Electronic Visit Verification

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 and/or instrumental activities of daily living. 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 electronically verify 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 information 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. The following third-party systems are working with Tellus to integrate systems in Kentucky during EVV Phase I: Ankota, Bluestep Systems, ClearCare, Continulink/Complia, Delta Health Tech, Mains'l, Oasis Technologies, Savii Care and Therap. 

Getting Started with EVV 

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. 
  
• Date to be Determined
  After this date, all providers must submit claims for EVV-affected services through Tellus EVV to receive payment for those services. Providers will receive at least 60-days notice before the date when EVV will become required. 
  

Tellus offers live user training sessions. Training topics and the intended audience are listed below. Attendees only need to attend one session date per topic. The training is recorded and available for viewing on-demand as well. You can register for live training or view recordings on the Tellus training registration website.

• Tellus EVV+ Mobile App 
  
• Audience: DSPs and PDS employees from provider agencies and FMAs using Tellus EVV
  
• Kentucky CHFS Participant Directed Services (PDS) Providers
  
• Audience: PDS employees from FMAs using Tellus EVV
  
• Tellus EVV Administrative Portal
  
• Audience: EVV administrator(s) at provider agencies and FMAs using Tellus EVV
  
• Tellus EVV Claims Portal 
  
• Audience: EVV administrator(s) at all provider agencies and FMAs
  
• Live Question and Answer Sessions
  
• Audience: EVV administrator(s), DSPs and PDS employees who have attended a Tellus EVV training session and have questions about the system or mobile app. 
  

Tellus EVV User Guides 

• Tellus EVV+ Mobile App User Guide (English) and Tellus EVV+ Mobile App User Guide (Spanish): This guide is for paid caregivers who work for provider agencies using the Tellus EVV+ Mobile App. 
  
• Tellus EVV Admin User Guide (English) and Tellus EVV Admin User Guide (Spanish): This guide is for provider agencies using the Tellus EVV system and explains how to use the Tellus EVV Admin Console.  
  
• Tellus EVV Claims User Guide and Tellus EVV Claims User Guide (Spanish): This guide is for all provider agencies and explains how to use the Tellus EVV Claims Console to review, release and bill claims for EVV-affected services. 
  
• Tellus EVV IVR User Guide and Tellus EVV IVR User Guide (Spanish): This guide is for paid caregivers using Tellus EVV interactive voice response for EVV. 
  

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 technical issues with Tellus EVV, visit the Tellus website and click the yellow Open Support Ticket button to get help.