WEBVTT 1 "Emily Brigman" (3255789568) 00:00:05.645 --> 00:00:21.570 So we're going to begin today's presentation with a, a recap of what was covered at our June town hall meeting just a couple weeks ago. Again, the materials have been uploaded to our EBV website. 2 "Emily Brigman" (3255789568) 00:00:21.570 --> 00:00:42.860 On the 18th, we covered the statutes that are applicable to EVV, the state and federal requirements pertaining to EVV. HFS as the state Medicaid agency, is required by federal centers for media. 3 "Emily Brigman" (3255789568) 00:00:42.860 --> 00:01:07.190 Medicare and Medicaid to implement EDV across all Medicaid funded services that are facilitated in the home. We covered provider options, whether the provider agency prefers to use the free HHA exchange solution or maintain a 3rd party vendor transmitting. 4 "Emily Brigman" (3255789568) 00:01:07.190 --> 00:01:38.030 Getting their EVV data from that 3rd party vendor to HHA exchange. We talked about which payers are in scope, meaning, whether you're a personal assistant billing for doors, a homemaker agency billing for Illinois department on aging or a home health agency billing state plan Medicaid services or any of the MMA I or health choice, Illinois managed care organizations. Speaking of managed care, we talk. 5 "Emily Brigman" (3255789568) 00:01:38.030 --> 00:01:56.550 Talked about how provider agencies who have undergone implementation thus far, if they are submitting visit data for individuals enrolled with a managed care organization, they're receiving rejection errors. 6 "Emily Brigman" (3255789568) 00:01:56.550 --> 00:02:12.510 That we expect to be remediated within the next month, and HHA Exchange will work to resolve those rejections so that the providers do not have to go back and resubmit that data. 7 "Emily Brigman" (3255789568) 00:02:12.510 --> 00:02:32.510 HHA exchange covered setup steps, authorizations, scheduling, which will continue to reiterate scheduling is not required, payer initials, provider driven placement, compliance tracking and exceptions, and we covered state and HHA exchange resources that. 8 "Emily Brigman" (3255789568) 00:02:32.510 --> 00:02:47.940 That includes our HFS.EVV inbox, that includes HHA exchanges, client support portal. You can find all of those resources on our EVV website in the EVV town Hall webinar section. 9 "Emily Brigman" (3255789568) 00:02:47.940 --> 00:03:12.350 Yeah, we wanted to revisit this morning some of the questions and answers that came up during the last EBV town hall meeting, either they weren't fully addressed or we missed some of them before the meeting was closed out. So as a recap, some questions came up regarding errors. 10 "Emily Brigman" (3255789568) 00:03:12.350 --> 00:03:32.350 As related to GPS range. We had set set the GPS range with HHA exchange for 300 ft. HHA Exchange will talk more about GPS and logging visits if they occur in the community for whatever reason. 11 "Emily Brigman" (3255789568) 00:03:32.350 --> 00:04:01.920 We do expect to expand the GPS range to 500 ft. That will occur prior to our next EBV town hall meeting, which is July 16. When to send schedule updates in HHA exchange, we wanted to revisit that as well. Again, scheduling is not required. However, if you do choose to do scheduling, you may. 12 "Emily Brigman" (3255789568) 00:04:01.920 --> 00:04:21.920 You may update schedules only if, they are changed in advance of a visit. Otherwise, there's NO requirement to send an updated schedule. Going back to the GPS range bullet point for a moment. 13 "Emily Brigman" (3255789568) 00:04:21.920 --> 00:04:45.140 This applies to both users of the free HHA exchange solution or those users sending data from a 3rd party system. If you are sending data from a 3rd party system, we recommend that you consult with your vendor to ensure that the range on in their system is also expanded to 500 ft. 14 "Emily Brigman" (3255789568) 00:04:45.140 --> 00:04:48.629 Okay. 15 "Emily Brigman" (3255789568) 00:04:48.629 --> 00:05:08.629 We had a question toward the end of last, town hall meeting regarding turnaround time for tickets that are submitted to the HHA Exchange Client support portal. The expectation is that you would receive an initial response through the client support portal. 16 "Emily Brigman" (3255789568) 00:05:08.629 --> 00:05:28.629 Portal within 24 h. Any updates or feedback from the HHA Exchange customer support team would be provided by way of that portal. You do receive an email update when there is, an update from HHA exchange staff within the. 17 "Emily Brigman" (3255789568) 00:05:28.629 --> 00:05:48.629 Client support portal. Again, if you are attempting to resolve a concern via via the HHA Exchange Client Support portal, and you feel like you're not getting the support you need or something got lost in the shuffle, please feel free to reach out to hFS.EBV at Illinois dot. 18 "Emily Brigman" (3255789568) 00:05:48.629 --> 00:06:10.579 Dot gov. We recommend that you include your ticket number with that in order for HHA exchange project management staff to adequately research the concern. Service provision outside of the home, this ties into the expansion of the GPS range to 500 ft. 19 "Emily Brigman" (3255789568) 00:06:10.579 --> 00:06:30.579 We did have some concerns submitted regarding provision of service at settings such as an apartment building and those visits showing up as outside of range. HHA Exchange will go into further detail about this during their presentation, but community visits can be. 20 "Emily Brigman" (3255789568) 00:06:30.579 --> 00:06:48.809 Logged within the HHA exchange system. There is some information here regarding using the mobile application to turn off the at home option and logging that visit as a community visit. 21 "Emily Brigman" (3255789568) 00:06:48.809 --> 00:07:08.809 We did receive a question regarding use of social security numbers, in particular, the last four digits of social security numbers in tracking caregivers within either the HHA exchange free solution or a 3rd party system. It is a recommendation for. 22 "Emily Brigman" (3255789568) 00:07:08.809 --> 00:07:37.219 From Illinois Department of Healthcare and for family services, Office of inspector general or OIG, that provider agencies track their care caregivers by the last four digits of their social security numbers. The reason for this is because we have caregivers who may work for multiple payers. E.g., a caregiver billing both Illinois Department on aging or division of rehabilitation services. And if they're. 23 "Emily Brigman" (3255789568) 00:07:37.219 --> 00:07:57.219 There's a concern regarding fraud, waste or abuse. It aids in the Office of inspector General's investigation. The state is going to be requiring that provider agencies track caregivers by four digit identifiers. Again, this aids in fraud waste and abuse investigations, and it also. 24 "Emily Brigman" (3255789568) 00:07:57.219 --> 00:08:30.499 Who helps the state meet the true intent of the 21st century Cures Act, that is the federal regulation requiring Medicaid funded providers to use electronic verific visit verification. We have not set a deadline for this yet. You all will be notified of a deadline by way of a HFS provider notice. We will share that with the applicable waiver operating agencies ahead of time requesting that they communicate that same information as well. 25 "Emily Brigman" (3255789568) 00:08:30.499 --> 00:08:50.499 We recognize that provider agencies did receive information in the past indicating that they maybe able to track caregivers by any sort of dummy four digit identifier and that it will take time for provider agencies to adjust their tracking of caregivers. 26 "Emily Brigman" (3255789568) 00:08:50.499 --> 00:09:10.499 Do recommend that you get started doing that, but also recognize that it will take some time on your end and and that providers are dealing navigating a lot of different changes EVV wise. So again, with the tracking of caregivers, we are going to require that you track caregivers. 27 "Emily Brigman" (3255789568) 00:09:10.499 --> 00:09:36.409 By the last four digits of their social security number. That will be relayed through, HFS provider notice. We recommend you start doing that fairly soon. HHA Exchange will also update their resources to reflect tracking of caregivers by the last four digits of their social security number. We fielded some concerns regarding privacy. 28 "Emily Brigman" (3255789568) 00:09:36.409 --> 00:09:56.409 And security, eh, w in order to do business with the state, our vendor must undergo an extensive security review with our chief security officer. We also have to undergo a certification review with federal CMS, which includes. 29 "Emily Brigman" (3255789568) 00:09:56.409 --> 00:10:20.329 Includes a deep dive into security features within the system, and on a regular basis, we are submitting reporting to the federal government that includes security measures within the system. Updating time zone. We had some questions regarding a default setting within the HHA software. 30 "Emily Brigman" (3255789568) 00:10:20.329 --> 00:10:38.399 Setting it at eastern time. HHA Exchange will go into further details during their presentation on how to update the time zone to central Standard Time. We recognize that the bulk of our provider agencies are Illinois based. 31 "Emily Brigman" (3255789568) 00:10:38.399 --> 00:10:58.399 And providing services in central Standard Time. Manual entry and exceptions, we had a question as to whether a manual entry counts as, non compliant. That is accurate. Colby with. 32 "Emily Brigman" (3255789568) 00:10:58.399 --> 00:11:18.399 HA exchange. We'll go further into detail in her presentation on, the six elements outlined within the federal 21st century Cures Act, that must be captured with an electronic visit verification visit in order to be cap. 33 "Emily Brigman" (3255789568) 00:11:18.399 --> 00:11:38.399 Considered compliant. There is NO expectation from the state that provider agencies in their visits are 100 % compliant will always have issues where a caregiver may forget to clock in, forget to clock out or something occurs where there is a change in how services is. 34 "Emily Brigman" (3255789568) 00:11:38.399 --> 00:11:48.419 Are provided that lends to a visit not being 100 % compliant. Again, Colby will go into further detail there. 35 "Emily Brigman" (3255789568) 00:11:48.419 --> 00:12:08.419 A reminder on implementation timelines. We began statewide EVV implementation with personal support workers under the developmental disabilities waiver. That occurred on 1 September. The expectation is that. 36 "Emily Brigman" (3255789568) 00:12:08.419 --> 00:12:28.419 Those providers are actively using electronic visit verification at this time. Provider agencies struggling with integration of a 3rd party system. We strongly recommend you seek assistance through the client support portal, operated by HHA exchange. 37 "Emily Brigman" (3255789568) 00:12:28.419 --> 00:12:46.739 For outreach us@HFS.EVV at Illinois.gov. Same goes for home health care agency providers, who are billing state plan Medicaid, health choice, Illinois managed Care organizations or Medicare and Medicaid Alignment initiative. 38 "Emily Brigman" (3255789568) 00:12:46.739 --> 00:13:04.649 Managed care organizations or MMA I and HCI mcos, as well as division of specialized care for children and again Illinois Department on Aging or excuse me, Illinois Department of Human Services Division of developmental disabilities. 39 "Emily Brigman" (3255789568) 00:13:04.649 --> 00:13:24.649 Speaking of department on aging, many of you are aware that we extended the implementation timeline for Illinois Department on aging, to 1 November of 2024. There is a plan to assist. 40 "Emily Brigman" (3255789568) 00:13:24.649 --> 00:13:44.649 IDOA providers in either beginning to transmit their data from 3rd party systems or using the HHA system in October. HHA Exchange will go into revised timelines for trainings as well as receipt of learning management system credentials. 41 "Emily Brigman" (3255789568) 00:13:44.649 --> 00:14:04.649 We also plan to aggregate EVV data from Division of Rehabilitation Services providers by 1 November. I will say as a caveat to that, that HHA Exchange, HFS and Division of Rehabilitation Services still need to go through the. 42 "Emily Brigman" (3255789568) 00:14:04.649 --> 00:14:34.616 Recovery process. However, we don't expect anything to change for DRS providers as far as how they're using EDV currently, how they're billing etc. That is it for the state presentation. I am going to unshare my screen and hand it off to Colby Ward with HHA Exchange for HHA Exchanges presentation. 43 "Colby Ward" (3660493056) 00:14:34.616 --> 00:14:52.652 Thanks Emily. Let me share my screen here Okay if you wouldn't just mind letting me know if you can see my screen, that'd be great. 44 "Emily Brigman" (3255789568) 00:14:52.652 --> 00:14:56.015 You can see it Colby. Perfect. 45 "Colby Ward" (3660493056) 00:14:56.015 --> 00:15:21.629 All right. Good morning everybody. My name is Colby Ward. I am Director of Payer Client Success with HHA Exchange, so I've been working hand in hand with the state as we've been rolling out the various programs with EVV in Illinois. I'm happy to be here today to present some information for you all regarding EVV and answer hopefully some frequently asked questions that you all might have. 46 "Colby Ward" (3660493056) 00:15:21.629 --> 00:15:41.629 So today what we're gonna cover, 1st I'm gonna introduce our team who is on the call. Then I will go over just some IDEAA onboarding updates for providers who are performing homemaker services and maybe curious about what the. 47 "Colby Ward" (3660493056) 00:15:41.629 --> 00:16:06.109 Move of the go live date that Emily just mentioned 2111 means for you all. And we'll cover a little in more detail the EDI process flow. I know we had several questions about that, as well as some other recent hot topics that we've been receiving either through the registration or through various support mo modals, and make. 48 "Colby Ward" (3660493056) 00:16:06.109 --> 00:16:28.259 Sure that we get as many of those questions answered as possible. I'll go into EBV compliance tracking within the HHA exchange portal, meaning how you can understand your agency's EVB compliance, and then I'll go over our customer care portal as well as other resources that are available to you all. 49 "Colby Ward" (3660493056) 00:16:28.259 --> 00:16:51.379 I'll, Starting with the HHA exchange team, I've already introduced myself, but we also have Sean Bowen on who's our senior project manager over state implementation, so he's been also working very closely with the state rolling out the various programs and is focusing currently on that. 50 "Colby Ward" (3660493056) 00:16:51.379 --> 00:17:16.159 Doors and IDOA go live that is scheduled for 1 November. And then we also have decrease Sweeney who's also a director of client success, like myself, and she is working on supporting the operations of the programs that have already gone live. So we're here as panelists today for the questions that do come across. 51 "Colby Ward" (3660493056) 00:17:16.159 --> 00:17:24.749 During our Q and A sec session later on. 52 "Colby Ward" (3660493056) 00:17:24.749 --> 00:17:44.749 So now I'll flip into talking about the DOA onboarding update. Here I have on the screen just a tentative timeline for everybody to be aware of who is a part of that DOA go live in November. That is the S51 30 service code for homemaker service. 53 "Colby Ward" (3660493056) 00:17:44.749 --> 00:18:01.229 As the go live date has shifted to November so have these dates for provider onboarding. So I'll just cover each of these topics. 1st is LMS credentials. 54 "Colby Ward" (3660493056) 00:18:01.229 --> 00:18:21.229 LMS refers to our learning management system. This is the system that has self paced modules for agencies to to take that goes over the various functionality within the Haj exchange system. We're expecting that credentials will be emailed out the week of. 55 "Colby Ward" (3660493056) 00:18:21.229 --> 00:18:38.009 Of 16 September. We'll have a more firm date in the upcoming town halls for all of these items. So again, these that I'm presenting today are, are tentative but should give you an idea of what to expect and then in an upcoming town hall, we'll share the exact dates. 56 "Colby Ward" (3660493056) 00:18:38.009 --> 00:18:53.459 But for LMS credentials, those are going to be emailed to the person who completed the survey. So, if you've already filled out the enrollment survey, that's great. If you still need to fill out the enrollment survey, we will have links to that. 57 "Colby Ward" (3660493056) 00:18:53.459 --> 00:19:13.459 And the person who fills out the survey does receive those emails credentials. LMS credentials can be shared with anyone in your organization who needs to access our training content. So those credentials are not person specific, they're specific to your agency and can be shared across. 58 "Colby Ward" (3660493056) 00:19:13.459 --> 00:19:35.879 All users who are going to be in the HHA exchange system. The 2nd set of credentials that will be sent out the week of 16 September will be the HHA exchange portal credentials. Again, that will be the person who completed the survey who is going to receive portal credentials. 59 "Colby Ward" (3660493056) 00:19:35.879 --> 00:19:55.169 These credentials are user specific, so they should not be shared with others in the organization. And once that user has logged into the portal, they will be able to set up additional users into the portal. And I'll actually be demonstrating that a little bit further down in our presentation today. 60 "Colby Ward" (3660493056) 00:19:55.169 --> 00:20:14.939 System user training webinars are web based, they are a place where you can attend, see the training materials and also ask questions to staff from HHA Exchange who will be on to answer those questions live. 61 "Colby Ward" (3660493056) 00:20:14.939 --> 00:20:34.799 Those will take place likely the week of 23 September. You'll be able to send as many users as you would like from your organization to those user training webinars. And again, that will be a form for you to be able to ask questions as those trainings are happening. 62 "Colby Ward" (3660493056) 00:20:34.799 --> 00:20:54.799 Yeah, then we have two other, bullets on here. So technical go live, that's going to be when your members and authorizations are loaded into the provider portals. That will be happening on 1 October, so. 63 "Colby Ward" (3660493056) 00:20:54.799 --> 00:21:14.799 What that means is you're gonna have about a month of time before the expectation that you begin using EDV to set up your portal in HHA exchange. Make sure that if you're, if you are doing scheduling, that you have those schedules set up, ensure that the data that is flowing into your portal. 64 "Colby Ward" (3660493056) 00:21:14.799 --> 00:21:36.719 From DOA or from the mcos is accurate before you get started with EVB. And then the EVV go live is 1 November, which is when agencies are expected to begin fully utilizing, HHA exchange if you're using the state sponsored solution or have your integration completed. 65 "Colby Ward" (3660493056) 00:21:36.719 --> 00:21:56.719 So that we start receiving your data from your 3rd party system. This is all specific to DOA, as Emily had mentioned, we're not expecting for doors providers to need to do anything different than what is happening today with EVV although we are going through our discovery process. 66 "Colby Ward" (3660493056) 00:21:56.719 --> 00:22:13.679 Process and we'll keep you all posted. Should anything be different for doors and should you need to go through any additional steps? 67 "Colby Ward" (3660493056) 00:22:13.679 --> 00:22:33.679 Okay, I'm gonna go into a little bit of detail on the EDI onboarding process since we've had several questions from providers about this. I'm gonna start with just a data workflow so that everybody can understand how the data gets into HHA exchange. 68 "Colby Ward" (3660493056) 00:22:33.679 --> 00:22:54.499 So, starting up at the top left corner, Illinois HFS is sending us all of the eligibility data for the members across the state. That eligibility data is getting loaded to HHA exchange. So we have a repository, if you will, of members who we are expecting. 69 "Colby Ward" (3660493056) 00:22:54.499 --> 00:23:14.369 Testing maybe receiving services that require EVB. For 3rd party providers and their vendors, we have a specification document that outlines three different types of data that we are expecting to receive from those vendors. 70 "Colby Ward" (3660493056) 00:23:14.369 --> 00:23:31.259 Those three are caregiver records, authorizations for state plan only, and then visit records. Those specifications outline all of the various data elements that we are expecting to receive for each of those three data sets. 71 "Colby Ward" (3660493056) 00:23:31.259 --> 00:23:51.259 And what happens is the 3rd party vendor will send us the caregiver record, the authorization record, and the visit record, to your HHA exchange portal, and what we will do is attempt to match that to a member who HFS has sent to HHA exchange. 72 "Colby Ward" (3660493056) 00:23:51.259 --> 00:24:11.659 The member identifier is the Medicaid ID that's sent with the visit record. And once we find a match, that link occurs where your visits are now visible to HFS. What you'll see in the bottom right hand corner of this diagram is that we do provide response statuses. 73 "Colby Ward" (3660493056) 00:24:11.659 --> 00:24:36.379 Back to the EDV vendors who send us data through the API. Those indicate either a success or a failed response, and if it is failed or otherwise known as rejected we provide a reason as far as why that rejection occurred. So e.g., we may not have been able to find a match with the patient that would be translated back to the. 74 "Colby Ward" (3660493056) 00:24:36.379 --> 00:24:57.959 3rd party vendor so that they know that there was NO match found and that visit record was not successful. That's just a high level workflow of how the data transmissions operate and how we use the data that comes from the 3rd party vendor to ensure that it matches with what HFS has sent us. 75 "Colby Ward" (3660493056) 00:24:57.959 --> 00:25:23.459 Okay I'll be going into the specific EDI onboarding steps. As I talk through those, there are some acronyms that I may use or that maybe listed on these slides. So we wanted to make sure that those are spelled out for everybody and referenceable. API I'm referring to application Programming interface. 76 "Colby Ward" (3660493056) 00:25:23.459 --> 00:25:41.069 EDI is electronic data interchange. We also refer to that as 3rd party, so you'll hear that used interchangeably. ESD is our EDI support desk. EDV is electronic visit verification. 77 "Colby Ward" (3660493056) 00:25:41.069 --> 00:26:02.119 You may hear me refer to HHA Exchange as either HHA or HHAX. LMS is the learning management system, and then QA is quality assurance. So what are the setup steps for. 78 "Colby Ward" (3660493056) 00:26:02.119 --> 00:26:24.559 For a 3rd party EVB providers. Step one for all providers is to complete the enrollment survey. As Emily mentioned, these slides will be available after the presentation, and we have links wherever anything is underlined, so if you have not filled out that enrollment survey, you can link to it from here and. 79 "Colby Ward" (3660493056) 00:26:24.559 --> 00:26:44.999 And go ahead and complete that survey. On that survey, you're going to indicate to us if you do have a 3rd party system, you'll tell us there that you have a 3rd party system to start getting the process going. You'll be receiving portal credentials and LMS credentials after that survey is completed. 80 "Colby Ward" (3660493056) 00:26:44.999 --> 00:27:00.539 Again, the both sets of those credentials are going to go to the person who completed that survey. Portal credentials are user specific, whereas LMS credentials can be shared with others across your organization. 81 "Colby Ward" (3660493056) 00:27:00.539 --> 00:27:20.219 The user who received those initial portal credentials should set up additional users in the system, and I will be demonstrating that as I mentioned a little bit later on. 82 "Colby Ward" (3660493056) 00:27:20.219 --> 00:27:38.009 Once you have filled out the survey, it also will link you to our business requirements documents, the API specifications as well as the authorization API specification if you are doing state plan. 83 "Colby Ward" (3660493056) 00:27:38.009 --> 00:27:55.019 And what you'll want to do with those documents is review those, pass those on to your EVV vendor. They're the ones who will really be wanting to understand those documents and make sure that they can accommodate what is being requested of the apis. 84 "Colby Ward" (3660493056) 00:27:55.019 --> 00:28:13.439 And then once your vendor has confirmed that they can meet those specifications, you'll go ahead and complete the attestation form. The attestation form will just be a documentation that says that your vendor is able to meet the specifications and is ready to get started with integration. 85 "Colby Ward" (3660493056) 00:28:13.439 --> 00:28:30.959 When the attestation is completed, a support ticket with our EDI support team will automatically be created to begin that process of working with our EDI team to set up your integration. 86 "Colby Ward" (3660493056) 00:28:30.959 --> 00:28:50.959 Our team will then take that ticket and will create a an implementation portal for testing. We'll provide those credentials for that QA portal so that your vendor can be connected to that. We will also provide testing scenarios for your vendor to complete in that QA. 87 "Colby Ward" (3660493056) 00:28:50.959 --> 00:28:58.469 Right or implementation portal. 88 "Colby Ward" (3660493056) 00:28:58.469 --> 00:29:14.459 Additionally, we will create the authorization API testing credentials. That is a separate API. Should you need to supply authorizations? Again, that is only for state plan home health services. 89 "Colby Ward" (3660493056) 00:29:14.459 --> 00:29:36.359 Once you have completed the integration testing, you will then create another ticket with our team to indicate that that has been completed, and our team will review those test transactions to ensure that they do look accurate and that all scenarios have been tested. 90 "Colby Ward" (3660493056) 00:29:36.359 --> 00:29:56.359 Fully. We do have some efficiencies baked in for providers who maybe using a vendor that is already integrated with our Illinois apis. If they're already integrated, they do not have to go back through the testing process with the exception of epic. 91 "Colby Ward" (3660493056) 00:29:56.359 --> 00:30:14.039 Epic has very customized builds per provider agency, so it does need to be tested separately if you're using epic. But if you're using a different 3rd party system that is already integrated with us through the Illinois API, the testing step maybe skipped. 92 "Colby Ward" (3660493056) 00:30:14.039 --> 00:30:33.299 Yeah, this slide here is just more of a workflow related view of what that testing process looks like. So again, we will, you'll send your onboarding request. 93 "Colby Ward" (3660493056) 00:30:33.299 --> 00:30:49.619 We will then expect the attestation to be completed. That will get things started with account creation and test documentation sent to you. You'll get those T, environment, those test environment credentials. 94 "Colby Ward" (3660493056) 00:30:49.619 --> 00:31:09.619 And then those tests and the test apis will occur within our QA environment. Once that is completed, we analyze those results, and if everything looks good, we send production credentials. At which point, once the production credentials have been issued, your vendor is ready to start. 95 "Colby Ward" (3660493056) 00:31:09.619 --> 00:31:32.029 Sending your data to HHA exchange. We have also received questions about how to understand or where to find the failed or rejected responses that could occur and how those are fixed. Those are within the API technical specifications document. 96 "Colby Ward" (3660493056) 00:31:32.029 --> 00:31:50.009 Begins on page 47 of that document. You'll see all of the possible failed responses as well as suggested means of correcting those. Okay. 97 "Colby Ward" (3660493056) 00:31:50.009 --> 00:32:12.289 I'm gonna shift gears a little bit and talk about some of the recent hot topics or faqs that we have been receiving either again through the registration or through support. And the 1st thing that I'm gonna talk about is, account access, and I'm actually going. 98 "Colby Ward" (3660493056) 00:32:12.289 --> 00:32:36.529 Going to go into the system to demonstrate these three different, possible operations that you may need to be able to complete. The 1st one will be new user management, so I've talked about the, the person who completes the survey is the 1st user in HHA exchange. And then that person is responsible for adding additional users to your portal who may need. 99 "Colby Ward" (3660493056) 00:32:36.529 --> 00:32:43.109 Need to access it on a day to day basis, so I will demonstrate how to do that. 100 "Colby Ward" (3660493056) 00:32:43.109 --> 00:33:03.109 I'll also demonstrate how to reset your own password. So if you received your credentials and your password has expired or you forgot your password, there is a self service means to be able to reset it. And then also how to reset passwords for others in your organization. 101 "Colby Ward" (3660493056) 00:33:03.109 --> 00:33:25.769 So if somebody else has access to the system, they can also reset your password for you or vice versa. You can do that for them. So I'm going to momentarily stop sharing as I flip over into the portal. So give me just one moment. 102 "Colby Ward" (3660493056) 00:33:25.769 --> 00:33:53.809 Okay, so right now I'm just logged into a demo portal just to show you all how to do those functions that I was describing. When you log into your HHA exchange portal, this is what your home screen looks like. And again, the 1st thing that I'm going to show is how to add a new user to. 103 "Colby Ward" (3660493056) 00:33:53.809 --> 00:34:16.489 HHA exchange within your portal, the new user function is under admin at the top, then user management, and then new user. This will open up a page where you're able to fill in details about who this new user is. 104 "Colby Ward" (3660493056) 00:34:16.489 --> 00:34:36.919 So just for the sake of this, I will fill in a username. Username is what the person will use in the, in the username field, of course, when they go to the login page with HHA exchange. This can be an email address, this can be. 105 "Colby Ward" (3660493056) 00:34:36.919 --> 00:34:56.919 The 1st initial last name, any kind of combination that you would like to, use in your organization, you're welcome to do so. One caveat is that the username is unique across the entire HHA exchange universe. So if somebody has a common last name like Smith, e.g.. 106 "Colby Ward" (3660493056) 00:34:56.919 --> 00:35:20.729 And you choose to use 1st initial last name. It may tell you that that username already exists. You may need to add something like a number to the end of it to make it unique. So just, just so everybody is aware of that. You'll fill in 1st name and last name, and then you'll fill in an email address. 107 "Colby Ward" (3660493056) 00:35:20.729 --> 00:35:39.869 You'll also select a role. You can add another, you can add other admin users. The 1st user in the system is an admin by default. You can add others, you can also give specific roles for coordinator, e.g., or billing. 108 "Colby Ward" (3660493056) 00:35:39.869 --> 00:35:59.399 The other fields on this page here in the middle do not need to be filled in. And then office setup is important. You will need to add the office. That will then allow them to see all the members. 109 "Colby Ward" (3660493056) 00:35:59.399 --> 00:36:19.319 The work list setup does not need to be filled in. And once you've hit the bottom of the page, you hit save. What happens at this point is that the user is created. 110 "Colby Ward" (3660493056) 00:36:19.319 --> 00:36:39.319 They will receive an email with their, link to set up their password. You will need to provide them with their username. There is not a separate email that goes out to give them their username, so whoever is the one who is creating new users does need to provide that username to the user directly, they will only. 111 "Colby Ward" (3660493056) 00:36:39.319 --> 00:36:45.779 To receive an email to get their password set up themselves. 112 "Colby Ward" (3660493056) 00:36:45.779 --> 00:37:01.469 I'm gonna go ahead and also cover here that the reset password function is available to users who are within the system, to reset passwords for other users. So, I'll go back up to admin. 113 "Colby Ward" (3660493056) 00:37:01.469 --> 00:37:22.609 User management and then user search. Here I can search to locate all users who exist within this portal. And I can do a couple of things. One is if somebody has been locked out due to lack of activity. 114 "Colby Ward" (3660493056) 00:37:22.609 --> 00:37:44.849 Activity meaning that they had not been logged into the portal within the last 30 days. I can choose to unlock them just by clicking on this hyperlink. The other thing that I can do is I can edit their information or reset their password. So if I go to action, it opens up the user's screen. 115 "Colby Ward" (3660493056) 00:37:44.849 --> 00:38:05.929 I can change things like the user role, and then also I can reset the password. Simply by clicking on this button, it will send them an email that will give them a link to reset the password. Finally, I also. 116 "Colby Ward" (3660493056) 00:38:05.929 --> 00:38:29.479 You want to just show how you can reset the password yourself. If I access the HHA exchange login screen, go ahead and click log out and get back to the login screen. So when you are logging into your portal, if you forget your password, there's a forgot password link right at the bottom of the page, very simple. 117 "Colby Ward" (3660493056) 00:38:29.479 --> 00:38:53.090 Similar to what you might see on another sort of web application. If I click on forgot password, I can enter my username and my email and have an email sent to me to be able to reset my password. That email has been active for 12 h. If you do not set your password within that 12 h, you'll need to come back to this page and follow these steps again. 118 "Colby Ward" (3660493056) 00:38:53.090 --> 00:39:01.410 To get a new email sent to you. 119 "Colby Ward" (3660493056) 00:39:01.410 --> 00:39:21.410 At this point, I'm gonna go ahead and flip back to our presentation. So I will stop sharing again briefly and we'll be right back. 120 "Colby Ward" (3660493056) 00:39:21.410 --> 00:39:45.860 Okay, background or hot topics. The next one that we want to cover is the G0156 service code. We did have an issue that was brought to us by several agencies that the G0156 service code was not available within the system. It turned out to be human error that that code was removed. 121 "Colby Ward" (3660493056) 00:39:45.860 --> 00:40:06.770 We have rectified the issue and added it back to the portals as well as to the documentation. But if you do still have either a large number of rejections, if you're a 3rd party vendor, and you have a large number of rejections related to that service code, please go ahead and email the hFS.EVB at Illinois dot. 122 "Colby Ward" (3660493056) 00:40:06.770 --> 00:40:34.370 Dot gov email so that we can troubleshoot that further. Additionally, if you are using HHA Exchange as your primary mode of EVV and you don't have that code to select, of course, also email the HFS email as well so that we can look into that further. Another question that we received was on updating the portal to central time zone. 123 "Colby Ward" (3660493056) 00:40:34.370 --> 00:40:54.680 Some portals may have been set to the Eastern time zone by default. So if you have been configured to that time zone, and you would like to change it, you can follow these steps listed on the screen. 1st, you'll just want to verify that you are in fact set to the Eastern time zone or to a different. 124 "Colby Ward" (3660493056) 00:40:54.680 --> 00:41:16.850 What time zone then you would like. In order to see where, what that time zone is, you'll go to admin office setup and then search for the office. When you select the office, you can verify the time zone under the address section. And again, if that is something different than you would like, if it's different than central time. 125 "Colby Ward" (3660493056) 00:41:16.850 --> 00:41:40.550 You can submit a ticket to our technical customer care team through our client support portal and our team will be able to make that change of time zone on your behalf. Another question we received was about RN signature required in the mobile application. 126 "Colby Ward" (3660493056) 00:41:40.550 --> 00:42:00.980 If your caregivers are experiencing that message about needing the RN signature before clocking out, you can go ahead and follow the steps below to remove that requirement from the mobile app. This is under admin contract set up and then you search for the contract where this is occurring. 127 "Colby Ward" (3660493056) 00:42:00.980 --> 00:42:18.120 Navigate to the schedule and confirmation tab, and then under the visit confirmation options is the setting that is screenshotted below that says capture RN signature on the mobile app. You'll just deselect those boxes and click save. 128 "Colby Ward" (3660493056) 00:42:18.120 --> 00:42:38.120 That will take off that requirement from the mobile app, where it may have been asking them for an RN signature. Emily mentioned confirming visits in the community is a feature that. 129 "Colby Ward" (3660493056) 00:42:38.120 --> 00:43:01.700 That is available for those using the HHA exchange mobile app. Here I have shown on the right hand side a screenshot of what it looks like for your caregivers as they are clocking in or out, and where that selection is. So, what they can do is where it says service delivery location. In that screenshot it says home, that is a draft. 130 "Colby Ward" (3660493056) 00:43:01.700 --> 00:43:22.490 Down menu where they can then select community if they are actually in the community as opposed to being in the home. If they're in the community and they select that and hit continue, it does still capture GPS, so it does still meet the requirements of the Kiers Act as far as capturing the location. 131 "Colby Ward" (3660493056) 00:43:22.490 --> 00:43:45.570 What it does is it removes the radius that is trying to connect them to the home and is telling them that they're too far away from the home. So that is the use case for when they would want to use the community features when they're truly out in the community, not when they're servicing the member in the home. So as an example, if they're picking them up from a, a doctor's office to start the visit. 132 "Colby Ward" (3660493056) 00:43:45.570 --> 00:44:05.570 Or the grocery store or something along those lines, then they may want to use the community feature so that they're not tied to being within the radius of the home. We have a few other FAQ. 133 "Colby Ward" (3660493056) 00:44:05.570 --> 00:44:32.120 Use here. One is can I bill for home health care services through HHA exchange? And the answer to this is NO. Billing is not currently available on the linked contracts through HHA exchange. That is for both state sponsored and EDI providers, and that includes any home health care services including fee for service and mcos. So as of. 134 "Colby Ward" (3660493056) 00:44:32.120 --> 00:44:45.540 Right now there is NO billing for state sponsored or EDI on the, for home health care services through HHA exchange. 135 "Colby Ward" (3660493056) 00:44:45.540 --> 00:45:05.540 2nd question is how do I get help logging in? We covered this in the demonstration, but if you have any trouble with using the forgot password link, adding members, resetting passwords for others, if you have any trouble with getting logged in, go ahead and submit a ticket through our client support portal to our. 136 "Colby Ward" (3660493056) 00:45:05.540 --> 00:45:15.090 Customer care team, they'll be able to assist you further. 137 "Colby Ward" (3660493056) 00:45:15.090 --> 00:45:35.090 Another frequently asked question is how do I ensure my caregivers can do unscheduled visits within HHA exchange? And there is a setting that you'll want to ensure is checked off within your office setup, as well as you want to ensure that the caregiver is linked to. 138 "Colby Ward" (3660493056) 00:45:35.090 --> 00:45:54.600 A member in HJH exchange. So, if you have a caregiver who's performing unscheduled visits, you'll want to go to your members general page and ensure that that caregiver is set up under the field labeled caregivers with mobile patient info access. 139 "Colby Ward" (3660493056) 00:45:54.600 --> 00:46:11.730 What that field does is it allows for the caregiver then to start an unscheduled visit in their mobile app and select that patient. And then you'll also want to make sure that this setting that is screenshotted below is also checked off. 140 "Colby Ward" (3660493056) 00:46:11.730 --> 00:46:31.730 This enables the caregiver to be able to select the service code at the conclusion of the visit. So you may have noticed that some of your calls maybe going to the call dashboard for something like NO schedule opening. That is generally because we are missing one of these data elements, either the patient information. 141 "Colby Ward" (3660493056) 00:46:31.730 --> 00:46:51.630 Or the service code in order to fully create the visit because those are, required fields on a visit. So to make sure that you have all of the data elements required so that those calls don't go to the call dashboard, make sure that these settings are enabled. 142 "Colby Ward" (3660493056) 00:46:51.630 --> 00:47:18.140 Yeah, we've had questions about how to switch from EDI to HHA EVB or vice versa. If you would like to switch from using one method to another, all you need to do is submit a, a ticket to our customer care team through the support portal. Our team will be able to direct you through the. 143 "Colby Ward" (3660493056) 00:47:18.140 --> 00:47:34.080 Backsteps needed in order to switch from one to the other. We also have the steps listed on the state info hub in the detailed FAQ, which is on the FAQ tab, in the state info hub. 144 "Colby Ward" (3660493056) 00:47:34.080 --> 00:47:50.100 Another question we've received is how do I get the MMA I MCO contracts in my portal? And the answer to that is really that you already have them. So aside from Aetna, which does have two separate contracts, one for HCI, one for MMA I. 145 "Colby Ward" (3660493056) 00:47:50.100 --> 00:48:10.100 That's due to their business practices being very separated. The other mcos have both HCI and MNAI included in the same contract. So just as an example, if you have MNAI and HCI customers with Melina, you will use that singular Malina contract for both sets of customers. 146 "Colby Ward" (3660493056) 00:48:10.100 --> 00:48:26.580 So Aetna is the only MCO that has two separate contracts listed in the portal. Again, that's due to their business practices. All the other mcos who have both have them both included just in that singular contract. 147 "Colby Ward" (3660493056) 00:48:26.580 --> 00:48:42.270 Listed in HHA, I'll flip gears and talk a little bit about EVB compliance within the HHA exchange system. 148 "Colby Ward" (3660493056) 00:48:42.270 --> 00:49:02.270 This is very important as everybody is is getting started with EVV or has been using it for for a period of time at this point. You'll definitely want to start paying attention to your EVV compliance so that you know where you're at. 1st, what is EVV compliance? So EBV. 149 "Colby Ward" (3660493056) 00:49:02.270 --> 00:49:23.220 Compliance is a metric which tracks the number of visits without missing data elements or manual edits compared to the total number of visits in a given time period. The state is required by CMS to report EVB compliance across the entire provider network. So. 150 "Colby Ward" (3660493056) 00:49:23.220 --> 00:49:43.220 It is best practice for each agency to know its EVV compliance percent, and its best practice as well for EVV compliance to be included as policy at your agency for workers and included in regular retraining activities. Again, this is a CMS federal requirement for. 151 "Colby Ward" (3660493056) 00:49:43.220 --> 00:50:04.070 State, they do have to report on this to CMS on a regular basis across the whole network and in order for the state to be successful and you all to be successful, everyone has to be active participants in tracking EDD compliance. 152 "Colby Ward" (3660493056) 00:50:04.070 --> 00:50:26.640 So what is an exception or what would count against your EVB compliance? An exception is a visit with a missing electronic data element or a manual edit after it was electronically captured. And these are the reasons here for why something would be an exception. So if your caregiver forgot to clock in. 153 "Colby Ward" (3660493056) 00:50:26.640 --> 00:50:46.640 If they forgot to clock out, if they forgot to do both, those would all be considered exceptions. If you have a temporary caregiver assigned, this only applies to those using HHA exchange and doing pre scheduling, but if you are using that temporary caregiver assignment while you're waiting to find out. 154 "Colby Ward" (3660493056) 00:50:46.640 --> 00:50:58.350 Who is going to be able to staff that shift? You want to ensure that by the time that shift is being completed, that a true caregiver is assigned. 155 "Colby Ward" (3660493056) 00:50:58.350 --> 00:51:18.350 If we're missing latitude and longitude when something is confirmed by GPS or if we're missing caller ID when confirmed by telephony, those would both be counted as exceptions. And then the last one is manual edits, and this can be the most confusing, but really it's just when. 156 "Colby Ward" (3660493056) 00:51:18.350 --> 00:51:41.670 The visit start and end times don't match what the caregiver confirmed by EVB. So think about caregiver has clocked in at 09:15. They indicate to you that they really were there 15 min earlier, but they forgot to clock in until 09:15. You have to go in and edit that visit to say it started at 09:00. 157 "Colby Ward" (3660493056) 00:51:41.670 --> 00:51:57.540 That is a manual edit. We can't confirm that they were there via electronic means you're manually adjusting that to say that they were there at 09:00. And you may have documentation for that and that's great, but it does still count as a manual edit. 158 "Colby Ward" (3660493056) 00:51:57.540 --> 00:52:18.420 Yeah, this is just an example of a visit that would be compliant versus non compliant. Here you can see that the visit start time and visit and time on the visit on the left hand side matched the EVB call in and call out time. 159 "Colby Ward" (3660493056) 00:52:18.420 --> 00:52:35.010 Whereas on the right hand side, you'll see the visit start time matches the EVB time, but there's actually NO call out time. So the caregiver in this case forgot to clock out. Somebody at the agency had to manually add that clock out time. 160 "Colby Ward" (3660493056) 00:52:35.010 --> 00:52:55.010 That counts as an exception because it was manually confirmed One thing is that regardless of whether the worker used EVB on the shift, either in its entirety or in. 161 "Colby Ward" (3660493056) 00:52:55.010 --> 00:53:15.980 Parts or not at all. All shifts for EDV required services should be an HHA exchange. So even those that do get recorded manually do need to be in HHA exchange. We do have reports that are available for tracking compliance and exceptions. There, these are available. 162 "Colby Ward" (3660493056) 00:53:15.980 --> 00:53:42.240 Available to all providers, state sponsored providers, as well as EDI providers within your HHA exchange portal. You'll have exception summary by agency that will give you the overall percentage of exceptions that you have across all of your services for a given period of time. Exception detail report will give you per visit, what visits had exceptions and why. 163 "Colby Ward" (3660493056) 00:53:42.240 --> 00:54:02.240 And then exceptions by caregiver will tell you which caregivers have the most or highest number of exceptions for a given period of time. This can be very useful for trying to understand potential areas of retraining that would be needed. All of those reports are located under the report top menu in your portal. 164 "Colby Ward" (3660493056) 00:54:02.240 --> 00:54:06.630 And then under the exception report subfolder. 165 "Colby Ward" (3660493056) 00:54:06.630 --> 00:54:22.320 And just as I highlighted, those reports are all available for EDI providers as well. It's really critical that EDI providers do review the reports in HHA exchange, not just the reports in the source system. This state. 166 "Colby Ward" (3660493056) 00:54:22.320 --> 00:54:42.320 Sources their EVB compliance reporting from what is in HHA exchange. So, by you looking at the reports in HAJ, you know exactly what the state is looking at as far as your EVB compliance percent. 167 "Colby Ward" (3660493056) 00:54:42.320 --> 00:54:53.580 Finally, I just want to cover some of the provider resources that we have at HJH Exchange and some updates. 168 "Colby Ward" (3660493056) 00:54:53.580 --> 00:55:11.430 Our client support portal, I've mentioned several times, this support portal is where you can submit tickets and track your tickets. It's the easiest way to track your ticket statuses, view responses from our team, and ensure that you're getting the help that you need. 169 "Colby Ward" (3660493056) 00:55:11.430 --> 00:55:31.110 We do have a couple different modes of, of ways within the client support portal to submit tickets to make sure the appropriate team is answering your question. Customer service desk or technical customer care, that's for anything within the portal navigation. 170 "Colby Ward" (3660493056) 00:55:31.110 --> 00:55:47.370 So if you see an error message as you're navigating the portal or you are unsure how to proceed with something within the portal, that would be related to our technical customer care team. And then the 3rd party integration support or EDI provider support. 171 "Colby Ward" (3660493056) 00:55:47.370 --> 00:56:07.370 That's where EDI providers should always be submitting tickets. Those tickets go directly to our EDI team so that they can answer questions about things like getting the integration set up, rejection messages, testing credentials etc. So, certainly try your best to route your tickets. 172 "Colby Ward" (3660493056) 00:56:07.370 --> 00:56:36.080 To one of those two options depending on what your question is, it reduces the turnaround time for our team to be able to respond and assist. I have that all highlighted here within, this slide as far as, again, selecting the right team. And then also just providing as much relevant information as possible as you submit tickets, including your tax ID, explanation of your issue or ideal. 173 "Colby Ward" (3660493056) 00:56:36.080 --> 00:56:58.400 Really the steps that were taken, that we can use to reproduce your issue. Any examples or screenshots are always very helpful and then just anything else you think might help us get to your resolution quicker. We've also released a new knowledge base, this knowledge base. 174 "Colby Ward" (3660493056) 00:56:58.400 --> 00:57:25.430 This is LinkedIn the upper right hand corner of your portal under that little person icon and then support center. There's also a free standing link to it here within the slides as well that you can use to get to it. We've been working diligently with our training and content and education teams to revamp a lot of the user guides in the system to make them more user friendly, easier to follow. So we've released. 175 "Colby Ward" (3660493056) 00:57:25.430 --> 00:57:45.430 This new knowledge base recently within the last month or so. And we've gotten a lot of positive feedback about it, so please test this out if you have any needs within the portal, if you're trying to understand how to navigate certain areas of the system, try to use this knowledge base, see if it's helpful, has a lot of great. 176 "Colby Ward" (3660493056) 00:57:45.430 --> 00:57:51.480 Information in it. 177 "Colby Ward" (3660493056) 00:57:51.480 --> 00:58:11.480 We also have our state info hub where we are housing all of the specific information related to the Illinois implementations. We have a tab for each of the different, programs that are going live or have gone live. We also have information about trainings that had previously been completed, including. 178 "Colby Ward" (3660493056) 00:58:11.480 --> 00:58:31.480 Recordings, we have EDI process information, including the business requirements, documents, technical specifications, et cetera, and then an FAQ tab, which is not included in this screenshot, but is further down in the table of contents, and that FAQ has that FAQ tab has a link. 179 "Colby Ward" (3660493056) 00:58:31.480 --> 00:58:44.040 Linked to a very detailed Illinois specific FAQ where you'll find answers to a lot of the same questions that were covered today. 180 "Colby Ward" (3660493056) 00:58:44.040 --> 00:59:04.040 And finally, this is just an overview of all the various support. Again, linked to the state info hub and our client support portal. We also have an Illinois specific email address that will open tickets with our technical customer care team. If you're an EDI provider, I would. 181 "Colby Ward" (3660493056) 00:59:04.040 --> 00:59:24.420 Recommend that you use just the customer, the client support portal and select the EDI team directly. If you use the email address, it does go to our technical customer care team and then your ticket will need to be rerouted to EDI, so it's it's quicker and easier to use the client support portal for your request. 182 "Colby Ward" (3660493056) 00:59:24.420 --> 00:59:44.420 And then we also have released a new phone line. This was as of 3 June. This phone line is Illinois specific, so it's just used by Illinois providers and has reps that are dedicated to Illinois. And then finally, if your question is more related to state policy. 183 "Colby Ward" (3660493056) 00:59:44.420 --> 01:00:14.728 Or, you know, as related to a technical issue that you would like HFS to be aware of, please email HFS.EVV at illinois.gov with that concern. And with that, Emily, I will go ahead and turn it back over to you if we want to cover some Q and A And I'll leave this slide up as we're doing so in case anyone needs to record or write down any of these various support resources. 184 "Emily Brigman" (3255789568) 01:00:14.728 --> 01:00:35.720 Thank you very much Colby. In the interest of time, everyone, we are going to cover questions that were submitted during the registration process. Then go back to the Q and A box at the lower right hand side of your screen, to address any questions. 185 "Emily Brigman" (3255789568) 01:00:35.720 --> 01:00:55.720 That appear to not have been answered yet. I just want to say there have been some inquiries within the Q and A box today regarding HFS provider notices. That is a formal mechanism for HFS to convey any EVV. 186 "Emily Brigman" (3255789568) 01:00:55.720 --> 01:01:15.240 Related updates. At this time, there is NO EVV specific category. HFS is looking into adding an EVB specific category and exploring other options to reach providers with EV EVB specific information. 187 "Emily Brigman" (3255789568) 01:01:15.240 --> 01:01:35.240 I would recommend though that in the meantime, to receive any updates on EVV related policy or changes in the EVV processes, please sign up for HFS provider notices, specifically the waiver and home health categories. 188 "Emily Brigman" (3255789568) 01:01:35.240 --> 01:01:51.660 Link was provided early on in the chat box on how to access the HFS provider notice subscription page. Also regarding non compliance penalties, the state has not imposed non compliance penalties. 189 "Emily Brigman" (3255789568) 01:01:51.660 --> 01:02:11.660 They will not impose penalties until a formal compliance policy is released. We are allowing some leeway to provide our agencies who are new to EVV even in just the last six months. We understand that there have been a lot of technological hurdles to overcome. 190 "Emily Brigman" (3255789568) 01:02:11.660 --> 01:02:31.660 Come training of caregivers who are brand new to EVV. We recognize that we want to give providers all of the resources and training they need in order to be successful in using EVV. So again, NO penalties are being imposed at this time. We will notify. 191 "Emily Brigman" (3255789568) 01:02:31.660 --> 01:02:51.660 Five providers as soon as a formal compliance policy has been finalized, most likely through a formal HFS provider notification process, communications sent by HFS and our operating agencies, and I anticipate we will host a. 192 "Emily Brigman" (3255789568) 01:02:51.660 --> 01:03:15.380 Web based meeting just like this one today, formally communicating a non compliance or compliance policy. So we're going to refer to questions that were submitted to during the registration process. I'm going to gloss over any questions that were covered during this presentation. Please know the. 193 "Emily Brigman" (3255789568) 01:03:15.380 --> 01:03:33.990 That anything that goes unaddressed will be answered and uploaded to the HFS EVV website will also cover questions that were answered during this meeting. The 1st question is, for HHA exchange. 194 "Emily Brigman" (3255789568) 01:03:33.990 --> 01:03:53.693 Can you describe the process that will compare the EVV data in HHA Exchange to billing and claim files to DHS? In this instance, Colby, I'm just gonna apply this to all payers. When will that process be implemented? Can you address that Colby, please? 195 "Colby Ward" (3660493056) 01:03:53.693 --> 01:04:10.940 Sure. So, we actually already have a process that is live at least with the for comparing the visits to the DDD claims. So HFS today sends us a paid claim file which contain. 196 "Colby Ward" (3660493056) 01:04:10.940 --> 01:04:30.940 Means all of the claims that have been paid by DD for personal support workers. And we are comparing that to the EVV records that are within the HHA exchange system. We're anticipating applying that same process within the next couple months to all of the home health payers including. 197 "Colby Ward" (3660493056) 01:04:30.940 --> 01:04:50.940 DSCC state plan and the mcos, as well as then rolling that out of course with DOA indoors as those programs go live as well. So this process already happens. It's actually a requirement of CMS as part of the data that the state must report on to CMS. 198 "Colby Ward" (3660493056) 01:04:50.940 --> 01:05:10.940 And so that process will be occurring for all programs. What Emily mentioned about, you know, NO penalties or anything associated with claims payment is that it does not affect provider payment of claims. It is the post pay audit tool and a tool to be able to. 199 "Colby Ward" (3660493056) 01:05:10.940 --> 01:05:15.670 To Report that data to CMS at this point. 200 "Emily Brigman" (3255789568) 01:05:15.670 --> 01:05:39.569 Thank you Colby. Another question, this was a three part question, but the last two parts were covered during the presentation. A provider submitted a statement regarding the need for a suite of EVV visit reports for providers. Can you please address that Colby? 201 "Colby Ward" (3660493056) 01:05:39.569 --> 01:05:59.990 Sure, so we do have a time and attendance report within the system. Again, that's under the report menu. I forget the exact subfolder that that's under it, maybe under the the other report section, but it's under one of those support or one of those subfolders excuse me, under the reports menu. 202 "Colby Ward" (3660493056) 01:05:59.990 --> 01:06:22.400 And it's called the time and attendance report and it provides a list of all visits along with their attributes within a given time period that the provider can use filter criteria to select. So we do have that report. We also have the exception reports that I covered, so if you're looking for something related to EVB compliance. 203 "Colby Ward" (3660493056) 01:06:22.400 --> 01:06:45.329 That exception detail report gets down to the specific visit level. And then there are, there are several other reports within the system as well, but those two specifically I would call out that get down to the visit level. One is just kind of the overall visit printout, if you will, and then the other one is related to compliance exceptions by visit. 204 "Emily Brigman" (3255789568) 01:06:45.329 --> 01:07:02.220 Thank you Colby. I'm going to quickly answer this one. HHA Exchange did burnish a response and I believe this was covered during the presentation, but just to reiterate, if you are a 3rd party. 205 "Emily Brigman" (3255789568) 01:07:02.220 --> 01:07:22.220 Or a provider using a 3rd party vendor, the question was, is there a place where providers using 3rd party vendors can see the aggregation on information being sent to HHA exchange? And the response to that is that providers with EDI connections do have access to the HHA exchange portal as well. 206 "Emily Brigman" (3255789568) 01:07:22.220 --> 01:07:42.220 And the portal itself contains reports where agencies are able to pull visit data, which is not loaded successfully into HHA exchange. The recommendation is that that if you do not have access or you need assistance logging in, please visit HHA Exchange's client support portal. 207 "Emily Brigman" (3255789568) 01:07:42.220 --> 01:07:45.630 Oh. 208 "Emily Brigman" (3255789568) 01:07:45.630 --> 01:08:05.630 There was a question that requires clarification. That is how should we get therapy boss notes by EBV to the state? We upload them to our EMR. If if this is a question regarding a clinical requirement, that's. 209 "Emily Brigman" (3255789568) 01:08:05.630 --> 01:08:25.816 If if the person who submitted that question wants to offer clarification, we'd appreciate it. You can also reach out to hFS.EVV at illinois.gov. We don't require note taking within the HHA system. Colby, I didn't know if you wanted to add any additional words on that topic in particular. 210 "Colby Ward" (3660493056) 01:08:25.816 --> 01:08:41.335 Yeah, that's correct. So if if there is any clarification that would be very helpful just to make sure that we're answering the question fully, but, you know, as far as we're concerned, there's NO requirement for notes within the HHA portal. 211 "Emily Brigman" (3255789568) 01:08:41.335 --> 01:08:57.420 Thank you. There was a question that lended to a bit of confusion on our end, and that is HHA Exchange has caused many providers to lose revenue due to the system issues with e billing. Have you worked? 212 "Emily Brigman" (3255789568) 01:08:57.420 --> 01:09:17.420 With them to get this error resolved, we have questions regarding billing within the Q and A box as well. All in scope EVV providers should maintain their current billing practices. The HHA system will not be used for billing at this. 213 "Emily Brigman" (3255789568) 01:09:17.420 --> 01:09:35.997 Time and it is my understanding Colby, correct me if I'm wrong that in Illinois HHA Exchange does not use e billing. That's correct. So for state sponsored EVB and EDI providers, there's NO billing through the HHA exchange portal. 214 "Emily Brigman" (3255789568) 01:09:35.997 --> 01:10:02.970 Thank you. Hobby, there was a question when the integration regarding when the integration between wellskky Home Health and HHA exchange will be completed, we recognize at the state that many provider agencies using Well sky as a 3rd party vendor, have been waiting on well sky to. 215 "Emily Brigman" (3255789568) 01:10:02.970 --> 01:10:22.970 Begin the integration process with HHA exchange. We have noted through recent reporting from HHA Exchange that for some providers using wellsky, that integration process has started, but it is recommended that you reach out to wellskky to confirm their. 216 "Emily Brigman" (3255789568) 01:10:22.970 --> 01:10:44.856 Testing timeline or contact the HHA exchange EDI provider support team through the client support portal. Toby, there was a question regarding timing to get connected and the assumption was that, was a reference to the integration process. Can you talk about that for a minute? 217 "Colby Ward" (3660493056) 01:10:44.856 --> 01:10:57.450 Yeah, yes, so if that question's related to the integration process, the timing to get connected can be variable depending on your vendor. And the reason that I say that. 218 "Colby Ward" (3660493056) 01:10:57.450 --> 01:11:17.450 Is if your vendor has already connected with our API in Illinois, it maybe a matter of a couple of weeks to get connected. If they've never connected with the API before, so they're a new vendor to HHA exchange, it could take them, you know, a couple months. It really depends on. 219 "Colby Ward" (3660493056) 01:11:17.450 --> 01:11:40.850 From the vendor themselves, who you are using. So I would strongly encourage you to reach out to your vendor to understand if they are connected with us already with another provider in Illinois that will help you to understand what their timing looks like. And then the testing itself of your vendor sending the test cases. 220 "Colby Ward" (3660493056) 01:11:40.850 --> 01:12:14.660 The HHA exchange is really where that timing falls into, where it could take, you know, a couple of days to a couple of months depending on the vendor. That testing being completed is completely reliant on, on the vendor really after the test credentials have been shared. So, again, that's where the question should be to your vendor as far as whether they've already connected with us or if this is their 1st time connecting with us. And then if it's their 1st time asking them, you know, how long they anticipate until they'll be able to see. 221 "Colby Ward" (3660493056) 01:12:14.660 --> 01:12:27.636 And test records to HAJ exchange. That will help inform you of what their timeline would look like to have you connected and ready to send data in production. 222 "Emily Brigman" (3255789568) 01:12:27.636 --> 01:12:46.700 Thank you Colby. There was a, individ individualized question submitted during the registration plot process, and that was that there, the provider's agency name was not showing up on the individual nurses home page. 223 "Emily Brigman" (3255789568) 01:12:46.700 --> 01:13:06.700 For instances like that and anything similar that was submitted to the Q and A box today, we very much recommend that you visit the HHA exchange client support portal, and submit a ticket to have that addressed. Again, if you within several business days don't feel like you're. 224 "Emily Brigman" (3255789568) 01:13:06.700 --> 01:13:30.362 Getting the support that you need, feel free to reach out with your ticket number to HFS.EDV at Illinois.gov. We had a question posed. It says we currently have two vendors for IDOA and DSCC EVV. How do we integrate data to the HHA exchange system? Holby, can you take that one, please? 225 "Colby Ward" (3660493056) 01:13:30.362 --> 01:13:58.690 Sure. So we do recognize that there are cases where some agencies who it it this would happen mostly and it sounds like this is a case where an agency in particular uses one vendor for personal care services versus a different vendor for home health care services. And the way that that would work is if you operate under one tax ID, then you can have both vendors. 226 "Colby Ward" (3660493056) 01:13:58.690 --> 01:14:29.540 Connect to the API into a singular HAJ exchange portal. And what you would do is you would submit your attestation to us, and you would indicate that you have two vendors. So on that attestation it does ask who your vendor is. You just write down both vendors so that we're aware that you're trying to connect two vendors to your one portal, and then we will be able to set up both to integrate to the same portal. 227 "Colby Ward" (3660493056) 01:14:29.540 --> 01:14:45.570 The other path is if you have a different tax ID for your personal care line of business of business versus home health line of business, you would then have two different enrollment forms filled out and two different attestations filled out. 228 "Colby Ward" (3660493056) 01:14:45.570 --> 01:15:05.570 And you would indicate on each attestation individually which vendor you are using. These cases aren't, you know, abundantly frequent that we have somebody who uses two different vendors at the same time for the same tax ID. But if it, if that is this case in particular for this provider and for any other. 229 "Colby Ward" (3660493056) 01:15:05.570 --> 01:15:13.716 There's out there just submit both vendor names on one attestation and we will be able to get them both connected to the same portal. 230 "Emily Brigman" (3255789568) 01:15:13.716 --> 01:15:35.030 Thank you Colby. There was a question submitted asking whether, HHA exchange or the state could walk a provider through the things the supervisor or manager needs to do in the HHA Exchange system, such as approving manually entered times, unscheduled. 231 "Emily Brigman" (3255789568) 01:15:35.030 --> 01:15:54.282 Visits, any exceptions the manager could be verifying to ensure compliance. Colby, can you please address that? We are considering at the state adding an overview of all of this in an upcoming town hall meeting. So just putting that out there. 232 "Colby Ward" (3660493056) 01:15:54.282 --> 01:16:11.190 Sure, so just at a, at a very high level, the three things that I would call out that a agency manager or supervisor would be responsible for doing in the context of managing visits, would be. 233 "Colby Ward" (3660493056) 01:16:11.190 --> 01:16:31.190 Managing the call dashboard, and this is for, I should mention that this is for folks who are using HHA Exchange state sponsored EVV. You'll want to be managing the call dashboard, which is where any calls would go if they do not link automatically with a visit. 234 "Colby Ward" (3660493056) 01:16:31.190 --> 01:16:51.190 So meaning if a caregiver clocked in maybe from out of range from the members home, that's gonna fall onto the call dashboard and would need to be addressed either manually linked to a visit or rejected and manually confirmed. So the call dashboard in general is a module that an agency administra. 235 "Colby Ward" (3660493056) 01:16:51.190 --> 01:17:10.770 Manager, supervisor would be responsible for overseeing, as well as manually confirming visits. So if caregivers had completely forgotten to clock in and out, you know, you may verify time sheets today as your way of ensuring that there's documentation. 236 "Colby Ward" (3660493056) 01:17:10.770 --> 01:17:30.770 But then those manual visits do need to be recorded within HHA exchange. So that would again be a manager, supervisor type person who is adding those visits into HHA. And then finally, our pre billing module mentioned that there's NO billing, right? There's NO invoicing through HHA. 237 "Colby Ward" (3660493056) 01:17:30.770 --> 01:17:50.770 Exchange, but we do have this pre billing module which was trained on for each of the go lives and that's where we will flag for agencies visits that are missing key information related to EVB, so if there are visits that are sitting out there that have not been confirmed. 238 "Colby Ward" (3660493056) 01:17:50.770 --> 01:18:23.697 Yet. If a temporary caregiver is is assigned, e.g., those are going to be flagged within that pre billing module and will need to be addressed by the agency administrator manager supervisor. So again, those three areas where, the call dashboard manually, adding or adjusting visits and then the pre billing module would be the three key areas of visit management that a manager or supervisor would need to oversee. 239 "Emily Brigman" (3255789568) 01:18:23.697 --> 01:18:32.070 Thank you Colby. We have about 6 min left, so we'll try to get to. 240 "Emily Brigman" (3255789568) 01:18:32.070 --> 01:18:52.070 Questions that haven't been addressed yet. Let me see if I can find those real quick. Colby, I don't know if you have the ability to backtrack to the exceptions, the slides related to exceptions and EVB compliance. 241 "Emily Brigman" (3255789568) 01:18:52.070 --> 01:19:08.849 Monitoring, there is a question that says, why should never number seven be required be a required edit when schedule is not required? Said NO schedule change required unless it is before visit occurred. This is a conflict. 242 "Colby Ward" (3660493056) 01:19:08.849 --> 01:19:28.670 Okay, yes, so scheduling is different than the visit con confirmation time. So when we say scheduling within the system, we're indicating you know e.g. if a caregiver was scheduled in advance to be at a member's home from 09:00 A.M. to 10:00 A.M. 243 "Colby Ward" (3660493056) 01:19:28.670 --> 01:19:46.680 And then when they confirm the visit, let's say they were there from 09:30 to 1030, you don't need to go back and change the scheduled time of nine to 10aM. To be 09:30 to 1030. There's NO reason to change that scheduled time. 244 "Colby Ward" (3660493056) 01:19:46.680 --> 01:20:06.680 What we're saying in number seven here is if the caregiver makes a mistake when they're clocking in and out, they say I clocked in at 09:30, but I actually got there at nine and you need the visit to reflect that full time that they were there. You're changing the visit confirmation time to. 245 "Colby Ward" (3660493056) 01:20:06.680 --> 01:20:21.854 09:00, not the schedule time. The schedule time is what it is. That's when they were, you know, loosely expected to be there, but the actual time that the caregiver was there is what would be changed in this manual edit section. 246 "Emily Brigman" (3255789568) 01:20:21.854 --> 01:20:44.678 Okay. Thank you Colby. Let me see here. We've got 4 min left. If the scheduled clock in time is 01:00 P.M., how much time on either side is acceptable without needing manual adjustment? 247 "Colby Ward" (3660493056) 01:20:44.678 --> 01:21:05.690 So that's that acceptable time is actually something that the agency can set themselves within the HA portal. Some folks like to tie very closely to schedules and that's perfectly fine and they may choose to have a window of, you know, 10 min within the schedule before that gets flagged. Other folks may say, you know, my schedule. 248 "Colby Ward" (3660493056) 01:21:05.690 --> 01:21:29.210 Are very loose and if somebody clocks in within a couple hours of the schedule, I don't want it to be flagged. So that is a setting that's available in the office setup section of the portal that an agency can, you know, essentially set to what you would like. Now I will say that you never are required to update a visit to match what the schedule time was. 249 "Colby Ward" (3660493056) 01:21:29.210 --> 01:21:57.380 You want it to reflect, you want the visit times, the confirmed times to reflect what actually occurred. So that's what I'll say there regarding schedules is that they're not required. You don't have to tie them directly to the visit confirmation times. They're just meant to be a guide, if you will, and you can choose how strictly you want to have the system flag things that are clocked in and. 250 "Colby Ward" (3660493056) 01:21:57.380 --> 01:22:00.793 Out outside of your schedule times that you've set. 251 "Emily Brigman" (3255789568) 01:22:00.793 --> 01:22:20.150 Thank you. There's a question. What is the reason why Well Sky is not being integrated in HHA exchange? It's not that HHA Exchange is not working with wellskky to implement on the state side. And to anecdotally, we have heard that Well Sky is not prioritized. 252 "Emily Brigman" (3255789568) 01:22:20.150 --> 01:22:40.150 Sizing implementation in Illinois because there are NO hard penalties at play, hard claims penalties at play. However, again, the state does expect for those provider agencies who have already gone undergone implementation that they be actively working towards. 253 "Emily Brigman" (3255789568) 01:22:40.150 --> 01:23:00.150 Integrating their systems. If you're dealing with a 3rd party vendor who is not prioritizing implementation using the free HHA exchange solution. A quick follow up on the therapy boss. I'm still kind of unclear on what therapy boss is. That's a reflection of my. 254 "Emily Brigman" (3255789568) 01:23:00.150 --> 01:23:22.460 Though. In regards of the therapy boss, I was asking how to get their EVV information to you. Right now we do manual edits to submit their EVV information to you, but manual edits won't be accepted soon, so we are trying to figure out how to fix this. I assume Colby that this is a therapy provider. 255 "Emily Brigman" (3255789568) 01:23:22.460 --> 01:23:52.195 Better using a separate system to log their time and you can correct me if I'm, if you think I'm overlooking something here Colby, but those providers should be using e EVV. If they can't meet all six elements of the Cures Act with whatever system they're using, then the recommendation would be, use the free HHA solution. Is that your thought process as well, Colby? 256 "Colby Ward" (3660493056) 01:23:52.195 --> 01:24:12.620 Yeah, exactly. And if if therapy bosses, does have capability to do EVV and you're doing EVV with that system and you just need to get it connected to HHA exchange, I would recommend referencing the slides that were presented earlier with the steps to integrate the system and following those. 257 "Colby Ward" (3660493056) 01:24:12.620 --> 01:24:34.341 Steps, which include, you know, filling out the survey to make sure to indicate that you're an EDI provider or if you've already done that, you know, then proceeding with the rest of the steps as far as reviewing the business requirements and specifications with your vendor and filling out that attestation to get the process started to get connected. 258 "Emily Brigman" (3255789568) 01:24:34.341 --> 01:24:39.920 Thank you Colby. Everyone, we are at time. It is 1030. 259 "Emily Brigman" (3255789568) 01:24:39.920 --> 01:24:59.920 I'm gonna leave the, we're going to close out the meeting. There have been some continued questions regarding billing and payroll, provider agencies already with 3rd party EVV systems using payroll software, billing software may maintain those systems, the state of. 260 "Emily Brigman" (3255789568) 01:24:59.920 --> 01:25:19.920 It's not requiring that you use the free HHA exchange option, billing and payroll processes should remain status quo as the free HHA solution does not offer those features. If you have continued questions for the state, please reach out to HFS dot. 261 "Emily Brigman" (3255789568) 01:25:19.920 --> 01:25:39.920 EVV@Illinois.gov. If it is a question that is technical in nature, something that you are dealing with in, as far as the integration process or using the HHA system, please access their client support portal. We will upload these materials and answers to all questions to. 262 "Emily Brigman" (3255789568) 01:25:39.920 --> 01:25:45.450 To the HFS EVV website. Thank you and have a wonderful 4th of July.