WEBVTT 1 "" (0) 00:00:00.000 --> 00:00:04.371 Okay. 2 "Emily Brigman" (2542078976) 00:00:04.371 --> 00:00:24.169 So, as I mentioned earlier, this is the 6th and final webinar in a series of six webinars. This doesn't mean that we will stop EVV town hall webinars all together. We need to regroup and based on concerns or. 3 "Emily Brigman" (2542078976) 00:00:24.169 --> 00:00:54.110 Questions coming into the state from providers or being submitted to HHA exchange. We will determine what to cover in future webinars, and the frequency at which those webinars will occur. I will go into policy related matters a little bit later in the state presentation, implementation of compliance oversight policies will likely garner additional questions and. 4 "Emily Brigman" (2542078976) 00:00:54.110 --> 00:01:09.810 And, request for clarification from providers. And if that is the case, we will, probably set payer specific webinars or. 5 "Emily Brigman" (2542078976) 00:01:09.810 --> 00:01:29.810 Or HCBS waiver operating Agency Specific webinars. By payer, we mean the state agency paying providers for their service provision. So e.g., if you are a home health agency billing state plan Medicaid or managed care organizations. 6 "Emily Brigman" (2542078976) 00:01:29.810 --> 00:01:49.810 Or that would be HFS or if you are a home health agency billing division of specialized care for children. We are also in the background collecting email addresses through these webinar registration processes, as well as previous legal. 7 "Emily Brigman" (2542078976) 00:01:49.810 --> 00:02:09.090 Gathered email addresses for provider outreach. And with those email addresses, we will work with our technology staff to build an EVV specific list serve, and we will utilize that list serve to send EVV related updates. 8 "Emily Brigman" (2542078976) 00:02:09.090 --> 00:02:26.970 Communications regarding webinars in the future, new resources, et cetera. There will be the option for, providers who are not added to the list serve initially to sign up or to remove themselves from the list serve. 9 "Emily Brigman" (2542078976) 00:02:26.970 --> 00:02:45.210 This would be open to both provider agencies as well as state staff, external case management entities, and of course 3rd party vendors. 10 "Emily Brigman" (2542078976) 00:02:45.210 --> 00:03:05.210 Wanted to go over some reminders of resources available to providers. HFS does have a public facing EVV website. As mentioned previously, we've uploaded all materials from these town hall webinars to that website. We also have a provider note. 11 "Emily Brigman" (2542078976) 00:03:05.210 --> 00:03:32.330 Notice resource. You need to sign up for those provider notices. There is a link in this presentation to sign up for those notices. As mentioned in previous webinars HFS Bureau of Waiver Operations Management is working with leadership to hopefully establish a, an EVV specific category for HFS provider notices. In the meantime, though, you can assure. 12 "Emily Brigman" (2542078976) 00:03:32.330 --> 00:04:03.530 That you receive EVV specific provider notices by signing up for the home health and waiver categories at the link provided in this slide. HFS.EVV@Illinois.gov is a resource for state plan home health providers. Again, those providers are providers who bill state plan Medicaid, health choice, Illinois mcos, and MMA I mcos. 13 "Emily Brigman" (2542078976) 00:04:03.530 --> 00:04:22.050 You can inquire about policy or you may escalate concerns that have gone unresolved through submission to HHA exchanges, customer support resources. I'd like to go into a little more specifics there in a moment. 14 "Emily Brigman" (2542078976) 00:04:22.050 --> 00:04:42.050 Every one of our payers or state payers, has, a dedicated EBV inbox. We've provided these resources before. They are available through previously uploaded webinar slides. We're resharing them to. 15 "Emily Brigman" (2542078976) 00:04:42.050 --> 00:05:02.050 Today. So e.g., if you are a DDD stakeholder, whether you're a case management entity, a provider or an individual receiving services, if you have questions regarding DDD specific policy for electronic visit verification requirements. 16 "Emily Brigman" (2542078976) 00:05:02.050 --> 00:05:18.929 They have resources. They also have a dedicated webpage for EVV. Same for our additional payers, IDOA, Illinois Department on Aging, Division of specialized Care for children, and Division of rehabilitation services. 17 "Emily Brigman" (2542078976) 00:05:18.929 --> 00:05:40.699 When providers utilize HHA exchanges, client support portal or email address or hotline number and feel as though their concerns or questions have gone unresolved, we at a. 18 "Emily Brigman" (2542078976) 00:05:40.699 --> 00:06:00.699 HFS welcome you to submit those concerns to HFS.EVV@Illinois.gov. We will ask if eh for a, client support portal ticket number and we will also ask for your tax identification number, your provider. 19 "Emily Brigman" (2542078976) 00:06:00.699 --> 00:06:20.699 Urgency name and a brief summary of your concern. At the state side, we, don't have the capacity to resolve technological concerns. That is where our vendor comes into play HHA exchange. If their customer support. 20 "Emily Brigman" (2542078976) 00:06:20.699 --> 00:06:40.699 Port staff have been unable to resolve your concerns. HFS will escalate those concerns to project management staff from HHA exchange exchange who are specifically dedicated to Illinois implementation. The client support portal ticket number helps those staff research the issue. 21 "Emily Brigman" (2542078976) 00:06:40.699 --> 00:07:00.699 And ensure that the issue is appropriately addressed and resolved. Again, we at the state cannot resolve technological concerns. We don't have the capacity on our end to see things from a provider perspective in the portal. That is why we need to escalate the. 22 "Emily Brigman" (2542078976) 00:07:00.699 --> 00:07:28.039 Those concerns to HHA Exchange project management staff. I will also add that like many providers attending this call, we at HFS Bureau of Waiver Operations management a year and a half to two years ago were brand new to electronic visit verification, and historically have been very programme focused, not the most technologic. 23 "Emily Brigman" (2542078976) 00:07:28.039 --> 00:07:48.039 Savvy crew, within state government. So we have learned a lot along the way and continue to learn from our vendor, from providers, from 3rd party vendors, and, are working along with providers who are new to HA excuse me. 24 "Emily Brigman" (2542078976) 00:07:48.039 --> 00:08:07.649 EVV to learn as we go and address concerns through guidance documents, town hall webinars like this, and, additional resources such as faqs and, provider manuals. 25 "Emily Brigman" (2542078976) 00:08:07.649 --> 00:08:27.389 So we've made a lot of progress over the last year and will continue to work with our vendor to develop and enhance current resources. A recap of what we addressed during the 20 August EVV town hall webinar. 26 "Emily Brigman" (2542078976) 00:08:27.389 --> 00:08:47.389 Over every webinar we review implementation time frames. This may get a little bit redundant for those folks who have attended every town hall webinar. However, at HFS we still receive inquiries and we recognize that this there are new people attending at every town hall webinar. So. 27 "Emily Brigman" (2542078976) 00:08:47.389 --> 00:09:18.439 We will go over those time frames. Again, today, we also have those time frames on our public facing website. Please note that the implementation date for home health care providers, billing state planned Medicaid, including managed care organizations, division of specialized care for children and division of developmental developmental disabilities. Though those were not soft go lives anymore. 28 "Emily Brigman" (2542078976) 00:09:18.439 --> 00:09:38.439 For, the 31 December 2023 implementation date was a date and at which providers were required to begin either integrating 3rd party systems or using HHA exchange. So that was, you know, eight plus months. 29 "Emily Brigman" (2542078976) 00:09:38.439 --> 00:09:57.599 Ago. For division of developmental disabilities, personal support workers, it has now been a full year since we implemented for that group of providers. We'll talk a little bit more about Illinois Department on Aging and Division of rehabilitation services in the upcoming slides. 30 "Emily Brigman" (2542078976) 00:09:57.599 --> 00:10:17.599 We also went over during the last town hall webinar, state outreach and compliance monitoring. We'll have a couple of updates regarding compliance monitoring during today's presentation. The state, including HFS, division of specialized Care for children and Division of developmental disability. 31 "Emily Brigman" (2542078976) 00:10:17.599 --> 00:10:37.599 Are conducting outreach to providers who we are seeing through weekly reports from HHA Exchange are either not using EVV or sending their data from 3rd party systems to HHA exchange. At this point through both implementation phases. 32 "Emily Brigman" (2542078976) 00:10:37.599 --> 00:11:05.359 Is specifically home health and dddpsws. We expect at the state that providers using 3rd party systems have gone through the motions and steps needed to integrate their systems with HHA exchange. As well, we expect that all providers would have completed provider enrollment with HHA Exchange to initiate steps for EDI. 33 "Emily Brigman" (2542078976) 00:11:05.359 --> 00:11:33.229 Electronic data interchange, interchange or to use the free HHA exchange solution. We went over full caregiver social security number requirement that is effective October 1720 24. This impacts all Medicaid funded providers. We addressed our rationale for requiring full social security. 34 "Emily Brigman" (2542078976) 00:11:33.229 --> 00:12:05.149 Security numbers, we address privacy concerns, and we addressed programming updates being completed by HHA Exchange to address caregiver privacy concerns. HHA Exchange reviewed how to add multiple disciplines to caregivers. I believe they will be going over that again today in addition to reminders of integration processes, GPS et cetera. Some of those topics were gone over in previous presentations. 35 "Emily Brigman" (2542078976) 00:12:05.149 --> 00:12:20.429 We are covering it again because we continue to receive questions and concerns regarding those topics. We also covered service code updates, EDI, FAQ, and manual visit confirmations. 36 "Emily Brigman" (2542078976) 00:12:20.429 --> 00:12:42.409 We're going to revisit some of the questions that were submitted either during the registration process for the 20 August town hall webinar or that came up during the presentation. Several times throughout implementation and throughout these webinars, we fielded questions from provider agencies who. 37 "Emily Brigman" (2542078976) 00:12:42.409 --> 00:13:02.409 Basically have two lines of business. They may provide homemaker services and they may provide home health services. Some of those services maybe contracted out, eh, all Medicaid funded services are subject to EVV requirements. 38 "Emily Brigman" (2542078976) 00:13:02.409 --> 00:13:22.409 So if you are a home health agency provider, contracting with a therapy company to facilitate Medicaid funded physical therapy, occupational therapy, speech therapy, occupational therapy assistant or physical therapy assistant service. 39 "Emily Brigman" (2542078976) 00:13:22.409 --> 00:13:42.409 Those services are subject to EVV requirements. Those caregivers or providers need to use EVV in a system that captures all six data elements required by the 21st century Cares Act. Those six data elements are laid out on our. 40 "Emily Brigman" (2542078976) 00:13:42.409 --> 00:14:16.489 The public facing EVV website and have been covered throughout each EVV town hall webinar. We're going to do a quick review of those six elements coming up in our slides. So again, all Medicaid funded providers in scope of the 21st century Cures Act are required to use EVV. We've received a lot of inquiries regarding MMA I and electronic visit verification. 41 "Emily Brigman" (2542078976) 00:14:16.489 --> 00:14:38.089 Some of those questions we've had to take away and consult and conduct research with, interagency subject matter experts. We may come out with more guidance regarding MMA I and EVV in the future. Please note that if a visit. 42 "Emily Brigman" (2542078976) 00:14:38.089 --> 00:14:58.089 Which is 100 % funded by Medicare, it is not subject to EVV requirements. However, MMA I managed care organizations also allow pro Medicaid providers to bill for Medicaid funded services. If you are a Medicaid provider agency, bill. 43 "Emily Brigman" (2542078976) 00:14:58.089 --> 00:15:21.859 Bringing an MMA I MCO for, services that are covered in the HFS home health fee schedule. Those services are subject to EBV requirements. You may also be a homemaker agency billing in an MMA I MCO for a community care program co. 44 "Emily Brigman" (2542078976) 00:15:21.859 --> 00:15:37.769 Customers under Illinois Department on Aging or division of rehabilitation services customers under one of the three DRS waivers. Those services are subject to EVV requirements, that is a state. 45 "Emily Brigman" (2542078976) 00:15:37.769 --> 00:15:56.489 Medicaid Home and Community based Waiver Program. Those are Medicaid services. Please feel free to submit questions for additional clarification to HFS.EDV@Illinois.gov, but please note. 46 "Emily Brigman" (2542078976) 00:15:56.489 --> 00:16:16.489 Our bureau, Bureau of Waiver Operations Management are not the subject matter experts on MMA I we will likely have to take away complex questions to our Bureau of Managed Care, as well as other folks who are experts on MMA I within the HFS. 47 "Emily Brigman" (2542078976) 00:16:16.489 --> 00:16:19.619 As agency. 48 "Emily Brigman" (2542078976) 00:16:19.619 --> 00:16:39.619 We covered MMA I and EVV during the 7 August EVV town hall webinar. Those materials from that webinar are accessible on our public facing EVV website. Even when. 49 "Emily Brigman" (2542078976) 00:16:39.619 --> 00:16:56.789 When Medicaid is a secondary payer. This question came up during the last town hall webinar. The state expects provider agencies to ensure that providers billing for those services are using EVV. 50 "Emily Brigman" (2542078976) 00:16:56.789 --> 00:17:11.969 During the last town hall webinar HHA Exchange covered manually confirmed visits. There maybe additional details on that today. 51 "Emily Brigman" (2542078976) 00:17:11.969 --> 00:17:31.969 There was a question that came in during the last town hall webinar asking whether state policy requires provider agencies to ensure that a customer signs off on a form, after. 52 "Emily Brigman" (2542078976) 00:17:31.969 --> 00:17:51.969 For a manually confirmed visit occurs to confirm that that visit actually occurs. We responded at the time that while it's not required in policy from the state, it is best practice. We do, at least from HFS, there are other state payers. 53 "Emily Brigman" (2542078976) 00:17:51.969 --> 00:18:11.969 Who may require a time sheet that's signed by a customer has evidence that a manually confirmed visit actually occurred. We encourage you based on who you're billing to ask the payer. Again, we covered payer resources including EVV specific email addresses. 54 "Emily Brigman" (2542078976) 00:18:11.969 --> 00:18:41.089 At the beginning of this presentation, they are of These slides will be made available on our public facing website. It's best practice for providers, especially through follow up from the state as the result of questions from federal CMS in response to quarterly reporting on overall provider compliance. 55 "Emily Brigman" (2542078976) 00:18:41.089 --> 00:19:01.089 The state and percentages on manually confirmed visits. A manually confirmed visit is considered not compliant with EVV. We expect that there will always be some non compliant or manually confirmed visits because things happen. A provider may simply. 56 "Emily Brigman" (2542078976) 00:19:01.089 --> 00:19:21.089 They forget to clock out because they had a chaotic day. There was, there was a lot going on with the customer. There maybe a technological issue that had occurred. They may show up at a customer's home and the customer is not there. We understand manually confirmed visits will occur. 57 "Emily Brigman" (2542078976) 00:19:21.089 --> 00:19:37.709 But we expect that provider agencies have processes in place that include collection of evidence to confirm visits took place. 58 "Emily Brigman" (2542078976) 00:19:37.709 --> 00:19:57.709 We've had some inquiries along the way regarding implementation for division of rehabilitation services and whether providers billing division of rehabilitation services need to continue using same data. So for doors, doors implemented EVV. 59 "Emily Brigman" (2542078976) 00:19:57.709 --> 00:20:29.699 Be about a decade ago as the result of state legislation referred to as the Smart Act. With that implementation, doors secured their own EVV agree aggregator called SAN data. Individual providers for doors, including personal assistance, non agency cnas, non agency lpns, and non agency rns, use SAN data to track visits electronically for EVV. 60 "Emily Brigman" (2542078976) 00:20:29.699 --> 00:20:52.549 Those providers are should continue using sand data. DRS agency providers include homemaker agencies and home health service agencies. Those providers unless they have under ten staff, are required to secure their own EVV vendors and transmit. 61 "Emily Brigman" (2542078976) 00:20:52.549 --> 00:21:20.539 EVV visit data from those 3rd party vendors to SAN data. That is to remain status quo. Once HFS doors and HHA exchange establish a go live date for aggregation of DRS EVV data, that date will be communicated to impacted provider. Impacted providers, we do not expect anything to change. 62 "Emily Brigman" (2542078976) 00:21:20.539 --> 00:21:35.729 Change for DRS providers as far as the current EVV systems they are using. The state HFS will aggregate DRS EVV data into the HHA it's just. 63 "Emily Brigman" (2542078976) 00:21:35.729 --> 00:21:54.419 Exchange system. HFS is the state Medicaid agency has to have insight into and report on DRS EDD data to federal CMS. During the last presentation, HHA exchange covered. 64 "Emily Brigman" (2542078976) 00:21:54.419 --> 00:22:14.419 How to change caregiver email addresses in the mobile application, provider agency administrators may update caregiver email addresses within the web based portal, and that should update the caregiver email in the mobile app. 65 "Emily Brigman" (2542078976) 00:22:14.419 --> 00:22:32.789 If there are continued concerns after taking those steps to update a caregiver email address, providers are encouraged to use, HHA exchange client support options. That includes the client support portal, or their hotline number. 66 "Emily Brigman" (2542078976) 00:22:32.789 --> 00:22:56.029 Yeah, a reminder, we implemented EVV for personal support workers billing division of developmental dis disabilities on 1 September 2023. So now a complete year. DDD does have a living care. 67 "Emily Brigman" (2542078976) 00:22:56.029 --> 00:23:26.779 Caregiver exemption for personal support workers only. DDD is the only state payer that is offering a live in caregiver exemption. Personal support workers who live with the customer are required to on an annual basis, complete an application for the live in caregiver exemption. This goes to the payer, so the majority of, DDD. 68 "Emily Brigman" (2542078976) 00:23:26.779 --> 00:23:46.779 The personal support workers work with access as a fiscal intermediary. Access will review that application and either approve or deny that application based on how the personal support worker filled it out. It is something that is. 69 "Emily Brigman" (2542078976) 00:23:46.779 --> 00:24:12.739 Only available through DDD for personal support workers only. On 31 December, HFS implemented EVV for Home Healthcare Service providers, billing, Illinois State Plan Medicaid, so traditional Medicaid, managed Care organizations for straight Medicaid customers, so that is the health choice. 70 "Emily Brigman" (2542078976) 00:24:12.739 --> 00:24:32.739 Illinois or HCI mcos, and Medicare Medicaid Alignment Initiative MMA I mcos. Those are the managed care organizations for customers who are dual eligible, as well as division of specialized care for children or DSCCC and Illinois Department of Human Services. 71 "Emily Brigman" (2542078976) 00:24:32.739 --> 00:25:06.139 This Division of developmental disabilities. All these applicable service codes are available on HHA exchanges, Illinois Information page in the services and scope section. As clarification, home health care services, in addition to nursing and home health aid or CNA services, also include physical therapy, occupational therapy, and speech therapy services. With that, we are, we include occupational. 72 "Emily Brigman" (2542078976) 00:25:06.139 --> 00:25:13.649 Therapy assistant and physical therapy assistant services. 73 "Emily Brigman" (2542078976) 00:25:13.649 --> 00:25:33.649 A reminder that implementation for IDOA providers who already are using EVV but using their own EVV systems will not go live on 1 November. That was relayed through a provider notice. It. 74 "Emily Brigman" (2542078976) 00:25:33.649 --> 00:26:05.359 Was communicated to in home, Illinois Department on aging in home care providers through department on Aging's list serve. We do not have a new date established. Once the new date is established, HHA Exchange will work with Illinois Department on aging to develop training dates for impacted providers, new guidance will go out and the new go live date will be communicated to impacted providers. 75 "Emily Brigman" (2542078976) 00:26:05.359 --> 00:26:26.389 Again, this only impacts in home providers or homemaker agencies serving Illinois Department on aging community Care Program, customers. This decision to delay was a collaborative decision between HFS and Illinois Department on Aging. 76 "Emily Brigman" (2542078976) 00:26:26.389 --> 00:26:36.689 Leadership. We do not have further details as far as a go live date at this time. 77 "Emily Brigman" (2542078976) 00:26:36.689 --> 00:26:55.769 We already covered this pretty much. HFS as a state Medicaid agency will aggregate DRS EVV data. Stay tuned as to when exactly that will occur. We do anticipate that. 78 "Emily Brigman" (2542078976) 00:26:55.769 --> 00:27:13.439 Out individual providers billing doors will continue to use SAN data and agency providers billing doors will continue to send data to SAN data, from their 3rd party EVV systems. 79 "Emily Brigman" (2542078976) 00:27:13.439 --> 00:27:33.439 For providers currently in scope for EBV, that includes division of developmental disabilities, personal support workers, as well as home health care, service agencies, billing, state plan Medicaid, the managed care organizations, DSCCC or DDD. We expect that all. 80 "Emily Brigman" (2542078976) 00:27:33.439 --> 00:28:03.919 All Agencies have completed HHA exchanges provider enrollment form. If you completed the enrollment form with HHA Exchange and did not receive credentials, you need to submit a ticket to HHA Exchange's client support portal. We've had multiple instances of a provider agency representative completing the provider enrollment form, and then either that individual leaves or another. 81 "Emily Brigman" (2542078976) 00:28:03.919 --> 00:28:22.259 Individual takes on EVV oversight responsibilities within that agency and cannot access the portal. When those instances occur, please specify the issue when submitting a concern to HHA Exchange's client support portal. The. 82 "Emily Brigman" (2542078976) 00:28:22.259 --> 00:28:42.259 Individual completing HHA exchanges provider enrollment form has the capacity to add other users to the HHA exchange system within their organization. In scope, providers have the option of either using the free HHA exchange option. 83 "Emily Brigman" (2542078976) 00:28:42.259 --> 00:29:02.389 Or, paying for a 3rd party EVV vendor that is able to capture all six elements through an EVV visit. The state again is outreaching providers who are not using EVV or transmitting EVV. 84 "Emily Brigman" (2542078976) 00:29:02.389 --> 00:29:24.589 Be from a 3rd party system. EDI providers need to report to the state what step they are in as far as EDI integration goes. HHA Exchange has a s a number of EDI resources on their Illinois information page, including an EDI tip sheet. 85 "Emily Brigman" (2542078976) 00:29:24.589 --> 00:29:51.319 That goes over steps for EDI integration. They're going to cover it again during today's presentation. We at the state, expect that in scope provider agencies will have integrated their 3rd party system NO later than the end of this month. If provider agencies with 3rd party systems have not integrated their 3rd party system with HHA exchange by the end of september. 86 "Emily Brigman" (2542078976) 00:29:51.319 --> 00:30:11.319 September. The state expects that those provider agencies will work with HHA exchange to transition to the HHA exchange free solution while waiting for EDI integration to occur. We have to report to CMS on EDV visit data. 87 "Emily Brigman" (2542078976) 00:30:11.319 --> 00:30:38.089 It has now been eight months since implementation for home health and not a full year since implementation for DDD personal support workers. The deadlines for all state, all states, were home health care Medicaid funded providers to use EVV was the 1st of 2024. 88 "Emily Brigman" (2542078976) 00:30:38.089 --> 00:30:57.389 By 1 January 2024. So the federal government expects that all Medicaid funded providers, personal support workers, home health agencies are actively using EVV at this point. 89 "Emily Brigman" (2542078976) 00:30:57.389 --> 00:31:17.389 We know that impact revalidations are coming up soon. If you are a provider agency who does not anticipate using or billing the state or any state payers for personal care services or home health care services, then it is. 90 "Emily Brigman" (2542078976) 00:31:17.389 --> 00:31:33.509 Expected by the state that you adjust adjust your impact enrollment. We've added some impact resources to this slide. Again, this will be made available on our public facing website. Again, this includes. 91 "Emily Brigman" (2542078976) 00:31:33.509 --> 00:31:49.649 DDD personal support worker agencies, DDDD, state plan Medicaid, including managed care care organizations, and DSCCC home health care service provider agencies. 92 "Emily Brigman" (2542078976) 00:31:49.649 --> 00:32:12.409 Yeah EVV policy during our last webinar, we gave a heads up about looming compliance policy. We waited a long time to implement policy, understanding that similar to state staff EVV was new to many. 93 "Emily Brigman" (2542078976) 00:32:12.409 --> 00:32:32.409 Providers, acknowledging the time it takes to integrate a 3rd party system to train caregivers to use EVV, et cetera. We are now to the point of implementing policy for state plan home health care providers. We. 94 "Emily Brigman" (2542078976) 00:32:32.409 --> 00:32:40.379 Bill within the next couple of weeks release an HFS provider notice. 95 "Emily Brigman" (2542078976) 00:32:40.379 --> 00:32:59.369 Regarding a policy for home health care providers who bill state plan Medicaid or managed care organizations. This policy has already been added to our public facing EVV website. It has an effective date of. 96 "Emily Brigman" (2542078976) 00:32:59.369 --> 00:33:19.369 31 October 2024, meaning that is the date at which the clock starts for compliance monitoring. We have left room for EDI provider agencies or those provider agencies using 3rd party systems to transition to the free HHA experience. 97 "Emily Brigman" (2542078976) 00:33:19.369 --> 00:33:39.369 Change solution if necessary because of delayed integration processes. We expect that six months from the point of 31 October 2024. So I believe that's 1 May. An agency's overall visits are 50 % complian. 98 "Emily Brigman" (2542078976) 00:33:39.369 --> 00:33:55.529 Client with the 21st century Cures Act. We expect that within, a year or by 31 October 2025, in scope providers will have 75 % overall visit compliance. 99 "Emily Brigman" (2542078976) 00:33:55.529 --> 00:34:15.529 If 75 % overall visit compliance is not achieved by 31 October 2025, the state will require a compliance action plan be developed by the provider agency in which that provider agency details their remediation activities. 100 "Emily Brigman" (2542078976) 00:34:15.529 --> 00:34:35.529 It needs to be approved by the state and by the point at which the state approves that compliance action plan or CAP, the provider will have 90 days to conduct remediation and achieve that 75 % overall visit compliance. So that's in the big scheme of things a lot of time to achieve. 101 "Emily Brigman" (2542078976) 00:34:35.529 --> 00:35:01.069 These compliance thresholds set forth through state policy. If compliance action plans are not implemented within 90 days, then the state will refer that provider agency to HFS Office of inspector General for investigation of potential fraud, waste and abuse. We recommend to provide our agency's billing DDD. 102 "Emily Brigman" (2542078976) 00:35:01.069 --> 00:35:24.419 Or DSCCC to refer to your payers for their compliance policies. Those state payers DSCCC and DDD are actively working to update their policies to reflect these requirements as well as the full social security number requirement. 103 "Emily Brigman" (2542078976) 00:35:24.419 --> 00:35:45.529 Again, the tracking of full caregiver social security numbers is required NO later than October 1720 24. This applies to all Medicaid funded providers. Non compliance penalties apply for NO EDV. 104 "Emily Brigman" (2542078976) 00:35:45.529 --> 00:36:05.529 The activity as well, or lack of EDD data transmission to HHA exchange from a 3rd party vendor. We expect through policy that when self directed services are at play, the provider or excuse me, the. 105 "Emily Brigman" (2542078976) 00:36:05.529 --> 00:36:25.529 State payer has processes in place to address customer or employer accountability or responsibilities. E.g., division of rehabilitation services has existing policy in place for customers with personal assistance services. When a customer is not. 106 "Emily Brigman" (2542078976) 00:36:25.529 --> 00:36:44.609 Ensuring that their personal assistant uses EVV appropriately. Warnings are issued over the course of a number of months, and if there is perpetual non compliance, that customer has transitioned to agency services, e.g., homemaker services. 107 "Emily Brigman" (2542078976) 00:36:44.609 --> 00:37:04.609 Okay HFS impact agreement, Provider impact agreement, has been updated to reflect provider acknowledgement of EDV requirements and requires the provider to attest to compliance with EDV requirements. This will eventually. 108 "Emily Brigman" (2542078976) 00:37:04.609 --> 00:37:12.149 Need to be signed by all providers when they are due for revalidation. 109 "Emily Brigman" (2542078976) 00:37:12.149 --> 00:37:31.439 We, again, expect that EDI provider agencies, those agencies using 3rd party vendors have, we expect that they integrate, this should say 30 September, my apologies for the eh misprint. We expect that those. 110 "Emily Brigman" (2542078976) 00:37:31.439 --> 00:37:51.439 Provider agencies with 3rd party vendors integrate their systems with HHA Exchange NO later than 30 September. If you anticipate that will not occur or if it has not occurred by September 30 september, we expect that you work with HHA Exchange to use their free system until. 111 "Emily Brigman" (2542078976) 00:37:51.439 --> 00:38:11.439 Integration with your 3rd party vendor occurs. The state will be able to track this through support tickets submitted to HHA exchange. Today HHA Exchange is going to go over how to switch from a 3rd party vendor to the free HHA exchange option or vice. 112 "Emily Brigman" (2542078976) 00:38:11.439 --> 00:38:23.910 Vice versa. Both of these instances require outreach to HHA exchange, which is tracked and reported to HFS. 113 "Emily Brigman" (2542078976) 00:38:23.910 --> 00:38:43.910 A reminder of the 6th Cures Act elements. This is required by federal CMS through the 21st century Cares Act. All visits need to include a collection of data that reflects the type of service performed, the person receiving the service. 114 "Emily Brigman" (2542078976) 00:38:43.910 --> 00:39:04.760 Service, the date at which the service occurred, the location of service delivery, the individual providing the service, we track this this through caregiver SSN, the time the service begins and ends. If you are utilizing a system that cannot capture. 115 "Emily Brigman" (2542078976) 00:39:04.760 --> 00:39:24.450 For these elements, then you must use the free HHA exchange solution or secure a 3rd party vendor that can capture all six elements. It is a requirement under the federal 21st century Cares Act, which HFS as the state Medicaid agency is tasked with implementing. 116 "Emily Brigman" (2542078976) 00:39:24.450 --> 00:39:46.880 Social security number requirements. Again, the state presented their rationale for requiring all nine digits of a caregiver's social security number, either being tracked within HHA exchange directly or transmitted to HHA exchange from a 3rd party vendor. This was covered in. 117 "Emily Brigman" (2542078976) 00:39:46.880 --> 00:40:14.870 In the town hall, on 20 August, those resources are available on our public facing website. HHA Exchange today is going to cover programming updates that include masking a full caregiver SSN and the caregiver date of birth on the HHA exchange caregiver search screen for all users outside of provider agency admin administrators, provider. 118 "Emily Brigman" (2542078976) 00:40:14.870 --> 00:40:34.870 The agency administrators are tasked with entering those full ssns, so it makes sense that provider agency administrators are able to see the full SSN. Provider agency administrators have the option of assigning user roles within the HHA exchange system. HHA exchange, again. 119 "Emily Brigman" (2542078976) 00:40:34.870 --> 00:41:05.390 Will go over this option. HHA Exchange today will also cover guidance to EDI providers. We've received a number of inquiries from provider agencies using 3rd party EVV systems as to whether they can enter caregiver ssns directly into the HHA exchange system versus sending that data over to HHA Exchange from a 3rd party system or to only send that data over once and then. 120 "Emily Brigman" (2542078976) 00:41:05.390 --> 00:41:14.400 And stop sending it. H HA Exchange will cover that during today's presentation. 121 "Emily Brigman" (2542078976) 00:41:14.400 --> 00:41:34.400 We've had a number of inquiries regarding, MCO authorization concerns to address this HFS Bureau of waiver operations management, worked with our Bureau of managed Care to outreach the managed care organizations and. 122 "Emily Brigman" (2542078976) 00:41:34.400 --> 00:42:07.070 Inquire about EVV specific resources for each managed care organization. We have a contact list for each managed care organization. It has been uploaded to our public facing EVV website. It's referred to, I believe as MCO EVV authorization contacts. Again, it is on our public facing website. We also have a slide covering those email contacts in this presentation. 123 "Emily Brigman" (2542078976) 00:42:07.070 --> 00:42:27.070 This is intended for provider agencies home health provider agencies to utilize when there is a required authorization for a service and it's coming from a managed care organization. If the issue is that the is stemming from the MCO. 124 "Emily Brigman" (2542078976) 00:42:27.070 --> 00:42:47.070 Authorization data, the expectation is that the provider agency reaches out to the MCO for assist. E.g., the MCO has not sent an authorization for the customer, through the EVV system or to HHA exchange, and the provider agency. 125 "Emily Brigman" (2542078976) 00:42:47.070 --> 00:43:18.710 He is unable to track visits because of the lack of authorization from the managed care organization. This lends to outreach to the managed care organization. Otherwise, if it's a concern that's technological in nature, providers should use the HHA exchange client support portal. If it's a policy inquiry, please feel free to reach out to hFS.EVV if you are a state planned home health provider. If you're billing another payer, a state payer. 126 "Emily Brigman" (2542078976) 00:43:18.710 --> 00:43:27.690 You may reach out to ddd's EVV inbox or dsccc's EVV email address. 127 "Emily Brigman" (2542078976) 00:43:27.690 --> 00:43:47.690 This covers the MCOEBB contacts. Again, this, the contact list has been added to our public facing website, as well as the policy for state planned home health providers. We will be. 128 "Emily Brigman" (2542078976) 00:43:47.690 --> 00:44:03.780 Releasing a policy or excuse me, a provider notice regarding the state plan home health policy, probably within the next couple of weeks, but do now, do know that it is available on our website for review. 129 "Emily Brigman" (2542078976) 00:44:03.780 --> 00:44:19.799 At this point, I am going to hand the reins over to Miss Decreti Sweeney with HHA Exchange to cover HHA Exchange's presentation. 130 "Decree Sweeney" (380507904) 00:44:19.799 --> 00:44:38.580 Only, ok, 1 s. 131 "Decree Sweeney" (380507904) 00:44:38.580 --> 00:44:58.580 I'm going to share my screen. Hi everybody, alright. Okay, so today we're gonna cover some of the, the topics that Emily had mentioned in addition a few more. I know this is the last. 132 "Decree Sweeney" (380507904) 00:44:58.580 --> 00:45:26.390 Town Hall in this series, so I just want to make sure we can cover, you know, enough, items that we've talked about in the past and make sure that we also are capturing anything new and glaring that everybody has kind of, been asking and speaking about. So on the HHA side, I have myself degree Sweeney and Sean. I'm sure you've seen him in the Q and A a little bit. He's also. 133 "Decree Sweeney" (380507904) 00:45:26.390 --> 00:45:33.420 Supporting on the back end here, answering any questions from the HHA perspective. 134 "Decree Sweeney" (380507904) 00:45:33.420 --> 00:45:53.420 We're just gonna start by talking about some of the recent hot topics and again just some important pieces of the HHA workflow. I did wanna just lead in with covering the, the kind of setup process. So if you haven't yet engaged with HHA or you don't have a portal yet. 135 "Decree Sweeney" (380507904) 00:45:53.420 --> 00:46:15.200 That's completely fine. The steps on the screen are going to cover what you would need to do in order to kind of get set up. There's two different ways you could interact with the HHA system. You can either use it directly or you can utilize your own, 3rd party vendor, and then you would transmit that information over to the HHA system. 136 "Decree Sweeney" (380507904) 00:46:15.200 --> 00:46:42.200 And so what you're seeing on the screen, you have step one, which is completing that HHA exchange enrollment form. That's going to be the form that gets you a portal set up with our system. And then step number two here is if you are going to use your own 3rd party vendor, then you would want to submit that Illinois attestation form and start the integration process between your vendor and the HA. 137 "Decree Sweeney" (380507904) 00:46:42.200 --> 00:47:12.710 System. There's some testing and things like that involved, so that is something you would want to get started right away so that way we can make sure to get that integration completed for you timely. For step three, that is completing the training. So there's an LMS training system that we have, and that basically just helps you understand the HHA exchange system and the workflows that are involved. And then you would also, as Emily said, get an email with those credentials for your actual. 138 "Decree Sweeney" (380507904) 00:47:12.710 --> 00:47:37.490 The HHA exchange portal. And if there's any hiccups, if you're not seeing the email, sometimes it is a system generated email. It can go to some folks spam or junk folder that does happen. Just reach out to HHA exchange support and they'll get you all squared away with your login information. And then step four is just beginning to enter data into the system. So if you're using HHA directly, you can log in, you can. 139 "Decree Sweeney" (380507904) 00:47:37.490 --> 00:48:00.440 Enter in your member information and review your caregiver information, start engaging in on those fronts. And if you have your own vendor already, then you would instead be working to transmit that information from your vendor, assuming that's where it all, all that information lives right now, you're just gonna want to process that into the HHA system, make sure you don't have any rejections, things like that. 140 "Decree Sweeney" (380507904) 00:48:00.440 --> 00:48:06.720 That you're gonna wanna make sure that that data is showing in the HHA system accurately. 141 "Decree Sweeney" (380507904) 00:48:06.720 --> 00:48:26.720 And if you are an agency that is using HHA Exchange for IDOA specifically in only IDOA, then just, just note that you can it's ok that you have your portal set up, you're gonna go through those exact same pieces that we did just talk about, but there isn't going to be any information. 142 "Decree Sweeney" (380507904) 00:48:26.720 --> 00:48:46.720 On the HHA exchange site right now for IDOA. So essentially you can go through all of those steps getting your portal set up, going through any sort of, at I'm sorry, the integration or anything like that. But once you get your actual portal credentials, there's not going to be any information in there at this time and. 143 "Decree Sweeney" (380507904) 00:48:46.720 --> 00:49:17.000 And that is expected and the HFS team will provide more information on timing and things like that when we can expect that portal to be active for everyone. And in the case that you are, let's say, you're currently using your own EBV vendor and you would like to change and use HHA directly or vice versa, you're using HHA directly right now and you're going to engage with another vendor. You want to have your, your portal now taken the data from that vendor. 144 "Decree Sweeney" (380507904) 00:49:17.000 --> 00:49:38.930 Or if you're even switching vendors, so right now you use one vendor and you're looking to change to another vendor. All of these scenarios do require HHA exchange support. So just to make sure that your portal is, is accurately accepting the information and the information from which vendor you're sending it. 145 "Decree Sweeney" (380507904) 00:49:38.930 --> 00:50:07.640 From is integrated correctly and all of that. So if any of these scenarios apply to you or they do apply to you in the future, please just know that there has to be a ticket submitted to HHA support so that way we can make sure that your portal does reflect the information as expected. Okay, and I did want to talk a little bit today about the caregiver's social security number. That is something that we've covered in a few weeks in the past. Emily also. 146 "Decree Sweeney" (380507904) 00:50:07.640 --> 00:50:29.760 Talked about it during her presentation. Just noting that we would expect that the caregiver's profile in HHA Exchange does have the full nine digits of the social security number and as an agency if you want to begin adding that now and just to then meet the October a deadline that the state put in place. 147 "Decree Sweeney" (380507904) 00:50:29.760 --> 00:50:49.760 Then if you're doing it directly in HHA, you can just log in and edit the caregiver's profile. If you're going to be doing it over your API from your EDI vendor, just know that you don't have to edit anything with the actual profile of the caregiver besides that social security number, the employee ID or that external. 148 "Decree Sweeney" (380507904) 00:50:49.760 --> 00:51:09.420 ID for the caregiver will stay the same, and it's just that you're adding the social security number as part of their profile. Now, as an EDI vendor, if there is an alternate workflow that you are wanting to follow, so if you don't want to send the social security number over across your API every time. 149 "Decree Sweeney" (380507904) 00:51:09.420 --> 00:51:25.290 You can go in and edit that manually in the HHA system. If, if you do edit it manually in the system, then just note that you're going to want to talk with your vendor to make sure that you're only sending caregiver profiles. 150 "Decree Sweeney" (380507904) 00:51:25.290 --> 00:51:45.290 Over if they are new, you don't want to send any updated caregiver profiles. If you send an update without a social security number, once you've already added it into the HHA system, the update will come over with the, you know, blank or 999 or something like that. So, if you can, if you do want to follow this workflow, if you do not. 151 "Decree Sweeney" (380507904) 00:51:45.290 --> 00:52:03.780 Not want to send social security numbers by API. What you can do again is talk with your vendor, let them know you, this is what you, this is the workflow you would like to follow, ask them to only send social security or I'm sorry caregiver profiles for new caregivers. 152 "Decree Sweeney" (380507904) 00:52:03.780 --> 00:52:23.780 And then you can work the social security number updates and things like that in the HHA system directly. If you have questions on this, if this sounds like maybe something you want to do, but you're concerned that, you want to make sure your vendor follows it, your instructions and all of this, just please submit a ticket to HHA Exchange and we can help make sure that the. 153 "Decree Sweeney" (380507904) 00:52:23.780 --> 00:52:48.020 That information is flowing as your agency would like it to flow. Again, there is the other option on the on the right side of the screen here. You can send the social security number through API. Okay, and then, over the past month or so as this kind of all came out, there was some concerns on viewing the social security number in the HHA exchange system. 154 "Decree Sweeney" (380507904) 00:52:48.020 --> 00:53:12.530 And so there is an update that was made in the system for all user roles besides an admin user role. And so what that update did is it does, it does mask the social security number for any user role besides the admin user. And as you are reviewing your user assignments for all of the folks that from your agency that use the. 155 "Decree Sweeney" (380507904) 00:53:12.530 --> 00:53:34.520 The HHA exchange system, and if you're finding that maybe you need to reorganize it a little bit, make sure only certain people have access or something like that. You can definitely do that. And here on the screen you can see I did just kind of put a few steps, so you can go to the admin dropdown, user management, and then user search. You look through the users that you're looking to edit and you. 156 "Decree Sweeney" (380507904) 00:53:34.520 --> 00:53:56.360 You can see there's a little pencil mark on the right side of the screen. You click on that pencil mark for the associated user and then you can change the role right there. So again, noting, if they have an admin role, they will be able to see the social security number, but if you update their role to be anything else besides that, then you will mask the social security number for. 157 "Decree Sweeney" (380507904) 00:53:56.360 --> 00:54:00.720 For that, that user. 158 "Decree Sweeney" (380507904) 00:54:00.720 --> 00:54:19.560 If you have any questions on this, the HHA support team can assist and we can definitely help make any updates or make sure that your users are viewing the information appropriately. And I also just wanted to talk briefly about the disciplines on caregiver profiles. 159 "Decree Sweeney" (380507904) 00:54:19.560 --> 00:54:39.560 So if you have your own primary EVV vendor, there is a field where you can add either, skilled or non skilled for that caregiver and it is, it is, best practice if you just wanted to add both and that's just to make. 160 "Decree Sweeney" (380507904) 00:54:39.560 --> 00:54:57.480 Sure that the data will process in as easily as possible for that caregiver. And when we're processing this into HHA, we are then gonna compare it to the members profile and then also the service coding questions, so it just kind of helps make sure that we. 161 "Decree Sweeney" (380507904) 00:54:57.480 --> 00:55:17.480 Can line everything up as easy as possible. And here if you're using HHA directly, there is the section right there where it says employment type and that's where you would then add the discipline for the appropriate caregiver. If they again if they have more than one or if they have some of the service codes where it could be, you know, a. 162 "Decree Sweeney" (380507904) 00:55:17.480 --> 00:55:44.840 Like e.g. PTA or PTA, you can add both of them here and we would want to make sure it lines up then with the service code. Again, I had mentioned this does line up with the, the member services as well. Here is here on the member profile, so you can see I'm on the, the profile section of the members page in the HHA system, and down at the bottom it does ask for accepted services. 163 "Decree Sweeney" (380507904) 00:55:44.840 --> 00:56:12.680 You're going to want to make sure that that lines up with the accepted services for that member, for the services that they are going to be receiving and, and, the caregivers that are then assigned to them. I do, bring this up noting that it does apply for these service codes on the screen here and if you are impacted by some of the concerns with getting the correct visits in the system, we have been. 164 "Decree Sweeney" (380507904) 00:56:12.680 --> 00:56:42.810 And doing outreach to providers and we are continuing to do that to make sure we can get everything in the system appropriately based on all of the different disciplines and accepted services for the members and the caregivers. Alright, and we are now going to go into some of the EDI providers specific frequently asked questions. So, really just covering the workflow, again, that's transmitting information from your. 165 "Decree Sweeney" (380507904) 00:56:42.810 --> 00:57:02.810 Your EVV vendor, over to, HHA exchange. We have three processes. We have the caregiver data that flows over. Again, we just spoke about that. We do also have the visit data that sends over to HHA, which would then contain any confirmed visits that. 166 "Decree Sweeney" (380507904) 00:57:02.810 --> 00:57:25.010 That that caregiver did, did provide. There is also the option to send authorization data. This is not required for, DDD, HFS or DSCCC, but it is an option, and if you as an agency, would prefer to have those authorizations in the system with HHA, you can. 167 "Decree Sweeney" (380507904) 00:57:25.010 --> 00:57:48.110 Can send that, and it can be then loaded into the HHA system. And again, just a reminder here that this is kind of how the member management and the authorization management does flow based by payer. So you can see again as I had mentioned. 168 "Decree Sweeney" (380507904) 00:57:48.110 --> 00:58:09.270 That DDD, DSCC and HFS, the three at the top, are all provider managed, meaning your agency will enter the member information, link that member to the appropriate contract, and then again if you decide you would like to, you can enter the authorization into HHA. Again, not required. 169 "Decree Sweeney" (380507904) 00:58:09.270 --> 00:58:29.270 And for the Illinois mcos, so the, the final grouping of payers here, those mcos are for the majority of services going to be sending the authorizations into the HHA system. So when you log in, you're going to have the member already placed in. 170 "Decree Sweeney" (380507904) 00:58:29.270 --> 00:58:36.600 In your portal and you will have the authorization that the payers sent as well in the HHA system. 171 "Decree Sweeney" (380507904) 00:58:36.600 --> 00:58:52.770 This does also impact visit rejections for EDI providers, so just noting that there could be, you know, there's two different workflows essentially associated with these different types of management processes. 172 "Decree Sweeney" (380507904) 00:58:52.770 --> 00:59:08.760 And if, if you're having concerns as an agency using this, the EDI workflow and you're just unsure of how to manage some of these rejections, please just reach out to the HHA exchange support team. Our EDI team is there to help and they can definitely walk you through. 173 "Decree Sweeney" (380507904) 00:59:08.760 --> 00:59:23.820 Some of those rejections and troubleshooting them. Just please note that the rejections do live in your vendor's system. So, you know, really make sure you're understanding as well what your vendor does to kind of. 174 "Decree Sweeney" (380507904) 00:59:23.820 --> 00:59:43.820 Show those rejections and how you can manage it that way. And again, if you have questions on, you know, you, you've seen the rejections, you know what they are, but you're not sure how to fix it, then please reach out to HHA exchange. Okay, and now we're gonna talk a little bit about EVB compliance and how you can track it in the HHA system. 175 "Decree Sweeney" (380507904) 00:59:43.820 --> 01:00:01.980 And how you can review anything that maybe would impact your compliance on your visits. So on the screen I have just some details here about EVV compliance and some best practices, but essentially if you want to think about it, compliance is showing. 176 "Decree Sweeney" (380507904) 01:00:01.980 --> 01:00:18.960 The, the percentage of your visits that are confirmed through EVV without any sort of manual inter intervention needed. It is the best practice that any agency understand how your caregivers are confirming their visits. 177 "Decree Sweeney" (380507904) 01:00:18.960 --> 01:00:34.410 And how compliance is impacted from those confirmations and really have a plan to monitor this across all of your caregivers and that's really gonna help maintain some of those compliance expectations that Emily communicated earlier. 178 "Decree Sweeney" (380507904) 01:00:34.410 --> 01:00:55.550 In the HHE system, we also discuss a lot or we, we reference exceptions a lot, and so what is an exception? It's essentially calling out any sort of, any sort of discrepancy between the visit confirmation and, what would be expected from EVV. 179 "Decree Sweeney" (380507904) 01:00:55.550 --> 01:01:12.270 Or, or, the electronic portion of the visit verification. E.g., if, if there was a missing clock in or a missing clock out, missing clock in and out, if there's a temporary caregiver assigned, if, you're missing some. 180 "Decree Sweeney" (380507904) 01:01:12.270 --> 01:01:32.270 Some coordinates on your, on a GPS plocking or there's NO caller ID if you use telephony, or if, if you did have EVV, the visit was confirmed using that electronic method, but then it was later changed. All of those items, if, if any of that would apply to a visit. 181 "Decree Sweeney" (380507904) 01:01:32.270 --> 01:01:53.450 That would then be considered an exception and that visit would be NO longer compliant. And if you're looking in the HHA system here, you can kind of see the differences between the two visits, so you can see on the left, there's a compliant visit and the way that you really would want to review that is you, you see that the visit start time. 182 "Decree Sweeney" (380507904) 01:01:53.450 --> 01:02:11.550 And the EVV call in are matching, and then you see that the visit end time and the EVV call out are matching. On the right, we have a non compliant visit and you see that yes, the the visit start time and the EVV call in match, but we have an EVB end time. 183 "Decree Sweeney" (380507904) 01:02:11.550 --> 01:02:29.400 And then there is NO, there is NO EVV that was provided on that call out. So that would then be considered non compliant. So if we're looking about how to reduce exceptions and, and increase compliance. 184 "Decree Sweeney" (380507904) 01:02:29.400 --> 01:02:49.400 There can be, you know, 1st if you want to address missing the clock in and out, so that would be something that you as an agency could discuss with your caregivers. So just discussing expectations on utilizing the EDD methods that they have agreed to utilize, whether it's the mobile application for HHA exchange or for you. 185 "Decree Sweeney" (380507904) 01:02:49.400 --> 01:03:11.000 EDD vendor, telephony or any other, options that your vendor may, have. The, sometimes the conversation is just, you know, if you're early or if you're late, you know, what, what do they do? Maybe that's just a part of the confusion. So just really talking that through making sure they understand how to use them. 186 "Decree Sweeney" (380507904) 01:03:11.000 --> 01:03:44.330 The application or how to use the telephony call in prompts. If there's a tempt caregiver concern, there is the ability in the HHA system to create schedules where you then have a caregiver assigned, so you can make sure if you have a week of, a week or two week of visits for a member, there's always a caregiver assigned and that's something you could do in advance. So that could be a workflow that maybe your agency could try out noting again schedules are not required, but if this is something that you you're finding that you. 187 "Decree Sweeney" (380507904) 01:03:44.330 --> 01:04:01.440 Are struggling with, that this maybe would be a way to prevent some of that. Some additional areas you can review would be GPS coordinates for your members making sure that that GPS flag is truly where that member is living and it is. 188 "Decree Sweeney" (380507904) 01:04:01.440 --> 01:04:17.610 You know, maybe not at the end of a, a mile long driveway or something like that. So just taking the time to look through that. Additionally making sure that the phone number, if they're using telephony, that the phone number is accurate, is it their phone number? Make sure that it is. And then again. 189 "Decree Sweeney" (380507904) 01:04:17.610 --> 01:04:37.590 If you have confirmation times that are not exact, let's say it's 07:52, you don't need to go in and update that to be 08:00. There isn't, a need for that to be an exact rounded number. We want to keep it at exactly the, the, the time that was. 190 "Decree Sweeney" (380507904) 01:04:37.590 --> 01:04:57.590 Performed for that, that electronic visit verification and we don't want to edit it at all especially if it's, if it's the accurate time that they got there, that is, that would be the time that you would wanna keep on that visit. And then lastly for some of our, the EDI providers, there are a few additional items to review. So. 191 "Decree Sweeney" (380507904) 01:04:57.590 --> 01:05:22.830 So I would recommend also reviewing your apis if you're thinking your exceptions look, you know, a little bit high. I would recommend reviewing the apis to make sure that your data is transmitting accurately over to HHA. You want to make sure that your EVV times and your visit times match. Again, those are the the times that we were looking at on the previous screen. And you also want to make sure that you. 192 "Decree Sweeney" (380507904) 01:05:22.830 --> 01:05:39.810 You aren't adding manual edits to visits or your system, the system isn't maybe adding it in incorrectly once it generates that API over. And as an EDI provider as well, just make sure that you're looking at the compliance reporting in HHA exchange. 193 "Decree Sweeney" (380507904) 01:05:39.810 --> 01:05:59.810 If you want to compare it to the compliance reporting that you are referencing in your vendor system, that is completely fine, but just noting that the, that the compliance reporting in HHA is the, the reporting that the state will reference and that's what we will want to make sure is, is. 194 "Decree Sweeney" (380507904) 01:05:59.810 --> 01:06:05.550 Lining up with your expectations. 195 "Decree Sweeney" (380507904) 01:06:05.550 --> 01:06:25.550 Okay, so here you can see I did list a few reports that everyone has access to in their portal at HHA. So there's the, the exceptions by summary exception detail, and exceptions by caregiver. If you go in the reporting section of your portal and then go to exception reports, you will find that these three are listed. 196 "Decree Sweeney" (380507904) 01:06:25.550 --> 01:06:56.430 You can filter the reports to be by certain dates. You can also filter for certain services. There's a, there's a few different things that you can, you can select, and then it will generate a report for you. And here's an example here, where, you know, if you're looking to, if you're looking at exception by caregiver, if you're seeing that maybe there's just a few of your caregivers that have high exceptions and they, maybe they just haven't downloaded the mobile app yet, and so they've been con manually confirming their visits. 197 "Decree Sweeney" (380507904) 01:06:56.430 --> 01:07:11.670 This would be a way to identify, who those caregivers are and then potentially do some targeted communication with them and, and find where the gaps are and, and try to help increase their usage of either the mobile app or telephony. 198 "Decree Sweeney" (380507904) 01:07:11.670 --> 01:07:34.190 Alright, and I'm now just gonna go through some general resources. We've had these on some webinars before. I do just think that they are helpful especially if you are an agency that is new to a lot of this. So we have, the acronyms library. There are a lot of acronyms that we use on a day to day basis at HH. 199 "Decree Sweeney" (380507904) 01:07:34.190 --> 01:08:00.930 Day when we talk about EVV, so those are here and this slide is here for reference if you need to. I also do have some job aids linked here if you, again, if you're a new agency or if, if as you're going through and reviewing some of the user accounts and things like that, you know, in, in response to the social security number updates, if you're needing to make some changes, there's some job aids here. 200 "Decree Sweeney" (380507904) 01:08:00.930 --> 01:08:18.960 If you're unsure about how to perform those changes. They're LinkedIn here. You can also find these on the knowledge base on the HHA exchange, page, but if, if you want to just go directly there, you can click this link from the webinar here and that will take you directly to those job aids. 201 "Decree Sweeney" (380507904) 01:08:18.960 --> 01:08:38.960 There's also been some questions about confirming visits in the community, and if your caregivers are starting or ending a visit in the community, that's completely acceptable. We know that that happens a lot. Just make sure when they're doing the confirmation on the mobile application, you can see at the bottom I did kind of put up. 202 "Decree Sweeney" (380507904) 01:08:38.960 --> 01:08:56.460 Box around it, but there's, there's a option for the service delivery location and you're just gonna want to make sure that you update that to a community and that will make sure that the, the verification is recorded that way. 203 "Decree Sweeney" (380507904) 01:08:56.460 --> 01:09:16.460 And another common item for anyone that's just getting kind of up and running for with their HHA portal, if your portal is configured in eastern time and you would like to change it, you can. There's a, the step by step here, you just go into the admin dropdown of the HHA portal and in the office. 204 "Decree Sweeney" (380507904) 01:09:16.460 --> 01:09:33.900 Set up a portion under the specific office. You can add the the time zone right under the address portion of that office. If you're experiencing issues with this, again, please just reach out to HHA Exchange and we can definitely just make sure that everything gets updated for you. 205 "Decree Sweeney" (380507904) 01:09:33.900 --> 01:09:55.670 Okay, and then my last slide again is just one more time covering how the member placement and the authorization responsibility is kind of laid out across the payers here. So, here again, just a reminder that for DDD DFCC and HFS that you as a. 206 "Decree Sweeney" (380507904) 01:09:55.670 --> 01:10:15.420 Agency are entering in the members into HHA exchange or sending them from your ADV vendor and for the mcos, the MCO is sending the authorization for you and the member will be in your portal as well. They kind of all will link together for you instead of having you enter it in. 207 "Decree Sweeney" (380507904) 01:10:15.420 --> 01:10:38.930 Yeah, and then I do just have the general resources here. We have the client support portal, noting this is the, the best way to get a hold of a resource at HHA exchange. We do have different teams depending on what your, question or inquiry is, and. 208 "Decree Sweeney" (380507904) 01:10:38.930 --> 01:11:05.180 By using this portal, we make sure that your question gets routed truly to the correct team. And it is recommended that when you submit your ticket, you include your tax ID, kind of exp include what you're experiencing and why it's problematic to you. Anything else that you might think is helpful a screenshot, maybe an example, something like that, anything that can help provide context. 209 "Decree Sweeney" (380507904) 01:11:05.180 --> 01:11:29.180 For your inquiry and that's just gonna help speed up your response time from from our support team. They'll understand exactly what it is that you need and they can then you know go go about researching or resolving that issue for you. I did ref reference the knowledge base, but here, here it is again, this knowledge base here is, accessible at from any browser and. 210 "Decree Sweeney" (380507904) 01:11:29.180 --> 01:11:52.190 It essentially is a searchable, HHA exchange kind of, resource where if you, you need help, let's say you type in mobile app, then a mobile app page will all come in. There's all these different links. If you want a video, if you want a job aid, whatever it is that you're looking for, all of that then will. 211 "Decree Sweeney" (380507904) 01:11:52.190 --> 01:12:13.760 Live there and you can open each of them up and watch the video or read about it. There's screenshots step by steps, all of that. And we also do have the info hub for Illinois, so it is Illinois specific on the HHA exchange page. It does contain information on the partnership between HHA and. 212 "Decree Sweeney" (380507904) 01:12:13.760 --> 01:12:36.260 From the state of Illinois and any updates, services and scope for EDI providers I know you all know that's kind of the, the central location for a lot of the information for the integrations, all of that will be located there. And then lastly here, there's just email addresses, phone numbers, and then additional web. 213 "Decree Sweeney" (380507904) 01:12:36.260 --> 01:12:44.154 Pages that we did just talk about. And Emily, that does wrap up my portion of the presentation today. 214 "Emily Brigman" (2542078976) 01:12:44.154 --> 01:13:01.080 Thank you decree. We've got a good amount of questions submitted to the chat box, but let's start with those questions that were submitted to the state during the. 215 "Emily Brigman" (2542078976) 01:13:01.080 --> 01:13:21.080 Registration process, for today's town hall webinar. There was one question that we have taken back to our Bureau of managed Care and are waiting for assist in responding to. This has to do with MMA I. 216 "Emily Brigman" (2542078976) 01:13:21.080 --> 01:13:41.080 The question is, are there any portions of home health care claims that would not be paid by the Medicare part of MMA I and forwarded to Medicare for payment? We have gone over instances in which MMA I would come into play for EVV, but we'll get more specifics and follow. 217 "Emily Brigman" (2542078976) 01:13:41.080 --> 01:14:09.800 Follow up with the individual who submitted that question, as well as folded into Q and A on our EVV website. We had a question regarding social security number requirements. There was a link shared to the social security number website reflecting what was perceived by the person submitted. 218 "Emily Brigman" (2542078976) 01:14:09.800 --> 01:14:29.800 Getting the concern to be a requirement by the social security administration for states to not use social security numbers. That's not actually the case, and states may require tracking of social security numbers. For instances like concerns. 219 "Emily Brigman" (2542078976) 01:14:29.800 --> 01:14:49.800 Related to fraud, waste and abuse, which is the whole intent of the federal government's 21st century Cares Act requirement to ensure integrity of service provision to make sure that people receive the services they were care planned for. 220 "Emily Brigman" (2542078976) 01:14:49.800 --> 01:15:09.800 And that they are safe and can maintain their independence in the community through that service provision. We, again, went over the state's rationale for requiring tracking of full caregiver ssns as well as addressing privacy concerns. 221 "Emily Brigman" (2542078976) 01:15:09.800 --> 01:15:28.560 During the 20 August EVB town hall webinar. Those presentation materials, the Q and A from the 20 August town hall, the recording and the presentation slides are available on our public facing website. 222 "Emily Brigman" (2542078976) 01:15:28.560 --> 01:15:48.560 We talked today or HHA Exchange did regarding programming updates, options for EDI providers, and again, the deadline for tracking cult full caregiver SSN is 17 October 2024. The state will have the. 223 "Emily Brigman" (2542078976) 01:15:48.560 --> 01:16:16.280 Capacity to run reports to see which provider agencies are meeting that requirement by 17 October. We have a question that I will punt to HHA exchange to address decree. The question is, are billing codes an issue? My software does not capture all the unique codes and modifiers. Can you address that decree, please? 224 "Emily Brigman" (2542078976) 01:16:16.280 --> 01:16:18.446 Okay. 225 "Decree Sweeney" (380507904) 01:16:18.446 --> 01:16:35.580 Yes, and I I think I'm not sure exactly what's meant by billing codes, but as far as, if you're, if you as an agency are entering visits into your 3rd party vendor. 226 "Decree Sweeney" (380507904) 01:16:35.580 --> 01:16:53.670 Your, your primary EVV vendor, we would expect that the service codes on those visits reflect the services that were provided in accordance with the, the codes in the way HFS set them up. So if your vendor cannot. 227 "Decree Sweeney" (380507904) 01:16:53.670 --> 01:17:13.670 To transmit the visits over with the correct service code and modifier, then I think you might need to use HHA Exchange directly. But if you can send the visits correctly with the service codes and the modifiers and it's only impacting your billing and you're just billing however you. 228 "Decree Sweeney" (380507904) 01:17:13.670 --> 01:17:40.643 Your billing right now, there is NO billing through HHA, then you should just, you know, follow the, the billing workflow that you typically follow. So I I think, and I I hope I didn't confuse this further, but if I'm assuming or if I'm understanding this correctly, as your, the most important thing for for this workflow from HHA Exchange is that your visit has the correct service code and modifier on it. 229 "Emily Brigman" (2542078976) 01:17:40.643 --> 01:18:05.704 Thank you decree. And is it safe to say decree, that if providers cannot find the answer they're looking through, via HHA exchanges, Learning management center or the additional resources you provided today, they may submit a question through HHA Exchanges client. 230 "Decree Sweeney" (380507904) 01:18:05.704 --> 01:18:09.246 Support portal? Yes. Thank you. 231 "Emily Brigman" (2542078976) 01:18:09.246 --> 01:18:26.930 Moving over to what has been submitted in the chat box so far, there is one takeaway that HFS and HHA Exchange need to address offline before responding to. It regard. 232 "Emily Brigman" (2542078976) 01:18:26.930 --> 01:18:53.130 Is regarding, T 1002, T 1003 and T 1000. Yes, the modifiers for those service codes. We will follow up on that with the individual who posted the question and we will also fold in a response to, our public facing questions and answers for all providers to access. 233 "Emily Brigman" (2542078976) 01:18:53.130 --> 01:19:13.130 A reminder that, when we talk about SAN data, there have been a number of questions about SAN data. Division of rehabilitation services through the Department of Human Services implemented electronic visit verification as the result. 234 "Emily Brigman" (2542078976) 01:19:13.130 --> 01:19:33.130 Parts of the saving Medicaid Access to Resources Act, which came about over a decade ago now. They 1st implemented EVV for individual providers. That includes personal assistance and non agency or people. 235 "Emily Brigman" (2542078976) 01:19:33.130 --> 01:19:53.130 Like lpns, rns, cnas, physical occupational therapists and speech therapists who are not employed by an agency who were selected by a DRS customer to fulfill skilled nursing services that were supported by their service. 236 "Emily Brigman" (2542078976) 01:19:53.130 --> 01:20:15.110 Plan. DRS, when the Smart Act came about, purchased or contracted with SAN data. San data functions very similar to HHA exchange. It is an EVV system. The individual provider's billing doors use SAN data. 237 "Emily Brigman" (2542078976) 01:20:15.110 --> 01:20:35.110 For electronic visit verification. Later on, some years down the line within the last couple of years to be specific, home health agencies and homemaker agencies billing doors were required to use EVV. This is the result of federal. 238 "Emily Brigman" (2542078976) 01:20:35.110 --> 01:20:55.110 Legislation, the 21st century Cares Act. Those agency providers, those homemaker agency providers and home health agency providers, unless they have under ten staff, have to secure their own EVV vendors. And with that, they need to work with their EVV vendors. 239 "Emily Brigman" (2542078976) 01:20:55.110 --> 01:21:15.110 To transmit data from 3rd party systems to SAN data. That remains a requirement and is unlikely to change once HFS and HHA Exchange begin aggregating DRS EVV EVV data. That will involve. 240 "Emily Brigman" (2542078976) 01:21:15.110 --> 01:21:35.110 San data tran transmitting all of the EVV data for their individual providers and the EVV data they collect from 3rd party vendors utilized by homemaker agencies and home health agencies, so that HFS as a state Medicaid. 241 "Emily Brigman" (2542078976) 01:21:35.110 --> 01:21:55.110 Aid agency has insight into that EVV data and can take that data and report on it to federal CMS. So if you are a provider agency billing doors for service provision, things will remain status quo. You can use a 3rd party. 242 "Emily Brigman" (2542078976) 01:21:55.110 --> 01:22:24.950 System, if you're a homemaker agency or home health agency billing doors, you just need to transmit that data to sand data from your 3rd party system. Again, all of the materials from these webinars, these town hall webinars, are available up until today's webinar, on our public facing HFS EVV website. A link was provided fairly early on. 243 "Emily Brigman" (2542078976) 01:22:24.950 --> 01:22:44.950 In the presentation and is also available at the top of the Q and A box from Miss Cindy Mester. We will upload materials from today's town hall webinar and fold in new Q and A, probably within the next week to two weeks. With the. 244 "Emily Brigman" (2542078976) 01:22:44.950 --> 01:23:13.460 That we will also disseminate a provider notice regarding the state plan home health, provider policy or EVV policy. If you are a provider agency billing DDD, you need to refer to DDD for their EVV policy. Same if you are a provider agency billing DSCC. Currently, Illinois Department on aging providers, in home providers. 245 "Emily Brigman" (2542078976) 01:23:13.460 --> 01:23:41.750 Specifically or homemaker agencies already have policy in place. IDOA will be enhancing their policy to address requirements laid out within the 21st century Cares Act. Currently their policy is built to align with Smart Act requirements. Division of rehabilitation services, similar scenario. They already have EDV policy in place. Their EDVV. 246 "Emily Brigman" (2542078976) 01:23:41.750 --> 01:24:14.030 Policy for both individual providers and agency providers will be enhanced based on HFS requirements as well as federal CMS requirements. A reminder as we covered in the beginning of this presentation, if you have submitted tickets to HHA Exchange through their client support part portal, one or more, and your concern has not been resolved, you are welcome to escalate that concern to H. 247 "Emily Brigman" (2542078976) 01:24:14.030 --> 01:24:34.030 FS.EVV@Illinois.gov. HFS needs your tax identification number, your provider agency name, and the latest or you can include all ticket numbers if you if you wish. But the latest would be preferable. We will escalate that concern to. 248 "Emily Brigman" (2542078976) 01:24:34.030 --> 01:24:54.030 HHA Exchange project management staff for investigation. On the state end, we do not have the capacity to resolve technological concerns. We can address your policy related inquiries, and we can advocate on your behalf for resolution by HHA exchange, but in order for H. 249 "Emily Brigman" (2542078976) 01:24:54.030 --> 01:25:25.310 HA Exchange to adequately address those concerns. They need to know who you are, who you bill, what your ticket number is, et cetera. So please, follow that guidance because it will help expedite resolution. Scrolling through the chat box here, there was again a question. 250 "Emily Brigman" (2542078976) 01:25:25.310 --> 01:25:47.330 Regarding how can we get EVV data with contractual therapy companies as we are using more than one therapy company and just uploading the visit documents in the EMR with time and timeout. Again, visit data needs to capture all six elements outlined within the 21st century Cures Act. If. 251 "Emily Brigman" (2542078976) 01:25:47.330 --> 01:26:07.330 EMR system cannot accommodate that, then the expectation is you work with your EMR vendor to accommodate that or you use HHA exchange or you use a 3rd party EVV system that can accommodate those requirements. I would recommend consulting with your vendor and ref. 252 "Emily Brigman" (2542078976) 01:26:07.330 --> 01:26:27.120 Referencing HHA exchange, EDI resources, but all therapists, whether they're contractual or not, if they're billing Medicaid for service provision must use EVV and their visit data must encompass all six elements outlined in the 21st century Cares Act. 253 "Emily Brigman" (2542078976) 01:26:27.120 --> 01:26:47.120 There was also a question that decree or Sean, I'm hoping you can follow up on. It had to do with, oh, I found it. How many additional accounts can we create with HHA Exchange for 3rd party vendors, like therapy companies or 3rd party EVV. 254 "Emily Brigman" (2542078976) 01:26:47.120 --> 01:27:04.500 The vendors under the agency main online account with HHA exchange. So I I think that's asking decree. If we as a provider agency have multiple lines of vis business, wherein our nursing staff. 255 "Emily Brigman" (2542078976) 01:27:04.500 --> 01:27:24.500 May use one system to track visits and we contract with a company, a therapy company, can all data from separate systems that they're utilizing be integrated with HHA Exchange and all show up in the same. 256 "Emily Brigman" (2542078976) 01:27:24.500 --> 01:27:34.347 Provider agency portal. Can you touch on that Decree or Sean? 257 "Decree Sweeney" (380507904) 01:27:34.347 --> 01:27:57.420 Yes Emily. So right now the best, the best workflow is, is met by only utilizing one vendor per portal. I do believe we can accommodate up to two. So if you do have two separate vendors that you utilize. 258 "Decree Sweeney" (380507904) 01:27:57.420 --> 01:28:17.420 Then we could integrate up to two, but if there are additional, then there would have to be additional portals for HHA to then, take in some of that extra data. So you would potentially, that would look like having, you know, a, a portal for our end services, a portal for therapy, different things like that. 259 "Decree Sweeney" (380507904) 01:28:17.420 --> 01:28:40.490 If they all utilize separate systems and if if I know this is kind of a, a light way to answer this question. If you have, if you want to talk about this in more detail, please just submit a ticket to our EDI team and you can send the ticket number over to the HFS team and I'll make sure that the team, you know, is able to review and we can make sure we get the best. 260 "Emily Brigman" (2542078976) 01:29:00.030 --> 01:29:20.030 I'm sorry, I was on mute. Thank you decree. I, there are a number of questions in the Q and A box that are EDI specific. A reminder that HHA Exchange has an Illinois information page. 261 "Emily Brigman" (2542078976) 01:29:20.030 --> 01:29:35.700 Page, if you don't have a link for that page, we do provide it on hfs's public facing EVV website. We encourage you to utilize the resources provided. 262 "Emily Brigman" (2542078976) 01:29:35.700 --> 01:29:55.700 On HHA Exchange Illinois information page. We have gone over time, and it looks like most, if not all, questions have been addressed. We have a couple of takeaways, which we will work to address and respond to individuals as well as. 263 "Emily Brigman" (2542078976) 01:29:55.700 --> 01:30:03.600 Incorporate that Q and A, into existing Q and A on our EVV website. 264 "Emily Brigman" (2542078976) 01:30:03.600 --> 01:30:23.600 If you have policy related questions after this presentation, please reach out to HFS.EVV@Illinois.gov. We very much appreciate feedback from providers, your questions ahead of these webinars helped us develop our presentation. 265 "Emily Brigman" (2542078976) 01:30:23.600 --> 01:30:43.600 Materials and stay tuned. We are likely to come out with future webinars for providers. In the meantime, please access the, access the resources available to you through the HFS website as well as HHA Exchanges Illinois Information page, and sign up. 266 "Emily Brigman" (2542078976) 01:30:43.600 --> 01:30:59.130 For HFS provider notices. We will work on developing a list serve for providers that is specific to EVV and will likely release a provider notice once that lists serve is up and running. Thank you so much. 267 "Emily Brigman" (2542078976) 01:30:59.130 --> 01:31:06.564 Bye bye.