Pursuant to Section 1903 of the Social Security Act (42 U.S.C. 1396b), also known as the 21st Century Cures Act, in order to prevent a reduction in the Federal Medical Assistance Percentage (FMAP), AHCCCS is mandated to implement Electronic Visit Verification (EVV) for non-skilled in-home services (attendant care, personal care, homemaker, habilitation, respite) and for in-home skilled nursing services (home health.) AHCCCS is mandating EVV for personal care and home health services beginning January 1, 2021.
*AHCCCS has received a one year approval to implement by January 1st, 2021.
The EVV system, must at a minimum, electronically verify the:
What Stays the Same | What Will Change |
---|---|
Members have choice of provider | Paper timesheet will be eliminated |
Availability of services | EVV devices will be used to verify service delivery |
Members have choice of individual direct care worker | How member/representative signature is collected |
How services are provided | Verification will be required by member/representative at the end of every visit/shift |
Where services are provided |
Originally, AHCCCS was required to start EVV by January 1, 2020. The timeline is in the federal regulation and is the timeline for AHCCCS to comply without incurring penalties. AHCCCS sets the compliance timeline for providers. On November 27, 2019 AHCCCS submitted a request and justification to the Centers for Medicare and Medicaid Services (CMS) to extend the timeline for compliance. A copy of the request can be found here:
On December 5, 2019, CMS approved AHCCCS’ request to extend the timeline for compliance through December 31, 2020. A copy of the approval letter can be found here:
AHCCCS will be providing a series of FAQs to help provide information on EVV including new information or updates on the timeline, outreach, training and basics on how the system will function. If you have a question that you would like to see in a future FAQ installment, please email it to evv@azahcccs.gov.
As of January 1, 2021 and in response to a federal mandate known as the 21st Century Cures Act, the AHCCCS program will begin using an Electronic Visit Verification (EVV) system for selected home and community-based services. The legislation outlines key data points that must be collected and electronically verified, but states create their own systems and decide how to gather and report data, as well as whether to include additional compliance rules.
AHCCCS is using EVV to help ensure, track and monitor timely service delivery and access to care for members. This means AHCCCS wants to use EVV to make sure members get the service that they need when they need them. AHCCCS’ contracted vendor, Sandata Technologies LLC, will deliver the EVV system and associated devices, as well as provider system orientation and training to providers.
Many agency providers will use the EVV system provided by Sandata. However, some agency providers may choose to use an alternate EVV system, which is permissible if they meet the business requirements and alternate data collection specifications found in the following documents:
AHCCCS and the Sandata technical team hosted a webinar on November 10, 2022 to answer questions about technical specifications and the associated business requirements.
A recording of the alternate vendor webinar can be found on the AHCCCS YouTube channel.
AHCCCS also created the following document based on the common questions and themes brought up during the Alternate EVV webinar that were policy related.
Alt EVV Webinar Policy Questions Follow Up
For initial Sandata Aggregator account access, your agency must have an EVV Contact on file. Please use the directions below to add your EVV Contact. You can also use this process if you need to update your EVV Contact.
EVV Contact and UpdateList of Alternate EVV Vendors who have passed interface testing with Sandata
This information does not serve as an endorsement of any vendor. It is incumbent upon providers to exercise their own due diligence when making business decisions regarding a vendor choice for EVV.
Abrio
AlayaCare
Alora
Aquila Software
Arizona Cares
Axiscare
Aveanna
Axxess
Bayada
Billiyo
Brightstar Care
Caresmartz360
CareTime
Carevoyant
Cell Trak
CompliaHealth
Continulink
Credible
Datasoft Logic
DCI
DD Reports
Desert Labs Studio
Falkondata
Generations
Good Neighbor
Intellisight Technology Inc
iTherapy
Kaleida
Kantime
Matrixcare
Matrixcare Home and Hospice
Maxim
Medflyt
MITC
MyEZcare
NetSmart
PSNET
Rethink Behavioral Health
Rosemark
Sevita Health The Mentor Network
Solana
Spokechoice
Swyft ops
Therap
Vichra/vtrack
VSS Technologies
Wellsky
Winsolutions/DD Reports/Autovisit/SpokeChoice
The AHCCCS Service Confirmation Portal will be required to be used by providers when providing an EVV service that does not require prior authorization by a health plan.
NOTE: If you are contracted to provide the same service for multiple health plans, you may have to adhere to different requirements and processes depending on the prior authorization requirements for each health plan. For example,
If a service subject to EVV already requires prior authorization by a health plan, there is no change to that health plan’s process. Providers are advised to continue to follow the specific prior authorization requirements and processes for the health plan.
If a service subject to EVV does not require prior authorization by the health plan, providers will use the AHCCCS Service Confirmation Portal to notify the health plan of their intention to provide a new service or continue providing an existing service.
The AHCCCS Service Confirmation Portal may be access via the AHCCCS Online Portal.
AHCCCS held training sessions in November 2020 on the requirements for use of the AHCCCS Service Confirmation Portal. The following are technical assistance resources made available to providers.
Please contact the Sandata Customer Care at 855-928-1140 for any technical support for the system including, but not limited to:
Missing Members and Authorizations
Your members will show up in your agency account when they are tied to a prior authorization from the Health Plan or when you have entered information into the AHCCCS EVV Service Confirmation Portal that links you as the provider for a member.
If you are missing members or authorizations, please use the Missing Authorization and Member Checklist below to research and determine what steps should be taken.
For initial account access, your agency must have an EVV Contact on file. Please use the directions below to add your EVV Contact. You can also use this process if you need to update your EVV Contact.
EVV Contact and UpdateDevice Recovery Policy
As a condition of using AHCCCS supplied devices at no cost, providers will be responsible for appropriately managing devices in accordance with the guidelines outlined in the Device Recovery Policy.
Call Reference Guides (CRGs)
These call reference guides are specific to the Sandata EVV System. The guides outline the step-by-step instructions for caregivers when logging in and out using a device.
Please note that the Welcome Kit comes with the CRGs populated with the agency-specific phone numbers and account numbers. These are generic documents and will not have that information populated.
Documents Referenced in the CRGs.
Quick Tips
The AHCCCS Medical Policy Manual (AMPM) Electronic Visit Verification policy (540) is now available.
The links to the AMPM Electronic Visit Verification policy 540 are below along with an explanation of the intended use for each attachment:
Subscribe to the HCBS email notification list to receive updates on the EVV initiative, including outreach and traning information. Click this button to subscribe:
AHCCCS is using EVV to help ensure, track and monitor timely service delivery and access to care for members. We are also using EVV to help reduce provider administrative burden associated with scheduling and hard copy timesheet processing. Below are the provide types, services and places of services subject to EVV:
If you are in the process of becoming a new provider or you are an existing provider that that is going to provide EVV services, the information in the documents below will help you in preparing to comply with the EVV mandate:
AHCCCS will provide funding for the development and initial implementation of the statewide EVV system and additional funding options are currently being explored to compensate for ongoing vendor maintenance costs (e.g. devices and transaction fees) of the statewide EVV vendor for Medicaid members receiving services subject to EVV. Funding considerations include financial constraints, administrative and programmatic costs and provider assurances of cost neutrality.
Additional information can be found in the EVV System Model Design document.
AHCCCS has created a Constant Contact email notification list to communicate updates on recent developments for initiatives such as the EVV initiative. AHCCCS encourages anyone (members, families, advocates, service providers, etc.) interested in the EVV initiative, such as outreach and training information, to sign up to receive communication directly from AHCCCS. To subscribe, click on the sign up button below:
AHCCCS recognizes the importance of sharing timely information about the EVV initiative, and our goal is to post material and communicate developments on an ongoing basis. In an effort to keep the public informed about the EVV design and implementation process, AHCCCS has posted extensive information on its website. This information includes updates along with information that has not been finalized and is subject to change. In the near future, AHCCCS intends to issue formal guidance regarding EVV. To sign up to receive these communications, click on the Stay Informed tab. Providers are encouraged to evaluate all relevant information, including the formal guidance, before making business decisions regarding the EVV initiative.
Persons with a disability may request a reasonable accommodation, such as materials in large print or other alternate formats, by contacting evv@azahcccs.gov. Requests should be made as early as possible to allow time to arrange the accommodation.
If you have additional questions, please send them to evv@azahcccs.gov.