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Electronic Visit Verification (EVV) tracks and monitors timely service delivery and access to care for members. EVV applies to all providers of these services, including paid family direct care workers. EVV is a federal requirement and is a mandatory program. All individuals who receive services from Pennsylvania Department of Human Services (DHS) must participate.
The services impacted are:
Important Websites
Provider Best Practices
Identify team member(s) responsible for EVV visit maintenance
Log in to your aggregator portal daily
View EVV visits and aggregation status in the aggregator portal
Triage EVV errors with your state and/or aggregator as a first point of contact
Review DCI EVV Aggregation reports that are emailed to you daily
Perform visit maintenance in DCI to correct visit errors
Review all six required aggregation requirements
Type of service performed
Individual receiving the service
Date of the service
Location of the service
Individual providing the service
Time the service begins and ends
Create, maintain and verify EVV Locations for clients (members)
Review Social Security ID is required and the toggle button is selected Yes for “Allow SSN Retrieval” on the employee profile
If the error in DCI can not be resolved independently, submit a help desk ticket (Zendesk) for DCI
If you have not already started, please begin these activities. Please be advised the aggregator portal is the source of truth for whether a visit is accepted or rejected.
Additional Pennsylvania EVV Aggregation Requirements:
EVV Locations
EVV locations are a required aggregation element for TMHP. In DCI, clients (members) can have multiple EVV Locations created for their profile and available for employees to select at the time of clock in and clock out via the mobile app or web portal. View the EVV Locations article in the DCI help center for information on how to create and manage DCI. Allowable EVV Locations (service locations) for TMHP are as follows: Member Home, Community, Family Home, and Neighbor Home.
Common EVV Aggregation Failure Results
Failure Reason | Sandata Field | DCI Field | Reasons why aggregation is failing | Steps to Update/Correct |
---|
Employee SSN Failed | EmployeeIdentifier | Employee Profile: SSN & Verify SSN > needs to be entered Allow SSN Retrieval > Select Yes | - Short version (4 digits) of SSN is being aggregated - full SSN required
- Employee SSN is not entered into DCI
| - Log in to DCI
- Click Home on the main menu
- Click Employees on the sub menu
- Use the filter to search for the employee, select the employee by clicking anywhere on the line in the table
- Click the Actions button
- Click Edit Employee in the Actions dropdown
- The Edit Employee form wizard will open
- On the Basic Demographics tab verify/update the following fields
- SSN and Verify SSN - enter SSN for employee
- Allow SSN Retrieval - select Yes
- Click Save
- Click Yes in the confirmation alert window
|
Procedure Code Failed | ProcedureCode | Service Code: Default HCPCS Code | - Missing default HCPCS code
- Default HCPCS code incorrect
| - Log in to DCI
- Click Settings on the main menu
- Click Funding on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Scroll down and select the Service Code tab
- Select the Service Code with the error from the table
- Click the Actions button
- Click Edit Service Code in the Actions dropdown
- The Edit Service Code form wizard will open
- Update the Default HCPCS Code field
- Click Save
- Click Yes in the confirmation alert window
|
Client Address Value or Format Failed | ClientAddressLine1 | Client Profile: Address | - Client address value incorrect (length should be between 1-30)
- Client address format incorrect (can not contain special characters)
| - Log in to DCI
- Click Home on the main menu
- Click Clients on the sub menu
- Use the filter to search for the client, select the client by clicking anywhere on the line in the table
- Click the Actions button
- Click Edit Client in the Actions dropdown
- The Edit Client form wizard will open
- On the Basic Demographics tab verify/update the following fields
- Address
- Click Save
- Click Yes in the confirmation alert window
|
Reason Code Missing (can't be null) | ChangeReasonMemo | Funding Source: Require Reason Code for Manual Entries > Select Yes
| - Reason code required for manual entries setting on the funding source needs to be turned on
| Require Reason Codes for Manual Entries - Log in to DCI
- Click Settings on the main menu
- Click Funding Source on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Click the Actions button
- Click Edit Funding Source in the Actions dropdown
- The Edit Funding Source form wizard will open
- Update the Require Reason Code for Manual Entries field to Yes
- Click Save
- Click Yes in the confirmation alert window
|
Reason Code Memo Needed (can't be null) | ChangeReasonMemo | Reason Code: Requires Free Text Note > Select Yes | - Free text note needs to be entered and required for specific reason codes
| Add Reason Code and Require Free Text Note - Log in to DCI
- Click Settings on the main menu
- Click Funding Source on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Click the Actions button
- Click Add Reason Code in the Actions dropdown
- Fill out the Reason Code form wizard
- Select Yes for the field Requires Free Text Note
- Click Save
- Click Yes in the confirmation alert window
Edit Reason Code and Require Free Text Note - Log in to DCI
- Click Settings on the main menu
- Click Funding Source on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Scroll down and select the Reason Codes tab
- Select the Reason Code from the table
- Click the Actions button
- Click Edit Reason Code in the Actions dropdown
- The Edit Reason Code form wizard will open
- Update the Requires Free Text Note field to Yes
- Click Save
- Click Yes in the confirmation alert window
|
Live In Caregiver | N/A | Employee Service Account: Relationship Type > Select Live In Caregiver from the dropdown | - The relationship type live in caregiver is not selected
| - Log in to DCI
- Click Home on the main menu
- Click Employees on the sub menu
- Use the filter to search for the employee, select the employee by clicking anywhere on the line in the table
- Scroll down and select the Accounts tab
- Select the Account from the table
- Click the Actions button
- Click Edit Service Account in the Actions dropdown
- The Edit Service Account form wizard will open
- Verify/update the Relationship Type field to Live In Caregiver by selecting it from the dropdown
- Click Save
- Click Yes in the confirmation alert window
|