Time Tracking Setup for Electronic Visit Verification (EVV) Overview

Time Tracking Staff Time Worked with Clients log entries can capture the required EVV data and submit it to the EVV data aggregator that your state has selected as part of staff’s normal logging.

In order to submit EVV data to the state aggregator:

• Staff need GPS-enabled devices at the locations they provide these services.
• Staff need to document their time worked with clients log entries as it occurs.
• Agency needs to sign up to use Sandata or HHAX (depending on your state) as an alternate vendor (see below)

• Agency needs to complete base setup in Time Tracking

  • EVV Entities
  • Options
  • Service Locations
  • Employees
  • Clients
  • Data Collection Types (You will do this step the day before you go live)

• Sandata will complete the setup based on your state's requirements. Agency needs to review them to make sure they look correct and that you do not need to add any additional items:

  • EVV Address Types
  • EVV Telephone Types
  • EVV Time Zones
  • EVV Payers
  • EVV Payer Programs
  • EVV Procedure Codes
  • EVV Change Reasons
  • EVV Flags

Registering as Alternate EVV Vendor

Sandata

Follow the steps below to prepare your agency to use Electronic Visit Verification (EVV) and send files to the Sandata Aggregator:

1. Send an email to [e-mail] and include in the body of the email message:

   • Provider Name
   • Provider Medicaid ID
   • Name and phone number of the person serving as the primary point of contact

   Make sure the email address used to send the email message is monitored frequently so that there are no unintended delays in the certification process.

2. Once you have signed up with Sandata for DataPlus to be your alternate EVV vendor, forward the test credentials you received from them to your SanDataPlus contact.

3. Once we receive your test credentials, our Configuration/Engineering teams will set up DataPlus and complete testing for sending visits to the Aggregator.

HHAeXchange

Follow the steps below to prepare your agency to use Electronic Visit Verification (EVV) and send files to HHAeXchange.

1. Your Agency must register with the state to use EVV.
   

2. After registering, submit a request for EVV credentials and complete all state requirements to use EVV.
   

3. After Sandata receives credentials from HHAeXchange, our Alternate EVV/Solutions Engineering teams will create a new account for your agency.

4. When the new HHAeXchange account is created, our Configuration/Engineering teams will set up DataPlus and complete testing for sending visits to the Aggregator.

EVV Setup

Navigating to the EVV Setup Lists

To access the setup lists:

• Select Setup in the navigation pane and then select the list from the Time Tracking Setup card.

  

  And then navigate to the Electronic Visit Verification (EVV) card.

  

-OR-

• Enter the list name in the Site Search box to navigate directly to it.

  

Entities

The information to set up your EVV Entities comes from the testing credentials you will receive back from Sandata when you sign up to use Time Tracking as an alternate vendor.

To get started you only need to enter the Description, the State and the Notification Email. You will not set up the OH Business Entity ID (Ohio only), OH Medicaid Identifier(Ohio only), API Username and API Password until after the testing phase is complete and you have received your production credentials from Sandata.

1. Navigate to the EVV Entities setup list and then select the card of the entity you want to edit or select + to add a new one.

2. Complete the required information and select Save.

Description State: Your state Test Mode: Leave this check box unchecked. Sandata will handle turning this on or off for you. Submit Clients: Sandata will handle turning this on or off for you. Submit Employees: Sandata will handle turning this on or off for you. Submit Visits: Sandata will handle turning this on or off for you. Submit Billing InformationSandata will handle turning this on or off for you. Business Entity ID: This will come from your Production Credentials Medicaid Identifier: This will come from your Production Credentials API Username: From your Production Credentials API Password From your Production Credentials Notification Email: The email address of the contact person that should receive notifications of any Sandata Aggregator submission errors (such as missing Medicaid Number, SSN, EVV Address, etc.) Active Payer ID: This will come from your Production Credentials

Time Zones

Sandata can insert the time zone for you. You can add additional time zones if it becomes necessary.

1. Navigate to the EVV Time Zones setup list and then select the card of the time zone you want to view or edit or select + to add a new one.

2. Complete the required information and select Save.

   Description This value is found in the EVV Specification and is what is included in the electronic file. Active

Options

Update Options to set your default entity and time zone as well as a few other settings:

1. Select Setup in the navigation pane and then select the Options button in the upper right corner.

2. Scroll down to the Time Tracking Other Options card.

3. Complete the required information and select Save.

   Default EVV Entity Default EVV Time Zone Split Over Midnight: Set if your state does not allow EVV submissions to cross over midnight. Indicate on Time Logging Card if location services denied: A red banner message appears at the top of the Time Logging card to make staff aware when location services is not on. EVV requires location services to be on. Show pop-up message when saving if location services denied: A pop-up warning message appears when staff start or end an EVV service if location services has been turned off. EVV requires location services to be on.

Address Types

EVV Address Types are used to describe the various addresses where a client receives EVV services.

Solana can insert this list of address types for your state.

To view, modify or add a new address type :

1. Navigate to the EVV Address Types setup list and then select the card of the address type you want to edit or select + to add a new one.

2. Complete the required information and select Save.

   Description Primary Value: This value is found in the EVV Specification and is what is included in the electronic file. Active Visit Location Type

Payers

These are the funding sources or payers that you bill for EVV services.

To view, modify or add payers:

1. Navigate to the EVV Payers setup list and then select the card of the payer you want to edit or select + to add a new one.

2. Complete the required information and select Save.

   Description Identifier: This value is found in the EVV Specification and is what is included in the electronic file. Geo Fence Radius: For Ohio, this should be 300 meters. Other States may also gave a radius identified in their specifications Flag if Device Accuracy is Greater Than: Time with Client Entries will be flagged for this payer if the staff’s device has an accuracy greater than the number specified here. The Device Geolocation Flag is Inaccurate must also be set up. Active

Payer Programs

Payer Programs are the groups of EVV services provided. You can add or modify payer programs as needed:

1. Navigate to the EVV Payer Programs setup list and then select the card of the payer program you want to edit or select + to add a new one.

2. Complete the required information and select Save.

   Description Identifier: This identifier is found in your EVV Specification and is what is included in the electronic file. Active

Procedure Codes

Procedure codes are associated with the EVV services. You can add or edit them as needed:

1. Navigate to the EVV Procedure Codes setup list and then select the card of the procedure code you want to edit or select + to add a new one.

2. Complete the required information and select Save.

   Description Code: This code is found in the EVV Specification and is what is included in the electronic file. Modifier 1: See EVV Specification for your state. Modifier 2: See EVV Specification for your state. Modifier 3: See EVV Specification for your state. Modifier 4: See EVV Specification for your state. Active

Telephone Types

EVV Telephone Types are used to describe the various telephone numbers at the locations where a client receives EVV services.

Solana can insert the list of telephone types for your state.

To view, modify or add a new telephone type :

1. Navigate to the EVV Telephone Types setup list and then select the card of the telephone type you want to edit or select + to add a new one.

2. Complete the required information and select Save.

   Description Value: This value is found in the EVV Specification and is what is included in the electronic file. Active

Service Locations

For each service location that you provide EVV services, you need to set the EVV Address Type, Time Zone (if different from the default set in Options), telephony information and geolocation coordinates (Latitude and Longitude).

1. Navigate to the Service Locations setup list and then select the card of the service location you want to edit for EVV.

2. Complete the required information and select Save.

	If you sync Service Locations from ProviderPro, the address information will automatically sync over from your Billing Cost Centers. If the address information is blank in Time Tracking for a Service Location, enter it in the ProviderPro Billing Cost Center. If you do not know if you sync or not, ask your Sandata contact. If you enter the address information here and the address is not set up in ProviderPro, the sync will overwrite the address to blank again. Address 1 and 2 City, State Zip Code
	You need to set up the information on the Other Information card below regardless of if you are syncing Service Locations or not. EVV Address Type EVV County: The list will be inserted by Sandata. EVV Time Zone: If it is different than the default in Options. Telephony ID: If you are using Sandata's telephony solution, enter the number users should press to directly select this service location when logging via phone. Telephony Description: If you are using Sandata's telephony solution and you want to override the Description, enter the name of the location to use in the phone prompts instead. For example, if the Telephony Description is "Adams" and the Telephony ID is 15, users would hear "Press 15 for Adams." Telephone Number:  If you are using Sandata's telephony solution, this is the valid phone number staff should use when calling in for this service location. EVV Telephone Type:  If you are using Sandata's telephony solution, this is the type of phone number for this location that will be sent to Sandata.
	Coordinates: When you sync your service locations over from ProviderPro the geolocation is automatically set if it does not exist already. In addition, if you change the address of the service location in Time Tracking, the new latitude and longitude is automatically set for you when you save. However, if the geolocation is not precise enough you can select Set to drag the pin on the map to the exact location. Once you set the precise geolocation, it will not change unless the address changes.

Flags

Sandata can insert the EVV-related flags that may appear on Staff Time Worked With Client entries for the EVV services. They are set as warnings that must be acknowledged by a manager.

	This flag appears when the EVV geolocation coordinates captured had poor accuracy. This can be caused if the device does not have a GPS chip.
	This flag appears when the EVV geolocation coordinates do not match a valid address for the client, then the captured coordinates do not match the coordinates set in one of the client’s EVV Addresses or in the Service Location set in the client’s EVV addresses.
	This flag appears when the EVV geolocation coordinates are missing. This can be caused if location services were denied or turned off in the browser.
	This flag appears when a client refused to sign the client verification for this visit. The manager needs to acknowledge this flag for the aggregator to accept the visit.
	This flag appears when a client refused to sign the service verfication for this visit. The manager needs to acknowledge this flag for the aggregator to accept the visit.
	This flag appears when the EVV service provided to this client is not set up for the client. Managers must change the service to one that is set up for this client or set it up for the client in order for the aggregator to accept the visit.
	This flag appears when a client refused to sign the visit verfication for this visit. The manager needs to acknowledge this flag for the aggregator to accept the visit.
	If you are using Sandata's telephony solution, this flag appears when the call-in telephone number does not match one of the valid phone numbers set for the client or the client's service location.
	This flag appears when the time with clients entry is added after the fact and not in real-time or is not created from the Time Logging card.
	This flag appears when the staff’s device accuracy is greater than the value set in the Flag if Device Accuracy Greater Than field of the client’s EVV Payer. The default is 1500 meters.

Change Reasons

Change reasons are used if you need to update an entry that was already submitted to the aggregator because the begin or end time changed or the client changed.

You can modify or add a new change if it becomes necessary:

1. Navigate to the EVV Change Reasons setup list and then select the card of the change you want to edit or select + to add a new one.

2. Complete the required information and select Save.

   Description State: Ohio Value:  This value is found in the EVV Specification and is what is included in the electronic file. Require Note: The user must enter a note about why they are making the change. Active

Employees

Make sure each employee that will provide EVV services to an individual has their Social Security Number set up in ProviderPro/Employee Care. This information will sync to Time Tracking for use in the EVV electronic file, but will be masked from view in Time Tracking.

In addition, depending on your state’s EVV requirements you may also need to complete the information on the Electronic Visit Verification card found at the bottom of the Staff Scheduling/Time Tracking tab.

• Birth Date

• State Registration ID

• Professional License Number

• NPI

• Home Zip Code

You can also request to have this information sync from the ProviderPro/Employee Care employee.

Clients

Make sure each client that receives EVV services has their Medicaid Number set up in ProviderPro. This information will sync to Time Tracking for use in the EVV electronic file, but will be masked from view in Time Tracking.

Next, you will go to Time Tracking to finish the

On the Electronic Visit Verification card, select the Electronic Visit Verification check box and then select Save.

Additional EVV-related properties appear on the Time Tracking Information and Electronic Visit Verification cards. The EVV Payers, EVV Addresses and EVV Telephone Numbers cards also appear at the bottom of the screen.

1. Complete the additional EVV information as required by your state and funding source:

   Telephony ID: If you are using Sandata's telephony solution, enter the number users should press to directly select this client when logging via phone. Telephony Description: If you are using Sandata's telephony solution and you want to override their Full Name, enter the name of the client to use in the phone prompts instead. For example, if the Telephony Description is "Bree" and the Telephony ID is 20, users would hear "Press 20 for Bree."

   Newborn: If your state and funding source require this information and the client is a new born, select this check box. Alternative Medicaid ID: If your state and funding source require this information and the client has changed Medicaid ID numbers, enter the alternative number here. Medicaid Effective ID: If your state and funding source require this information and the client has changed Medicaid ID numbers, enter the date the alternative Medicaid Number went into effect. Contingency Plan Asset Contingenct Plan Birth Date

2. Select Add on the EVV Payers card, complete the EVV information and select Save.

   Payer Payer Program Procedure Code California Jurisdication (Note items in this list will be inserted via script for those customers that need them.) Begin Date: This is the date they started receiving this service. End Date: Optional Client Identifier: Enter the Client Identifier as defined/required by your state and funding source. Time Service - Is required if the Data Collection Type’s Service Type is set to use the Procedure Code from the Client’s EVV Payer Information.

3. Select Add on the EVV Addresses card, complete the required information and then select Save.

   Make sure you add any address where the client could potentially start or end a service.

   Service Location: If you select a Service Location, the other fields will disappear. Make sure the EVV address related information is complete for that service location. Address Type Address 1 and 2 City State Zip Code County Time Zone: If it is different than the default in Options. Coordinates: If you add or change the address, the latitude and longitude is automatically set for you when you save. However, if the geolocation is not precise enough you can select Set to drag the pin on the map to the exact location.

4. If you are using Sandata's telephony solution, select Add on the EVV Telephone Numbers card, complete the required information and then select Save.

   Make sure you add any telephone number that could be used to start and end EVV servuces for this client.

   Service Location: If you select a Service Location the other fields will disappear. Make sure the EVV telephone related information is complete for that service location. Telephone Type Telephone Number

Data Collection Types

For the EVV services that you provide, you need to enable to the Time Service found in the Time with Clients Data Collection Type and set the correct EVV settings.

When you add the EVV information the Data Collection Type Staff Time Worked With Clients Service card, Time Tracking will start gathering EVV for any client with EVV turned on and submitting it to the aggregator as real data. Do this step the day before your go live date.

1. Navigate to the Data Collection Types setup list and then select the card of a data collection type that has a Transaction Type of Staff Worked Time With Clients.

   

2. If you are using the telephony solution, enter the telephony-related information on the Basic Information card.

   Telephony ID: If you are using Sandata's telephony solution, enter the number users should press to directly select this data collection type when logging via phone. Telephony Description: If you are using Sandata's telephony solution and you want to override the Description, enter the name of the data collection type to use in the phone prompts instead. For example, if the Telephony Description is "Waiver Time" and the Telephony ID is 1, users would hear "Press 1 for Waiver Time."

3. Select the Staff Time Client Service card that you need to enable for EVV.

   

4. Complete the required information and select Save.

   Electronic Visit Verifications Entity Payer Payer Program Use Procedure Code from Client EVV Payer Information Procedure Code Require Client Verification Telephony ID: If you are using Sandata's telephony solution, enter the number users should press to directly select this service when logging via phone. Telephony Description: If you are using Sandata's telephony solution and you want to override the Time Service Type Description, enter the name of the service to use in the phone prompts instead. For example, if the Telephony Description is "Wake" and then Telephony ID is 3, users would hear "Press 3 for Wake."

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