The new EVV mandate requires direct support professionals (DSPs) and direct care workers to electronically document their visits to a beneficiary. This delivery of services must be documented with an ODM supplied device or another EVV system. ABCS RCM and eWebschedule are working together to supply an alternative EVV system.

A Brief Background on EVV in Ohio:

As part of a federal mandate, all 50 U.S. states are required to implement some type of electronic visit verification system. In order to implement EVV in Ohio, the Ohio Department of Medicaid (ODM) has contracted with a New York based-company called Sandata. The state granted the contract to Sandata and charged the company with the task of designing and running Ohio’s EVV system.

The new EVV system utilizes mobile devices with GPS capabilities that are supplied to each Medicaid beneficiary/consumer who is receiving home health or personal care services. While the devices are assigned to a specific Medicaid beneficiary, the responsibility of recording EVV data is the responsibility of the I-DD agency providing the services, not the beneficiary receiving a service. Note, only independent providers are required to use the Sandata devices.

The new EVV system will not replace the existing Ohio Medicaid Billing System (MBS). Claims will continue to be submitted through the MBS. However, if a waiver provider agency fails to use an EVV system to document their visits, Ohio Medicaid will not reimburse them for their services. Furthermore, Medicaid Waiver Providers who consistently fail to use EVV may lose their certification and Medicaid provider agreements.

Providers of Phase 2 Services in Ohio:

There have been regular updates from the ODM and DODD on EVV implementation information. Phase 2 service providers include Managed Care Organizations, Department of Development Disabilities, the Ohio Department of Aging and Group Visits from Phase 1.

Phase 2 services encompass all other Medicaid home health and personal care services, including 15-minute unit-based homemaker/personal care as well as nursing services. The training for Phase 2 service providers who are using the Sandata EVV system started in May 2019. By August, 5th 2019, all Waiver providers of Phase 2 services are expected to use an EVV system, either through an alternate vendor or Sandata. The state of Ohio expects all providers to be in EVV compliance by August of 2019.

However, claims that are submitted for payment for providing relevant services, even without an EVV time punch, will still be paid. The state has said that they will eventually deny claims that do not have the corresponding electronic visit verification.

However, a date for denial of claims without corresponding electronic visit verification has not been set by the Ohio Department of Medicaid. Please check back in the future for updates on this topic. 

Benefits of eWebSchedule:

EWebSchedule is introducing an Alternate Electronic Visit Verification (EVV) Data Collection System specifically for the needs of Ohio Waiver Provider Agencies who deliver services to individuals with developmental disabilities. This will seamlessly integrate with our current workforce management software.

There is no software to install when using eWebSchedule. Agencies can access the application through any web browser on a computer with an internet connection. No technical services are required to implement or maintain eWebSchedule. This allows I-DD agencies to focus on their consumers, and not excessive paperwork.

EWebSchedule is web-based so it works with the latest version of the most popular internet browsers:  Google Chrome, Apple Safari, Microsoft Edge and Mozilla Firefox. The application runs smoothly on the most popular operating systems (OS) including Windows, OS and Linux.

Quickly spot scheduled overtime and correct it before the schedule is shared. Real-time updates allow supervisors to identify direct care workers who are available to fill an unexpected vacancy. For employees, eWebschedule allows them to request time off, swap a shift or clock in. In fact, they can do this in a manner of seconds.

  • EVV feature allows staff to punch in and punch out from shifts.
  • Effortless and open communication between you and your staff.
  • Gain more control of your shift schedules and payroll expenses.
  • Employees are aware of available shift openings and updates.

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.

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.

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.

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