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Electronic Visit Verification in Ohio Medicaid Presented for the Access Center for Independent Living, Inc. Julie Evers Kristy Wathen September 16, 2019 1 An Introduction to EVV 2 What is EVV? Electronic Visit Verification (EVV) is a

  1. Electronic Visit Verification in Ohio Medicaid Presented for the Access Center for Independent Living, Inc. Julie Evers Kristy Wathen September 16, 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. 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. 11

  12. Implementation Timeline 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. Phase 1 14

  15. Phase 1 Services • The services included in Phase 1 are: » Home Health Nursing and Aide Services » Private Duty Nursing » RN Assessment » Ohio Home Care Waiver Nursing Services » Ohio Home Care Waiver Personal Care Services » Ohio Home Care Waiver Home Care Attendant Services. • Phase 1 is limited to fee for service. • Group visits are excluded from Phase 1. 15

  16. Phase 1 Updates • Edits matching units on the claim exactly to units recorded for the visit with EVV were implemented for dates of service on and after August 15, 2018. The edits are currently set to “Pay and Post” • After reviewing provider feedback and preliminary information regarding the impact on claims, the edits were modified so that units on the claim must be equal to or less than the units recorded for the visit with EVV. » Claims will be denied for EVV related edits for dates of service at a date to be determined. » Providers are still required to use EVV pursuant to OAC Rule 5160-1- 40. 16

  17. Data Elements Used to Match Claims to Visits • Data that must be an exact match » The rendering provider of the service » The individual receiving the service » The date of the visit » The service provided • Units recorded for the visit in the Sandata EVV system must be greater than or equal to the units submitted on the claim in MITS. *Only visits with no exceptions will be used to match claims. 17

  18. Potential Impacts on Claims in Phase 1 Projected Claim Results 70.00% 60.00% 57.20% 50.00% 48.23% 40.00% 40.05% 34.76% 30.00% 20.00% 10.00% 8.04% 7.82% 0.00% Oct - Nov Jan-June Paid Claims Non-EVV Denials Projected EVV Denials Messages are posted to claims when a claim is not matched to a visit 18

  19. Provider Compliance and Outreach • Phase 1 was implemented on January 8, 2018. ODM allowed providers up to six months, until July 8, 2018, to become fully compliant. • Changes in federal timelines and the date when EVV data will be used to deny claims does not impact the responsibility of providers to record all visits for services subject to EVV requirements. • Currently there is no impact on claims payment. • ODM is monitoring compliance with EVV requirements. 19

  20. Phase 1 Providers With No Visits in the Aggregator Other Accredited Medicare Agencies, 6 Certified Agencies, 29 696 Individuals Receive Services From Providers With No Visits In the Non-Agency Providers, 249 Aggregator 20

  21. Phase 2 21

  22. Phase 2 Services • Group Visits for Phase 1 and Phase 2 Services • PASSPORT (ODA) » Nursing » Personal Care » PASSPORT Home Care Attendant • Individual Options and Level One (DODD) » Homemaker Personal Care delivered in 15 minute units, including “on behalf of” HPC » IO Waiver Nursing 22

  23. 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 23

  24. Phase 2 Services – Managed Care • Home Health Nursing • Home Health Aide • Private Duty Nursing • RN Assessment • MyCare Waiver Nursing • MyCare Waiver Homecare Attendant • MyCare Waiver Personal Care Aide *Includes group visits 24

  25. Excluded Services • 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) 25

  26. Phase 2 Claims and EVV • Each payer will query Sandata to determine if a claim is supported by visit data in the Sandata system. » For ODM, MCOs and ODA, a single claim is matched to a single visit. » For DODD, the total units for a provider/individual combination on a calendar day must not be greater than the total number of units billed. • Informational messages are posted on claims when the claim is not supported by a visit. • Currently there is no impact on claims payment. 26

  27. Phase 3 27

  28. Plans for Phase 3 • Services included in Phase 3 » Participant directed services across programs and payers » Home health therapies • Key milestones » Training registration opens in late summer of 2020 » EVV is mandatory for Phase 3 services before January 1, 2021 28

  29. Using the Sandata EVV System 29

  30. 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) 30

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