Electronic Visit Verification (EVV) Website
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:
- Type of service performed
- Individual receiving the service
- Date of the service
- Location of service delivery
- Individual providing the service
- Time the service begins and ends
|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:
EVV Quick Reminders Updated March 15, 2023
General Resources and Frequently Asked Questions Updated May 19, 2023
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 email@example.com.
- Contingency Planning FAQ – January 2023
- Designee FAQ – December 2022
- EVV Hard Claim Edit Notice
- EVV Hard Claims Edit Notice – January 2023 Extension
- Sandata EVV Workflow
- Alternate Vendor EVV Workflow
- EVV FAQ Update – May 2020
- Required Use of DCWs SSN FAQ – October 2020
- Live-in Caregiver FAQ – October 2020
- Billing FAQ – May 2023
- Provider Device FAQ – December 2020
- Member Device FAQ – December 2020
- Scheduling FAQ – November 2022
- EVV Billing Checklist - August 2022
- Visit Maintenance and Documentation FAQ – October 2022
Alternate EVV System Requirements and Technical Specifications Updated November 18, 2022
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:
- Open Letter to Providers Seeking to Use an Alternate EVV Vendor (Updated August 2020)
- Alternate EVV Process Overview and Timeline
- Business Requirements for Alternate EVV Data Collection Components(Updated October 2022)
- Generic Alternate EVV Specification
- Alternate Data Collection Systems Interface Technical Specifications (Updated Version 1.15)
- Sandata Aggregator Information
Technical Specification Webinar
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.
Adding or Updating Your EVV Contact
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 Update
List 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.
Delta Health Technologies
Desert Labs Studio
Direct Care Innovations
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.
Sandata EVV System Resources and Technical Assistance Updated March 15, 2023
Please contact the Sandata Customer Care at 855-928-1140 for any technical support for the system including, but not limited to:
- Accessing training
- Finding your welcome kit
- Changing your EVV Contact
- Importing your employees
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.
Adding or Updating Your EVV Contact
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 Update
Device 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.
- Telephony CRG - Step by step guide for using the member’s phone to record the visit visit (Updated December 2020)
- Group Visit CRG - Step by Step guide for using telephony to capture group visits visit (Updated December 2020)
- Mobile Device CRG - Step by step guide for using the Sandata mobile application
- Paper Timesheet FVV CRG - Step by step guide for using a Paper Timesheet with a fixed visit verification (FVV) 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.
- Providers with 80 or more employees may submit a file for a one-time, bulk upload of their employees into the system. Providers are encouraged to prepare the file so when system credentials are released, they are in a position to complete this step without further delay.
EVV Policy Updated February 3, 2021
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:
- AMPM Policy 540 – Electronic Visit Verification
- AMPM Policy 540 -Attachment A – EVV Designee Attestation
- AMPM Policy 540 – Attachment B – Paper Timesheet Attestation
- AMPM Policy 540 – Attachment C – AHCCCS EVV Paper Timesheet
- AMPM Policy 540 – Attachment D – EVV Member Contingency Back Up Plan
- Designee Attestation:
Provider agencies must use the standardized AHCCCS form to discuss with the member or Health Care Decision Maker when appointing an individual (Designee) to verify service delivery on behalf of the member. This is only required if the member does not want to or is unable to verify service delivery. The Designee must be of a suitable age, to have the verification responsibility. The member or Health Care Decision Maker must use the standardized AHCCCS attestation form to stipulate that they have communicated the requirements of the verification responsibility to the person(s) to whom they are delegating the verification responsibility. At a minimum, the form must be reviewed by the provider agency with the member/Health Care Decision Maker and signed on an annual basis. The EVV System must record the “Designees” and only allow those individuals to verify service delivery on behalf of the member. The Designee is prohibited from also serving as the paid Direct Care Worker.
- Paper Timesheet Attestation:
The use of paper timesheets is allowable when limited to the following circumstances and when used in conjunction with a device that can independently verify the date/time of the service:
- Individuals for whom both the DCW and the member live in geographic areas with limited, intermittent or no landline, cell, and internet service.
- Individuals for whom the use of electronic devices would cause adverse physical or behavioral health side effects/symptoms
- Individuals electing not to use other visit verification modalities on the basis of moral or religious grounds
- Individuals with a live-in DCW or DCW accessible on-site 24 hours and for whom the use of other visit verification modalities would be burdensome
- Individuals who need to have their address and location information protected for a documented safety concern (i.e. witness protection or domestic violence victim ).
The member/designee and provider agency are required to sign a standardized AHCCCS attestation statement to document the allowance for the use of paper timesheets.
- We are using EVV to make sure that you get the services that you need when you need them. These services may be provided by different provider agencies, including:
- Attendant Care, Personal Care, and Homemaker
- Companion Care
- Home Health
- Skills Training and Development
- We are configuring the system to fit all types of lifestyles including whether or not you mostly stay at home or you are out in the community when you get your services.
- We are designing the system to support how you manage your care including scheduling your services and monitoring your service hours.
- You will have the option to choose which device is used to verify that you have received a service.
- Your provider agency has the choice to use AHCCCS’ EVV System or use an alternate EVV system approved by AHCCCS.
- Additional information can be found in the EVV System Model Design document.
Subscribe to the HCBS email notification list to receive updates on the EVV initiative, including outreach and traning information. Click this button to subscribe:
Information for Providers and MCOs Updated March 15, 2023
Providers and Services Subject to EVV
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:
- We are employing the system as an Open Vendor Model with one statewide EVV contractor. AHCCCS has chosen Sandata Technologies as the statewide contractor.
- Providers and Managed Care Organizations (MCOs) will be able to continue to use existing EVV systems or choose an alternate EVV vendor. If a provider is interested in using an alternate EVV vendor, please refer to the tab entitled “Alternate EVV System Requirements and Technical Specifications.”
New 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:
Funding for EVV
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.
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