejected, Change Rejected or Accepted with Errors.

  3. Select EVV To Do and then select Done.

  4. Select a Staff Log or Service Location Log card.

  5. Select the EVV log entry that has the visit information that you want to manually resubmit from the Hours graph.

  6. Select the EVV link at the top of the card.

  7. Select the Show button next to Submission Results to see the status and any errors from the aggregator.

  8. Once you correct any information that caused the entry to be rejected, return to this screen.

  9. Select Resubmit to submit the entire visit or select the Resubmit next to a client’s name to resubmit just that client’s information.

     

Disregard EVV Visit Data (Managers)

If the EVV visit information was submitted to the agreggator and then later the log entry is updated so that it is no longer an EVV serivce (for example, the wrong client or service was entered initially), you will can manually disregard the EVV visit information that went to aggregator.

To do so:

  1. Go to the Service Location Log or Staff Log.

  2. Select a Staff Log or Service Location Log card.

  3. Select the EVV log entry that has the visit information that you want to disregard from the Hours graph.

  4. Select the EVV link at the top of the card.

  5. Select Disregard to set the status of the EVV visit to omitted in the aggregator.

    The EVV data associated with this log entry will no longer be sent to the aggregator.

     

Adjust Visit Data in Aggregator

If you need to make an adjustment to the EVV data that appears in the aggregator after the Time with Clients Entry has already been exported you can do so using the Adjust In Aggregator option. This option only appears if the transaction has been exported. Using this option will not change the Time with Client entery or the associated billing information. You would also have to make adjustment in billing manually.

To use the adjust the EVV vistit information for an exported transaction:

  1. Go to the Service Location Log or Staff Log.

  2. Select a Staff Log or Service Location Log card.

  3. Select the exported EVV log entry that has the visit information that you want to adjust from the Hours graph.

  4. Select the Adjust in Agreggator link at the top of the card.

    Note: The link may say Adjustments Needed In Aggregator instead if the client or service associated with the visit is no longer set up as EVV and the visit data was already accept by the aggregator and needs to be voided or if a client or service is now set up as EVV and the visit in the aggrgator previously had a status of none or voided.

  5. Update the provided service, begin time, or end time as well as include the Change Reason and Change Reason Notes and click Save.

    The EVV data associated with this log entry will updated in the aggregator.

Split EVV Log Entry at Midnight

If your state does not allow EVV entries to cross midnight and you did not turn on the option to automatically split log entries at midnight and the log entries have already been exported you use the Split at Midnight option to break the entry into two transactions. The first will end and midnight and the second will begin at midnight.

You will be prompted to enter a change reason and change notes as well.

 

Convert Log Entries to EVV Log Entries (Setup Managers)

If a client was not previously receiving an EVV service, but has now been designated an EVV client for a service, you can retroactively convert log entries to be manual EVV entries.

Note: You must have Setup Manager security permissions in Time Tracking to access Service Locations.

To do so:

  1. Select Setup in the navigation pane.
  2. Select Service Locations from the Time Tracking card.
  3. Open the service location where the client receives the EVV service.
  4. Select the Mass Convert to EVV button.
  5. Enter the date range along with the change reason for the log entries you want to convert.
  6. Select Convert to update the entries to EVV.

All the log entries for any client that is set up to use EVV and has any EVV services logged at this Service Location for the selected date range were converted to manual EVV entries. The EVV data for the converted log entries will automatically be sent to the Sandata Aggregator the next time EVV data is submitted (every 15 minutes).

Backup EVV Data Collection

If you would like to use Solana's telephony service as a backup option for an additional fee, contact Sandata Support at https://sandata.zendesk.com/hc/en-us. Otherwise, agencies can distribute a Backup Manual EVV Data Collection Form (example below) and have staff complete it when the Internet is unavailable and return it to their manager to enter through Staff Log or Service Location Log.

EVV Data Collection Form

Complete this form and return it to your manager to enter through Staff Log or Service Location Log when service is restored.

Name:  
Begin Date/Time  
End Date/Time  
Location  
Service  
Clients Present:  
 
 
 
Other Staff (If any)  
 
Notes:  
 
 
 

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