WEBVTT 1 "" (0) 00:00:00.000 --> 00:00:03.864 Okay. 2 "Emily Brigman" (2474589952) 00:00:03.864 --> 00:00:23.809 I wanted to do a quick reminder of HFS EVV resources. We have an HFS EVV website. You could find it by simply googling HFS EVV. However, there will be a hyperlink to our website in the powerpoint slides that are uploaded. 3 "Emily Brigman" (2474589952) 00:00:23.809 --> 00:00:54.470 Loaded to our website. If you are attending this meeting today, you will receive an email once these presentation materials are uploaded to our website. We also have HFS provider notices. We understand there is a concern regarding lack of an EVV category for HFS provider notices, and have communicated that to HFS leadership in the hopes that an EVV category can be added. 4 "Emily Brigman" (2474589952) 00:00:54.470 --> 00:01:14.470 In the meantime, we encourage providers to sign up for home health and waiver categories for EBV or EVV updates. We also have a dedicated email address for state plan home health care providers to submit concerns and inquiries. 5 "Emily Brigman" (2474589952) 00:01:14.470 --> 00:01:34.470 In a moment I'm going to go through additional resources that include EVV email addresses for home and community based waiver operating agencies. If, you have a concern that is technical in nature, you are. 6 "Emily Brigman" (2474589952) 00:01:34.470 --> 00:01:48.870 Welcome to email the HFS.EVV@Illinois.gov email address. However, we require some additional information in order to escalate those concerns, which I will go through momentarily. 7 "Emily Brigman" (2474589952) 00:01:48.870 --> 00:02:08.870 Additional state EVV resources. All of our operating agencies with providers who are subject to EVV requirements do have dedicated email inboxes. If your inquiry is specific to implementation. 8 "Emily Brigman" (2474589952) 00:02:08.870 --> 00:02:28.870 Timelines or questions regarding policy, we recommend that you outreach your, your payer. So e.g., if you are working for a DDD customer that you communicate your inquiry to ddd's EBV inbox, you may also. 9 "Emily Brigman" (2474589952) 00:02:28.870 --> 00:02:41.880 Find implementation timelines on our public facing HFS EVV website and we are going to go through those again today. 10 "Emily Brigman" (2474589952) 00:02:41.880 --> 00:03:01.880 When you have an unresolved concern that has been submitted to HHA Exchange's client support portal without resolution, we are well, we welcome you to submit those concerns to HFS.EVV@Illinois.gov. However, please include your provider agency name. 11 "Emily Brigman" (2474589952) 00:03:01.880 --> 00:03:21.880 Your tax identification number and the latest ticket ticket number that was assigned once you submitted your concern or inquiry to the HHA exchange client support portal. On the HFS side, we, we are not well versed in the technical components, so we. 12 "Emily Brigman" (2474589952) 00:03:21.880 --> 00:03:41.880 We need to escalate those concerns to the HHA Exchange project management staff assigned for implementation in Illinois. Knowing what your tax identification number and your latest ticket number is helps those folks investigate the concern and follow up prompt. 13 "Emily Brigman" (2474589952) 00:03:41.880 --> 00:03:47.160 Follow up promptly. 14 "Emily Brigman" (2474589952) 00:03:47.160 --> 00:04:07.160 A recap of what we went through in our last town hall meeting. Some of these items have been covered throughout every EVV presentation, and the reason for that is we continue to receive similar inquiries either through the EVV town hall webinar registration process or at HFS dot. 15 "Emily Brigman" (2474589952) 00:04:07.160 --> 00:04:30.110 EVV@Illinois.gov. Last town hall webinar, we talked about, requirement or a looming requirement for provider agencies to track caregivers by full social security number. Since the last EVV town hall webinar, a provider notice was released regarding that requirement. That included a deadline. 16 "Emily Brigman" (2474589952) 00:04:30.110 --> 00:04:50.110 Line of 17 October 2024, to begin tracking caregivers by full social security numbers. We of course encourage provider agencies to work to track sooner than the deadline. If you have questions regarding the tracking process, please know we're going to talk. 17 "Emily Brigman" (2474589952) 00:04:50.110 --> 00:05:10.049 Further about the requirement to track full social security number. We will address privacy concerns that have come into the state as well as concerns regarding transmitting that information from a 3rd party EVV vendor to HHA exchange. 18 "Emily Brigman" (2474589952) 00:05:10.049 --> 00:05:29.459 In addition to a provider notice regarding the full social security number tracking requirement, we also released a provider notice regarding delay of EVV implementation for Illinois Department on aging, in home providers or homemaker agencies. 19 "Emily Brigman" (2474589952) 00:05:29.459 --> 00:05:49.459 Providers. We will briefly address that again today. Please note that a new date for implementation has not been identified yet. Once it is, it will be relayed to impacted providers by both Illinois Department on aging as well as HFS. 20 "Emily Brigman" (2474589952) 00:05:49.459 --> 00:05:51.929 Okay. 21 "Emily Brigman" (2474589952) 00:05:51.929 --> 00:06:11.929 In previous webinars, we have gone over GPS tolerance range that was recently updated ahead of the last webinar to 500 ft. Decree is going to address some follow up questions that came in regarding GPS. I believe at the end of this presentation there is a specific. 22 "Emily Brigman" (2474589952) 00:06:11.929 --> 00:06:31.929 Specific question regarding, caregivers logging in and continuing to show up as out of range. We are going to go over again authorizations as well as provider driven placements and in addition to state EVV resources, those resources provided by HH. 23 "Emily Brigman" (2474589952) 00:06:31.929 --> 00:06:40.979 They exchange, some of which are, are, are more recent than others. 24 "Emily Brigman" (2474589952) 00:06:40.979 --> 00:07:00.979 We've had some inquiries throughout, EVV implementation regarding managed care organizations. More recently, HHA Exchange added managed care organization payer portals within HHA exchange. There were some home. 25 "Emily Brigman" (2474589952) 00:07:00.979 --> 00:07:29.419 Health providers who experienced rejections or visit rejections because the MCO payer portals had not been built yet. There was also some confusion over MCO payer portal names or ids. Those payer portals for managed care organizations who serve both health choice, Illinois or Straight Medicaid and. 26 "Emily Brigman" (2474589952) 00:07:29.419 --> 00:07:57.919 And MMI MMA I or those folks who are dual eligible, all but Aetna have the same portal name or ID. So e.g., you'll see on the list blue Cross blue Shield, ID is BCC CI, and that covers both the health choice, Illinois and MMA I population. We are aware of, the EDI specification. 27 "Emily Brigman" (2474589952) 00:07:57.919 --> 00:08:17.919 Document which is available on HHA Exchange's Illinois Information page, not having updated names for those portals as and ids. Please know that HHA Exchange is working on updating that EDI specification document. 28 "Emily Brigman" (2474589952) 00:08:17.919 --> 00:08:39.929 To reflect that all but the two separate Aetna portals cover if the plan covers both MMA I and healthchoice, Illinois, that that specific portal covers both. You do not need to pay extra to submit visits that are billed to an MMA I MCO. 29 "Emily Brigman" (2474589952) 00:08:39.929 --> 00:08:59.929 There's NO contract requirement for that. We've also fielded some inquiries, mostly from, vendor representatives or 3rd party vendor representatives regarding. 30 "Emily Brigman" (2474589952) 00:08:59.929 --> 00:09:21.079 When are mcos paying for services? So we wanted to go into that this morning. We understand that providers, the bulk of providers may already be aware of this for, but this is really for the benefit of the 3rd party. 31 "Emily Brigman" (2474589952) 00:09:21.079 --> 00:09:44.549 30 vendors that providers are working with to transmit visit data to HHA exchange. In Illinois, managed care organizations only manage home and community based waiver services for the elderly waiver, which is operated by Illinois Department on aging, as well as the three. 32 "Emily Brigman" (2474589952) 00:09:44.549 --> 00:10:00.929 Home and community based waivers overseen by the Department of Human Services Division of Rehabilitation Services. And those include the brain injury waiver, the HIV aids waiver, and the persons with disabilities waiver. 33 "Emily Brigman" (2474589952) 00:10:00.929 --> 00:10:20.929 Mcos also cover the medical portion for people in Illinois who are straight Medicaid eligible or dual eligible, meaning eligible for Medicare and Medicaid. When it comes to waiver services, the managed care. 34 "Emily Brigman" (2474589952) 00:10:20.929 --> 00:10:40.929 Their organizations only pay directly for agency level services. So that includes homemaker agencies for both the elderly waiver and all three of the doors waivers or in home provider services, and home health care services under all three. 35 "Emily Brigman" (2474589952) 00:10:40.929 --> 00:11:00.929 DRS waivers. The managed care organizations only pay for home health care services on the DRS waivers if, coverage has run out through the, through the medical component, and there is a physician or a medical practitioner or. 36 "Emily Brigman" (2474589952) 00:11:00.929 --> 00:11:28.219 For those services. So if there is a denial by primary coverage, then, and a recommendation for continued home health services, that can be picked up under the doors waivers. Mcos, again, also pay for state plan Medicaid funded, home health care services for individuals enrolled in the health. 37 "Emily Brigman" (2474589952) 00:11:28.219 --> 00:11:54.649 Voice Illinois managed Care Program or the Medicare and Medicaid Alignment Initiative, managed Care Program that includes folks who are dual eligible. Tracking location, I think I lied, but Decreen may go into this as well during her presentation. We again. 38 "Emily Brigman" (2474589952) 00:11:54.649 --> 00:12:12.359 Expanded the tolerance range from 300 to 500 ft recently. That was because of caregivers showing up out of out of range when primarily serving customers or members who reside in apartment building settings. 39 "Emily Brigman" (2474589952) 00:12:12.359 --> 00:12:29.309 If a caregiver continues to show up as out of range, the recommendation from HHA Exchange is to ensure that the caregiver is allowing precise location within the. 40 "Emily Brigman" (2474589952) 00:12:29.309 --> 00:12:49.309 HHA exchange mobile application. If precise location is enabled and the caregiver is still showing up as out of range or miles away from the customer's residents, HHA exchange recommends taking a screenshot and submitting that. 41 "Emily Brigman" (2474589952) 00:12:49.309 --> 00:12:58.019 Two HHA exchange by way of their client support portal. 42 "Emily Brigman" (2474589952) 00:12:58.019 --> 00:13:17.759 We had an inquiry during the last EDV town hall meeting regarding what time format should 3rd party vendors use, and that is outlined within the HHA exchange EDI specification doc document times are expected in UTC. 43 "Emily Brigman" (2474589952) 00:13:17.759 --> 00:13:37.259 There was a question regarding HHA exchange acquis acquisition of generations EVV software, and a follow up question regarding elimination of fees for provider agencies who have, who have elected to use the free. 44 "Emily Brigman" (2474589952) 00:13:37.259 --> 00:13:53.459 HHA exchange option in Illinois. Our understanding from HHA Exchange who may address this a little further later on in the presentation this morning, is that those two software offer offerings remain separate. 45 "Emily Brigman" (2474589952) 00:13:53.459 --> 00:14:13.459 There's separate contractual engagements. However, if you are a provider agency using generations who wants to switch to the free option, you're welcome to do so. If you have questions regarding that transition, I would recommend 1st referring to, previous. 46 "Emily Brigman" (2474589952) 00:14:13.459 --> 00:14:29.429 Town hall materials as that transition process was outlined. And you can also outreach HHA exchange by way of their client support portal. 47 "Emily Brigman" (2474589952) 00:14:29.429 --> 00:14:49.429 Just a reminder, of previous implementation timelines within Illinois, we know that Illinois Departmental and Aging and the Division of Rehabilitation Services Program under DHS implemented EVV for the bulk of their providers over. 48 "Emily Brigman" (2474589952) 00:14:49.429 --> 00:15:09.429 For a decade ago because of state legislation called the Smart Act. Since then, the federal government federal CMS implemented the 21st century Cures Act. That is why HFS as a state Medicaid agency, will eventually aggregate EVV data from Illinois Department on ap. 49 "Emily Brigman" (2474589952) 00:15:09.429 --> 00:15:42.289 Urging providers and division of rehabilitation services providers. However, we are not yet going through that aggregation process. When we set deadlines for that, they will be communicated to both doors and IDOA. In September of last year, we implemented electronic visit verification for personal support workers who serve customers under two separate DDD waivers, the adult with adults with. 50 "Emily Brigman" (2474589952) 00:15:42.289 --> 00:16:15.979 DD waiver and the children and young adults with DD waiver. There is a living caregiver exemption available to personal support workers who reside in the same home as the customer submit an application for a living caregiver exemption and have that application approved by their provider, agency or fiscal intermediary. So e.g., if a personal support worker. 51 "Emily Brigman" (2474589952) 00:16:15.979 --> 00:16:35.979 Works under access. That personal support worker would submit an application for a living caregiver exemption to access for review and approval. Those exemptions are required, applications are required to be submitted annually. So we're coming up on the 1st anniversary. 52 "Emily Brigman" (2474589952) 00:16:35.979 --> 00:16:55.979 Three of providers being able to submit for a living caregiver exemption if they're serving a DDD waiver customer. The only home and community based waiver operating agency offering a living caregiver exemption is division of developmental disabilities. So. 53 "Emily Brigman" (2474589952) 00:16:55.979 --> 00:17:30.049 Illinois Department on Aging Division of rehabilitation services, division of specialized care for children and state plan home health. There are NO options to request for a living caregiver exemption. In December of last year, we implemented EVV for home, health care service agencies, billing, health choice, Illinois managed Care organizations, MMA AI, mcos, Division of specialized Care for children. 54 "Emily Brigman" (2474589952) 00:17:30.049 --> 00:17:55.879 Illinois Department of Human Services Division of developmental Disabilities and state plan Medicaid. Again, a reminder that Illinois Department on Aging implementation has been delayed until further notice that only impacts Illinois Department on. 55 "Emily Brigman" (2474589952) 00:17:55.879 --> 00:18:06.629 An aging, homemaker agencies serving community care program customers. 56 "Emily Brigman" (2474589952) 00:18:06.629 --> 00:18:26.629 We've had some inquiries come in regarding service codes and wanted to issue a reminder that EVV is Medicaid specific. The federal 23rd 1st century Pures Act requires electronic verification only for Medicaid funded personal care services. 57 "Emily Brigman" (2474589952) 00:18:26.629 --> 00:18:45.089 It is worth noting that we did require providers billing MMA I to use EVV. That is because MNAI covers home and community based waiver service programs that. 58 "Emily Brigman" (2474589952) 00:18:45.089 --> 00:19:03.419 Again division of rehabilitation services waivers and the elderly waiver. It is also because MMA I plans or managed care organizations may pay for Medicaid covered services, if there is a Medicare denial. 59 "Emily Brigman" (2474589952) 00:19:03.419 --> 00:19:34.009 Yeah, a reminder that, Illinois Department of Healthcare and Family Services has a public safe facing website with a home health fee schedule. The most recent update to that fee schedule was in June of this year. We. 60 "Emily Brigman" (2474589952) 00:19:34.009 --> 00:19:54.409 Encourage providers to sign up provide for provider notices so that they are alerted when the home health fee schedule is updated. Again, you would select the home health category for provider notices. The home health fee schedule outlines. 61 "Emily Brigman" (2474589952) 00:19:54.409 --> 00:20:01.859 Medicaid codes that are included with EVV implementation. 62 "Emily Brigman" (2474589952) 00:20:01.859 --> 00:20:21.859 Again, with MMA AI, with both the state and federal CMS overseeing MMA I, the state did want to ensure insight into adequacy of service provision and that is yet another reason why the state of Illinois elected to include. 63 "Emily Brigman" (2474589952) 00:20:21.859 --> 00:20:28.559 MMA AI payments with EVV implementation. 64 "Emily Brigman" (2474589952) 00:20:28.559 --> 00:20:48.559 EVV is not required for Medicare, so we've received some inquiries at HFS regarding Medicare specific codes from Medicare billing guidelines. Those Medicare specific codes, if you are billing them, they do not, those services do not need to be logged. 65 "Emily Brigman" (2474589952) 00:20:48.559 --> 00:21:09.259 They're not subject to EVV. When Medicaid is the primary payer, PTA and OT visit OTA visits should be logged in or transmitted to HHA Exchange as G0151 and G0152. 66 "Emily Brigman" (2474589952) 00:21:09.259 --> 00:21:15.869 G0151U2 and G01. 67 "Emily Brigman" (2474589952) 00:21:15.869 --> 00:21:35.869 52U2 may also be used for state plan home health care services. We are aware of a programming issue that lends to rejections of those visits. HHA Exchange will be completing an update. 68 "Emily Brigman" (2474589952) 00:21:35.869 --> 00:22:08.779 To allow for physical therapy assistance and occupational therapy assistant visits to be logged by those specific caregiver types within the HHA exchange software or through transmission from a 3rd party vendor. Decree with HHA Exchange will touch on that a little bit more during her presentation. 69 "Emily Brigman" (2474589952) 00:22:08.779 --> 00:22:39.119 We social security numbers, this is a rather hot topic lately and understandably so, we recognize the privacy concerns surrounding this looming requirement and which to address them. We know that there are concerns from provider agencies who fear that or who are already hearing concerns from their caregivers regarding privacy. 70 "Emily Brigman" (2474589952) 00:22:39.119 --> 00:22:59.119 Originally, the state planned to only track the last four digits of caregiver social security numbers. However, the decision was made to expand to nine digits, and this was really based on provider agency feedback, and the concern. 71 "Emily Brigman" (2474589952) 00:22:59.119 --> 00:23:19.119 That two caregivers may share the last four digits of their social security number. The goal, for the state in requiring tracking a full social security number is to aid the Office of inspector General office in tracking any con. 72 "Emily Brigman" (2474589952) 00:23:19.119 --> 00:23:53.299 Concerns are investigating any concerns into fraud, waste and abuse. Most especially with caregivers who bill multiple payers or work across multiple waiver operating agencies. We did address this in our last town hall meeting. We communicated the tracking requirement for full social security number in a provider notice that went out on 26 July. The deadline for tracking full social security number is. 73 "Emily Brigman" (2474589952) 00:23:53.299 --> 00:24:02.369 17 October of 2024. 74 "Emily Brigman" (2474589952) 00:24:02.369 --> 00:24:19.679 Regarding privacy concerns, in order to, to be a vendor with the state of Illinois, HHA exchange, had to be hit trust certified and HIPAA compliant. 75 "Emily Brigman" (2474589952) 00:24:19.679 --> 00:24:39.679 Before even beginning to, to serve as an EVV vendor, there are documents called service organization control reports that are chief security officer at HFS reviews. These documents outline how HH. 76 "Emily Brigman" (2474589952) 00:24:39.679 --> 00:24:54.839 HA Exchange ensures systems security and privacy of information within the HHA exchange portal and for information that is transmitted to the HHA exchange portal. 77 "Emily Brigman" (2474589952) 00:24:54.839 --> 00:25:14.839 We also require quarterly reporting from HHA Exchange on security measures and through the operational readiness review with federal CMS, HHA Exchange was required to submit security information for federal re. 78 "Emily Brigman" (2474589952) 00:25:14.839 --> 00:25:47.629 Review and contractors of federal CMS to review. This will also occur occur at the point of HFS and HHA exchange's certification review with federal CMS. And in addition to that on a quarterly basis, HHA Exchange must submit key performance indicator reporting to CMS that includes security reporting. I'd like to take a moment to address. 79 "Emily Brigman" (2474589952) 00:25:47.629 --> 00:26:07.629 As a concerns that recently came in regarding provider agencies who utilize the scheduling option, which I I'd like to remind providers is not required. However, for those provider agencies electing to use the scheduling option, we are aware. 80 "Emily Brigman" (2474589952) 00:26:07.629 --> 00:26:27.629 At the state of a concern regarding the caregiver search screen. We know that provider agencies sometimes elect to use schedule schedule schedulers who go into the HHA exchange system and add a schedule and then assign a caregiver to that schedule. 81 "Emily Brigman" (2474589952) 00:26:27.629 --> 00:26:57.259 We know from those provider agencies that the full social security number of the caregiver comes up on the caregiver search screen. And we at the state have asked HHA Exchange to begin masking that. That will take some programming on the HHA exchange side. Our hope is that it is done ahead of the October 1720 24 deadline. Decree with HHA exchange. We'll talk a little. 82 "Emily Brigman" (2474589952) 00:26:57.259 --> 00:27:12.809 Little bit more about that, but we did wanna make it a point to note that we are aware of the concern and are actively working toward addressing it to ensure caregiver privacy. 83 "Emily Brigman" (2474589952) 00:27:12.809 --> 00:27:33.964 That is the end of the state presentation. I am going to turn off my slides or close my slides and turn it over to Miss Decrease Sweeney. 84 "Decree Sweeney" (1880076544) 00:27:33.964 --> 00:27:52.109 Thanks Emily. 1 s, I'll share my slides with everyone. All right. 85 "Decree Sweeney" (1880076544) 00:27:52.109 --> 00:28:17.539 Okay, I'm trying to turn my camera on. I don't see where the, ok. Hi everybody. Okay, I am, I'm going to talk today from the HHA perspective. 86 "Decree Sweeney" (1880076544) 00:28:17.539 --> 00:28:37.919 For everyone, using HHA in Illinois. So I'm going to go through some introductions and recent hot topics, a lot of similar things that Emily has also covered. And then we'll go through some EDI provider frequently asked questions. 87 "Decree Sweeney" (1880076544) 00:28:37.919 --> 00:28:57.839 And, and then I'll close it out with doing some authorization workflow discussions and a few demos in the system. And so here on the call is as myself decree, I'm a director of client success at HHA and my colleague Sean is also on the call. 88 "Decree Sweeney" (1880076544) 00:28:57.839 --> 00:29:14.009 And he is, a senior project manager. Alright, so Emily was just speaking a little bit about this with the tracking of the social security numbers for caregivers and. 89 "Decree Sweeney" (1880076544) 00:29:14.009 --> 00:29:32.219 And I think as, as the, the privacy concerns have come up and, you know, looking to mask the social security number in HHA, that is all in process. And again, we're I've spoken with a few agencies in Illinois already on this and I'm happy to discuss further. 90 "Decree Sweeney" (1880076544) 00:29:32.219 --> 00:29:52.219 With anyone else that would, would like to, but just know that we are, working towards updating the system so that way by October or when we're really looking to meet that deadline, there should be a masking in place and and for those agencies that do utilize those different workflows with. 91 "Decree Sweeney" (1880076544) 00:29:52.219 --> 00:30:10.139 With scheduling and, and different teams and things like that, then there should be a way to kind of control the flow of that information. On this screen, this is just kind of some information again shared about the social security number information, but. 92 "Decree Sweeney" (1880076544) 00:30:10.139 --> 00:30:26.549 What I really wanted to touch on was for EDI agencies where you're using your own EVV vendor and you're sending that information over, to, to HHA from your vendor, and you're looking to add the social security number. 93 "Decree Sweeney" (1880076544) 00:30:26.549 --> 00:30:46.549 To your caregiver's profile. Essentially, all you're doing is adding an additional kind of characteristic or attribute to that caregiver's profile. You're not going to change any employee ID information or external ID. I know a lot of different vendors call it different things, but that number. 94 "Decree Sweeney" (1880076544) 00:30:46.549 --> 00:31:18.559 It's going to stay the same. That's essentially going to make sure that caregiver stays the same in our system and in your system, and then it's just going to add that social security number as an additional attribute to that profile. If you're still feeling a little bit uneasy about that workflow, feel free to submit a ticket to our EDI team, but truly just, you know, all, all we're looking to do is add that additional point of information. And just a little bit also, some more details on the. 95 "Decree Sweeney" (1880076544) 00:31:18.559 --> 00:31:39.659 0151 and then G0152 codes that Emily spoke about. Right now I know there is, some complexity with getting the different, visits added to the HHA system especially if it comes down to trying to submit services for, for PTA visits and for OTA visits. 96 "Decree Sweeney" (1880076544) 00:31:39.659 --> 00:31:58.079 So we are working on enhancing the system to make sure that we can accept all of those visits all at the same time. And that should be updated shortly. And what we're going to do is we'll look to see if anyone has been actively submitting those. 97 "Decree Sweeney" (1880076544) 00:31:58.079 --> 00:32:18.079 Visits and we'll reach out to you and we'll talk about what we're going to do for making sure we can get all that in the system, discuss that workflow, all of that, and then we can talk about any questions. If in the, in the interim before you receive receive that outreach from HHA, if you do have any questions, please feel free to just submit something on the FAQ. 98 "Decree Sweeney" (1880076544) 00:32:18.079 --> 00:32:38.149 Document either after the, after the webinar today and we can reach out specifically or you could submit a ticket to HHA support and we can, we can discuss there as well. Okay, and now I'm just going to talk through a few EDI provider frequently asked questions. 99 "Decree Sweeney" (1880076544) 00:32:38.149 --> 00:32:59.089 Questions. And these are kind of, these were gathered I think over the last maybe three weeks or so based on frequently asked questions to the state and to HHA, and so that's where these are coming from. If there's something that you would like for us to cover on a future webinar, I know Emily has spoken about this as well, but please just let us know and we can definitely dive deeper into. 100 "Decree Sweeney" (1880076544) 00:32:59.089 --> 00:33:22.469 To it in part of a section like this on a future webinar. So here I'm just going to talk about any new agencies to HHA exchange and, let's say you're, you're looking to integrate your vendor with the HHA system. So, as a, as a software, we can really integrate with any. 101 "Decree Sweeney" (1880076544) 00:33:22.469 --> 00:33:42.469 Any vendor that any that would provide EVB services, it just is kind of a process, so there's a, initially the the state of Illinois does require a, attestation to be signed by the provider saying which vendor you're going to use and that they're going to cover the the curious. 102 "Decree Sweeney" (1880076544) 00:33:42.469 --> 00:34:01.529 Zack's elements that are listed here on the screen. And then from there we can go through the, the actual integration process with your vendor. There are a lot of vendors that we have worked with already, so sometimes that integration process is, is, you know, looks one way or if, if your vendor is one that we haven't worked with before. 103 "Decree Sweeney" (1880076544) 00:34:01.529 --> 00:34:21.529 Then just expect that that integration process might be a little, more complex just as we make sure that our systems are kind of speaking the same thing and and we can make sure the data is represented accurately from your system into HHA. Alright, and, and here you can also see that there when you're, when you're integrating the. 104 "Decree Sweeney" (1880076544) 00:34:21.529 --> 00:34:39.629 Data from your vendor to HHA, we want to make sure it's going to the correct payer. So that's these payer ids here and Emily touched on this as well. The other, if you're, if you've been using HHA, but you're wanting to start sending visits for MCO services, you can also start doing that as well. 105 "Decree Sweeney" (1880076544) 00:34:39.629 --> 00:34:55.859 And you're just gonna want to make sure that you're using the, the appropriate four letter of letter abbreviations here. And then that will make sure that that visit or the visits that you're sending for each payer then is all going to funnel into that correct contract. 106 "Decree Sweeney" (1880076544) 00:34:55.859 --> 00:35:10.919 And under the member for that contract. And I just want to talk briefly about the member not found based on qualifier value. That is the actual kind of. 107 "Decree Sweeney" (1880076544) 00:35:10.919 --> 00:35:27.659 A verbiage that's used in the, the EDI rejection. But essentially what this means is that in for one reason or another, your agency is attempting to send visits for a member and link them to a contract where. 108 "Decree Sweeney" (1880076544) 00:35:27.659 --> 00:35:47.659 It's something along the the visit and the member profile and the payer, something isn't quite matching up to the member that we have in our system. And I know this is causing some frustration for some agencies as they're looking to try to get these visits in and and they're trying to troubleshoot why isn't the member being found. 109 "Decree Sweeney" (1880076544) 00:35:47.659 --> 00:36:08.269 Really, and there's, there are a lot of different data points that could cause this rejection to happen. And, and what I just want to say is that if you're having trouble and you're looking at this and you're saying, you know, it doesn't, if this doesn't add up for me, why, why can't I get this to go in? I have the member Medicaid ID is right, my payer is right. 110 "Decree Sweeney" (1880076544) 00:36:08.269 --> 00:36:30.589 You know, it looks to me like everything is lined up, then just submit a ticket to our EDI support team and, and let them know exactly say this is the member that I'm looking to do, give them an example of a visit, something like that and and they're going to, they'll look at that in the system, they'll look through the, the details and they can help you kind of troubleshoot to say. 111 "Decree Sweeney" (1880076544) 00:36:30.589 --> 00:37:01.579 They owe it, I see exactly what you're saying, but it looks like this is what you're missing or something like that and they'll help you work through that. Just know that you're not alone in trying to make this all work. Our teams are here to help you and, and they're really the experts in this and and they can help walk you through it. Alright, and then just lastly for the Illinois department on aging, if you are servicing members only under the Illinois department on aging. 112 "Decree Sweeney" (1880076544) 00:37:01.579 --> 00:37:24.329 Thing and you have an active integration right now, there's nothing that you need to do. That integration can remain active and just know that there's not going to be any members or or anything like that in the system for, for IDOA at this time. And if you're looking to integrate, you wanna, you wanna proactively integrate, you want to make sure that your system is ready to go. 113 "Decree Sweeney" (1880076544) 00:37:24.329 --> 00:37:40.709 That is also completely fine. Just know again that once you do complete that integration that there's not going to be any members or anything that can flow through the system up until we are live with IDOA and HHA exchange. 114 "Decree Sweeney" (1880076544) 00:37:40.709 --> 00:38:01.529 Yeah, so now we're just gonna talk through some of the different authorization workflows in HHA. We know that now with the addition of the MCO information in the HHA system, we're going to be kind of looking at a few different scenarios. 115 "Decree Sweeney" (1880076544) 00:38:01.529 --> 00:38:20.670 When it comes to your members authorizations in the system. And so on the screen I do just have listed here the full kind of gamut of the payer, information that will be in the HHA system. And you can see I kind of have it organized between two different sections based on color. So. 116 "Decree Sweeney" (1880076544) 00:38:20.670 --> 00:38:40.320 We have, at the top there's the, the payers that are allowing for providers to enter authorizations directly into the system. And then we have the Illinois MCO grouping kind of at the bottom in orange where the payer is going to be sending those authorizations through. 117 "Decree Sweeney" (1880076544) 00:38:40.320 --> 00:38:59.520 And so 1st I'm just gonna talk through this top portion, so really where, where the providers are entering the authorizations into the system on their own. And I have just an illustration here that I'm just gonna talk through. It just kind of goes through the data and kind of how it interacts with HHA. 118 "Decree Sweeney" (1880076544) 00:38:59.520 --> 00:39:15.870 How it interacts with the payers and then also how it interacts with, with any EDI 3rd party vendor. So we 1st get all of the member information from the Illinois payers, and what we do is we kind of just hold this information. 119 "Decree Sweeney" (1880076544) 00:39:15.870 --> 00:39:33.480 In the background at the HHA exchange side. Now, for a provider using the HHA system directly, when you input your member information, you're putting that your medi member information into the system, you're putting the profile in, you're adding their Medicaid ID, all of that information there. 120 "Decree Sweeney" (1880076544) 00:39:33.480 --> 00:39:53.480 And then you're gonna go and you're gonna link it to, the appropriate payer, and that's where that linking process kind of happens and that we pull the information from what the Illinois payer sent us. We link it with your profile that you created and that's what creates a successful placement for a member. And that allows you to create. 121 "Decree Sweeney" (1880076544) 00:39:53.480 --> 00:40:19.830 The authorizations and it allows the visits then to send over to that payer, and that's really what binds that information together. That process looks similar for EDI vendors, but really you're creating the members and the authorizations in your primary EVD system and then you're just gonna send it over to us. And there is a process of managing those rejections and making sure you have successful responses on your visits. 122 "Decree Sweeney" (1880076544) 00:40:19.830 --> 00:40:37.710 But it is still looking at that same information. It's just that everything is directly inputs into yours host system and then sent over to HHA. And now the difference here, so for these, for our Illinois mcos, now that we have their information in the system. 123 "Decree Sweeney" (1880076544) 00:40:37.710 --> 00:40:54.450 You can see that there is NO provider input here needed. This just says this payer, this is the MCO, so they're the ones that are going to send that member and authorization information over for you as a provider. So again, this is our same illustration that we just looked at. 124 "Decree Sweeney" (1880076544) 00:40:54.450 --> 00:41:13.230 You can see that for the mcos, they're sending us the member and the authorization information. So that's being then processed into HHA, and if you're a provider using the HHA system, all you're doing is putting in the visit at that point. You're gonna log in, you'll see the member right there. 125 "Decree Sweeney" (1880076544) 00:41:13.230 --> 00:41:29.190 And you'll see the authorizations from the ncos and, and then you can log the visits. For the, for anyone using your, your primary EVB vendor, you're still going to enter the members in the office for your. 126 "Decree Sweeney" (1880076544) 00:41:29.190 --> 00:41:45.660 For your members in your primary EDD system, but when you send it to HHA, it's just going to link up with the authorization that the MCO sent us. There's NO, there's NO checking or anything like that. It's basically saying, ok, I see you're sending a visit for this member. 127 "Decree Sweeney" (1880076544) 00:41:45.660 --> 00:42:05.430 For the and we haven't off for it and we'll, we'll document that under this authorization. Again, the same visit kind of management process is in place for EDI providers and, you know, there still could be some rejections and things like that. So that management process is still needed. 128 "Decree Sweeney" (1880076544) 00:42:05.430 --> 00:42:25.200 But it will look a little bit different for the MCO information based on the fact that those authorizations are already in the system. And so here on the screen I do have the two different workflows a little bit more in depth, and what I'm going to do is I'm gonna pull in the HHA. 129 "Decree Sweeney" (1880076544) 00:42:25.200 --> 00:42:44.460 System here and we're gonna talk through, the, the workflow for, for each of these scenarios. So for the 1st scenario here, I'm just gonna move this over. So here I have a member that I entered in all of his profile information. 130 "Decree Sweeney" (1880076544) 00:42:44.460 --> 00:42:59.910 And I linked him with a contract, and I know some of you are very familiar with how this works, right? So we have, we can see that this all went through and the auto placement went through. And what I'm going to do now is go in and make sure that there's authorizations here. 131 "Decree Sweeney" (1880076544) 00:42:59.910 --> 00:43:16.080 For me and I see, oh, there are, there are NO authorizations. So I know from my side I do actually have a few that I'm I'm going to add here for my own, for my reference here when I start entering my visits. So you can add that, click that add authorization button. 132 "Decree Sweeney" (1880076544) 00:43:16.080 --> 00:43:31.110 And then you're gonna go through and just add every, every data field that has an asterisk, that means it's required. So when you pull it down depending on the contract that you link them to, there's going to be different information available for you. 133 "Decree Sweeney" (1880076544) 00:43:31.110 --> 00:43:50.220 Depending again on that contract. And you would want to enter all the information here that you would have on your authorization that was provided for you. And I'm just going to add, information here. 134 "Decree Sweeney" (1880076544) 00:43:50.220 --> 00:44:15.060 Okay, and I have a monthly authorization, you see that some of these fields change as you as you select monthly here. And then I have a max number of hours here and let's just say that's 02:56. Okay, and all I'm going to do once I added all that information, I will just click save. 135 "Decree Sweeney" (1880076544) 00:44:15.060 --> 00:44:33.360 And now I get a message that says it's it was saved successfully, and now I have my it's under my members profile in HHA. If I want to, let's say I I go back and I say oh shoot, I actually I, I should have increased my hours, I forgot that I increased them to 400. 136 "Decree Sweeney" (1880076544) 00:44:33.360 --> 00:44:51.060 I need to make that change in the system. All I do is scroll over here. You can select these three dots, and here it will let you to view edit, and I can update this to 400. I hit save. 137 "Decree Sweeney" (1880076544) 00:44:51.060 --> 00:45:14.180 And there we go. Once I have this authorization I can go in and enter visits on the calendar page. You can see up here, it's it's also listed here if I had more than one authorization, they would also be listed here. I think it lists the most recent three. 138 "Decree Sweeney" (1880076544) 00:45:14.180 --> 00:45:34.190 On your calendar page, just for your reference and, and then you go in, you enter your visits and they will be automatically added as long as the service code matches to the authorization that you put in the system. And the next slide I had, it was just going to talk about the differences. 139 "Decree Sweeney" (1880076544) 00:45:34.190 --> 00:45:52.200 The workflow for the, for the provider managed, or I'm sorry, the MCO managed authorizations and I'm just going to instead go to, my other tab here. 1 s, this is my other. 140 "Decree Sweeney" (1880076544) 00:45:52.200 --> 00:46:09.450 Member and and here this member is being serviced by or through MCO services and when I log in and see their profile, it looks a little different, right? Here you can see that I actually, I log in and I actually already have. 141 "Decree Sweeney" (1880076544) 00:46:09.450 --> 00:46:29.450 Have authorizations in the system. I didn't have to enter these. All I did was I opened up their portal or their profile and, and I can see that their authorization is, is here and I can verify it and make sure that, oh yes, this is correct. This looks exactly like what I was expecting to see from this MCO. 142 "Decree Sweeney" (1880076544) 00:46:29.450 --> 00:46:49.500 But other than that, there's nothing else that I need to do for this. So instead I can go directly to my calendar and I can schedule the visits on these, on these and our authorizations. So just a difference in the workflow there. So for, again, just recapping. 143 "Decree Sweeney" (1880076544) 00:46:49.500 --> 00:47:09.500 In the cases where you have members under IDD, DSCC, and, and then select MCO home Healthcare Services, you're gonna wanna go in, you're gonna create your members, link them to the contracts, and then put those authorizations in. You do have that flexibility. 144 "Decree Sweeney" (1880076544) 00:47:09.500 --> 00:47:26.760 To add all of that in. If you're a 3rd party provider, you're already doing this anyway. In your primary system, you're sending that over to HHA and it will match up to the data that we have. If you have your MCO services, now you have a couple of members that are serviced from mcos. 145 "Decree Sweeney" (1880076544) 00:47:26.760 --> 00:47:43.950 When you send that data over to HHA and you're going to log for the I'm sorry, when that for an EDI vendor, if you're going to, send that information over to HHA, you're gonna send your visit, it's just gonna bump up against the authorization that's already there and for those providers using HHA directly. 146 "Decree Sweeney" (1880076544) 00:47:43.950 --> 00:48:02.370 All you have to do, you're gonna log in, your member will be there, your authorization will be there. As long as it looks valid, it looks like what you were expecting from that MCO, then you can just go ahead and start scheduling the services. Alright, and that was all I was going to cover for authorizations today. 147 "Decree Sweeney" (1880076544) 00:48:02.370 --> 00:48:20.820 I am gonna talk a little bit about provider resources on the Hha side. In the corner of, in the top corner of everybody's HHA portal, there is a selection for support center, and this is gonna take you to this client support portal right here. 148 "Decree Sweeney" (1880076544) 00:48:20.820 --> 00:48:40.820 What this allows you to do is submit a ticket to HHA directly. So if you're an EDI provider, you're looking for help on some rejections, this is where you could go for that. If you're just looking for assistance on, you know, manually confirming a visit, how, how would I go through that workflow? I'm I'm thinking I'm doing it right, but it just doesn't look the way I want. 149 "Decree Sweeney" (1880076544) 00:48:40.820 --> 00:49:03.630 On it too. You can also submit that here. Our team is there to support you and they will help you walk through a workflow, if you're thinking that maybe some information isn't loading correctly, they'll help you troubleshoot anything like that. And again, this, if you wanted to access this, just through your browser, the website is right here. When you're submitting a ticket, I would suggest including some. 150 "Decree Sweeney" (1880076544) 00:49:03.630 --> 00:49:20.730 High level information as far as, you know, who you are, your agency name, your tax ID, if, if you're experiencing an issue, maybe outlining what that issue is. So, you know, here's what I'm I'm doing, here's what I'm expecting, would happen, but actually this is what's happening. 151 "Decree Sweeney" (1880076544) 00:49:20.730 --> 00:49:40.730 If you have any screenshots or anything like that or if, if you're truly just looking to see, you know, how do I do X Y and z? You can also just list that in your ticket, but just be descriptive. And, and then again, just noting that, you know, we have the technical customer care team, so there. 152 "Decree Sweeney" (1880076544) 00:49:40.730 --> 00:50:06.960 With the team that can help with any system workflow issues or something like that related to the HHA system directly. And then we also have our EDI team. So they're the team that is going to specify specif they're, they're the specialty team for any provider using their primary EDD vendor and sending that information to HHA. So just trying to make sure you get your ticket in the right place. And again, if you, if you do submit it somewhere else, that's ok too. 153 "Decree Sweeney" (1880076544) 00:50:06.960 --> 00:50:23.850 Our teams can move things around, but it, it might just delay the response just by a day or so. So if you can try to, you know, submit them in the right place, then that would be, that would be fantastic. We also have this wonderful knowledge base that. 154 "Decree Sweeney" (1880076544) 00:50:23.850 --> 00:50:39.690 Was just built out in the last few months. This is part of the HHA system and it is also available just through your browser if you're not logged in or anything like that. There's a link here to access that and. 155 "Decree Sweeney" (1880076544) 00:50:39.690 --> 00:50:56.010 If you're in, if you're in the knowledge base, there's a lot of kind of prompts to start with. If you're not really sure what you're looking for, if you want to see what's a new product release or something like that, you can access all of that or you can just use the search bar and you could even search, you know, manually confirming a visit. 156 "Decree Sweeney" (1880076544) 00:50:56.010 --> 00:51:12.060 Updating my caregiver profile, like things like that, and it's going to list out multiple multiple pages for you of, of resources, there's videos, there's job aids, a lot of different things on, on that topic, whatever you're typing in. 157 "Decree Sweeney" (1880076544) 00:51:12.060 --> 00:51:31.920 And hopefully that will help you kind of, if you're looking just for a guide in the system or, you know, make sure that you're, you're using things correctly, you can really find a lot in this, this knowledge base. And lastly, we do have the state info hub for Illinois. This does. 158 "Decree Sweeney" (1880076544) 00:51:31.920 --> 00:51:49.170 Maintain maintain a lot of information for, for our relationship with the state, different processes and policies between our two groups and and then we do also have the the process for, let's say your new two HHA. 159 "Decree Sweeney" (1880076544) 00:51:49.170 --> 00:52:04.260 Or you're looking to integrate with an EDI vendor, all of that information and those processes are stored here. Alright, and then on the screen now there are listed, we have the, the info hub, the support portal that we reviewed. 160 "Decree Sweeney" (1880076544) 00:52:04.260 --> 00:52:19.830 There's an email for any support tickets, and then we also do have the the phone number for our TCC support. And then over here is the, the HFS email if there's anything pertaining to HFS items that you're looking to discuss with the group. 161 "Decree Sweeney" (1880076544) 00:52:19.830 --> 00:52:28.634 Okay. And Emily, that's all that I had, for the formal presentation portion. 162 "Emily Brigman" (2474589952) 00:52:28.634 --> 00:53:03.490 Thank you decree. We're going to go into questions that were submitted during the registration process. Some of which have been addressed in past EVV town hall webinars. I do want to come back to the social security number tracking requirement again. As I've observed, there are a number of concerns, inquiries regarding that. We've talked about the privacy measures or security measures to protect caregiver privacy in today's webinar as well as. 163 "Emily Brigman" (2474589952) 00:53:03.490 --> 00:53:27.840 As, the webinar that took place a couple of weeks ago, the decision was made later on into implementation to track full social security number as the result of learning experiences throughout this endeavor and conversations with our Office of Inspector general. 164 "Emily Brigman" (2474589952) 00:53:27.840 --> 00:53:47.840 The full social security number is unique to the individual unlike the last four digits or a date of birth, and if fraud waste and abuse is substantiated during an investigation, that caregiver can be tried. 165 "Emily Brigman" (2474589952) 00:53:47.840 --> 00:54:08.720 Correct on both a federal and state database or databases to prevent them from working as a Medicaid provider or working for a provider that bills, provider agency that bills Medicaid. It is a requirement. The current deadline for requirement is 17 October. 166 "Emily Brigman" (2474589952) 00:54:08.720 --> 00:54:28.720 2024. We are working with HHA Exchange to update programming so that on the caregiver search screen that is masked, the full SSN. We will follow up with any updates through a provider notice and. 167 "Emily Brigman" (2474589952) 00:54:28.720 --> 00:54:48.720 Of course share those to all individuals who had attended one or more EVB town hall webinar. A communication regarding the programming update will occur, it will either come from the state or from HHA exchange. We will inevitably keep providers abreast of. 168 "Emily Brigman" (2474589952) 00:54:48.720 --> 00:55:08.720 That. If anything changes with regard to the October 1720 24 deadline, it will also be communicated by way of a HFS provider notice, email communication from HFS and potentially HHA exchange as well and it will be added to our public. 169 "Emily Brigman" (2474589952) 00:55:08.720 --> 00:55:29.990 Facing website. So I'm going to transition to questions and answers or excuse me, questions that were submitted during the registration process for this town hall meeting. We did get a question that has already been addressed during this presentation, and that was whether all living. 170 "Emily Brigman" (2474589952) 00:55:29.990 --> 00:56:00.980 Caregivers are exempt. The answer is NO. Only division of developmental disabilities, personal support workers, are able to apply for a living caregiver exemption. This was a decision made by division of developmental disabilities as the payer for those services. All other payers including HFS over state plan home health, as well as HFS overseeing contracts. 171 "Emily Brigman" (2474589952) 00:56:00.980 --> 00:56:35.000 For the managed care organizations, division of rehabilitation services, Illinois Department on Aging and Division of specialized care for children elected not to allow for providers to request a live in caregiver exemption. There's a conf concern regarding confusion among providers, and we believe this to have been submitted by an Illinois Department on Aging provider. 172 "Emily Brigman" (2474589952) 00:56:35.000 --> 00:56:59.570 Understandably, Illinois Department on aging providers have probably been confused as the implementation has been delayed a couple of times. We continue to do our best at reiterating the delay on all possible forums and in partnership with Illinois Department on aging. HFS has sent out communications. We know that Illinois Department on aging. 173 "Emily Brigman" (2474589952) 00:56:59.570 --> 00:57:19.570 As has relayed the delay to their providers as well. We worked with HHA Exchange to address the delay and questions related to the delay during today's EBV town hall. We can't encourage providers enough. 174 "Emily Brigman" (2474589952) 00:57:19.570 --> 00:57:39.570 Enough to keep an eye on provider notices, visit our website. We are working heavily in collaboration with our technology staff at healthcare and family services to update questions and answers related to EVV, those that have come into HFS by way of email. 175 "Emily Brigman" (2474589952) 00:57:39.570 --> 00:58:11.060 Communication or those that were submitted during the EVV town hall webinars, to make that question and answers or those questions and answers more accessible on our website. And we do have a plan to, after that question and answer section on our website is updated to, work with our technology staff to build an EVV specific list serve. That will likely come after the conclusion of our last EVV town hall webinar. 176 "Emily Brigman" (2474589952) 00:58:11.060 --> 00:58:31.060 In early September. We have two more town halls to go. I want to remind everyone that the town hall webinar materials, including recordings and slides are available on our HFS EBV website. When the materials are uploaded from today's webinar, we will send an email communication. 177 "Emily Brigman" (2474589952) 00:58:31.060 --> 00:58:58.490 Then two attendees by way of HFS.EVV@Illinois.gov. We continue to receive questions and concerns regarding payroll and billing. The Again, the free HHA exchange option does not currently offer payroll and billing. We understand the concerns there, but they are not current features and we. 178 "Emily Brigman" (2474589952) 00:58:58.490 --> 00:59:08.790 We encourage providers who have undergone implementation already to maintain current billing and payroll practices. 179 "Emily Brigman" (2474589952) 00:59:08.790 --> 00:59:28.790 Again, at this time the free HHA exchange option will not be used for billing and payroll. We've received questions regarding when to begin using the system. The implementation timelines on our. 180 "Emily Brigman" (2474589952) 00:59:28.790 --> 00:59:50.030 Website were discussed today. The the public facing HFS EVV website was updated to reflect the Illinois department on aging implementation delay. We are undergoing discovery sessions with division of rehabilitation services soon. 181 "Emily Brigman" (2474589952) 00:59:50.030 --> 01:00:10.030 Once those discovery sessions are complete, we'll have a better idea of when HFS through HHA Exchange will begin aggregating EVV data from DRS providers. Just a reminder that DRS implemented EVV is the result of the Smart Act. 182 "Emily Brigman" (2474589952) 01:00:10.030 --> 01:00:30.030 Over a decade ago now, and they have an electric aggregator sand data that is utilized by DRS individual providers that includes personal assistance and agency providers billing doors are, required to use a 3rd. 183 "Emily Brigman" (2474589952) 01:00:30.030 --> 01:00:56.850 3rd party system that is compliant and transmit their EVV data to the DRS aggregators and data. Again, we will relay an update on aggregation of DRS, EVV data once we get through discovery sessions with HHA exchange and division of rehabilitation services administrative staff. 184 "Emily Brigman" (2474589952) 01:00:56.850 --> 01:01:20.750 Yeah. We have received questions throughout these EVV town hall webinars regarding, policy or compliance expectations and whether there will be hard claims denials. At this time, the state is not. 185 "Emily Brigman" (2474589952) 01:01:20.750 --> 01:01:40.750 Planning to deny payment for lack of EVV compliance. We do recommend that providers reach out to their payer. So e.g., if you are billing division of specialized care for children, reach out to DSC. 186 "Emily Brigman" (2474589952) 01:01:40.750 --> 01:02:00.750 See if you do not already have a copy of their EVV compliance policy. At HFS, we will be releasing a compliance policy for state plan home health care providers, and we have in in the coming months, we have asked that operating agencies or payers of. 187 "Emily Brigman" (2474589952) 01:02:00.750 --> 01:02:20.750 Update their policies to reflect some recent decisions from HFS, including tracking of the full social security number. In the event of non compliance for, within six months or within a year. 188 "Emily Brigman" (2474589952) 01:02:20.750 --> 01:02:36.690 There are different measures that will, that the state is taking, that include compliance action plans, so there will be a certain time frame for the provider agency or or individual provider to remediate non compliance. 189 "Emily Brigman" (2474589952) 01:02:36.690 --> 01:02:56.690 At the HFS on the HFS side, we are outreaching provider agencies to inquire why we're not seeing their EVV data. We understand that it maybe, the time rooted in the time that it takes to integrate a 3rd party system. And that's something that we. 190 "Emily Brigman" (2474589952) 01:02:56.690 --> 01:03:02.610 Expect to be relayed by the provider during our outreach. 191 "Emily Brigman" (2474589952) 01:03:02.610 --> 01:03:22.610 Again, if, you have questions regarding compliance expectations or non compliance penalties, you are encouraged to reach out to your payer. On the HFS side, we will be releasing a policy that is specific to state planned home health providers, and that includes the home health agency's billing. 192 "Emily Brigman" (2474589952) 01:03:22.610 --> 01:03:30.330 Managed care organizations for service provision. 193 "Emily Brigman" (2474589952) 01:03:30.330 --> 01:03:52.218 Okay, we have some questions that I am going to rely on Decree and Sean to address. That 1st question is needing an update on member not found and aid visits errors. Decree, can you address that inquiry, please? 194 "Decree Sweeney" (1880076544) 01:03:52.218 --> 01:04:06.660 Yeah, and, and this kind of goes back to what I was talking about a little bit in the presentation, but a lot of times we have the member not found rejection that EDI providers you're experiencing. 195 "Decree Sweeney" (1880076544) 01:04:06.660 --> 01:04:25.410 And, and that really the best way to, to go about that if you're looking for assistance in troubleshooting is to submit a ticket to our EDI team. They have access to the everything that you are sending and then they can look at our system and see why isn't it matching up? Why is that rejection occurring? 196 "Decree Sweeney" (1880076544) 01:04:25.410 --> 01:04:45.711 And, and they'll walk you through then once you figure that out, if it's something that needs to be updated before sending the data again, they can help you kind of understand where that needs to be updated, where that needs to happen. We need to pull in your EVV vendor, they can do that as well, and then we'll look to make sure that we can resolve those rejections. 197 "Emily Brigman" (2474589952) 01:04:45.711 --> 01:05:02.210 Decrea, I I noticed a follow up question regarding excuse me, HHA support and that question is, whether a provider agency or caregiver using the HHA exchange mobile application can access. 198 "Emily Brigman" (2474589952) 01:05:02.210 --> 01:05:08.158 Support through the application. Can you address that? 199 "Decree Sweeney" (1880076544) 01:05:08.158 --> 01:05:12.475 So, you're meaning like accessing support. 200 "Emily Brigman" (2474589952) 01:05:12.475 --> 01:05:24.099 Yes. Could a, could a caregiver, e.g., access the HHA client support portal through the mobile application? 201 "Decree Sweeney" (1880076544) 01:05:24.099 --> 01:05:54.015 We don't have that linking set up right now. If a caregiver is experiencing an issue with a mobile app, they can always email support. We do have the Illinois email address and let me see if I can go back a slide that they could email into, but typically we try to, everything kind of lives in the portal, which is, you know, what most agency users have access to and not the caregiver. 202 "Emily Brigman" (2474589952) 01:05:54.015 --> 01:06:01.773 Thank you. There was, there we go I just went back a slide emily. 203 "Decree Sweeney" (1880076544) 01:06:01.773 --> 01:06:03.369 Up there. Sorry. Go ahead. 204 "Emily Brigman" (2474589952) 01:06:03.369 --> 01:06:18.300 Thank you Thank you. I appreciate that degree. There was an inquiry regarding how to set up an agency model. 205 "Emily Brigman" (2474589952) 01:06:18.300 --> 01:06:38.300 I, the, the response decree and you chime in if I'm misspeaking here, is to refer to the EDI process tab. On the Illinois Or HHA exchanges Illinois information page, one handy resource source that states staff. 206 "Emily Brigman" (2474589952) 01:06:38.300 --> 01:06:58.300 Use in trying our best to address questions that are technical and in nature, is the EDI tip sheet. You know, when we reach out to providers who report using a 3rd party vendor and continuing to work with HHA Exchange on the integration process. 207 "Emily Brigman" (2474589952) 01:06:58.300 --> 01:07:18.300 We, we do ask where they are at in this prop, in that process. So e.g., if a provider agency reports not having completed integration yet or waiting on HHA exchange, EDI staff for something, we'll want to know, has, has testing. 208 "Emily Brigman" (2474589952) 01:07:18.300 --> 01:07:38.300 And then completed and did the provider agency submitted a ticket to relay to HHA exchange that they completed testing? And has HHA exchange since provided feedback? If there's some sort of holdup, of course the state would like to know about it and and to. 209 "Emily Brigman" (2474589952) 01:07:38.300 --> 01:07:50.190 Check in with HHA Exchange to see what that holdup could be attributed to. 210 "Emily Brigman" (2474589952) 01:07:50.190 --> 01:08:10.190 We had another question, how to assess EV EVV via 3rd party vendor, and again, the recommendation is to refer to the EDI process tab, on the HHA Exchange Illinois information page. 211 "Emily Brigman" (2474589952) 01:08:11.790 --> 01:08:32.512 Decree, can you address this question, which is, is our agency responsible to manually add patients into our HHA portal? We know you went into authorization responsibilities, but can you briefly address this question that was submitted during the registration process. 212 "Decree Sweeney" (1880076544) 01:08:32.512 --> 01:08:51.060 Process. Yes. Yeah. And the member, you can kind of think of it like the member and the authorization information go hand in hand. So in the scenarios where the, the payer is allowing for providers to control. 213 "Decree Sweeney" (1880076544) 01:08:51.060 --> 01:09:08.370 The members and the authorizations in the system, then yes, your agency would be entering those members manually. You can enter their profile information and then you would go through the 2nd step of adding the appropriate contracts for the payers that they would be under. 214 "Decree Sweeney" (1880076544) 01:09:08.370 --> 01:09:24.150 And then that 2nd workflow we talked about is for the mcos, so for select home health services and PCS services through the mcos, that workflow is, is more stemming from the payers. So we're getting the. 215 "Decree Sweeney" (1880076544) 01:09:24.150 --> 01:09:43.500 The payer member information in the HHA system, we're getting the payer authorization system, sorry, authorization information into the system and the, there isn't the ability for any updates or changes from the provider side, but you don't, you are not necessarily manually putting that in. 216 "Decree Sweeney" (1880076544) 01:09:43.500 --> 01:10:03.500 So short answer is it depends on the payer if you're manually putting in the member information or not. But yes, if the payer does require for agencies to manage the members and the authorizations, then you can input that information into either HHA or into your pri. 217 "Decree Sweeney" (1880076544) 01:10:03.500 --> 01:10:08.988 Mary EVV vendor, which then would send that information over to us. 218 "Emily Brigman" (2474589952) 01:10:08.988 --> 01:10:24.570 Thank you decree. I want to flip to some technical questions that were submitted in the chat box. There were some follow up questions regarding. 219 "Emily Brigman" (2474589952) 01:10:24.570 --> 01:10:44.570 GPI tolerance and again that was expanded from 300 to 500 ft. There was a slide and let me pull it up real quick if my computer will let me regarding, concern for. 220 "Emily Brigman" (2474589952) 01:10:44.570 --> 01:11:00.870 From a provider agency with caregivers who, upon visiting a customer and logging in are showing up miles away from the customer's place of residents and. 221 "Emily Brigman" (2474589952) 01:11:00.870 --> 01:11:19.800 Let me see if I can find that question real quick and share it. The question is, what should caregivers do if GPS coordinates continue to show up as miles away from the customer's residents? 222 "Emily Brigman" (2474589952) 01:11:19.800 --> 01:11:39.800 And that is to ensure that the caregiver checks in the location services within the HHA exchange mobile application, that precise location is turned on. If precise location is enabled and concerns continue, HHA. 223 "Emily Brigman" (2474589952) 01:11:39.800 --> 01:12:00.540 The exchange advises that the caregiver take a screenshot of that error code and submit a concern to HHA Exchange's client support portal. Let me see here. 224 "Emily Brigman" (2474589952) 01:12:00.540 --> 01:12:25.850 Yeah with the OTPT codes that G0151 and G0152 HHA Exchange is working on a programming update to allow for physical therapy assistance and occupational therapy assistance to. 225 "Emily Brigman" (2474589952) 01:12:25.850 --> 01:12:46.470 To log those codes within the HHA system. When that update is completed, providers will be notified. 226 "Emily Brigman" (2474589952) 01:12:46.470 --> 01:13:12.353 There is a question regarding how frequently to enter or send authorizations, I believe decree, you went over a monthly authorization being entered by a provider. Can you address what HHA recommends as far as authorizations go and how frequently to enter them? 227 "Decree Sweeney" (1880076544) 01:13:12.353 --> 01:13:13.680 Okay. 228 "Decree Sweeney" (1880076544) 01:13:13.680 --> 01:13:33.680 Yeah, I I think it depends on really how the services are authorized and how your agency kind of operates those workflows as well. We've seen agencies do as much as entering, you know, up to six months in advance because they just want to have it in the system and. 229 "Decree Sweeney" (1880076544) 01:13:33.680 --> 01:13:58.470 And other agencies that, you know, really are operating more on a month by month basis, as if, if you have longer kind of entire period authorizations than, you know, maybe it's an off spanning six months and you won't need to enter as, as frequently as far as that manual entry goes. But if you're thinking about, you know, how often should I submit my visits? 230 "Decree Sweeney" (1880076544) 01:13:58.470 --> 01:14:18.000 If I'm using a 3rd party vendor, that definitely, you know, the, the more frequent, the better is typically the recommendation from HHA. And that's just being because it does make it just a little bit more manageable if you're making sure to submit every week or something like that. And then that way too. 231 "Decree Sweeney" (1880076544) 01:14:18.000 --> 01:14:38.000 The state team does have access to view your visits and they're able to see that, you know, you're, you're, you're scheduling the visits, you're, you're confirming them, your agency is, you know, EVV compliant as far as how your caregivers are using the system and they'll, that'll be visible on a more regular basis. 232 "Decree Sweeney" (1880076544) 01:14:38.000 --> 01:14:45.313 Versus, you know, doing something more like monthly for the visit submission. Hopefully that helped. 233 "Emily Brigman" (2474589952) 01:14:45.313 --> 01:15:01.694 Thank you decree. There was a question submitted during the registration process regarding how a provider agency can edit missed punches. Can you address that degree, please? 234 "Decree Sweeney" (1880076544) 01:15:01.694 --> 01:15:19.950 Yes, and if, if it's a missed clock in, but they did the EVV for the clock out or kind of vice versa, and then if or if let's say they missed it all together, your agency can. 235 "Decree Sweeney" (1880076544) 01:15:19.950 --> 01:15:35.250 Can confirm with the caregiver, confirm with the member, make sure that that did happen. And then all of that information can be manually added in the HHA system. There's a, a spot right there where you just put in the, and let's see if I can pull it up quickly. 236 "Decree Sweeney" (1880076544) 01:15:35.250 --> 01:16:06.493 You can put in the, the visit start and end time, and then you will have to record, so you're manually adding it and you're just gonna have to record the, the reason why it was manually added. So, you know, if the, the, phone died or something like that, and then just confirm also that, you know, the time sheet was checked or you talked to the members family or, you know, something along those lines. 237 "Emily Brigman" (2474589952) 01:16:06.493 --> 01:16:29.060 Thank you. There is a question. I don't know if you can address this right now for visit edit action taken, what does the number 25 code mean? Other flag to require note? Is that something you're able to address now decree, warshawn? Or is a matter that needs. 238 "Emily Brigman" (2474589952) 01:16:29.060 --> 01:16:35.807 To be submitted to the client support portal, with a screenshot. 239 "Decree Sweeney" (1880076544) 01:16:35.807 --> 01:16:51.989 I would just have to look further in detail Emily and I can we don't I don't know that it has to go to the client support portal, but, I don't have the answer at this exact minute. I can look in the portal real quickly and see if I can get it in the next. 240 "Emily Brigman" (2474589952) 01:16:51.989 --> 01:17:08.060 5 min. Okay, we maybe able to come back to that question. Let's see here. 241 "Emily Brigman" (2474589952) 01:17:08.060 --> 01:17:31.070 We've addressed social security, PTA OTA, we have a, a concern regarding contract placement, due to reported delays in in MCO authorization data. 242 "Emily Brigman" (2474589952) 01:17:31.070 --> 01:18:03.020 Contract placement in HHA exchange for a particular managed care organization fails stating matching payer portal, payer patient not found. The managed care organization verified patient demographics are accurate, how should this issue be resolved? Wondering if HHA Exchange has fielded similar concern. 243 "Emily Brigman" (2474589952) 01:18:03.020 --> 01:18:14.216 As related to placement for patients when a managed care organization is the payer. 244 "Decree Sweeney" (1880076544) 01:18:14.216 --> 01:18:35.160 So, just something to keep in mind that, so we did just add all of the the data recently for the managed care organization members and the the workflow for adding members. 245 "Decree Sweeney" (1880076544) 01:18:35.160 --> 01:18:54.420 Manually in the system, and then letting the the payers send the members is going to vary based on the services. So some home health services through the mcos is going to be member managed or provider managed, and then the others are going to be. 246 "Decree Sweeney" (1880076544) 01:18:54.420 --> 01:19:11.670 Managed by the mcos directly. So, if the, I what I'm trying to say I guess is that there could be a, just a gap in time before the member was there or now that the member is there. 247 "Decree Sweeney" (1880076544) 01:19:11.670 --> 01:19:42.188 That, you know, the, the member information is going to have to match the portal profile if it was sent by the payer. If it was not sent by the payer and it is part of that small group, where the, the payers do allow for the provider managed member profiles, then it would follow that similar kind of EDI workflow for troubleshooting member not found. I think Emily am I on the right track with where that was question was going? 248 "Emily Brigman" (2474589952) 01:19:42.188 --> 01:20:03.590 Yes, and if I remember correctly, tell me tell me if I'm wrong, among the managed care organizations, blue Cross blue Shield in particular, that's the managed care organization and question was a little more delayed than the other managed care organizations in getting their authorization. 249 "Emily Brigman" (2474589952) 01:20:03.590 --> 01:20:15.490 Patient data to HHA exchange. Is that accurate? 250 "Decree Sweeney" (1880076544) 01:20:15.490 --> 01:20:26.313 Yes, I think that there was a a there was a little difference in timing across the mcos yes, but they should all be there now. So it just depends on I guess timing of. 251 "Emily Brigman" (2474589952) 01:20:26.313 --> 01:20:50.787 That question. Thank you. We have a question. Authorizations are sent in by way of a separate API than the one that visits use, correct? 252 "Decree Sweeney" (1880076544) 01:20:50.787 --> 01:21:17.317 The API process specifically is set up for yes, for member caregiver, and then there's the, there's different authorization kind of API processes, but all of that is under our EDI umbrella, and so if they're asking that question to lead into something else, I would recommend just reaching out directly to the EDI team. 253 "Emily Brigman" (2474589952) 01:21:17.317 --> 01:21:31.152 Thank you, and decree, were you able to find any follow up on the error code we talked about? 254 "Decree Sweeney" (1880076544) 01:21:31.152 --> 01:21:41.669 I was trying to multitask and then I got caught with some of your other questions. I'm sorry Emily. That's ok. Can we just send it as a follow up? 255 "Emily Brigman" (2474589952) 01:21:41.669 --> 01:21:43.755 From the webinar today. Sure, I will definitely. 256 "Decree Sweeney" (1880076544) 01:21:43.755 --> 01:21:54.831 We can outline all of the action taken too if it's not very clear, you know, I think the one was reason code 25, so I'll write write a note here and then I'll get that. 257 "Emily Brigman" (2474589952) 01:21:54.831 --> 01:22:11.430 Over to you. Thank you. And for the individual who's submitted the question, we are able to pull chat box by email, so if the email you used is accurate, we'll send a follow up too. 258 "Emily Brigman" (2474589952) 01:22:11.430 --> 01:22:31.430 That is really, I think, I believe we've covered all questions. Oh, there's one more, I, which I think we have time for. Does HHA Exchange support auto placement requests like other states who use API method? If. 259 "Emily Brigman" (2474589952) 01:22:31.430 --> 01:22:36.077 Yes, is there a any user guide for the same? 260 "Shawn Bowen" (3604721920) 01:22:36.077 --> 01:22:44.598 Yeah, I believe auto placement's in scope here from the EDI perspective. 261 "Emily Brigman" (2474589952) 01:22:44.598 --> 01:22:53.833 And Sean, where would. Sorry. Where would a provider agency locate guidance on auto. 262 "Shawn Bowen" (3604721920) 01:22:53.833 --> 01:23:02.476 Replacements. Yeah, it'll it'll be under the EDI tab and under the EDI specifications there, it should have information. 263 "Emily Brigman" (2474589952) 01:23:02.476 --> 01:23:06.750 Thank you so much, Sean. 264 "Shawn Bowen" (3604721920) 01:23:06.750 --> 01:23:13.313 Okay, but if they still have questions obviously they can, you know, email the support for any specific instructions there. 265 "Emily Brigman" (2474589952) 01:23:13.313 --> 01:23:32.450 Awesome. Thank you. Alright folks, we have two more EVV town hall webinars. Afterwards, the state is going to work toward folding in any updated questions and answers to our. 266 "Emily Brigman" (2474589952) 01:23:32.450 --> 01:23:52.450 Our public facing website, for materials, including a recording and slides for this particular webinar, we will work with our tech support staff to upload them to our public facing website and we'll send a communication to attendees once those materials are. 267 "Emily Brigman" (2474589952) 01:23:52.450 --> 01:24:12.450 Available, there will be a provider notice forthcoming once HFS leadership has approved a state plan home health care provider compliance policy. So stay tuned. In the meantime, please utilize the HHA exchange. 268 "Emily Brigman" (2474589952) 01:24:12.450 --> 01:24:32.450 Client support portal, for concerns and questions that are technical in nature. If you have any concerns regarding, lack of resolution, feel free to outreach HFS.EVV@Illinois.gov, but please include. 269 "Emily Brigman" (2474589952) 01:24:32.450 --> 01:24:40.260 Your ticket number, your provider agency name, and, your tax identification number. 270 "Emily Brigman" (2474589952) 01:24:40.260 --> 01:24:57.150 Thank you very much. We will send a follow up when the materials from this webinar are available along with a reiteration of how to register for the next two town hall webinars. We appreciate you attending today.