Electronic Visit Verification (EVV) Implementation Tips - EVV Trainings and Forums

Electronic Visit Verification (EVV) Implementation Tips

The federal deadlines to implement the EVV requirement are January 1, 2021 for Personal Care Services (PCS) and January 1, 2023 for Home Health providers delivering services under Section 40. The Centers for Medicare & Medicaid Services (CMS) has not changed these federal deadlines due to the COVID-19 Public Health Emergency. 

The following tips are designed to help providers’ EVV claims process in a timely manner.

GPS Exceptions

To minimize GPS exceptions, providers should add any address to a member’s file where the provider will deliver EVV services. All addresses in the member’s file will be evaluated for GPS verification. 

Three-Day Recycle Period

Personal Care Services claims with dates of service beginning on October 1, 2020 are subject to an EVV claim edit. Unless a verified EVV record is found, the pend time is a three-day recycle period (which can be longer than three calendar days). For examples of claim pend timelines, see the Claim Pend Process Timeline Examples (PDF).

Please enter EVV visit records in a timely manner as claims are evaluated against EVV records daily. The sooner a visit record is found for a claim within the three-day recycle period, the sooner the claim will process. To avoid the three-day recycle period altogether, please make sure your verified EVV record is in the Sandata or alternate EVV system prior to submitting the accompanying claim.

 Please note that claims may also pend for reasons other than EVV.

Span Billing

Providers who “span” bill should only do so when the services are on consecutive days. You should submit a separate claim line for each date of service when the dates of service are not consecutive. For example, you should only bill from December 1, 2020 – December 7, 2020 when services are provided on each day of that week. If you are providing services to a member on non-consecutive dates, such as Monday, Wednesday, and Friday, you should not span bill; otherwise, your claims will warn, then deny starting January 1, 2021, for no verified EVV record found on Saturday, Sunday, Tuesday, or Thursday. Please see the Weekly Billers of Personal Care Services Reminder (PDF) to review the e-message sent on December 8, 2020 about span billing.

Monitoring/Reporting

Providers using Sandata can take advantage of Sandata reporting to monitor trends for EVV exceptions.

Remember that claims can be reviewed in the MIHMS Health PAS Online Portal at any time if you wish to view the editing and processing status of claims in the system. 

Third Party Vendor/Alternate EVV System

Communication between providers and their vendor is critical to the success of the integration process. Providers must resubmit any record with an exception or rejection. The provider and the vendor must have a process to resolve exceptions and rejected records prior to the implementation of the alternate EVV system. MaineCare, Gainwell (formerly DXC), and Sandata are not able to determine this process. 

Online Tools

Providers are strongly encouraged to utilize all assistance and tools available to them:

• Register for the EVV trainings and forums through the Absorb training platform. Dates and times are available on the Health PAS Online Portal Calendar.
• See the State of Maine EVV webpage for more information, including Frequently Asked Questions (FAQs).
• Go to the Health PAS Online Portal contains informational documents for assistance.
• If you have questions, please email MaineCare's EVV email box or call Provider Services at 1-866-690-5585, option 3. 

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Electronic Visit Verification (EVV) Trainings and Forums

As a reminder, EVV requirement deadlines are January 1, 2021 for Personal Care Services (PCS) and January 1, 2023 for Home Health providers delivering services under Section 40.

With these EVV deadlines quickly approaching, we continue to offer weekly provider and aggregator trainings and forums. All trainings and forums are online via Microsoft Teams.

NOTE:  The Absorb training system has been updated to allow providers to register for trainings and/or forums more than once.

Training Topics

Training topics include, but are not be limited to:

• Accessing the Sandata EVV portal via the Health PAS Online Portal
• Performing EVV administrative functions such as creating and editing information for employees who will use the system
• Navigating through the Sandata EVV system
• Entering and editing visit records
• Recording visit data using other devices
• Accessing and reviewing reports 
• Avoiding EVV visit exceptions

Training Schedule

Training - Provider
Date	Time
December 23, 2020	1:00-4:00
December 30, 2020	9:00-12:00
January 7, 2021	1:00-4:00
January 14, 2021	9:00-12:00
January 21, 2021	1:00-4:00
February 4, 2021	9:00-12:00
February 11, 2021	1:00-4:00
February 18, 2021	9:00-12:00
March 4, 2021	1:00-4:00
March 11, 2021	9:00-12:00
March 18, 2021	1:00-4:00

 

Training - Aggregator
Date	Time
Dec. 17, 2020	1:00-2:00
January 28, 2021	9:00-10:00
February 25, 2021	1:00-2:00
March 25, 2021	9:00-10:00

You can register for these courses through the Absorb training platform.

EVV Forums

The purpose of the forums is to answer technical questions regarding the State EVV system and Alternate EVV System Integration process.

If you are interested in implementing an Alternate EVV System, please invite your vendor partners to join the aggregator forums as well.

Forum Schedule

Forums - Provider
Date	Time
December 22, 2020	1:00-2:00
January 5, 2021	1:00-2:00
January 19, 2021	1:00-2:00
February 2, 2021	1:00-2:00
February 16, 2021	1:00-2:00
March 2, 2021	1:00-2:00
March 16, 2021	1:00-2:00
March 30, 2021	1:00-2:00

 

Forums - Aggregator
Date of Training	Time of Training
December 15, 2020	1:00-2:00
January 12, 2021	1:00-2:00
January 26, 2021	1:00-2:00
February 9, 2021	1:00-2:00
February 23, 2021	1:00-2:00
March 9, 2021	1:00-2:00
March 23, 2021	1:00-2:00

You can register for the forums through the Absorb training platform.

Forum Questions

Please prepare questions in advance. Once the forum has started, questions can be submitted for review through the Teams chat feature at any time. Instructions on how to submit questions will be reviewed during the beginning of the forum. If you wish to submit questions, please be sure to use your computer to access the Teams chat.

IMPORTANT: During the forum, please submit questions in the following format.

• NPI
• Contact Name
• Contact Phone Number/Email Address
• Question

This information will help State and DXC staff to follow up with answers to your questions. The team will work to answer as many questions as possible during the call, but, due to time constraints, some questions may need to be addressed after the forum. If we cannot answer your question during the call, we will record your contact information and question(s), and follow-up afterward.

Absorb First Time Users

If you have not registered with the Absorb training platform, see the First Time User Guide for assistance. To access the guide, go to the Health PAS Online Portal and log into your TPA (Trading Partner Account). Next, click on the section called "Trading Partner User Training," and you will see the link to the First Time User Guide.

Questions?

See the EVV webpage for more information, including Frequently Asked Questions (FAQ).

Please contact Provider Services with questions:

• Email MaineCare's EVV email box
• Call Provider Services at 1-866-690-5585, option 3