Electronic Visit Verification (EVV) FAQ Update

Electronic Visit Verification (EVV) FAQ Update

We have updated the EVV FAQs to include information about record retention requirements, telehealth, and errors in records. Please see the new questions and answers below.

Are timesheets still required after implementation of the federal EVV requirement?

As a reminder, EVV satisfies federal requirements outlined in the 21^st Century CURES Act, while Chapter I of the MaineCare Benefits Manual (MBM) outlines state requirements. Providers must comply with both. Because the majority of EVV records only capture and satisfy federal requirements, providers should continue with their usual processes to comply with all applicable sections of the MBM relating to record retention. This includes, but is not limited to, employee timesheets. Timesheets, whether paper or electronic, often document progress and/or changes in the member’s health status as directed within a member’s plan of care.

Please see the MaineCare Benefits Manual Ch. I, Section 1 - Provider Participation 1.03, (M). (1-6) for more detail about record retention requirements. 

Do telehealth services require an EVV record?

Since services delivered via telehealth are provided remotely rather than in person, an EVV record for services delivered using telehealth is not required.

An EVV record is needed only when the underlying service requires an in-person or in-home visit. Therefore, EVV records are required for in-person services when personal care is provided for any Activities of Daily Living (ADL) or Independent Activities of Daily Living (IADL).

Examples include home support services during which the following in-person care is provided:

• ADL: toileting, bathing, personal hygiene
• IADL: grocery shopping, meal prep, light housework

What is the process for addressing exceptions and rejected records with an Alternate EVV system?

If you are a MaineCare provider using an Alternate EVV vendor for your EVV system, continuous communication with the vendor is critical to the success of the Alternate EVV integration process. You and your Alternate EVV vendor must have a process to resolve Alternate EVV exceptions and rejected records as prior to implementation of the Alternate EVV system. The State, DXC, and Sandata are not able to determine this process. Providers must resubmit any record with an exception or rejection.

How do I correct visit record exceptions in an Alternate EVV system?

Providers must correct visit record exceptions by either acknowledging or correcting them in the Alternate EVV system, through the process established with the Alternate EVV vendor.

Providers should work with their vendor to verify:

 

1. How to identify a client signature exception.
2. How to acknowledge the exception. 

 

[Update] Are providers responsible for locating and correcting errors within their EVV records?

 

Yes. If there are errors with the visit records captured, exception flags will be identified on the visit record and must be addressed in order to be considered a verified visit. Some exceptions can be cleared simply by acknowledging them, while other exceptions require data corrections. The table below shows all possible incomplete visit exceptions and the action needed to correct them.

 

Incomplete Visit Exceptions
Exception	Resolution
Client Signature Exception	Acknowledge
GPS Distance Exception	Enabled
Missing Service	Fix
Service Verification Exception	Acknowledge
Unauthorized Service	Fix
Unknown Clients	Fix
Unknown Employees	Fix
Unmatched Client ID / Phone	Acknowledge
Visit Verification Exception	Acknowledge
Visits Without In-Calls	Fix
Visits Without Out-Calls	Fix

 

 

 

 

 

 

 

 

The process of identifying and correcting or acknowledging errors is covered within EVV trainings and EVV Training Video's available through LMS. The process for identifying and correcting or acknowledging errors is also outlined in the EVV User Guide, which can be accessed by logging into the Sandata EVV portal.

You can see the more frequently asked questions on the EVV webpage. Please contact your Provider Relations Specialist with questions.