Here at eWebSchedule are actively following the electronic visit verification (EVV) updates from the state of Ohio. We have been monitoring the EVV stakeholder meetings in regards to providing EVV for all Phase Two providers.

Ohio EVV Updates for Phase 2 Providers:

As of the publication date of this article, the full implementation of EVV requirements for Phase Two providers starts on August 5, 2019.

As a reminder, Phase One encompasses services delivered under the state plan. This includes home health aides, RNs, LPNs, private duty nursing (PDN) as well as RN assessment. Other specialties covered under the Phase Two implementation include services delivered under the Ohio Home Care Waiver which include RN/LPN nursing, personal care aide, home care attendant.

Phase Two specialties encompass all other Medicaid home health and personal care services, including some services provided by the Ohio Department of Developmental Disabilities.

Ohio EVV Mandate History:

Many readers likely already know this story, but here is a brief summary. For Ohio, the federal legislation known as 21st Century Cures Act requires all states to implement some type of electronic visit verification system for Medicaid-certified home care providers.

Through the use of automated technologies, such as landline telephones, GPS enabled devices, or fixed verification devices, DSPs and caregivers are able to clock in and out of their visits. All without having to fill out paper timesheets, which traditionally is how visits were documented.

One of the purposes for enacting an electronic visit verification of services mandate was to reduce fraud and abuse in the Medicaid system. The Medicaid program, including the HCBS Waiver program, are continuing to grow in regards to the number of people receiving services. These trends have some officials concerned about budget and cost expenditures.

Another stated reason for the EVV requirement was to encourage the home care industry to become more efficient through the additional integration of payers and providers. Sandata states that the new EVV mandate is a way to help update and optimize an agency’s day-to-day operations. The hope is that these changes will lower overall expenses and save money.

The state of Ohio awarded a $66.5 million contract to New York-based vendor, Sandata Technologies. The contract last for seven years and gives Sandata the responsible of administering the state’s EVV system.

Work & Cash Flow Problems:

The Ohio Department of Medicaid (ODM) has stated that Independent providers and home care agencies can use the free Sandata EVV device which sends DSP/consumer information to Sandata’s online aggregator. However, this solution seems may present challenges.

An agencies DSP can use the ODM’s supplied EVV device and enter the required service visit data into the system. Ideally, this should create no problems. However, there are a number of variables which could create significant work and cash flow issues.

Everything is fine so long as the DSPs enter the required visit information at the start of their shift. This is accomplished by using the ODM supplied device or logging on through a mobile application. However, beyond this describe situation, things can quickly become more complex.

Any data that is not entered in the previously-mentioned fashion will create exceptions in the Sandata online EVV portal. If there are enough of these exceptions, problems are going to arise. Particularly when data sent to the Sandata online EVV aggregator does not match the documented time that has been submitted to ODM.

What creates exceptions in the EVV platform?

All of the following situations will create exceptions in the EVV system that will have to be manually “cleared” by directly logging in and accessing the Sandata online EVV portal:

  • Using the telephony option by calling in services on a landline telephone (telephony entry option).
  • The DSP records and manually uploads the information at a later time (manual entry option).
  • The patient/consumer receiving services does not feel comfortable having the device or application used during their service delivery. This is recorded in the individual’s official record.
  • The DSP forgets to clock in and/or clock out at the end of delivering services.

For all of the above reasons, exceptions are created on the EVV aggregator which must be manually cleared. If this is not promptly and correctly, agencies will find that their submitted hours are rejected due to the lack of a proper EVV time stamp.

The implementation of the EVV platform for Phase Two providers will also put more focus and stress on a home care and I-DD agency’s staff. Timely tracking of shift start and stop times and accurate timecards will now be even more important.

In other words, there will be additional back office/account management work, or the submitted billing will likely be denied by the state. Most likely, if an agency or provider is generating an excessive amount of exceptions on the EVV aggregator, there is a better chance that they will be audited.

Our Working Solution:

At eWebSchedule, we are already capturing employee time for timecard generation. This makes for an easier transition to an EVV system specifically built for Phase Two providers. Our technical solution will meet Ohio’s EVV requirements. However, our solution will also provide for the convenient documentation of services and create a seamless integration with the payroll software of your choice.

Please check back periodically for updates on this topic.

About eWebSchedule:

We are an Ohio company that is proud to provide robust and affordable workforce management solutions to the Waiver providers community and home care agencies. I-DD agencies and home care organizations that need accurate and efficient time collection rely on eWebSchedule.

As a company with a long history of working with agencies that serve individuals with developmental disabilities, we provide workforce management tools and services that are uniquely designed for human service agencies with direct support professionals.

Their custom-built software applications were specifically created for the unique billing and scheduling needs of Medicaid Waiver providers.

Whether your agency offers adult-day array, OSOC, HPC, NMT, ICF/DD (group homes), supported living or institutional respite – eWebSchedule has the tools and services that can help. Contact us today.

Follow us on Twitter: 

#WorkforceManagement #HCBSwaiverproviders #eWebSchedule #Medicaidwaiver #Timecards #Timetobilling #DODDbilling #TimeCollection #SchedulingSolutions #EVVOhio

Exceptions, Ohio EVV