What Is Electronic Visit Verification?
Electronic visit verification (EVV) is an electronic system providers use to record information when delivering in-home or community-based services where participants receive support with activities of daily living (ADL) and/or instrumental IADL. The Department for Medicaid Services is transitioning to EVV for its 1915(c) Home and Community Based Services (HCBS) waivers. The use of EVV is a requirement of the 21st Century Cures Act passed by Congress in 2016.
EVV must record information on at least six aspects of service delivery: the date, location and type of service, the individual providing the service, the individual receiving the service and the start and end times of the service.
EVV offers several benefits to providers and waiver participants such as eliminating the need for paper documentation, creating flexibility in scheduling and delivering services, improved monitoring of participant health, safety and welfare and reduction in potential Medicaid fraud, waste and abuse.
Guiding Principles of EVV Phase I
DMS believes EVV Phase I should:
- Simplify required documentation and reduce administrative burden on participants and providers.
- Improve participant health, safety and welfare.
- Not reduce a participant's services or alter chosen service delivery method.
- Be developed with input from all stakeholders.
- Include training for providers and participants.
- Bring Kentucky into compliance with federal law.
Affected Programs
Traditional service provider agencies and financial management agencies (FMA) that bill certain in-home or community-based services must have direct service providers or participant-directed services employees enter visit infomation via EVV. This applies to five of Kentucky's six 1915(c) HCBS waivers: Acquired Brain Injury and Acquired Brain Injury Long Term Care, Home- and Community-Based, Michelle P. Waiver and Supports for Community Living. Read the Electronic Visit Verification - Affected Services document for a listing of services by waiver that must use EVV.
Provider EVV Options
Providers have two options for EVV. DMS is working with Tellus, LLC to launch EVV in Kentucky. Providers who opt to use Tellus EVV will receive training and can use the system free of charge.
DMS allows providers to choose their own EVV systems or continue using their current EVV systems. Providers are responsible for all costs associated with use of third-party systems, ensuring their preferred systems meet the requirements of the 21st Century Cures Act and ensuring full integration with Tellus to allow DMS to reimburse for rendered services and conduct waiver quality assurance activities. If your agency plans to use a third-party EVV system, please contact Tellus for information about integration.
The following third-party systems are working with Tellus to integrate systems in Kentucky: Ankota, Bluestep Systems, CellTrak Technologies, ClearCare, Continulink/Complia, Delta Health Tech, Mains'l, Maxim, Oasis Technologies, Savii Care and Therap.
Getting Started with EVV
Provider agencies and FMAs must begin using EVV by Jan. 1, 2021. The following dates are important to know:
- Aug. 31, 2020
Deadline for provider agencies and FMAs to notify Tellus if using third-party vendor.
- Oct. 1, 2020
Training begins on Tellus EVV.
Third-party vendor testing must be complete.
- Oct. 30, 2020
Provider agencies and FMAs can begin registering with Tellus EVV.
- Nov. 1, 2020
Third-party vendors must complete pilot and be in full production. - Nov. 9, 2020
Pilot group begins using Tellus EVV.
- Nov. 17, 2020
All provider agencies and FMAs can begin using Tellus EVV.
- Jan. 1, 2021
All providers must submit claims for EVV-affected services through Tellus EVV to receive payment for those services.
EVV Training
Tellus will host a series of user training sessions. The Tellus EVV+ mobile app, administrative portal and claims portal training modules will cover the Tellus EVV system's core functionalities. The EVV supplemental training will focus on PDS employee use of the app. Training dates by topic are listed below. Attendees only need to attend one session date per topic. The training will be recorded and available for viewing on-demand as well.
- Tellus EVV+ Mobile App
- Audience: DSPs and PDS employees from provider agencies and FMAs using Tellus EVV
- Module Dates: Oct. 6, 13, 20, 27 and Nov. 10, 17 and 24
- Tellus EVV Supplemental Training for PDS employees
- Audience: PDS employees from FMAs using Tellus EVV
- Module Dates: Oct. 6, 13, 20, 27 and Nov. 10, 17 and 24
- Tellus EVV Administrative Portal
- Audience: EVV administrator(s) at provider agencies and FMAs using Tellus EVV
- Oct. 7, 14, 21, 28 and Nov. 4, 18, 25
- Tellus EVV Claims Portal
- Audience: EVV administrator(s) at all provider agencies and FMAs
- Oct. 8, 15, 22, 29 and Nov. 5, 12, 19
Due to the COVID-19 state of emergency, all training sessions will be held online. Stakeholders will be notified of times and next steps regarding training soon. To ensure you receive all EVV updates, please subscribe to the DMS EVV email list.
Tellus EVV User Guides
- Tellus EVV+ Mobile App User Guide: This guide is for paid caregivers who work for provider agencies using the Tellus EVV system. It explains in detail how to use the Tellus EVV+ Mobile App.
- Tellus EVV Admin User Guide: This guide is for staff at provider agencies using the Tellus system for EVV. It explains in detail how to use the Tellus EVV Administrator Console.
- Tellus EVV Claims User Guide: This guide is for all provider agencies. It explains how to use the Tellus EVV Claims Console to review, release and bill claims for EVV-affected services.
EVV Support
EVV Frequently Asked Questions addresses the most common questions about EVV. If you have additional questions about 1915(c) HCBS waivers and EVV, please email the 1915(c) Waiver Help Desk or call (844) 784-5614.
If you have additional questions about the Tellus EVV application, please email Tellus.