Electronic Visit Verifications

Electronic visit verification (EVV) is a telephone and computer-based system that electronically verifies service visits occur and documents the precise time service begins and ends. It is required for the following home and community-based services for STAR Kids:

  • Personal Care Services (PCS)
  • In-home respite services
  • Flexible family support services
  • Community First Choice – Personal Assistance Services (PAS) and Habilitation (HAB)

EVV is optional for members who have selected the Consumer Directed Services (CDS) option.

Texas implemented EVV to verify that individuals/members receive the services authorized for their support and for which the state is being billed. Time will be logged using an HHSC-approved EVV System and an individual/member home landline telephone, or a small alternative device.

Additional information about EVV can be obtained on the HHSC EVV website and in the links below.  

MEDsys Providers – Key Dates, Transition Instructions and Frequently Asked Questions

All providers currently using the MEDsys VinCENT EVV system who have not initiated the transition to the DataLogic Vesta EVV system must do so by completing the Vesta EVV Agency Information form (PDF) on or before July 31, 2018. Providers must submit the form by email at info@vestaevv.com or by FAX to 956-412-1464.

KEY TRANSITION DATES:

July 31, 2018

September 30, 2018

  • Providers must have completed transition and begun to use DataLogic Vesta for EVV.
  • Providers must begin logging visits in the Vesta EVV system by September 30, 2018, but will still be able to perform visit maintenance on data in the MEDsys EVV system for 60 days.
  • Providers who do not transition to the Vesta EVV system on or before September 30, 2018 will be unable to record visits for transmission to payers. Those who submit claims without EVV visits will have claims denied or recouped by payers.

October 28, 2018

  • Provider’s last day to access visit data in the MEDsys EVV system after their transition to DataLogic will be October 28, 2018. After this date, MEDsys will transfer all remaining provider data to DataLogic. HHSC will not renew or extend the MEDsys contract past November 6, 2018 therefore HHSC cannot issue extensions for provider transitions.

For information about third party vendor integration and training on the DataLogic Vesta EVV system.

For additional information and answers to frequently asked questions regarding the provider transition process, click here.

Temporary Reduction in Minimum EVV Compliance Score Requirement

HHSC will temporarily change the minimum EVV Compliance Plan Score to 75-percent to support providers transitioning from the MEDsys EVV system to the DataLogic Vesta EVV system.

While all providers must continue to use the EVV system throughout the transition period, this reduction allows more time for provider agency staff to become proficient in the Vesta EVV system.

Effective June 1, 2018, all provider visits between March 1, 2018 and Nov. 30, 2018 must meet the minimum EVV Compliance Plan Score of 75-percent. The 90-percent minimum EVV Compliance Plan score will resume beginning with visits on Dec. 1, 2018.

Please contact HHSC EVV Operations at Electronic_Visit_Verification@hhsc.state.tx.us for questions regarding this alert.

Small Alternative Device Zip Tie Policy Change

To streamline the Small Alternative Device installation process, the Texas Health and Human Services Commission has approved providers placing SADs in the home without an HHSC approved Electronic Visit Verification Vendor zip tie.

Effective June 1, 2018, each provider agency must continue to place or install the SAD in the individual or member’s home but may choose whether or not to utilize the HHSC approved EVV Vendor zip tie.

Provider agencies must work with the individual or member to determine the best method for placing the SAD in the home. If an individual or member disagrees with the agency policy on installing a SAD with or without a zip tie, the provider agency must document the issue in the individual or member’s case file, and use the individual or member’s preferred method.

The SAD must be in the home at all times. If the SAD does not remain in the home at all times, visits may be subject to recoupment and a Medicaid Fraud referral may be made to the Office of Inspector General. 

Please contact HHSC EVV Operations at Electronic_Visit_Verification@hhsc.state.tx.us for questions regarding this email.

Order Small Alternative Devices Electronically Beginning May 1, 2018

HHSC is streamlining the SAD request process. Provider agencies will now be able to order SADs electronically through the DataLogic Vesta EVV vendor system, eliminating the requirement to complete a SAD Agreement form and the requirement for individual and member signatures to order a SAD. 

The new eSAD process is effective May 1, 2018 and will allow provider agencies to:

  • Order a new or replacement SAD
  • Order additional zip tie(s)
  • Track SAD and zip tie order(s)
  • Manage,  assign and un-assign SADs
  • Manage shipping addresses

This new electronic ordering process will help reduce the number of rejected SAD requests due to missing or incorrect information. The EVV system will also auto-populate the following information from the client record on the eSAD order request: 

  • Client Name
  • Medicaid ID
  • DOB
  • Client address
  • Payor
  • Program

Please contact DataLogic Vesta at info@vestaevv.com for questions regarding the eSAD ordering process.

Please contact HHSC EVV Operations at Electronic_Visit_Verification@hhsc.state.tx.us for questions regarding this notice.

EVV Providers Transitioning to DataLogic - Information Sessions Slated for April 

DataLogic will begin Vesta Tour of Texas information sessions for Providers who are transitioning from MEDsys starting April 25, 2018. Topics include:

  • Vesta EVV Basics
  • Electronic SAD (eSAD) Process
  • Mobile GPS Pilot
  • MCO Service Authorization Pilot

Click here for dates, locations, times and registration.

Please contact DataLogic at training@vestaevv.com for questions regarding DataLogic Vesta Tour of Texas and other Vesta training opportunities. 

Please contact HHSC EVV at Electronic_Visit_Verification@hhsc.state.tx.us for other questions related to Provider transition.  

Providers Using EVV Vendor MEDsys Must Initiate Transition to DataLogic by July 31

HHSC is working in collaboration with MCOs, MEDsys and DataLogic to transition all providers in phases before the MEDsys contract expires on Nov. 6, 2018. The contract will not be extended or renewed.

To remain compliant with EVV requirements, all Providers currently using the MEDsys VinCENT EVV system must complete transition to the HHSC-approved EVV vendor DataLogic Vesta EVV system by Sept. 30, 2018 but must start the transition process before July 31, 2018 to allow time for completion by the required date. 

ACTION REQUIRED:

  1. Initiate the transition process with DataLogic. Providers currently using MEDsys must complete the Vesta EVV Agency Information Form (PDF). 
  2. Submit the form by July 31, 2018 by email at info@vestaevv.com or fax to 956.412.1464. 
  3. DataLogic will contact the Provider agency representative to begin transition activities. 

Additional transition information will be coming soon related to:

  • Vesta training sessions 
  • Visit maintenance 
  • Streamlined transition processes 
  • MEDsys data transfer to DataLogic

Contact HHSC EVV at Electronic_Visit_Verification@hhsc.state.tx.us for questions regarding this notice.

Provider agencies that are not required to use EVV (i.e., Private Duty Nursing services) are not required to sign up with DataLogic at this time. 
 

Effective April 1: EVV Compliance Score Must be 90%

Beginning April 1, 2017, providers required to use Electronic Visit Verification (EVV) will be required to meet the minimum EVV compliance score of 90% as outlined in the EVV Provider Compliance Plan.

Providers were required to meet the minimum score of 75% for the first year of compliance from April 1, 2016, through March 31, 2017.

Questions about this alert can be sent to: CMCHPEVV@childrens.com.

New Announcement:  Effective July 1, 2017, Reason Code 305, Malfunctioning Small Alternative Device or Invalid Small Alternative Device Value - Verified Services Were Delivered, has been revised as follows (revisions are italicized):

Reason Code 305 is selected when a small alternative device malfunctions or provides invalid values. Free text is required in the comment field; the provider must document the actual time service delivery begins and/or ends. If the EVV system is missing the start or end time of a visit, the provider must document the missing time in the Free Text. If RC 305 is used for the same individual/member over a period greater than 14 calendar days, a replacement small alternative device should be ordered. This is a preferred reason code.

Failure to document the missing time in and/or out in the free text comment field may result in claim denial, recoupment or contract action.

HHSC Reason Code PDF

Effective March 1, 2018-Allowable Phone Types for Electronic Visit Verification

HHSC Notification PDF 

If you have any questions for Children’s Medical Center Health Plan regarding EVV, please don’t hesitate to call a member of our Provider Relations Team at 214-456-2765 or toll-free at 1-800-947-4969 or email us at CMCHPEVV@childrens.com.

Electronic Visit Verifications

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