Hot Topic Alert: Electronic Visit Verification

Topic: Electronic Visit Verification, Things to know
Date: May 15, 2019
Targeted Audience: SSA’s and County Board Provider Support Staff

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Electronic Visit Verification (EVV) is used by caregivers for selected home and community based services. Individuals receiving those services may receive an EVV device from Sandata Technologies that caregivers will use. The devices only capture information at the start and end of a visit. Sandata is the chosen provider by the Ohio Department of Medicaid (ODM) to implement EVV.

Phase 2 of EVV, beginning August 5, 2019, will apply to the following DODD services:
Individual Options and Level One:
~Homemaker Personal Care delivered in 15 minute units, including “on behalf of” HPC
~Individual Options waiver Nursing

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 in Phase 3)

*Providers that bill for any of the above services, will not need to participate in Phase 2 EVV. Unfortunately, there is no way to remove them from the correspondence they will be getting regarding EVV. For example, an independent provider who bills shared living only, will not have to participate in EVV, but may still receive correspondence.

For Phase 2 of EVV, training registration opened on April 1, 2019, with training beginning May 6, 2019. The same options for training will be available with one addition:
~Those providers who completed Phase 1 training will have a separate training to update them on what’s changed with the system.
~This will be offered as a self-paced online training.

All providers of services subject to EVV must complete training prior to receiving log-in credentials for the EVV system.

Common FAQ’s

Why are there cameras on the device?
The devices used for the Ohio EVV Program are repurposed smartphones. While there are cameras on the devices, the cameras are not operational and were disabled during configuration.

Is the device tracking my movements?
The EVV device is not a tracking device and does not track an individual’s movements. Rather, the EVV device records certain elements that are required by the Cures Act, including the location when the provider starts and ends a visit. The location where services get provided was already required to be documented by the provider under the previous rules. Therefore, the only change in this regard is the way in which the information is being transmitted to ODM. Again, the device is not tracking individuals but rather merely recording where a provider starts and ends the visit.

What will it cost the individual to charge the EVV device battery?
The battery on the CAT, LG, and Alcatel A30phones are standard cell phone batteries with a capacity of 2630 mAh or about 10 watt hours. If you fully drained and recharged the phone every day, it would need about 4kwh in a year or about $1.00 per year depending on the electric rates.

Is there a cost to me for using the EVV system?
There is no cost to any provider or individual for the Sandata EVV system. However, there may be a cost to agency providers who choose to use an alternate EVV system.

How do individuals receiving services subject to EVV receive a device?
Medicaid providers will be required to request devices for individuals they serve when they are receiving any of the qualifying services.

How does the EVV device get to the individual?
Mobile devices will be shipped to the individual receiving services once their provider submits the request. The mobile device will stay with the individual until he or she no longer needs qualifying services. At that time, the device is returned to the vendor at no cost to the provider or individual.

How will an individual verify times and service?
For the DODD Waivers, no individual verification will be required.

What do I do if the device cannot be used for the individual I care for or the individual refuses to use the device?
There’s always the option to download the Sandata Mobile Connect application if you are using the Sandata System. Otherwise, telephony is the primary alternative to the EVV device/app. If telephony cannot be used, you can use the Visit Maintenance functionality in the Sandata EVV system to manually enter the visit. You want to ensure that your individual’s unique situation is captured in the Person-Centered Services Plan.

Resources

Current information is published on the Ohio Department of Medicaid’s website HERE

For Provider Assistance:

For general questions about the EVV program, send questions to EVV@medicaid.ohio.gov
Ohio Medicaid Provider Hotline at 1 (800) 686-1516

For Assistance for Individuals:
For technical questions about using the Sandata EVV system or an alternate EVV system contact EVV Customer Care at 1 (855) 805-3505.
Send questions to EVV@medicaid.ohio.gov.
Ohio Medicaid Consumer Hotline at 1 (800) 324-8680

If you have any questions, please contact Rachael Benson at rbenson@clearwatercog.org or 419-680-6924.