DHS Sandata Electronic Visit Verification (EVV) Training

1. DHS Sandata Electronic Visit Verification (EVV) Training • Pennsylvania Department of Human Services

2. Welcome to the Electronic Visit Verification(EVV) Training! • The webinar begins approximately 5 minutes after the start time. This allows everyone to get connected for training. • For audio, make sure you call in per the event instructions • Dial any one of these numbers • Enter the Webinar Number [xxxxxxxx] • If prompted for an Attendee ID, press # • Each participant is placed on mute upon entry, so that everyone can hear the instructor • If you’re having connectivity issues, for assistance, call EVV Support at 800-248-2152

3. Welcome to the Electronic Visit Verification(EVV) Training! • All questions are answered at the end of the webinar. Please use the Q&A option in the toolbar to ask questions that come up during training. • Please visit [URL]to download a copy of your training manual. You can follow along in your training manual during the training.

4. For easier viewing • Click Enter Full Screen in the webinar window to make the presentation larger on your screen. • To get back to the window where the Chat box displays, hover over the top middle of your screen to see the Webinar bar, click View Options and click Exit Full Screen

5. EVV, the future is today!

6. Overall Objectives • Learn to: • Navigate DHS Sandata EVV • Use the Security module to create and modify users • Use Data Entry to add and modify employees • Use Sandata Mobile Connect and Telephonic Visit Verification • View and resolve visit exceptions • Run Daily and Date Range Reports • And be ready for the: • Soft Launch October through December 31, 2019 • CMS Mandate January 1, 2020

7. Housekeeping • Training Attendance Sign-In • Pagers and Cell Phones on Silent or Vibrate • Distinct Break Times • Facility – Restrooms, Other Amenities • Drinks Must Have Lids

8. Questions • Understanding Our Question Process: • Ask questions • Unanswered Program questions • SurveyMonkey • RA-PWEVVNOTICE@pa.gov • Post Training questions • Program Support RA-PWEVVNOTICE@pa.gov • EVV Support 800-248-2152 or papac1@dxc.com

9. Program Overview • Congress established a January 1ST, 2020 requirement for all states to use an EVV system for personal care services funded by Medicaid, in accordance with the 21st Century Cures Act. • States that do not comply with the 21st Century Cures Act will have their Federal Medical Assistance percentage (FMAP) reduced • EVV is an electronic system that verifies when provider visits occur and documents the precise time services begin and end. • EVV must be implemented for personal care services funded by Medicaid by January 1, 2020 • EVV must be implemented for home health care services by January 1, 2023

10. Program Objectives • Soft Launch Begins in October • PA-DHS is implementing a Soft Launch to allow providers to use the system, without impact to claim payments for missing EVV data. • Ability to use EVV without interruption to payments for missing EVV data • Informational edits provided on EOB to alert billers to items that would be denied when the mandate takes affect January 1, 2020 • EVV Mandate January 1, 2020 • Required use of EVV for Medicaid funded personal care services

11. Personal Care Services (PCS) • Consists of services supporting Activities of Daily Living (ADL), such as movement, bathing, dressing, toileting, transferring, and personal hygiene • Offers support for Instrumental Activities of Daily Living (IADL), such as meal preparation, money management, shopping, and telephone use

12. Personal Care Services (PCS) • Office of Long-Term Living (OLTL) Waivers (Includes Agency and Participant-Directed Services) • Personal Assistance Services • Respite (unlicensed settings only) • Participant-Directed Community Supports

13. Personal Care Services (PCS) • Office of Developmental Programs (ODP) Consolidated, Person/Family Directed Support Waiver (P/FDS), and Community Living Waivers, and Intellectual Disabilities/Autism (ID/A) Base Services (Includes Agency and Participant-Directed Services) • Companion • In-Home and Community Support • Respite (unlicensed setting only) • Homemaker/Chore (chore portion NOT included) Adult Autism Waiver • Community Support • Respite (unlicensed settings only)

14. What is Electronic Visit Verification? • Electronic Visit Verification (EVV) is an in-home visit verification system that documents the delivery of home -based services to ensure an individual’s quality of care. • The DHS Sandata EVV solution is provided at no cost to the providers and includes: • Electronic Visit Verification (Mobile and Telephony) • Records time and services • Santrax EVV for Providers (Web Portal) • View and manage visit times and services • Scheduling and Billing modules (Optional) • Schedule and route staff to deliver care as needed. Features include matching schedules to authorizations to ensure care is delivered accordance with the care plan • Billing ensures only claims that are properly verified are submitted for payment

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16. Next Steps – Welcome Kit • Welcome Kit • Sent to the first person from the agency who completes training • Admin for multiple agencies, send access request to RA-PWEVVNOTICE@pa.gov • Contains: • Welcome Letter with agency STX account • Credentials: username and temporary password with administrator role/access • Call Reference Guides with Agency STX account and dedicated toll-free number to perform Telephonic Visit Verification • Non-Group Visits • Group Visits • Service Code List • Codes for Services to be entered when using Telephony

17. Next Steps- Credentials • Sample Welcome Letter with information to get started • Credentials • Telephony Phone Numbers • Helpful links and available resources

18. Next Steps- Call Reference Guide • Populated with Agency STX Account Number and two toll-free phone numbers • Place to write Caregiver’s Santrax ID • Tri-fold layout • Distribute to Caregiver staff

19. Next Steps- Service List • Populated with Agency STX Account Number • Place to write Caregiver’s Santrax ID • Service codes to use with TVV • Distribute to Caregiver staff

20. Next Steps - Soft Launch! • Set-up DHS Sandata EVV • Enter agency administration staff as Users • Enter Direct Care Givers as Employees • Train agency staff on the functionality applicable to their role • Leverage Participant Guide, On-line Help, Self-paced training • Train Direct Care Givers on Sandata Mobile Connect • Make sure the correct app is downloaded • Temporary password received and security questions are answered • Validate they are able to log in successfully with new password • Train Direct Care Givers on Telephony Visit Verification • Supply them with Santrax ID, Call Reference Guides, Service List and Client IDs

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22. https://www.surveymonkey.com/r/PAEVV Your feedback is greatly appreciated!

23. Program Support RA-PWEVVNOTICE@pa.govEVV Support Call 800-248-2152 Email: papac1@dxc.com