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Electronic Visit Verification FAQs

What is EVV?

EVV, or Electronic Visit Verification, is an electronic-based system that verifies when provider visits occur and documents the precise time services begin and end. It ensures that persons supported receive their authorized services.

EVV allows providers to confirm that services were actually delivered through a possible variety of electronic methods for each service like a phone call, electronic signature, and so forth.

Why do we need to use EVV?

In 2016, Congress passed the 21st Century Cures Act, which required the use of EVV for all Medicaid-funded personal care services by January 2019, and home health services by January 2023.  The provision to utilize EVV in personal care services has since been delayed by Congress until January 1, 2020.

DIDD waiver services receive approximately 2 dollars in Medicaid funding for every one dollar the state invests.  If the state does not comply with the Cures Act, the federal government will reduce that funding, which could have a significant impact on waiver services.

What DIDD services will use EVV?

DIDD is aiming to achieve minimal compliance with the Cures Act by January 1, 2020.  That means that only Personal Assistance (PA) services and Respite Level 1-4 services will be required to utilize EVV. 

How many people in the DIDD waiver will this impact?

In total, this will impact more than 1700 people receiving waiver services through DIDD.  Approximately 550 of those people are self-directing in the Self-Determination Waiver, with the remainder utilizing PA or Respite through a contracted community provider.

What type of information will be collected through EVV?

The 21st Century Cures Act requires that states use EVV to collect six data points:

  • Type of Service
  • Person Served
  • Dates of Service
  • Location of Service
  • Name of Caregiver
  • Times of Service

When will DIDD implement EVV?

DIDD must comply with the 21st Century Cures Act by January 1, 2020.  Therefore, the department is taking a staggered approach to implementation by region.  The tentative implementation dates are as follows:

  • West Region-July 2019
  • Middle Region-September 2019
  • East Region-November 2019

What vendor will DIDD be working with to implement EVV?

For those who receive PA or Respite through a community-based agency, DIDD is working with Sandata to implement EVV.  This is the vendor that is currently being utilized by two MCOs in the Employment and Community First CHOICES program and the CHOICES program.  This will involve 125 providers in the DIDD provider network.  83 are currently using Sandata’s EVV system in either ECF or CHOICES, meaning only 42 DIDD providers will be new to EVV.

People who self-direct services in the Self-Determination Waiver must use Time4Care, the mobile application provided by PPL, the contracted financial supports broker. To find more information about the Time4Care application and the EVV implementation for self-direction, go to the “EVV for Self-Direction” page.

What is the projected timeline leading up to implementation?

As mentioned above, DIDD will implement EVV regionally, starting with West in July 2019.  However, there will be several steps prior to implementation that include the completion of a technology survey to provide for provider attestation to the technical requirements necessary to implement EVV at their agency and classroom training for agency management.

Will DIDD be using EVV for billing?

DIDD is looking to achieve minimal compliance with the 21st Century Cures Act, therefore EVV will not be used for billing at this time.

How will EVV work for provider agencies?

EVV is managed at provider agencies through the Santrax Payer Management system.  This is a web-based application that will allow for scheduling and management of agency staff, persons supported, and services provided.

How will DIDD reconcile EVV information and services billed?

DIDD will be receiving data through the Santrax Payer Management system and will review along with claims entered into the Provider Claims Processing portal. 

How will I use the Santrax Payer Management System to manage day-to-day functions?

DIDD will transmit authorizations for services directly to the Sandata EVV System.  Provider office staff will be required to schedule visits in advance of delivery of service.  Caregivers will electronically check-in/out for services rendered.  Provider office staff will then perform system maintenance in the EVV system to validate and confirm services rendered

How will I manage EVV for my direct support professionals?

In addition to the management system, there are two ways for employees in the field to check in using EVV.  The first is called phone-based telephony.  Each provider will be given two unique toll-free numbers that employees can call to check in and out. Every person supported can have up to four approved phone lines that employees can use for EVV. The system will match the caller’s phone number to the numbers listed in the Sandata database.

The second way an employee can check in is through the Sandata Mobile Visit Verification application.  Employees who opt to bring their own cell phones or tablets may download this application, which triangulates a person’s location using GPS.  This application is available for download on both Android and i0S.

What kind of technology do I need to manage EVV?

Use of the Santrax Payer Management system does have several technical requirements.  This web-based application is accessed through a web browser and is supported on Internet Explorer 9, 10, or 11, and the Firefox browser.  Is it not supported on the Google Chrome or Apple Safari. Windows 7 or higher is also recommended, although the system can be accessed through Apple/Linux operating systems using an approved internet browser. The Santrax Payer Management system does require the ability to right-click.

The system requires high-speed broadband to operate efficiently, at least 2GB of RAM and 1GB of free space on the hard drive.

In order to view the reports generated by the system, Adobe Acrobat Reader or another PDF viewer is also required. 

Finally, the agency management portion of Santrax Payer Management is designed for use on desktop or laptop computers.  You will not be able to have the functionality needed for management uses on a tablet or mobile device.

How much data does EVV use?

For workers utilizing their own devices for Mobile Visit Verification, the Sandata MVV application utilizes between .0001-.0003 GB of data for an average visit.  This is the equivalent of using Facebook for one minute or one minute of streaming video.

What happens if a worker forgets to clock in or their phone dies?

Providers are expected to have a manual process in place as a backup if a staff person is unable to use the EVV system for any reason.  These processes must be available for DIDD review and audit.

Will employers still be responsible for approving an employee’s time?

Yes.  Employers will still be required to approve employee’s time recorded via EVV.  Employers, or their designated representative, will be trained on how to approve time via EVV.

Who will train me on EVV?

Sandata will provide classroom training for agency management on its EVV system.  That training is usually attended by two people per agency.  Once training is complete, each agency will receive a welcome packet that will also allow for access to their agency’s database in the Santrax Payer Management System.  Completion of this training is required to gain entry into the Santrax Payer Management System.

What kind of training will be available for my employees?

Agency management will be responsible for training additional office staff on the use of the system as well as field staff on EVV.  The welcome packet provided during the classroom training will include materials to assist in providing the training to its staff.

My agency’s electronic management system has an EVV component, can I use that instead of Sandata?

All providers must use the Santrax Payer Management system provided by DIDD.

How many phone lines can each person supported have to check in?

Each person supported can have four phone numbers approved for a caregiver to use to check in and out from.

What if cell phone service is not available where the person I support lives?

In areas where cell phone service is not available, the first method of check-in should be a person supported’s landline phone.  If they do not have a phone available, BYOD is still an option.  If there is no available cell service, Sandata’s MVV application will work in disconnected mode and transmit the captured data the next time the MVV application is opened and the device has a cellular or wireless data connection.

How much will this cost us?

The Department of Intellectual and Developmental Disabilities is paying for the system, and there is no charge to providers for basic functionality.

Will EVV be used for supported living services?

No.  The 21st Century Cures Act does not require the use of EVV for Supported Living services or other residential services.