WEBVTT 1 "" (0) 00:00:00.000 --> 00:00:03.864 Okay. 2 "Emily Brigman" (547790080) 00:00:03.864 --> 00:00:23.629 Share my screen for a moment so that I can introduce myself. My name is Emily Brigmain. I work with Illinois Department of Healthcare and Family Services. Bureau of Waiver Operations management. That is a mouthful. The Bureau of Waiver Operations Management is responsible for statewide implementation. 3 "Emily Brigman" (547790080) 00:00:23.629 --> 00:00:43.629 Of electronic visit verification. Our bureau typically oversees all nine home and community based waiver programs throughout the state of Illinois. And because the bulk of providers who are in scope for electronic visit verification. 4 "Emily Brigman" (547790080) 00:00:43.629 --> 00:01:15.560 Our EVV requirements do work for our home and community based provider programs. We are the bureau tasked with overseeing statewide implementation. We are going to start today's presentation with a little bit of housekeeping. I do want you to know that HFS, myself, will be beginning this presentation followed by HHA exchange, our elected EVV aggregator. We do have represent. 5 "Emily Brigman" (547790080) 00:01:15.560 --> 00:01:35.560 Documentation from some of our home and community based waiver programs on today's call. Those include Illinois Department on aging, division of developmental disabilities, division of specialized care for children. And we also have additional staff from HFS. 6 "Emily Brigman" (547790080) 00:01:35.560 --> 00:02:01.070 As well as some representation from division of rehabilitation services. So we'll start with a little bit of housekeeping. I want you all to be aware that as soon as you entered this meeting, you were muted. We are holding questions and answers for the end of this call. To submit a question during this call, you will need to do so in. 7 "Emily Brigman" (547790080) 00:02:01.070 --> 00:02:21.070 Writing. You'll notice a little question mark icon on the bottom right hand side of your screen. If you click on that, you'll see Q and A pop up and you will be able to submit a question. We will address those questions as we can. 8 "Emily Brigman" (547790080) 00:02:21.070 --> 00:02:36.930 Throughout the course of the meeting in writing. However, we will wait to address them toward the end. Some of you submitted some questions or concerns during the registration process. We will also address those questions. 9 "Emily Brigman" (547790080) 00:02:36.930 --> 00:02:56.930 If at the end of the meeting, time allows, we will instruct attendees on how to unmute themselves and rec or request to be unmuted and then have the opportunity to ask verbal questions. If you have an individualized concern that you wish. 10 "Emily Brigman" (547790080) 00:02:56.930 --> 00:03:16.930 To discuss with either the state or HHA exchange. We probably won't have time to go in depth on that individualized concern. We do recommend, and I can say this throughout the discussion today, that you submit any outstanding concerns to the HFS EV. 11 "Emily Brigman" (547790080) 00:03:16.930 --> 00:03:36.930 EV inbox and that email address is HFS.EVV at Illinois.gov. Again, it's HFS.EVV at Illinois.gov. We are going to be distributing the slides from today's presentation as well. 12 "Emily Brigman" (547790080) 00:03:36.930 --> 00:04:08.060 Well as the recording and any documented Q and A from today's call. All of those materials will be uploaded to the HFS EVV website, and I personally will be sending out a communication to everyone who attended today's meeting once those materials are uploaded to the website. The purpose of today's town hall meeting and the continued town hall meetings are, to serve as a forum for providers who. 13 "Emily Brigman" (547790080) 00:04:08.060 --> 00:04:25.560 To have outstanding concerns, including questions regarding state policy as it relates to EVV, technical concerns, software questions et cetera. We are basing these meetings on. 14 "Emily Brigman" (547790080) 00:04:25.560 --> 00:04:45.560 Hot items or topics that we receive in our EVB inbox. We have consulted with HHA exchange, to become more aware of what they're receiving on their end and the variety of customer service opportunities that they provide. So. 15 "Emily Brigman" (547790080) 00:04:45.560 --> 00:05:00.839 Please send your questions and concerns our way. If you neglected to submit something during registration, please go ahead and relay those questions concerns to hFS.EVV at illinois.gov. 16 "Emily Brigman" (547790080) 00:05:00.839 --> 00:05:20.839 We have six town hall meetings scheduled throughout the beginning of September. They are biweekly calls. Our tentative plan is to transition to monthly meetings after the biweekly calls. My perception is that the less town hall meetings, if we're having less town hall. 17 "Emily Brigman" (547790080) 00:05:20.839 --> 00:05:48.949 Meetings, that means we've addressed or done a pretty decent job of addressing outstanding concerns. After I present the state's presentation, I will hand it off to our, partners at HHA exchange. And again, please submit your questions to the Q and A box. You can access that by clicking on the question mark icon. 18 "Emily Brigman" (547790080) 00:05:48.949 --> 00:05:57.749 Icon at the lower right hand side of your screen. 19 "Emily Brigman" (547790080) 00:05:57.749 --> 00:06:17.749 We're going to begin by discussing legislation that requires electronic visit verification. So if you are an Illinois department on aging or DRS provider, you are already aware of and using EVV and have been prior to the last year in which HFS has the. 20 "Emily Brigman" (547790080) 00:06:17.749 --> 00:06:33.509 Medicaid agency began implementing EVV for programs or providers who had not previously used EVV. Illinois Department on Aging's community Care Program and the Division of Rehabilitation Services. 21 "Emily Brigman" (547790080) 00:06:33.509 --> 00:06:53.509 Home services program implemented EVV for their in home providers or homemaker agencies and individual providers for doors. Those include personal assistance and non agency cnas or non agency rns over a decade ago. They did. 22 "Emily Brigman" (547790080) 00:06:53.509 --> 00:07:24.769 So because of the saved Medicaid access and resources together Act or Smart Act, which required those two distinct home and community based waiver programs to implement EVV. If you are strictly billing DRS, you know that DRS uses sand data as their EVV aggregation system. The major all individual providers for doors use sand data. 23 "Emily Brigman" (547790080) 00:07:24.769 --> 00:07:44.769 Homemaker agencies and more recently home health agencies may elect to use their own EVV systems. Just so we're all on the same page, doors operates three of our nine home and community based waiver programs. They include the persons with disability. 24 "Emily Brigman" (547790080) 00:07:44.769 --> 00:08:05.059 The HIV aids and the brain injury waiver programs and Illinois Department on aging operates our elderly waiver. Throughout today's town hall meeting, you'll hear EDI, that stands for Electronic Data interchange. That just means. 25 "Emily Brigman" (547790080) 00:08:05.059 --> 00:08:39.559 Is a provider agency has its own EVV system and is transmitting data from that system to another system. In that, in this instance, we are talking about provider agencies using EVV systems and transmitting their EVV data to HHA Exchange as the statewide aggregation system. So we know that doors in aging have been using EVV for quite some time now. In more recent years federal CM. 26 "Emily Brigman" (547790080) 00:08:39.559 --> 00:08:59.559 As the Federal Centers for Medicare and Medicaid implemented the 21st century Cares act. And that required state Medicaid agencies to ensure that all Medicaid funded personal care services and home health services use EVV. 27 "Emily Brigman" (547790080) 00:08:59.559 --> 00:09:19.559 So in the state of Illinois, we'll talk about all of the populations that are in scope, a few slides forward. But I do want you to know that the 21st century Cares Act in addition to requiring the state to implement EVV for more populations of provi. 28 "Emily Brigman" (547790080) 00:09:19.559 --> 00:09:46.619 Providers than had previously used it. It also requires the state Medicaid agency to report on compliance EVV compliance among those providers. Every quarter after EVV goes live for providers, the state in conjunction with HHA Exchange will be sending performance reports to federal CMS. 29 "Emily Brigman" (547790080) 00:09:46.619 --> 00:10:06.619 When the 21st Kiers Act, 21st century Kiers Act became effective, states were allowed to request an extension. In Illinois, we did request an extension to implement EVV for Medicaid funded home health services. We were granted that extension. 30 "Emily Brigman" (547790080) 00:10:06.619 --> 00:10:23.879 And we ended up implementing EDV for home health care services at the beginning of the year or technically 1231 2023. The Cures Act is, is why Illinois is working toward. 31 "Emily Brigman" (547790080) 00:10:23.879 --> 00:10:43.879 Implementing EVV and additional home and communities based waiver and state plan Medicaid populations. In Illinois generally we have two provider EDV options. That is to. 32 "Emily Brigman" (547790080) 00:10:43.879 --> 00:11:02.579 Like to use HHA exchange for free. We do want to take this opportunity to make it known to in scope providers that the free HHA solution does not include billing or payroll features. Providers are. 33 "Emily Brigman" (547790080) 00:11:02.579 --> 00:11:22.579 Billing should remain status quo. Providers should continue to submit billing as they always had. And if you have a 3rd party EVV system that includes payroll features, you, you can elect to continue to use that 3rd party system as long as it meets que. 34 "Emily Brigman" (547790080) 00:11:22.579 --> 00:11:55.939 There's at requirements. There are six elements required to be collected. HHA Exchange is going to go into further detail during their presentation about those six elements. They include capturing who the caregiver is, who the customer is, where the service was provided, and the time and the service started and this time the service concluded. Providers. 35 "Emily Brigman" (547790080) 00:11:55.939 --> 00:12:26.599 Must work with their current EVV vendors if they elect to maintain those vendors to transmit their data to HHA exchange. We recognize that the electronic data interchange process is time consuming. At the state level, we are not well versed in the technological components of all of this. We rely on HHA exchange to educate us at the state. 36 "Emily Brigman" (547790080) 00:12:26.599 --> 00:12:48.949 Level. So if you are a provider agency maintaining use of a 3rd party system and have questions regarding how to adequately integrate your data with HHA exchange, your best options are to outreach one of the various customer support options. 37 "Emily Brigman" (547790080) 00:12:48.949 --> 00:13:16.969 Through HHA exchange. However, if you are struggling to get the feedback you need, you may always outreach HFS@HFS.EVV at Illinois.gov. We have all, at the state level been, been learning new things over the last year and while we're more knowledgeable than we were from the start, we still rely on the subject matter experts at HHA exchange. 38 "Emily Brigman" (547790080) 00:13:16.969 --> 00:13:25.589 Change to help resolve technological related concerns. 39 "Emily Brigman" (547790080) 00:13:25.589 --> 00:13:45.589 You heard me talk about electronic data interchange. HHA exchange during their presentation is going to do a deeper dive into how that process works when integrating 3rd party EVV systems with HHA exchange. I alluded to. 40 "Emily Brigman" (547790080) 00:13:45.589 --> 00:14:06.049 The state learning as we go, and I recognizing that this is new to many providers. We understand that a number of providers have, have struggled navigating the IT related aspects of all of this and, can certainly empathize because we are. 41 "Emily Brigman" (547790080) 00:14:06.049 --> 00:14:29.359 Are learning as well on our end. Recently over the last few months, here at HFS and our operating agencies division of developmental disabilities, division of specialized care for children have been outreaching providers if we're not seeing data in the HHA exchange system. 42 "Emily Brigman" (547790080) 00:14:29.359 --> 00:14:56.119 Providers who are, have reported that they plan to maintain 3rd party systems. We are not, and I'll go a little bit more into detail later on in my spiel here. We are not penalizing providers for lack of data in the system yet. Again, we recognize there are some technological hurdles to overcome. However, we are reaching out in hopes to help. 43 "Emily Brigman" (547790080) 00:14:56.119 --> 00:15:27.199 Our Providers gain the resources and education they need from our statewide aggregator in order to be transmitting data to the HHA system appropriately. The providers in scope, are those provider agencies who offer personal care services and home health care services that are Medicaid funded. So person. 44 "Emily Brigman" (547790080) 00:15:27.199 --> 00:15:47.199 Personal care services includes homemaker agencies or those in home providers that we talked about early on in the presentation. They include personal assistance for division of developmental disabilities. They include personal support workers or psws. 45 "Emily Brigman" (547790080) 00:15:47.199 --> 00:16:21.799 And they include home health care agencies. Home health care includes physical therapy, occupational therapy, and speech therapy. It does not include hospice services, provision of durable medical equipment or education on durable medical equipment, early intervention services, adult day services, traumatic brain injury, day habilitation services or. 46 "Emily Brigman" (547790080) 00:16:21.799 --> 00:16:47.419 Any services that are provided outside of the home such as a clinical setting. In Illinois, we are requiring that provider agencies, billing, health choice, Illinois or Medicare Medicaid Alignment Initiative, MMA I managed care organizations for personal care services or home health services, they. 47 "Emily Brigman" (547790080) 00:16:47.419 --> 00:17:03.359 They must use EVV. In recent months HFS did release a provider notice that reflected that MMA I claims are in scope for EVV. 48 "Emily Brigman" (547790080) 00:17:03.359 --> 00:17:22.109 Just to clarify, health choice, Illinois managed Care organizations are for those customers who have Medicaid eligibility only. The MMA I managed care organizations are for those customers who have dual edit eligibility. They are eligible for both Medicare and Medicaid. 49 "Emily Brigman" (547790080) 00:17:22.109 --> 00:17:45.709 If you are an Illinois department on aging provider, you are probably aware by now that the state has decided to extend implementation for IDOA providers. We will get into that on the next slide, but 1st I'd like to talk about implementation timelines leading. 50 "Emily Brigman" (547790080) 00:17:45.709 --> 00:18:05.709 Up to now. We talked about how DRS and aging implemented EVV as the result of the Smart Act of 2012. After the 21st century Federal Cares Act became effective, HFS as the state Medicaid agency, worked with division of development. 51 "Emily Brigman" (547790080) 00:18:05.709 --> 00:18:40.549 Disabilities and HHA exchange to implement EVV for personal support workers. Personal support workers under the adult DDD waiver and the children and young adults dd waiver. I will make it a point to say that those personal support workers living in the same home as the customers they serve, can apply for, a living caregiver exemption, which would exempt them from having to use EVV. 52 "Emily Brigman" (547790080) 00:18:40.549 --> 00:18:56.429 That involves submitting an attestation of residency that is signed by the customer and submitted to either access or the respective PSW agency, who then reviews and. 53 "Emily Brigman" (547790080) 00:18:56.429 --> 00:19:16.429 Approves or denies those requests or attestations of residency. DDD is the only program that offers a living caregiver exemption. On 31 December of 2023, the state implemented EVV for medica. 54 "Emily Brigman" (547790080) 00:19:16.429 --> 00:19:36.429 Paid funded home health care services. So that includes home and community based waiver programs like DSCCC, overseeing the medically fragile technologically dependent waiver. It includes state, planned Medicaid funded, home health care services. 55 "Emily Brigman" (547790080) 00:19:36.429 --> 00:20:08.329 And non waiver home health care services. So home health care services provided to individuals who are Medicare, Medicaid eligible or straight Medicaid eligible. They are all of those agencies were required to begin using EVV starting 31 December 2023. Again home health care includes physical therapy, occupational therapy, and speech therapy in addition to nursing. 56 "Emily Brigman" (547790080) 00:20:08.329 --> 00:20:28.329 Services. If you are wondering what service codes are applicable to services that are in scope now, I would advise you to visit HHA exchanges, Illinois Information hub. All of the in scope service codes are up on that webpage. HHA in their presentation. 57 "Emily Brigman" (547790080) 00:20:28.329 --> 00:20:38.339 And in their slides will include links to those resources. 58 "Emily Brigman" (547790080) 00:20:38.339 --> 00:20:58.339 For both Illinois Department on aging and DRS providers, the plan for statewide aggregation of their EVV data is to begin on 1 November of 2024. We revised that date. 59 "Emily Brigman" (547790080) 00:20:58.339 --> 00:21:18.339 Partially because of, the need for managed care organization authorization data. HHA exchange in their presentation will go into further detail on this topic, but our home healthcare providers who bill managed care organizations have expres. 60 "Emily Brigman" (547790080) 00:21:18.339 --> 00:21:52.489 Experienced visit rejections for providers they serve who are enrolled with a managed care organization. And that is because the HHA system currently does not have MCO service authorization data. Again, while doors and IDOA providers have been using EVV for at least a decade, HFS is the state Medicaid agency must gain insight into their EVV data in order to meet compliance reporting requirements. 61 "Emily Brigman" (547790080) 00:21:52.489 --> 00:22:15.059 Under the federal 21st century Cures act. So HFS is the state Medicaid agency and HHA Exchange as the state's EVV aggregator will develop and send those reports to federal CMS on all in scope providers. I will say, at this time. 62 "Emily Brigman" (547790080) 00:22:15.059 --> 00:22:35.059 We still need to go through discovery meetings with the DHS Division of Rehabilita Division of Rehabilitation Services on aggregation of their EVB data. So there will be more announced down the line on receipt of. 63 "Emily Brigman" (547790080) 00:22:35.059 --> 00:22:48.869 Training, learning management system credentials, as we go through discovery process for doors. 64 "Emily Brigman" (547790080) 00:22:48.869 --> 00:23:08.869 You heard me mention earlier that home health care agencies billing managed care organizations are experiencing rejections for their visit data. That is because of lack of authorization data. When we implement EVV for, Illinois Department. 65 "Emily Brigman" (547790080) 00:23:08.869 --> 00:23:28.869 On aging and doors, there will be authorization data in the system so that Illinois Department on Aging and DRS providers do not experience those rejections. We estimate that by the beginning of next month, authorization data for home health care providers billing. 66 "Emily Brigman" (547790080) 00:23:28.869 --> 00:23:54.169 Managed care organizations will be present within the HHA exchange system. On a consistent basis, weekly at this point, several different bureaus within HFS, including HFS Bureau of Waiver Operations management, as well as HFS Bureau of managed Care are meeting with the managed care organizations to discuss receipt of authorization. 67 "Emily Brigman" (547790080) 00:23:54.169 --> 00:24:23.029 Data and plan for receipt of authorization data for Illinois Department on Aging and DRS providers come 1 November 2024. Compliance policy. We at the state have fielded a lot of inquiries regarding non compliance penalties, sometime. 68 "Emily Brigman" (547790080) 00:24:23.029 --> 00:24:43.029 This hard claims penalties. We recognize, we appreciate all of the hurdles, in scope providers are going through right now to use the HHA system or transmit data from their 3rd party systems to HHA Exchange and. 69 "Emily Brigman" (547790080) 00:24:43.029 --> 00:25:03.029 Until those difficulties are resolved, we are not implementing any penalties. However, we are working with HHA Exchange to relay the guidance and resources and trainings needed by providers and their EV. 70 "Emily Brigman" (547790080) 00:25:03.029 --> 00:25:11.999 The vendors in order to send data to the HHA system or use the HHA system directly. 71 "Emily Brigman" (547790080) 00:25:11.999 --> 00:25:31.999 For the DDD personal care services or personal support worker population and home health care providers who were required to implement EVV by the end of last year, we do expect to see some movement there, and we'll continue to our. 72 "Emily Brigman" (547790080) 00:25:31.999 --> 00:25:48.539 Reach providers for whom we do not see any EVV data for. When we implement a non compliance penalty policy, all providers will be notified. We will release an HFS provider notice. 73 "Emily Brigman" (547790080) 00:25:48.539 --> 00:26:08.339 So for those of you who registered for this town hall meeting prior to 03:30 P.M. yesterday, you should have received some guidance that included how to sign up for HFS provider notices. If you just google HFS provider notices, you'll be taken to the provider notice page. 74 "Emily Brigman" (547790080) 00:26:08.339 --> 00:26:28.339 By signing up for either or for both waiver and home health provider notices, you will maintain knowledge of any EVV related updates through those notices. So, any compliance policy that is released by HFS is the state Medicaid agency. 75 "Emily Brigman" (547790080) 00:26:28.339 --> 00:26:47.819 Will be relayed via HFS provider notice and HFS will also request that our home and community based waiver operating agencies relay that through their provider list serves. 76 "Emily Brigman" (547790080) 00:26:47.819 --> 00:27:06.269 We talk about reporting to federal CMS. We also need to go through a, a federal CMS EVV certification process and ahead of that certification meeting, we are required to send data that reflects. 77 "Emily Brigman" (547790080) 00:27:06.269 --> 00:27:26.269 Provider adoption rates, so how many providers have begun to use EVV when the, within the time frames the state has allowed? What are the respective provider organizations looking like compliance rate wise? And if there are, NO. 78 "Emily Brigman" (547790080) 00:27:26.269 --> 00:28:01.039 Non compliance concerns, what is the state doing to amelierate those concerns and help providers be compliant with EVV requirements under the 21st century Cares Act? So it's not just that the state is looking at provider compliance, but the state itself is required to be compliant with federal 21st century Cares Act requirements. In this presentation, in these slides, we have state electronic. 79 "Emily Brigman" (547790080) 00:28:01.039 --> 00:28:23.509 Visit verification resources. Again, HFS manages HFS.EVV at Illinois.gov. We are continuously updating our HFS EVV website with updates. We created a new page for the EVV town hall meetings. There's nothing on there right now because we are just now going. 80 "Emily Brigman" (547790080) 00:28:23.509 --> 00:28:43.509 Through our 1st town hall meeting. Eventually we will upload the recording for today's meeting, the slides for today's meeting, and any Q and A that came about because of today's meeting. All will be uploaded on the HFS EVV website. I will send a communica. 81 "Emily Brigman" (547790080) 00:28:43.509 --> 00:29:01.979 Patient to attendees, letting them know when that has occurred. It may take a week or so, because of the juneteenth holiday this week and because there is a review process that takes place by our administration before we can make any changes to our website. 82 "Emily Brigman" (547790080) 00:29:01.979 --> 00:29:21.979 Each of our waiver operating agencies has resources for their providers that are specific to EVV, division of developmental disabilities has a web page dedicated to EVV and an email address. IDOA has an EVV email address and. 83 "Emily Brigman" (547790080) 00:29:21.979 --> 00:29:48.471 DSCCC and doors. All have EVV specific email addresses. At this point, our state presentation has concluded. I'm going to unshare my presentation and hand it over to HHA exchange. 84 "Colby Ward" (3656808192) 00:29:48.471 --> 00:29:50.729 All right. Thank you Emily. 85 "Colby Ward" (3656808192) 00:29:50.729 --> 00:30:10.729 Okay. I will start sharing my screen. Okay, everyone should be able to see my screen. My name is Colby Ward. I am Director of client success with HHA exchange. Thank you for having us for the town hall this afternoon. 86 "Colby Ward" (3656808192) 00:30:10.729 --> 00:30:33.869 We're going to go through a couple of key updates for everyone as well as hot topics like Emily discussed, but I'm looking forward to answering everyone's questions and, joining these town halls on a regular basis. So with that, give myself 1 s here, sorry. 87 "Colby Ward" (3656808192) 00:30:33.869 --> 00:30:51.029 Let's pull that over, ok. All right, so let me go to our next slide. We will talk about the agenda for today's session. 88 "Colby Ward" (3656808192) 00:30:51.029 --> 00:31:08.969 So what I will be going through 1st, are just introductions for our team. Then I'll be going into some IDOA onboarding updates and system usage options for everybody. We'll talk about some of those hot topics that Emily was mentioning. 89 "Colby Ward" (3656808192) 00:31:08.969 --> 00:31:28.969 Then we'll talk about EBV compliance tracking, both for those who are using HHA Exchange as well as those who are using a 3rd party system. And then I will go into our customer care options of how to get in contact with us as well as other resources that are available to all providers. 90 "Colby Ward" (3656808192) 00:31:28.969 --> 00:31:31.649 Okay. 91 "Colby Ward" (3656808192) 00:31:31.649 --> 00:31:49.529 So just starting out with the HHA exchange team, these are the folks who are on the call today, who you may see in the chat answering some questions as well as later on speaking up. I already have introduced myself, but I also have Sean Bowen. 92 "Colby Ward" (3656808192) 00:31:49.529 --> 00:32:09.529 On with us. He's our senior project manager who is overseeing the implementations as we go through those with each of the program areas. And then we also have decrease Sweenie on who is another director of client success like myself. She is working to help support Illinois as these implementation. 93 "Colby Ward" (3656808192) 00:32:09.529 --> 00:32:20.729 Please go live and we move into the operations phase of the project for each of these areas. 94 "Colby Ward" (3656808192) 00:32:20.729 --> 00:32:39.989 So 1st thing as far as items that we want to get into today is the IDOA provider onboarding update. I have on the next slide just a schedule to share with everybody as far as what to expect since the go live date has been updated to 1 November. 95 "Colby Ward" (3656808192) 00:32:39.989 --> 00:32:58.919 So here on the screen, you'll see these are key milestones that we look at when as it relates to provider onboarding. If you have implemented with us in other programs, you may already be familiar with some of these various steps for onboarding. 96 "Colby Ward" (3656808192) 00:32:58.919 --> 00:33:14.489 So the 1st one to be on the lookout for are your LMS credentials. These are the credentials that the person who filled out the enrollment survey is going to receive from us. LMS is our learning management system. 97 "Colby Ward" (3656808192) 00:33:14.489 --> 00:33:34.489 That's the system where the pre recorded videos for training will be housed, and where you can take those courses at your own pace. Just to note that these credentials that do get shared with that one individual can be shared among your entire agency for anybody who does need to view and can. 98 "Colby Ward" (3656808192) 00:33:34.489 --> 00:33:56.029 Complete those videos. And we're expecting to have those credentials sent out sometime around 16 September, sometime within that week. We're still nailing down exact dates, so just keep that in mind. These are just to preview to you all when generally to expect these milestones to occur, but we will be sending out communication. 99 "Colby Ward" (3656808192) 00:33:56.029 --> 00:34:22.519 With specific dates as far as when you'll actually get these critical pieces of information. The 2nd item on our list is portal credentials. Again, if you are the person who filled out the survey, those portal credentials will go to you or whoever that person is at your agency who completed that step. These portal credentials are for HHA exchange. 100 "Colby Ward" (3656808192) 00:34:22.519 --> 00:34:56.389 There how you will log in and that person who completed the survey will be the 1st administrative user of HHA exchange. So they will be responsible for setting up additional users in the system. These portal credentials should not be shared with other users. Each person can have their own credentials, but it will be that 1st person who will be responsible for setting up additional users in the system. And I do want to call out here that every single provider agency will receive an HHA exchange portal, so. 101 "Colby Ward" (3656808192) 00:34:56.389 --> 00:35:28.069 So whether you are an EDI provider or if you are using the HAJA state sponsored system, you will get portal credentials. You'll just use the system differently. Those portal credentials are also expected to be shared that same week of 16 September, and again, we'll communicate exact dates once we have those nailed down. The 3rd item on here is the system user training webinars. These webinars are designed to go through a lot of the same. 102 "Colby Ward" (3656808192) 00:35:28.069 --> 00:35:50.149 Content that is in our LMS, but allow users to ask questions. We'll have folks on the line who can answer those questions in real time. So this is a great opportunity if you've maybe already looked at the LMS or if you're joining us for the 1st time to be able to get a lot of your questions answered up front before go live. 103 "Colby Ward" (3656808192) 00:35:50.149 --> 00:36:19.429 So definitely recommend that folks take advantage of that. We're working on getting those webinars set up and those registration links set up for everyone again, so that you can register for those webinars. And those are gonna be held sometime around the week of 23 September. The next one is technical go live. This is when members and authorizations will be loaded into the HHA exchange portal. What that means is that. 104 "Colby Ward" (3656808192) 00:36:19.429 --> 00:36:42.799 You will have access at that point to data in the HHA system where you could begin, having your caregivers even start using EBV in advance of our formal go lives. What this technical go live is designed to do is give you about a month to get up to speed on HHA exchange, be familiarized within the system. 105 "Colby Ward" (3656808192) 00:36:42.799 --> 00:36:59.369 And start working out the kinks and implementing any new policies that you need to within your agency ahead of that go live. So, again, that's happening on 1 October where you would start to receive that member and authorization data. 106 "Colby Ward" (3656808192) 00:36:59.369 --> 00:37:18.059 And then our EDV go live is 1 November as Emily mentioned during her presentation, that's when expected use or when use of the EDV system excuse me, would be expected, either in HHA exchange or by transmitting your EDV data from your 3rd party system. 107 "Colby Ward" (3656808192) 00:37:18.059 --> 00:37:41.519 Yeah, next up I want to talk a little bit about HJH exchange system usage. This is as it relates to our current programs which have already gone live, as well as the two options for how to submit EVB data to HHA exchange. 108 "Colby Ward" (3656808192) 00:37:41.519 --> 00:37:58.679 So, 1st thing that I want to cover are two topics that have been, you know, questions from agencies as they've been getting used to using HJH Exchange for personal care with DDD and DSCC and state plan home health. 109 "Colby Ward" (3656808192) 00:37:58.679 --> 00:38:18.679 We're gonna cover 1st member management in HHA exchange, and then I have another slide following this that talks about authorization entry in HHA exchange, which will hopefully clear up some questions. So we put this table together to go over when it's needed. 110 "Colby Ward" (3656808192) 00:38:18.679 --> 00:38:39.630 By the agency to enter members in HHA exchange. So this covers each of those program areas that have already gone live and I'll go through it line by line for everybody. So as it relates to dds, and this is for both home health and personal care services. 111 "Colby Ward" (3656808192) 00:38:39.630 --> 00:38:59.630 It's the responsibility of the provider agency if you're using the Haj state sponsored system to manually add the member into HAJ exchange. We're not receiving a feed that tells us specifically which member goes to which provider agency in order to do that connection automatically. 112 "Colby Ward" (3656808192) 00:38:59.630 --> 00:39:13.260 So it is needed by the agency to begin that process by entering the member and adding the contract to that member, that will facilitate that link to the payer. 113 "Colby Ward" (3656808192) 00:39:13.260 --> 00:39:33.260 The same holds true for DSCCC, state plan as well as the mcos when the authorization is not yet required for home health services. So in each of those cases, it would be needed by the agency to enter the member into HHA exchange. 114 "Colby Ward" (3656808192) 00:39:33.260 --> 00:39:52.710 I have a slide a little bit further down in our presentation where we're going to cover what an EDI provider does in those cases. I want to be clear that EDI providers do not need to manually enter anything into HHA exchange. That is all facilitated through your integration from your 3rd party system. 115 "Colby Ward" (3656808192) 00:39:52.710 --> 00:40:12.710 The last two on here are the mcos for home health services when an authorization is required and then for personal care homemaker services. In these cases, the member will be automatically populated in your provider portal by the. 116 "Colby Ward" (3656808192) 00:40:12.710 --> 00:40:29.520 By the payers. So in those cases, we do have a feed from the payers that tell us who the provider is, who's servicing that member, so we're able to facilitate that automated entry of the member into your portal. 117 "Colby Ward" (3656808192) 00:40:29.520 --> 00:40:49.520 This next slide goes hand in hand with this, so authorization management in the system, we're hoping that this also clears up some questions and will be a good resource for folks, as we know we have had a lot of questions about when to enter authorizations and when not to. So the 1st is for. 118 "Colby Ward" (3656808192) 00:40:49.520 --> 00:41:19.340 DD again for both home health and personal care services. This is new information, so just want everyone to focus in on this. If you do provide DD services and dsccs, that authorization entry in HHA exchange is not required. It had been previously communicated to agencies that authorizations would need to be entered into the HHA exchange system for those programs and that that would need to be done by. 119 "Colby Ward" (3656808192) 00:41:19.340 --> 00:41:39.340 The decision has recently been made to not NO longer require agencies to enter the authorization. So you do still need to enter the member into the system in order to record EDD services, but the authorization itself does not need to be entered in HHA exchange. The same would. 120 "Colby Ward" (3656808192) 00:41:39.340 --> 00:41:55.440 So for EDI providers if your vendor is either attempting to or has already set up a transmission to send us the authorizations for those programs, that is NO longer needed. Although it is, you know, perfectly ok to continue sending that should you wish to. 121 "Colby Ward" (3656808192) 00:41:55.440 --> 00:42:16.610 For state plan home health services, it is still the provider agency's, responsibility to enter those authorizations into HHA exchange. That can be done manually for those who are using the state sponsored system or through the API for those. 122 "Colby Ward" (3656808192) 00:42:16.610 --> 00:42:38.930 To have a 3rd party system. For the mcos, when the authorization is not required yet for home health services, it was also determined that it is not required for agencies to enter an authorization. And then for home health services, when there is an authorization for the mcos as well as for those. 123 "Colby Ward" (3656808192) 00:42:38.930 --> 00:42:51.780 Homemaker services with the mcos, those will be entered by the payers so they will automatically populate within your system along with the member themselves. 124 "Colby Ward" (3656808192) 00:42:51.780 --> 00:43:06.900 And again, I have a note at the bottom here that just states that when authorization entry is not required, it is still required to enter the member and make that link so that you are able to get your data, your EVD data to the state for oversight. 125 "Colby Ward" (3656808192) 00:43:06.900 --> 00:43:33.350 Yeah I'm gonna transition to talk a little bit about the two options that Emily had outlined as far as how to use the HJHA exchange system. I know that a lot of providers have already signed up through that enrollment form and made their election either with the previous rollouts or with the upcoming DOA rollout as far as how they're going to get their data. 126 "Colby Ward" (3656808192) 00:43:33.350 --> 00:43:53.350 That into HHA exchange. So again, those two options are either to use the state sponsored EVV system or to use a 3rd party system of your choosing. We know especially with DOA since EVV has been in scope for a long time that a lot of folks already have a system and there is NO need to switch your. 127 "Colby Ward" (3656808192) 00:43:53.350 --> 00:44:16.190 You're Welcome to continue to use that system. What this slide is showing here is just what the functions are that you would be performing within HHA exchange versus your 3rd party system if you're going to continue to use that system. So in the diagram, you'll see that for member management schedules and confirmed visits, EDV. 128 "Colby Ward" (3656808192) 00:44:16.190 --> 00:44:27.270 Management, all of that will be done within your 3rd party system. I mentioned a few slides ago that there's NO manual entry required in HJ exchange. 129 "Colby Ward" (3656808192) 00:44:27.270 --> 00:44:46.410 That data then gets transmitted to HHA exchange, and what happens within HHA is that bottom box, which is any visit confirmation documentation, so anything additional that you need to put in there that does not already exist in your 3rd party system. 130 "Colby Ward" (3656808192) 00:44:46.410 --> 00:45:06.410 And then also compliance review. So I'm gonna be talking about EDV compliance and the reports that are available to all providers for both HHA state sponsored and EDI, and that compliance review and monitoring does need to happen primarily within HHA exchange. So we'll. 131 "Colby Ward" (3656808192) 00:45:06.410 --> 00:45:19.260 Get there in a few slides, but just to key in on that, that compliance review is a component within HAJJ for EDI providers. 132 "Colby Ward" (3656808192) 00:45:19.260 --> 00:45:37.740 In the next couple of slides, there's going to be quite a few acronyms, so I just want to call those out, and what those mean. So API, when I refer to that, that's talking about application programming interface. This is how the 3rd party data gets transmitted from that system to our system. 133 "Colby Ward" (3656808192) 00:45:37.740 --> 00:45:54.390 EDI is electronic data interchange, also referred to as 3rd party. A lot of times you'll hear us say EDI provider versus 3rd party provider. To us, those are one in the same. It just means that you are transmitting your data electronically to us. 134 "Colby Ward" (3656808192) 00:45:54.390 --> 00:46:14.850 ESD is a ticket type in our Jira customer care portal, and that stands for EDI support desk. So that's the ticketing, project type that will be submitted if you submit a ticket to our EDI team. 135 "Colby Ward" (3656808192) 00:46:14.850 --> 00:46:32.010 EDV stands for electronic visit verification. HHA or HHAX, as you'll see it on the slides is just referring to HHA exchange. LMS is our learning management system, and then QA is quality assurance. 136 "Colby Ward" (3656808192) 00:46:32.010 --> 00:46:56.060 I'm gonna briefly go through these steps. I won't spend too much time on them as Emily mentioned, these slides will be made available to everybody, so you will have access to these step by step instructions. This is to give everybody an overview of what you'll need to do in order to get set up with HHA, whether you're using the state sponsored EVV system. 137 "Colby Ward" (3656808192) 00:46:56.060 --> 00:47:27.230 System or using a 3rd party system. I have both sets of steps within this slide deck. We're gonna start with the HHA exchange state sponsored system. So step one is completing that enrollment survey. Again, for those who have already gone live with us, you've probably already been through that and done that step. For those who have not, who are with the DOA or doors program who are coming up, please go ahead and submit your enrollment survey to us as soon as possible so that we know. 138 "Colby Ward" (3656808192) 00:47:27.230 --> 00:47:35.160 Whether you're going to be using the state sponsored system or using a 3rd party system. 139 "Colby Ward" (3656808192) 00:47:35.160 --> 00:47:50.850 Step two and three are related to receiving those credentials. So step two is receiving the LMS credentials as well as the portal credentials. I went through the difference between those two a couple of slides ago. This covers that same. 140 "Colby Ward" (3656808192) 00:47:50.850 --> 00:48:10.850 Scope. So once those system credentials are received, then that user who got those credentials can set up additional users in the system, which is step three. You want to make sure that you have at least a couple of users in HHA exchange, so that should one person leave or something like that. You have. 141 "Colby Ward" (3656808192) 00:48:10.850 --> 00:48:19.020 Have backup who can set up additional users and make sure that you have the right people in the system. 142 "Colby Ward" (3656808192) 00:48:19.020 --> 00:48:39.020 After setting up those users, agencies will set up their caregiver profiles in HHA, so this job aid that's linked here will ensure that you know how to add caregivers into HHA. Caregivers to us are the otherwise referred to as the servicing providers. That's the purpos. 143 "Colby Ward" (3656808192) 00:48:39.020 --> 00:48:54.660 Person who's actually going out to the home to provide services, they need a profile within the system so that they can get access to the mobile application as well as the telephony line if that's the option that they're going to be using. 144 "Colby Ward" (3656808192) 00:48:54.660 --> 00:49:11.070 Then they'll download the HHA exchange plus mobile application. I do want to highlight this. We do have two mobile applications that are in the app Store and google play Store right now. One is HHA exchange. The other is HHA exchange plus. 145 "Colby Ward" (3656808192) 00:49:11.070 --> 00:49:31.070 HHA exchange Plus is the one that Illinois providers are using. So please just make sure that you note that down and when your caregivers go to download the app, they're choosing the correct one. After the caregivers are entered, then members will be added. Members can also. 146 "Colby Ward" (3656808192) 00:49:31.070 --> 00:49:50.010 We referred to as patients or customers just so that everybody's on the same page. And you'll do that only for those programs that I was calling out a few slides ago where that is required by the agency. So when you do need to add the member, you will go ahead and do that. 147 "Colby Ward" (3656808192) 00:49:50.010 --> 00:50:10.010 And you want to ensure that the 1st name, last name, date of birth, and Medicaid ID are all properly keyed in. That makes sure that we can make a link with the payer system to be able to share your data with the state. For those members who you've added manually, your next step is to add the contract that. 148 "Colby Ward" (3656808192) 00:50:10.010 --> 00:50:19.230 Also refers to the payer, and there is a job aid linked for how to do that. 149 "Colby Ward" (3656808192) 00:50:19.230 --> 00:50:38.070 Also, after you've added the contract, you'll add the authorization. That is only applicable for state plan home health, as we showed on the table a few slides back. If there is NO authorization required to be entered, you would simply skip that step. 150 "Colby Ward" (3656808192) 00:50:38.070 --> 00:50:57.270 The next couple are related to EDV, so you've set up your patients, you set up your caregivers. Now you want to go ahead and link your caregiver to your member. There is a field on the member profile that is labeled caregivers as mobile patient info access. 151 "Colby Ward" (3656808192) 00:50:57.270 --> 00:51:17.040 That field will allow any caregivers who you enter there to be able to access that members details through their mobile application and start unscheduled visits. I know that some agencies use schedules, some do not. Schedules are optional. We have another slide and a few that covers that topic as well. 152 "Colby Ward" (3656808192) 00:51:17.040 --> 00:51:37.040 And then lastly is just managing calls through the call dashboard. Once your caregivers start to use EVB, you'll make sure that those EVV call in and call outs linked successfully to the visits that they're documented correctly and that you're managing any errors that may come up related to those. 153 "Colby Ward" (3656808192) 00:51:37.040 --> 00:51:44.910 BBB calls. 154 "Colby Ward" (3656808192) 00:51:44.910 --> 00:52:04.910 Next we'll go into the 3rd party setup steps. You'll notice that steps one through three are exactly the same. So enrollment survey credentials, and setting up new users. Again, EDI providers, even though you'll be using your own system, you still get access to HHA exchange. 155 "Colby Ward" (3656808192) 00:52:04.910 --> 00:52:17.880 In particular to make sure that your data has transferred successfully and that you're doing your compliance EDD compliance reporting within the HHA exchange system. 156 "Colby Ward" (3656808192) 00:52:17.880 --> 00:52:37.880 Where we start to differ is in the technical components. So the 4th step here is for you to review the business requirements document, the technical specifications, the off specification if that's needed for state plan, and then completing the attestation form. So, the, these specific. 157 "Colby Ward" (3656808192) 00:52:37.880 --> 00:53:02.510 Questions and business requirements documents can be quite technical and you'll want to share those with your vendor. Your vendor is the one who's gonna care the most about that and making sure that they have your integration set up to our specifications. So make sure that you share these documents with your vendor, and then ultimately you'll need to fill out the attestation that will just attest to that your vendor can meet those specific. 158 "Colby Ward" (3656808192) 00:53:02.510 --> 00:53:23.730 And that really kicks off our process that enters a ticket with our team so that we know that you are trying to start an integration and then we can guide you through the rest of the process. So after that attestation is completed, we create a portal for you for testing. 159 "Colby Ward" (3656808192) 00:53:23.730 --> 00:53:43.730 And we give you the credentials for that testing portal, which you can share with your vendor so that they can start transmitting test data to the portal to ensure that it is set up correctly. Same thing would happen for the authorization API, should that be needed. 160 "Colby Ward" (3656808192) 00:53:43.730 --> 00:53:45.990 Good. 161 "Colby Ward" (3656808192) 00:53:45.990 --> 00:54:05.990 And then step seven is once you have confirmed with your vendor that you've completed all of the testing scenarios, you'll create a ticket with our EDI team, which that's linked directly here in the slides for you that just states that you've completed testing. Our team will then review that testing to make sure that. 162 "Colby Ward" (3656808192) 00:54:05.990 --> 00:54:33.560 That we see the same that everything has been completed successfully, and then we go ahead and issue production credentials. We are integrated with over 70 different vendors, I believe across many different states, so there's a good chance that your vendor has already integrated with us in the past, which does make the overall process simpler. Once we have integrated with a vendor with the Illinois API specifically. 163 "Colby Ward" (3656808192) 00:54:33.560 --> 00:54:53.560 That vendor doesn't need to repeat all of the testing over and over again for each additional provider that they're bringing on. The only exception to that is epic. And the reason that Epic is different is because their system is customizable per provider. So, in that case, any provider using Epic does need to test. 164 "Colby Ward" (3656808192) 00:54:53.560 --> 00:55:00.810 Individually. 165 "Colby Ward" (3656808192) 00:55:00.810 --> 00:55:20.810 Okay, so moving on to some other recent hot topics that we have had, these are related to some technical issues and just some general questions that our support team has continued to receive. 1st is the MCO client rejections for home health eda. 166 "Colby Ward" (3656808192) 00:55:20.810 --> 00:55:48.590 Providers. We did experience an eligibility issue with the MCO portals, and then as a result EDI providers who were sending data for home health services for mcos were receiving patient not found rejections for their, from their EDI vendor. We did issue a provider notice as well as an email from HHA exchange. 167 "Colby Ward" (3656808192) 00:55:48.590 --> 00:56:07.950 Any contacts who we have for those home health providers that indicated that we're aware of this issue and it will be resolved by HHA exchange. So once we have the data from the mcos, which we are expecting to have loaded and ready to go 1 July. 168 "Colby Ward" (3656808192) 00:56:07.950 --> 00:56:27.950 All of your rejections for that patient not found reason will be reprocessed on your behalf. You may have already seen some of those clear out, but if you have not, that is forthcoming. We do have a note here as well that after seven one, if you are still seeing a large number of rejections for. 169 "Colby Ward" (3656808192) 00:56:27.950 --> 00:56:47.010 For that reason for your MCO home health customers, please go ahead and send an email to the HFS email address, which is hFS.EDV at illinois.gov so that we're made aware and we can work through that together. 170 "Colby Ward" (3656808192) 00:56:47.010 --> 00:57:07.010 The next topic is the G0156 service code. It was brought to our attention that that service code had been removed from the portal. We believe that to be done from human error unfortunately, but that has since been resolved and restored back to the portals. Similarly to the last item, if you are. 171 "Colby Ward" (3656808192) 00:57:07.010 --> 00:57:28.580 Using a 3rd party and you are receiving rejections related to procedure code not in scope for G0156. Those are being reprocessed on your behalf. So you should have also seen those clear out, but if you do still have a large number of rejections related to that, again, please send an email to the HFS email address. 172 "Colby Ward" (3656808192) 00:57:28.580 --> 00:57:37.530 Press so that we can address your concerns specifically. 173 "Colby Ward" (3656808192) 00:57:37.530 --> 00:57:57.530 Next topic is advanced scheduling. I mentioned a few slides ago that advanced scheduling is not required in the HHA exchange system. You can have unscheduled visits and we know that that occurs quite a bit, especially in the DDD and home health spaces. And so this slide here as well as the next slide give you. 174 "Colby Ward" (3656808192) 00:57:57.530 --> 00:58:17.530 Tips on how to be successful with doing unscheduled visits in HHA exchange. There are benefits to both both methods with advanced scheduling, you're able to provide those schedules directly into the mobile app which does eliminate a couple of extra steps that the caregiver may need to take with. 175 "Colby Ward" (3656808192) 00:58:17.530 --> 00:58:37.530 When they're clocking in and out, it presents the information very succinctly to them as they log in so that they only have to click that clock in and clock out button. And it also can help you as you're looking to utilize your authorization effectively, it keeps everything on track, so to speak. But. 176 "Colby Ward" (3656808192) 00:58:37.530 --> 00:58:53.130 But if you're using unscheduled visits, if that's not practiced for you and you're not interested in doing advanced scheduling, that is totally fine. You'll follow these steps to make sure that your agency is able to be successful with unscheduled visits. 177 "Colby Ward" (3656808192) 00:58:53.130 --> 00:59:13.130 You'll want to make sure that your caregivers are linked to your members so that they can access those member details within their mobile app to start an unscheduled visit. That can be found on the general tab and then again that field caregivers with mobile patient info access that links the caregiver to the. 178 "Colby Ward" (3656808192) 00:59:13.130 --> 00:59:17.730 Members so that they can see that member on the app. 179 "Colby Ward" (3656808192) 00:59:17.730 --> 00:59:37.730 There are a couple of ways to enter the service code as well, so you can either enter the service code on the contract itself or you can go to the office setup and there is a section where you can enable the caregiver to select an authorized code. So if that person receives multiple different types of service. 180 "Colby Ward" (3656808192) 00:59:37.730 --> 01:00:06.180 Says and those are authorized, the caregiver can actually select the service code when clocking in and out. And the reason that the service code is required is because it's one of those six data elements. So if it's not selected, it maybe administrative for you after the fact to select what that service was for that day. And here's just a screenshot of that advanced scheduling, or, and. 181 "Colby Ward" (3656808192) 01:00:06.180 --> 01:00:26.180 Excuse me, that unscheduled visit feature that I was just mentioning on the last slide. This again is found on the office setup screen, and it is titled Enable Unscheduled visit service code selection. 182 "Colby Ward" (3656808192) 01:00:26.180 --> 01:01:01.130 Driven placement, switching gears a little bit here. This is what I was discussing as referenced about providers needing to add a member in certain scenarios where there's NO authorization coming from the payer portal. So there are two different workflows, one for providers who are using the HHA exchange state sponsored system, and then another for EDI 3rd party providers. So for HHA providers, as I mentioned, the number will be needed to be added manually, and you'll want to make sure. 183 "Colby Ward" (3656808192) 01:01:01.130 --> 01:01:10.290 Sure that you've got the Medicaid ID, name, date of birth, all correctly in there, the contract and the service codes. 184 "Colby Ward" (3656808192) 01:01:10.290 --> 01:01:26.130 For 3rd party providers, I just want to state it again, NO manual entry of members is required. What will happen is when your 3rd party system sends your visit information across, it contains the members Medicaid ID. 185 "Colby Ward" (3656808192) 01:01:26.130 --> 01:01:43.440 We take that Medicaid ID and we match it up with the payer system to create the member for you so that you don't have to enter that manually. So, I just want to make that clear that if you are using a 3rd party system, you do not need to log in and manually enter any member information. 186 "Colby Ward" (3656808192) 01:01:43.440 --> 01:02:05.190 I listed below the programs that this entry of the member does apply to. It's for DDD personal care, state plan, DSCC and DDD skilled nursing and home health services, and then MCO home health services when the prior auth is not required. 187 "Colby Ward" (3656808192) 01:02:05.190 --> 01:02:32.780 Yeah. Last topic for the hot topic section is the EDI payer initials. So we've gotten a lot of questions about where to find the payer initials. That's the key field within the API that tells us who the payer is that's associated with the member, who you're transmitting data for. 188 "Colby Ward" (3656808192) 01:02:32.780 --> 01:03:06.950 So we have them listed here on the screen, but we also do have them on page 21 in the technical specifications which are also linked here. So you can provide this to your vendor. The other question that we've had is is there a numeric payer ID that's needed and the answer is NO. Your vendor may have this question if they work with us in other states where there's a flat file interface. The flat file interface had a number. We have for the API, we have these initials. So initials is the only thing. 189 "Colby Ward" (3656808192) 01:03:06.950 --> 01:03:28.700 That is required for, indicating who the payer is that's associated to that member alright, so our next section is tracking EBV compliance. In this section we're gonna talk about. 190 "Colby Ward" (3656808192) 01:03:28.700 --> 01:03:37.500 How you can report through HHA exchange, what your EVB compliance percentage is as an agency. 191 "Colby Ward" (3656808192) 01:03:37.500 --> 01:03:57.500 Before I get into that, just to recap, Emily covered the requirements from the federal perspective very well. I just want to reiterate what those six data elements are that we are looking at as we're reviewing your visits to decide if they're EVB compliant or not. Those six data elements. 192 "Colby Ward" (3656808192) 01:03:57.500 --> 01:04:19.640 Are the type of service performed, the individual who's receiving the service, the date of the service, the location, who's providing the service, and then the time the service begins and ends. So what is EVB compliance? I know that for some folks, this maybe very familiar for other. 193 "Colby Ward" (3656808192) 01:04:19.640 --> 01:04:46.430 That may not be. So just to recap EVV compliance is a metric that tracks the number of visits without missing data elements or manual edits compared to the number of total visits in a given time period. One of the key requirements of CMS on the state is that the state has to report this EVV compliance percent across the entire provider network each quarter. 194 "Colby Ward" (3656808192) 01:04:46.430 --> 01:05:11.030 So this is something that is a federal requirement that the state must send across to CMS in order to be compliant with the Cures act. And as a best practice, each agency should know their EVB compliance percent. You should be tracking that on a regular basis and determining if you need to make any changes to your compliance policy. 195 "Colby Ward" (3656808192) 01:05:11.030 --> 01:05:33.720 Or do any retraining for your caregivers to ensure that they are also in compliance. I'll be talking about exceptions in just a little bit as we get into some of the reports. So 1st I want to cover what is an exception and what are the reasons that we consider to be exceptions. 196 "Colby Ward" (3656808192) 01:05:33.720 --> 01:05:50.940 So an exception is a visit that has, any missing data element from the fixed cures act elements or has a manual edit after it was electronically captured. So you'll see in the reasons for exceptions that there are seven here. 197 "Colby Ward" (3656808192) 01:05:50.940 --> 01:06:06.270 The 1st one is a missing clock out. 2nd is a missing clock in. 3rd is missing clock in and out. 4th is that there's a temporary caregiver assigned, which just means that we don't know who the person is that did the service. 198 "Colby Ward" (3656808192) 01:06:06.270 --> 01:06:26.270 This is a missing latitude and longitude when it's indicated to us that this was confirmed by GPS or mobile. 6th is a missing caller ID when it was confirmed by telephony, and then 7th is a manual edit, which essentially means that the visit start and end time do not match the EBV start and end. 199 "Colby Ward" (3656808192) 01:06:26.270 --> 01:06:46.200 Time. So picture somebody who clocked in at 09:15 and they told you that they got there at nine, but they accidentally forgot to clock in at nine, they clocked in 15 min late, and you go into the system and pull that time back to 09:00, that would be considered a manual edit. 200 "Colby Ward" (3656808192) 01:06:46.200 --> 01:07:10.200 Yeah, on this screen, I have an example of exactly what we were talking about there. So in the 1st visit that you see on the screen, this is what we would consider a compliant visit. It has all the correct elements of the Cures act, and you'll see that the visit start time and end time match the EVV call in and call out time exactly. 201 "Colby Ward" (3656808192) 01:07:10.200 --> 01:07:30.200 Whereas on the right hand side, that would be considered a non compliant visit, still needs to be in HJH exchange, but it just counts against that overall compliance percent. The visit start and EVV call in time match, but there's NO EDV call out time. So the visit end time we can deduce was entered. 202 "Colby Ward" (3656808192) 01:07:30.200 --> 01:07:37.830 Manually. It wasn't confirmed by a caregiver via one of those two methods. 203 "Colby Ward" (3656808192) 01:07:37.830 --> 01:07:57.060 Yeah. We have a few tips here for how to reduce those exceptions, for a missing clock in and out, you can discuss the workflow of EVB with your caregivers. We know that there aren't always gonna be a hundred percent of the time, a time stamp on a visit. 204 "Colby Ward" (3656808192) 01:07:57.060 --> 01:08:13.920 Someone's phone could die, they may need to attend to the member right away when they get into the home. There maybe a technology glitch, so there are plenty of reasons why someone may not be able to do it, but it should be the exception and not the rule that somebody is unable to do EVB. 205 "Colby Ward" (3656808192) 01:08:13.920 --> 01:08:33.920 Temporary caregiver assigned, this is something that we'll only see with those who are using HHA Exchange and using advanced scheduling. Should you need to create a schedule but you don't know who's gonna service that schedule yet? You just want to stay on top of your scheduling to. 206 "Colby Ward" (3656808192) 01:08:33.920 --> 01:08:55.130 Sure that, you know, ahead of time you're actually adding who the person is who's going to do that service, as well as monitoring our pre billing section which calls out visits that have a temporary caregiver assigned to them. And then the 3rd one is just some additional areas that we see frequently, so. 207 "Colby Ward" (3656808192) 01:08:55.130 --> 01:09:15.130 So review your GPS coordinates for your members, make sure that those addresses are right so that you aren't getting a lot of GPS out of range errors or things of that nature. Just to call out a few things with GPS, if somebody lives in a tall apartment building or a sprawling apartment building, oftentimes. 208 "Colby Ward" (3656808192) 01:09:15.130 --> 01:09:33.270 Once the pin is placed at the front door in the mailbox room, so we oftentimes recommend that the caregiver clock in and out when they're at the front door, just reduces chance of GPS out of range. Should there be an issue for either of those couple scenarios that I just brought up? 209 "Colby Ward" (3656808192) 01:09:33.270 --> 01:09:53.270 The other item is that, we do have a community feature available, so if they're starting and ending the visit somewhere in the community, maybe they're picking somebody up at church or at a doctor's office. They can toggle in their mobile app to say that they're in the community that removes that. 210 "Colby Ward" (3656808192) 01:09:53.270 --> 01:10:20.310 That GPS range and then again reduces that chance that they're going to get a GPS out of range error on your call dashboard. So just a couple of ways to help ensure that they're being successful with GPS. Make sure to review the phone numbers that are associated with each member on their profile. Those should be landlines if they're using EVB with telephony. 211 "Colby Ward" (3656808192) 01:10:20.310 --> 01:10:40.310 Telephony does require landlines because we do need to know the location and you can't really get location from a cell phone. And then the last one is something that we see a lot with folks who are brand new to EDV. The confirmed times, those visit times that we saw on the last screen, those do not need to be. 212 "Colby Ward" (3656808192) 01:10:40.310 --> 01:11:00.310 The exact. So they should only be different from the EDD times if that was a true error by the caregiver on their clock in and clock out. So e.g., if the caregiver clocked in at nine oh five, and they truly got there at nine oh five, there's NO reason to change that to something like. 213 "Colby Ward" (3656808192) 01:11:00.310 --> 01:11:16.500 09:00 just to get it to the nearest 15 min. You don't have to make that change. It can be exactly what the caregiver clocked in as if that's correct. 214 "Colby Ward" (3656808192) 01:11:16.500 --> 01:11:36.500 There are a few reports within HHA exchange that we make available to every agency. Those are the exception summary by agency, the detail report, and the exceptions by caregiver. If you're in your HHA exchange portal, you'll go to the report menu at the top, and then that those will be under the exception report. 215 "Colby Ward" (3656808192) 01:11:36.500 --> 01:11:39.120 Subfolder. 216 "Colby Ward" (3656808192) 01:11:39.120 --> 01:11:59.120 And I also mentioned that EDI providers should be reviewing these reports as well. The, the EVV compliance percent that you see in HHA exchange is what the state sees. So if you are only tracking compliance in your own EDV system, that may not be. 217 "Colby Ward" (3656808192) 01:11:59.120 --> 01:12:22.130 Exactly the same as what the state is seeing. EVV systems do not all use the exact same compliance calculation. We have had our calculations certified by CMS, so we are, we are confident in our calculation, but based on the data that is being sent from one system to another, there can be. 218 "Colby Ward" (3656808192) 01:12:22.130 --> 01:12:42.130 The Rejections from EDI system to HHA exchange, things of that nature can make them not all be equal. So you definitely want to make sure that you are checking your EDD compliance from the reports within your HHA portal. That will be the only way that you can ensure that you're seeing the compliance number that the. 219 "Colby Ward" (3656808192) 01:12:42.130 --> 01:13:03.470 What state is seeing. And finally, here's just an example of the exception by caregiver report. I call this out specifically because this can be used as a method to help increase your compliance. You can run this report to identify caregivers who have a high number of exceptions. Those maybe the. 220 "Colby Ward" (3656808192) 01:13:03.470 --> 01:13:26.840 The Folks who you want to target for any retraining. So if you see somebody who maybe isn't using EVB at all, they're gonna have a hundred percent exceptions on this report. You may want to bring them in and do a retraining on EVB, make sure that they're successful with using the mobile app or IVR, whichever method that they're using. This is just one strategy. 221 "Colby Ward" (3656808192) 01:13:26.840 --> 01:13:36.750 To help you, guide your agency towards a higher EDV compliance percent. 222 "Colby Ward" (3656808192) 01:13:36.750 --> 01:13:56.750 All right. And lastly I'll cover these pretty quickly so that we can get to a few questions. But these are our HHA exchange provider resources. I'll start with the client support portal. This is where anybody who has a portal within HHA Exchange can submit a ticket. 223 "Colby Ward" (3656808192) 01:13:56.750 --> 01:14:23.900 There is a link here and I do want to call out the two areas that you'll want to use. So one is the customer support desk, that is where you'll submit tickets related to navigation within HHA exchange, any sort of error message you're seeing within the portal, things of that nature, and then for 3rd party integration support, there it also may say EDI. 224 "Colby Ward" (3656808192) 01:14:23.900 --> 01:14:41.910 Integration. That will be where you'll submit tickets for anything related to setting up a new integration, questions on technical specifications et cetera. So please make sure you're utilizing those two correctly that just makes sure that your ticket gets to the right team and gets addressed quickest. 225 "Colby Ward" (3656808192) 01:14:41.910 --> 01:15:04.460 This is just some additional information on that portal, what information we would love to see within those tickets so that we can help you as quickly as possible, as well as more information on selecting the correct team. We did roll. 226 "Colby Ward" (3656808192) 01:15:04.460 --> 01:15:28.850 About a brand new knowledge base that some of you may have already seen in your portal. You can access that through the upper right hand corner of your portal by clicking on the support center, and then there's also a link here embedded within the slides that you can use as well. This new knowledge base is organized a little bit differently, put into more bite sized pieces, and covers the content really well. So highly. 227 "Colby Ward" (3656808192) 01:15:28.850 --> 01:15:42.810 I recommend if you're having any issues within the system navigating, have questions, check out the knowledge base and see if you maybe able to get your question answered there. 228 "Colby Ward" (3656808192) 01:15:42.810 --> 01:16:02.810 The state info hub is where you're gonna find all of our information related to the various phases of implementation. We will be updating the DOA section of this site shortly with those specific onboarding dates, so please be on the lookout for that. We'll also send out communication via email as we. 229 "Colby Ward" (3656808192) 01:16:02.810 --> 01:16:22.810 Lock in those dates so that all providers are aware, but beyond the implementation, we also have resources here related to our EDI process, where the technical specifications are linked. We also have a an FAQ tab that shows a, Illinois specific FAQ that you can add. 230 "Colby Ward" (3656808192) 01:16:22.810 --> 01:16:34.260 Access that has a lot of great questions and answers in there, so highly recommend you check out this website and also bookmark it in your browser. 231 "Colby Ward" (3656808192) 01:16:34.260 --> 01:16:54.260 And then lastly, these are just all of our additional provider resources. So again, we have the info hub and client support portal links. There's also an Illinois specific email address that is available to providers. So if you email this, it will create a ticket within our portal. I will. 232 "Colby Ward" (3656808192) 01:16:54.260 --> 01:17:11.130 Question that if you're an EDI provider, I highly recommend going through the client support portal link. If you use the email address, it will go to our general customer support and then your ticket will have to be transferred. So just to speed up the process for you, I would recommend going through the client support portal. 233 "Colby Ward" (3656808192) 01:17:11.130 --> 01:17:29.460 And then this phone number here is a brand new phone number that we just rolled out on 3 June that is dedicated to Illinois providers. So I would definitely write this down or take this away in the slides and use this phone number. Should you want to speak to anyone in person? 234 "Colby Ward" (3656808192) 01:17:29.460 --> 01:17:47.059 And then lastly on the right hand side is that HFS.EDV email that Emily and I have both mentioned. If you have policy related questions or or HJ related questions that you want to pass through the state, please go ahead and send an email there. 235 "John Eckert" (3243059200) 01:17:47.059 --> 01:17:55.308 And at this point, Emily, I will go ahead and turn it back to you if you want to lead us through the questions. 236 "Emily Brigman" (547790080) 01:17:55.308 --> 01:18:29.080 Thank you Colby. We had some questions that were submitted during the registration process, the majority of which were covered during this presentation, but I will go over questions that the state has the capacity to answer and then we'll pass the baton to Colby for HHA related questions. The 1st question, will authorizations for all HCBS services for MCO and IDOA be issued through HHA X EDI? 237 "Emily Brigman" (547790080) 01:18:29.080 --> 01:18:49.080 By Effective eleven one. We covered this during the presentation. The answer is yes. The state and HHA are working with the mcos to have both IDOA and DRS authorization data within the HHA system even before 1 November is called. 238 "Emily Brigman" (547790080) 01:18:49.080 --> 01:19:13.130 You mentioned earlier by 1 October, I believe. 2nd question, providers currently use their EDD applications to do a number of important tasks necessary to be operational such as billing and payroll exports to their payroll vendors or clearinghouses. Since we are being told the NO cost version of HH. 239 "Emily Brigman" (547790080) 01:19:13.130 --> 01:19:33.130 Day Exchange will not give us this ability. How will we accomplish these tasks? I addressed this in the state's presentation. Please note that the state is not requiring EDV in scope providers to use the free HHA option. Provider agencies may maintain their current EDV systems and. 240 "Emily Brigman" (547790080) 01:19:33.130 --> 01:19:51.240 As long as those systems are capable of cap capturing all six elements of the Cures act. Providers electing to maintain 3rd party systems are required to transmit their EVV data to HHA. So billing practices will remain status quo. 241 "Emily Brigman" (547790080) 01:19:51.240 --> 01:20:11.240 When do providers begin submitting their billings through HHA exchange? Again, in scope EVV providers should maintain their current, current billing practices. A timeline of which when each agency's records should reflect EVV document. 242 "Emily Brigman" (547790080) 01:20:11.240 --> 01:20:31.240 We covered this as well, personal care services and home health care services serving elderly waiver or DRS waiver that includes persons with disabilities, brain injury, and HIV AIDS waiver customers should already be using EBV. The state HH HFFL. 243 "Emily Brigman" (547790080) 01:20:31.240 --> 01:20:58.490 Us in conjunction with HHA Exchange will aggregate that data beginning 1 November. All personal care service workers or personal support workers under DDDD and home health care agencies under DDD, as well as home health care agencies, billing, DSCC, or any of the managed care organizations and state plan Medicaid. 244 "Emily Brigman" (547790080) 01:20:58.490 --> 01:21:19.350 Should be using EVV. We covered all payers that should be going through EVV that includes division of developmental disabilities, division of specialized care for children, state plan Medicaid, and the health choice, Illinois and MMA I managed care organizations. 245 "Emily Brigman" (547790080) 01:21:19.350 --> 01:21:37.050 We talked about, when mcos are going to be sending over information to HHA exchange. So we expect those authorizations for home healthcare services, specifically state plan Medicaid. 246 "Emily Brigman" (547790080) 01:21:37.050 --> 01:21:57.050 Or excuse me, non waiver customers enrolled with managed care organizations to be present within the HHA system by 1 July and for DRS and IDOA by 1 November. 247 "Emily Brigman" (547790080) 01:21:57.050 --> 01:22:17.060 I have two questions that I I believe were addressed during the presentation Colby, but are more of, HHA in hha's wheelhouse. The question that was submitted was integrating with a 3rd party system, EDI process and issues. 248 "Emily Brigman" (547790080) 01:22:17.060 --> 01:22:26.834 Questions regarding 300 ft radius and EDD verification through the external vendor. 249 "Colby Ward" (3656808192) 01:22:26.834 --> 01:22:48.770 Yeah, so, I did cover some items related to the EDI setup process. So within the slides, there is a step by step process on how to get set up with an EDI integration. I do recommend going to that state info hub, which there's a QR code still up on the screen. 250 "Colby Ward" (3656808192) 01:22:48.770 --> 01:23:04.680 And then going to the EDI process tab, that will give you all that information related to EDI and give you a link to our business requirements, specifications, and the attestation, so that. 251 "Colby Ward" (3656808192) 01:23:04.680 --> 01:23:22.500 You can get started with that EDI process. Again, that attestation is kind of the 1st step to get us keyed in that you would like an integration so that we can get you set up with a test portal. The radius is set to 300 ft. 252 "Colby Ward" (3656808192) 01:23:22.500 --> 01:23:39.480 That is set by the state and in your 3rd party system, if you have the capability to, include a radius, you should be matching that to the state requirement of 300 ft. 253 "Colby Ward" (3656808192) 01:23:39.480 --> 01:23:59.480 I think there was another question related to entry of members and authorizations. I did share during the presentation a grid of both member and authorization entry in the system, and that covers when that is required by providers. 254 "Colby Ward" (3656808192) 01:23:59.480 --> 01:24:15.831 For each of the, different, programs and types of services, so I would highly recommend referencing back to that slide once you have that so that you know the latest on when member and authorization entry is required. 255 "Emily Brigman" (547790080) 01:24:15.831 --> 01:24:34.770 Thank you Colby. We have some questions in the chat box, most all of which are for HHA to answer. There is a question regarding the agenda for today's meeting. 256 "Emily Brigman" (547790080) 01:24:34.770 --> 01:24:54.770 And we did send those out to everyone who registered up until 03:30 P.M. yesterday, so if you need a copy of the agenda, you can go ahead and email hFS.EDV at illinois.gov to request a copy if you did not receive one prior to. 257 "Emily Brigman" (547790080) 01:24:54.770 --> 01:25:30.672 Today's town hall meeting, we have several questions Colby and Sean that are Hha related. I didn't know. We only have 3 min left, so I'm going to, hit a question regarding ticket turnaround time estimates for ticket turnaround time. 258 "Colby Ward" (3656808192) 01:25:30.672 --> 01:25:56.260 Yeah. So, 1st response on a ticket is roughly 24 h for when you should hear back saying that your ticket is at least under review. After that point, we may need more information from you and things of that nature, so it's hard to say exactly when a ticket will be resolved. But what I would say is, definitely for those tickets that are submitted. 259 "Colby Ward" (3656808192) 01:25:56.260 --> 01:26:16.260 Via the client support portal, you're going to receive notifications from us as we respond to your ticket and request information, or give you a resolution to that ticket. So please be on the lookout for those emails. They do come from an automated email address, so on occasion they may go to some, to your. 260 "Colby Ward" (3656808192) 01:26:16.260 --> 01:26:45.170 So just take a look at your junk folder just to make sure that you mark that as an ok email to get into your main inbox. And then in order to see the reply from us, you do need to log back into the client support portal. The email does give you a link directly to get back into that portal. So just to call that out, and then in, and then to actually put a comment back in the ticket, you can either just reply to the email or. 261 "Colby Ward" (3656808192) 01:26:45.170 --> 01:27:02.370 Or you can log into the client support portal and put a comment within the ticket itself. So, just to explain a little bit about how all those communications work hopefully that makes sense. But again, initial response time from us should be within 24 h acknowledging your ticket. 262 "Colby Ward" (3656808192) 01:27:02.370 --> 01:27:29.012 And then after that point, just be on the lookout if we need additional information to best assist you. I would also take a look at the slide that I had up on the client support portal and what kind of information we would, request from you in those tickets. It helps us to get your ticket resolved as quickly as possible when we have examples, screenshots, your contact information, all of that good stuff within the ticket. 263 "Emily Brigman" (547790080) 01:27:29.012 --> 01:27:30.900 Yeah. 264 "Emily Brigman" (547790080) 01:27:30.900 --> 01:27:50.900 Thank you Colby. Just a reminder, if you don't feel like your any outstanding questions and concerns were addressed during that town hall meeting, we are building town hall agendas based on what we received from you either during the registration process or through your communications to HFS. 265 "Emily Brigman" (547790080) 01:27:50.900 --> 01:28:10.900 S.EVV at Illinois.gov. I will leave the Q and A box open for about five more minutes so that any outstanding questions can be addressed. But we will see you in July. Please feel free. 266 "Emily Brigman" (547790080) 01:28:10.900 --> 01:28:25.080 To share the provider notice with the registration link to your, to peers within your organization or any associations we you belong to. We very much appreciate you attending. 267 "Emily Brigman" (547790080) 01:28:25.080 --> 01:28:35.352 And submitting your questions to us ahead of this meeting. Thank you very, very much. 268 "Emily Brigman" (547790080) 01:28:35.352 --> 01:28:45.624 Okay, uh.