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Electronic Visit Verification in Ohio Medicaid Presented for the ARC of Ohio Summer Conference Julie Evers Kristy Wathen July 12, 2019 1 An Introduction to EVV 2 What is EVV? Electronic Visit Verification (EVV) is a tool for

  1. Electronic Visit Verification in Ohio Medicaid Presented for the ARC of Ohio Summer Conference Julie Evers Kristy Wathen July 12, 2019 1

  2. An Introduction to EVV 2

  3. What is EVV? • Electronic Visit Verification (EVV) is a tool for electronically capturing point-of-service information for certain home and community-based services. » The Ohio system provides near real-time processing capability » The Ohio system is a GPS-based system with telephony and manual visit entry as secondary data collection methods. • EVV supports program policy and does not force changes in program policy.

  4. Sandata Technologies • ODM selected Sandata as the vendor for the EVV service. • Sandata has focused on home care technology for 40 years. They first deployed EVV in 1994 and held a patent until 2010. • Sandata has experience with 9 state Medicaid agencies and 6 managed care organizations (MCOs). • Sandata provides data collection, the online system, training and 24/7 support at no cost to the provider or the individual. 4

  5. One System with Two Parts EVV is a modular technology solution that provides transparency into home based care delivery, while improving the individual’s quality of care. ▪ Visit Verification Module o When the caregiver arrives on site, they “check - in” using a variety of technologies (mobile application on smart device, telephonic, or state-provided EVV device). o The system captures visit start and stop, service provided, duration, the person providing care and client verification. ▪ Aggregator o Standardizes data from all EVV vendors. 5

  6. The 21 st Century Cures Act 6

  7. The 21 st Century Cures Act • State Medicaid programs are required to implement EVV for personal care and home health services. • EVV systems must capture the following elements: » The individual receiving services » The person providing services » The date and time of the service » The service provided » The location of the service 7

  8. Congressional Changes to Cures Act Timelines • Original deadlines were January 1, 2019 for personal care and January 1, 2023 for home health. • In July 2018, Congress passed legislation shifting the personal care deadline to January 1, 2020. • Failure to meet deadlines will result in reduction in federal matching funds for the impacted services. • States can request a good faith extension up to 12 months (until January 1, 2021) for the personal care deadline. 8

  9. The Ohio Medicaid EVV Project 9

  10. Implementation in Phases • Phase 1 » State Plan Home Health Nursing and Aide Services » Private Duty Nursing » Ohio Home Care Waiver (OHCW) Nursing, Home Care Attendant and Aide Services • Phase 2 » Nursing and HPC in Level 1 and Individual Options Waivers (DODD) » Nursing, Home Care Attendant and Aide Services in PASSPORT (ODA) » Medicaid Managed Care (includes MyCare) » Group Visits • Phase 3 » Participant Direct Nursing and Aide (HPC) services (including the SELF waiver) » Home Health Therapies 10

  11. Implementation Timeline 11

  12. A Single Statewide Solution • A single EVV approach will be implemented across all impacted programs and payers. » Same data collection methods (device, app, telephony, manual visit entry) » Same information is collected across programs » All visit data is stored in a single aggregator • Phase 2 is being implemented collaboratively with DODD, ODA and the MCOs. Program policy differences are being addressed. » No signature or voice verification required for nursing and HPC provided through DODD waivers • Claims will be submitted in the same way to the same payers. 12

  13. Provider Requirements • All providers are required to use EVV for the impacted services. • The Sandata system is provided by Ohio Medicaid at no cost to providers or individuals. • Providers must complete mandatory EVV training. • Agency Providers can choose to use an alternate data collection system. » The alternate system must use GPS technology in the primary data collection method. » The alternate system must offer manual visit entry and at least one other alternative method of data collection. » The alternate system must send data to Sandata at least daily. » The interface between the alternate system and Sandata must meet the technical specifications and business rules provided. » Sandata certifies the alternate system prior to implementation. 13

  14. Provider Trainings 14

  15. Provider Training • All providers are required to complete training. • Separate training sessions are being held for agency and non-agency providers. • Training is being offered in classroom settings, through live webinars, and using a self-paced online approach. • Registration opened April 1, 2019. Training began May 6, 2019 and continues until August 3, 2019. 15

  16. Classroom Trainings • Offered in 7 cities – Akron, Athens, Cleveland, Columbus, Cincinnati, Toledo, and Dayton • Agency provider trainings are offered Monday through Friday. » Each agency (Medicaid provider number) can send up to 2 people to a combination of classroom and webinar trainings. • Non-agency provider trainings are offered Monday through Saturday. 16

  17. EVV and the DODD Waivers 17

  18. When EVV Applies to DODD Waiver Services • Applies to Level One and Individual Options waivers » Homemaker Personal Care (HPC) provided to or on behalf of the individual » Waiver Nursing (Individual Options Only) • Providers can start using EVV as soon as they complete training (began May 6, 2019) • EVV must be used for impacted services provided on and after August 5, 2019 18

  19. HPC Services • When delivering services that fall under any of the procedure codes below, the DSP will select “HPC” as the EVV service. APC APV AMW AMX AMY AMZ AQC AQV AQW AQX AQY AQZ EPC EPV EMW EMX EMY EMZ EQC EQV EQW EQX EQY EQZ FPC FPV FMW FMX FMY FMZ FQC FQV FQW FQX FQY FQZ 19

  20. Excluded Services in DODD Administered Waivers • EVV does not apply to the following services, even when personal care is a component of the service delivery: » HPC services that are billed using the daily billing unit (DBU) » On-site/On-call (OSOC) » Shared Living » Residential/Community Respite » Adult day and employment services • Participant directed services (will be included in Phase 3) 20

  21. Collecting Visit Information • Mobile visit verification (MVV) using a Sandata device or the app on a device owned by the provider or caregiver should be used whenever possible. » Telephony is the preferred alternative » Manual visit entry is always available • If the primary method of data collection will not be MVV, work with the care manager to document: » The primary method of data collection that that will be used. » The reason MVV will not be used as the primary method of data collection. 21

  22. EVV and ISPs • EVV is not required to be addressed within the body of a person-centered plan. • If neither the device nor the app will be the primary method of data collection document: » The reason the device and app won’t be used » The primary method of data collection that will be used • A “record” may include assessment documents, meeting minutes, or the plan, if appropriate. 22

  23. Group Visits • A group visit is defined as a visit where multiple individuals receive services from one or more caregivers. • Sandata is adding the ability for a caregiver to add more than 1 individual to a visit. 23

  24. DODD Claims and EVV • DODD will query Sandata to identify a match for each individual/provider combination per service date. • Sandata will send one of two possible responses. » No = No EVV records exist for that individual/provider combination for that date. » Yes = An EVV record does exist; the response includes the number of units documented in the EVV system. • DODD will compare EVV information with claims to see if the total number of HPC units documented in the EVV system is greater than or equal to the total number of HPC units on the claim. 24

  25. Using the Sandata EVV System 25

  26. Setting Up the EVV System • Create users (direct care workers and administrative staff) » User name (email) » Name » Social Security » Roles • Create clients (individuals) » Name » Medicaid number » Payer(s), Program(s) and Service(s) » Address(es) » Telephone number(s) (if appropriate) » Request device (if applicable) 26

  27. Starting a Visit – Log Into the Device • Enter Company ID (found in Welcome Kit) • Enter Username (email address) • Enter Password • Receive temporary password in welcome kit (nonagency provider or by email when worker is created by agency) • Caregiver creates own password 27

  28. Starting a Visit – Search for the Individual Search for the individual by entering the Medicaid number or the Sandata Client ID and selecting search client If the caregiver does not know the individual’s Medicaid number or the Sandata Client ID, the caregiver can start an “Unknown Visit.” The visit can be linked to a specific individual later using the Sandata online system. 28

  29. Starting a Visit – Select the Type of Visit • Search results will appear on the screen of the device. » The caregiver selects “Continue Visit” to start a new individual visit; or » The caregiver selects “Start Group Visit” to start a new group visit; or » The caregiver selects “Join Group Visit” to add an individual to an existing group visit. 29

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