Electronic Visit Verification (EVV)
Transitioning from traditional timekeeping methods to Electronic Visit Verification is a complicated process that will take time to get right. Once the transition is complete however, EVV has the potential to save time and streamline the payroll process by presenting a single record that Employers, Employees, FMSA's, and Program Payers can all use to ensure that they are viewing the same data.
What is Electronic Visit Verification (EVV)?
Electronic visit verification is a computer-based system that electronically documents and verifies service delivery information, such as date, time, service type and location for certain Medicaid service visits.
What Programs, Services and Service Delivery Options Are Required to Use EVV?
What is the 21st Century Cures Act EVV Requirement?
To comply with federal law, HHSC is implementing the federal 21st Century Cures Act (Section 12006) in the following two phases:
● Effective January 1, 2021, EVV is required for Medicaid personal care services.
● Effective January 1, 2023, EVV will be required for Medicaid home health care services.
States that do not implement EVV will receive reduced federal Medicaid funding.
What Information Does EVV Verify?
In alignment with Texas Government Code §531.024172 and federal requirements, the EVV system must allow for verification of the following critical data elements relating to the delivery of Medicaid services:
● The type of service provided
● The name of the recipient to whom the service is provided
● The date and times the provider began and ended the service delivery visit
● The location, including the address, at which the service was provided
● The name of the individual who provided the service
● Other information the commission determines is necessary to ensure the accurate adjudication of Medicaid claims
HHSC categorizes critical data elements as:
● Identification data
● Visit data
How Does EVV Work?
The service attendant or Consumer Directed Services (CDS) employee is required to use one of three approved electronic verification methods to clock in at the beginning of service delivery and clock out at the end of service delivery when providing services to a member in the home or the community.
The EVV vendors offer the following three approved clock in and clock out methods:
● Mobile method (Smart phone or tablet): The service attendant or CDS employee may use a mobile method for clocking in and clocking out of the EVV system. Each EVV vendor and EVV PSO, if applicable, will supply a downloadable application for use on a smart phone or device with Internet connectivity. The service attendant or CDS employee may use the mobile
method to clock in and clock out in the home or in the community
● Home landline: The service attendant or CDS employee may use the member’s home phone landline, if the member agrees, for clocking in and clocking out of the EVV system by calling the EVV vendor’s or EVV Proprietary System Operator’s toll-free number. If a member does not agree to allow the service attendant or CDS employee to use their home phone landline or if the member’s home landline is frequently not available for the service attendant or CDS employee to use, the service attendant or CDS employee will need to use another approved clock in and clock out method.
● Alternative device: An alternative device is an HHSC-approved electronic device provided at no cost by an EVV vendor or Proprietary System Operator, if applicable, that allows the service attendant or CDS employee to clock in and clock out of the EVV system from the member’s home.
How Do I Get Started with EVV?
● Guide for FMSAs, CDS Employers, Designated Representatives and CDS Employees to Get Started with EVV (PDF)
● EVV Training
● CDS employers are required to complete EVV Policy Training and EVV System Training initially and then once a year after, per the EVV Training policy (Section 4200 of the EVV Policy Handbook).
● EVV Training Requirements Checklists (PDF)
● Self-paced EVV Policy Training for CDS employers is available on the HHS Learning Portal. Webinars with question and answer sessions are scheduled throughout the year.
● The responsibility of each role is established in Form 1722, Employer's Selection for Electronic Visit Verification Responsibilities, and will be in the EVV Handbooks.
● CDS employers must ensure CDS employees use the EVV system to clock in and clock out for EVV-required services.
● CDS employers will use the EVV system selected by their Financial Management Services Agency.
● CDS employers can contact their FMSA to assist with questions about EVV requirements.
Complete these steps within the CDS option when starting with EVV:
● Complete Form 1722 - Employer’s Selection for EVV Responsibilities.
● Complete all EVV trainings:
● EVV System
● EVV Policy
● Train CDS employees on the clock in and clock out methods.
● The CDS employee must:
● Clock in at the beginning of service delivery using an approved clock in and clock out method.
● Clock out at the end of service delivery using an approved clock in and clock out method.
● A CDS employer or FMSA, on behalf of the CDS employer, can complete visit maintenance by:
● Correcting visit errors from EVV System validations.
● Adjusting Pay Hours.
● Adding Reason Codes as required.
● A CDS employer will review and approve time worked:
● Using the EVV system if selecting Option 1 or Option 2 on Form 1722.
● Outside of the EVV system if selecting Option 3 on Form 1722.
● Submit an approval to the FMSA to compare time worked to the budget.
What Are the EVV Training Requirements and Options?
EVV training can be provided in various formats by HHSC, TMHP, EVV vendors and managed care organizations (MCOs), such as:
● Instructor-led training;
● Computer-based training;
● Webinars; and
● Other materials, such as job aids and frequently asked questions.
Program providers and FMSAs must complete the following training requirements:
● EVV Vendor Training - Prior to gaining access to the EVV vendor system
● EVV Policy Training - Annually
● EVV Portal Training - Annually
Visit the HHSC EVV Training webpage for additional information and resources.
EVV Best Practices
In-Home Attendant Services would like to remind Employers and Employees to follow these guidelines and review the latest EVV updates in order to ensure timely payroll processing.
● All employees MUST clock in and out to receive on-time payroll.
● Visit maintenance and timesheets are due every other Monday according to the System of Payroll.
● Hours should not overlap as this does cause delayed payroll.
● Hours worked are not to exceed the weekly allowed hours set by the payer.
● Correct EVV service code must be selected to process payroll for on-time payroll.
How do I Register for Electronic Notifications of EVV Updates?
Who Do I Contact if I Have Questions?
