WEBVTT 1 "Emily Brigman" (639312128) 00:00:03.482 --> 00:00:25.249 My name is Emily Briggman. I work with Illinois Department of Healthcare and Family Services Bureau of Waiver Operations management. We are the bureau within HFS tasked with implementing electronic visit verification requirements statewide. We'll go through a little. 2 "Emily Brigman" (639312128) 00:00:25.249 --> 00:00:40.620 Housekeeping 1st, this is the 3rd of six biweekly EVV town hall webinars. They are catered to all providers who are subject to EVV requirements. 3 "Emily Brigman" (639312128) 00:00:40.620 --> 00:01:00.620 Just so you all know, we did upload some materials from the 3 July EBV town hall webinar that includes the recording as well as the powerpoint slides. We are working in the background to enhance accessibility for question. 4 "Emily Brigman" (639312128) 00:01:00.620 --> 00:01:17.130 And answers that were addressed during the previous town hall meeting. You'll, if you registered for one or more of the EVV town hall webinars, you will receive a notification once the updated questions and answers. 5 "Emily Brigman" (639312128) 00:01:17.130 --> 00:01:37.130 Section of our EVV website is updated. So for some housekeeping this morning, we have representatives from most all of our waiver operating agencies who oversee providers who are subject to EVVB. 6 "Emily Brigman" (639312128) 00:01:37.130 --> 00:01:58.200 The requirements. During this presentation, you are welcome to submit questions. You can do that by looking at the lower right hand side of your screen. There's a question mark. If you click on that, it will expand a question and answer box. 7 "Emily Brigman" (639312128) 00:01:58.200 --> 00:02:20.930 We will address any questions that come in at the end of the presentation. We will also address questions that came in from providers, vendors, case managers, managed care organizations, when they registered for, this town hall webinar or a previous town hall webinar. 8 "Emily Brigman" (639312128) 00:02:20.930 --> 00:02:39.720 Again, the questions and answers on our website are those questions that were fielded either ahead of the town hall meetings or during the town hall meetings. For this webinar in particular, we will upload the recording, the slides. 9 "Emily Brigman" (639312128) 00:02:39.720 --> 00:02:57.600 And, questions and answers probably within the next week or so. On the state side, it takes a while for leadership to review materials and for our technology staff to upload those materials to our website in an accessible fashion. 10 "Emily Brigman" (639312128) 00:02:57.600 --> 00:03:18.740 All of you who joined the meeting today are automatically muted upon entry. If there is going through written questions at the end of the meeting, we will, explain how to request to unmute yourself to ask a verbal question. So far in our previous town hall meetings, we've taken up. 11 "Emily Brigman" (639312128) 00:03:18.740 --> 00:03:40.320 Most of the hour and a half time slot with presentations as well as addressing written questions. So the state will present 1st. It will be a brief presentation followed by a presentation from HHA exchange. 12 "Emily Brigman" (639312128) 00:03:40.320 --> 00:04:00.320 Wanted to begin this presentation with reminding you of HFS, Illinois Department of Healthcare and Family Services, the state Medicaid agency tasked with implementing EVB statewide of our resources. Once you receive these slides, you should be able to click on these. 13 "Emily Brigman" (639312128) 00:04:00.320 --> 00:04:25.400 Links it's a hyperlink that will take you to the HFS EVV website. At this time, we do not have an EVV specific category for HFS provider notices. We are working with leadership to hopefully add that as a category. In the meantime, we strongly encourage all providers and vendors and case managers to sign up for HFS provider notices. 14 "Emily Brigman" (639312128) 00:04:25.400 --> 00:04:53.609 Specifically the home health and waiver categories in order to receive any state policy related updates or implementation timeline changes regarding EVV. If you have questions for HFS regarding EVV, specifically for state plan home health care service providers, please reach out to hFS.EVV at illinois.gov. 15 "Emily Brigman" (639312128) 00:04:53.609 --> 00:05:16.399 A recap of what was discussed during the last town hall meeting, we reviewed outstanding questions and answers, so e.g., questions that were left in the chat back chat box unanswered, we went over the EDI onboarding process, HHA exchange. 16 "Emily Brigman" (639312128) 00:05:16.399 --> 00:05:39.349 I did a demo of, account access. Today you'll receive another demonstration on adding caregivers as well as a review of new reports available to providers. We also discussed updating the HHA exchange portal, to central. 17 "Emily Brigman" (639312128) 00:05:39.349 --> 00:05:59.279 Standard time, how do providers go, go about requesting that change? And we reviewed a specific error regarding RN signature requirements as well as community visit tracking and overall compliance tracking on the provider's side. 18 "Emily Brigman" (639312128) 00:05:59.279 --> 00:06:20.869 We're going to quickly go through some outstanding questions and answers. HHA Exchange will further discuss some of these matters in their presentation. We talked in our last town hall webinar regarding expanding the GPS range for. 19 "Emily Brigman" (639312128) 00:06:20.869 --> 00:06:40.869 Providers to 500 ft. There were some issues especially for providers who were serving customers in apartment buildings, wherein when a caregiver logged in, it showed them as being out of range of the customers or individuals place of residents. The GPS. 20 "Emily Brigman" (639312128) 00:06:40.869 --> 00:06:59.699 This range at as of now has been expanded to 500 ft. So that expansion should take care of the majority of errors providers receive when visiting clients or customers in a location that is a shared residence like an apartment building. 21 "Emily Brigman" (639312128) 00:06:59.699 --> 00:07:19.699 HHA Exchange also reviewed claims processing, just, the HHA Exchange will go into their resources during their presentation, but their Illinois information page has been updated to reflect some of the. 22 "Emily Brigman" (639312128) 00:07:19.699 --> 00:07:43.999 Information you'll hear about today. Payers payers, when we talk about player payers, we're talking about the entity responsible for paying the provider for the services they offer. So for state planned home health providers, that would generally be HFS or if they are serving an individual enrolled with a managed care organization. 23 "Emily Brigman" (639312128) 00:07:43.999 --> 00:08:14.609 They would serve or the the MCO would be the payer. Same for DSCCC, Illinois Department on Aging, Division of developmental disabilities or Division of rehabilitation services. Providers do not need to manage sending paid claims files to HHA exchange. The payers are handling that, and that data is being compared to EVV visit data, and then reported to CMS. 24 "Emily Brigman" (639312128) 00:08:14.609 --> 00:08:34.609 I want to reiterate that the state at this time is not considering implementing any, any hard claims penalties. So that means if your EVV visit data does not align with the billing that you're submitting, you are not going to, the state is not going to hold payment. The same. 25 "Emily Brigman" (639312128) 00:08:34.609 --> 00:08:54.329 Would be applicable to managed care organizations. The state is finalizing compliance threshold policies and as soon as that is finalized, it will be released and communicated to providers. We will likely address that policy in something similar to an EBV town hall webinar. 26 "Emily Brigman" (639312128) 00:08:54.329 --> 00:09:16.379 Yeah HHA Exchange reviewed how to run reports on caregivers when looking at agency overall compliance. They also went over steps for EDI provider enrollment. EDI represents electronic data interchange. 27 "Emily Brigman" (639312128) 00:09:16.379 --> 00:09:36.379 That term is applicable to provider agencies who are using a 3rd party EVV vendor and transmitting their data to HHA exchange. HHA Exchange is going to go into further detail today regarding authorization. 28 "Emily Brigman" (639312128) 00:09:36.379 --> 00:09:56.379 And adding caregivers that was brought up during the last EBV town hall meeting. EDI providers are able to use the HHA Exchange authorization API to transmit authorizations from their 3rd party system to HHA exchange. 29 "Emily Brigman" (639312128) 00:09:56.379 --> 00:10:13.409 In previous webinars, we've outlined the six elements that the Federal 20 1st Century Cares Act requires to constitute a compliant visit. We want to encourage providers. 30 "Emily Brigman" (639312128) 00:10:13.409 --> 00:10:33.409 Using a 3rd party system to work with their vendor to ensure that that 3rd party system captures those six elements. If not, I would recommend an HHA exchange would recommend supplying that vendor with HHA Exchange EDI integration. 31 "Emily Brigman" (639312128) 00:10:33.409 --> 00:10:44.849 Patient specifications to ensure that visits are captured as compliant. 32 "Emily Brigman" (639312128) 00:10:44.849 --> 00:11:04.849 Locating payer contracts, HHA Exchange has included steps for locating those contracts. Again, these slides will be uploaded to our public facing website probably within a week or so. 33 "Emily Brigman" (639312128) 00:11:04.849 --> 00:11:24.849 We have a policy change, it was noted during the last EVV town hall meeting that the state would be requiring providers to track by the le to track caregivers by the last four digits of the caregiver's social security number. In further concern. 34 "Emily Brigman" (639312128) 00:11:24.849 --> 00:11:54.109 Consulting with our Office of inspector General and legal council. It was recommended that provider agencies instead track by all nine digits of the caregiver's social security number. The reason for this really is based on concerns that we've received from providers themselves after the last town hall meeting in that two caregivers may share the last four digits of their social security number. 35 "Emily Brigman" (639312128) 00:11:54.109 --> 00:12:14.179 Capturing caregiver social security number, whether in the HHA exchange system or in a 3rd party system, aids the state in tracking caregiver compliance for those caregivers who work for multiple payers. So e.g., a caregiver working for Illinois Department on aging. 36 "Emily Brigman" (639312128) 00:12:14.179 --> 00:12:38.389 And division of rehabilitation services. This will be released by way of HFS provider notice hopefully this week. When it is HFS will communicate the provider notice to all operating agencies and providers will be able to see that communication in real time if you are signed. 37 "Emily Brigman" (639312128) 00:12:38.389 --> 00:13:02.119 Signed up for HFS provider notices. We understand that some providers at the onset of EVV implementation, were of the understanding that they could track caregivers by any dummy number, and that it will take time for updates to be made to tracking caregivers by. 38 "Emily Brigman" (639312128) 00:13:02.119 --> 00:13:30.259 Full or all nine digits of their social security number. We are allowing 90 days for this transition. That will be 90 days from the point at which an HFS provider notice is released. Again, we expect that to occur, probably by the end of this week or early next week. The reason this decision is being made is because it, aids the state in achieving the true intent. 39 "Emily Brigman" (639312128) 00:13:30.259 --> 00:13:50.259 Of the Federal Cares Act, which is to reduce fraud, waste, and abuse. It aids our Office of inspector General and investigating concerns regarding lack of sufficient services to, to customers. We understand. 40 "Emily Brigman" (639312128) 00:13:50.259 --> 00:14:15.919 That there are concerns from provider agencies regarding security or compromis compromising private information. Our vendor has to undergo an extensive review, with our state, our our chief security officer. They are required to submit reports to the state before they can even be onboarded as a vendor. 41 "Emily Brigman" (639312128) 00:14:15.919 --> 00:14:35.929 They have to undergo HIP trust and HIPAA compliance reviews by both the state and federal centers for Medicare and Medicaid, and those security measures are reported to federal CMS on a quarterly basis as well as the state. If you have. 42 "Emily Brigman" (639312128) 00:14:35.929 --> 00:15:04.519 Questions regarding tracking of social security number, please know that HHA Exchange is going to go into further detail regarding social security number tracking of caregivers within their presentation. A quick reminder that HFS did require the implementation of electronic visit verification requirements for personal support workers. 43 "Emily Brigman" (639312128) 00:15:04.519 --> 00:15:28.399 Serving individuals under the adult DD waiver as well as the children and young adults dd waiver. This has a caveat in that if an individual who is serving as a personal support worker submits an attestation signed by the customer, reflecting that that caregiver lives in the same home. 44 "Emily Brigman" (639312128) 00:15:28.399 --> 00:15:48.089 Home as the individual, and it is approved by the division. They are exempt from EVV requirements. Division of developmental disability providers are the only provider base where a living caregiver exemption is offered. 45 "Emily Brigman" (639312128) 00:15:48.089 --> 00:16:08.089 HFS implemented, electronic visit verification requirements for home health care service organizations or providers billing state plan Medicaid, so traditional Medicaid, health choice, Illinois or Medicaid eligible. 46 "Emily Brigman" (639312128) 00:16:08.089 --> 00:16:33.709 Individuals enrolled in managed care organizations and dual eligible inno individuals enrolled in managed care organizations. Again regarding state policy, we are in the process of finalizing policy that will set 4th compliance thresholds and talk about any remediation strategies that need to take place if there are concerns regarding. 47 "Emily Brigman" (639312128) 00:16:33.709 --> 00:17:00.649 Perpetual non compliance. We understand that providers have faced technical difficulties along the way and are allowing this grace period for everyone to receive the support they need in order to be successful in using EVV. We have an announcement that was relayed by way of HFS provider notice last. 48 "Emily Brigman" (639312128) 00:17:00.649 --> 00:17:20.649 Week, a decision was made by HFS and IDOA leadership to delay implementation for Illinois Department on aging providers until further notice. HFS Bureau of waiver Operations management as the team responsible for statewide implementation does not have. 49 "Emily Brigman" (639312128) 00:17:20.649 --> 00:17:46.699 An update on a, a new date for implementation. Once further details are released, a new implementation date will be decided upon and communicated to Illinois Department on aging providers. This is specific to Illinois Department on aging homemaker agencies or in home providers. It does not. 50 "Emily Brigman" (639312128) 00:17:46.699 --> 00:18:06.699 Not apply to any other provider population. If you need a quick link to the provider notice, please feel free to reach out to hfs.EVV at illinois.gov. We do understand that this provider notice in addition to being released to the general public was also related. 51 "Emily Brigman" (639312128) 00:18:06.699 --> 00:18:41.689 The two IDOA providers through an email from department on aging. Again, we don't have any further details on a new date for implementation, but once we do, notification will be released to providers and HHA Exchange will update their training schedule as well as release of learning management system credentials. And that is it for the state presentation. I will stop my pre. 52 "Emily Brigman" (639312128) 00:18:41.689 --> 00:18:52.713 Presentation and turn it over to Colby Award with HHA Exchange to lead off their presentation. 53 "Colby Ward" (1843405312) 00:18:52.713 --> 00:19:11.549 Thanks Emily. I will pull up my slides. One moment, ok. Emily, if you could just confirm you can see my slides, that'd be great. 54 "Emily Brigman" (639312128) 00:19:11.549 --> 00:19:14.069 I can see him Colby. 55 "Colby Ward" (1843405312) 00:19:14.069 --> 00:19:31.039 Okay perfect. Alright, good afternoon, everybody. My name is Colby Ward. I'm Director of client success with HHA exchange. So I've been working with the state throughout the various phases of our implementation, as well as operations post go lives. 56 "Colby Ward" (1843405312) 00:19:31.039 --> 00:19:47.339 For today's presentation, I'm gonna be taking us through a few brief introductions of other team members who I have here with me today. We'll go into some recent hot topics that we've received from Q and A, from other. 57 "Colby Ward" (1843405312) 00:19:47.339 --> 00:20:02.549 Webinars that we want to cover here. And then I'm going to go into a couple of demos. The 1st will be adding members or customers into the HHA exchange portal. And then the 2nd demo will be adding caregivers. 58 "Colby Ward" (1843405312) 00:20:02.549 --> 00:20:21.089 Or providers into the HHA portal. And then at the end I'll just cover the HJH exchange resources and our customer care team. So as far as the HHA exchange team and who's here today. 59 "Colby Ward" (1843405312) 00:20:21.089 --> 00:20:40.919 I've already introduced myself, but we also have Sean Bowen on the line, who's our senior project manager over state implementations, so he's been working with the state throughout the various implementation phases as well as we lead up to go live. So he'll be on the line to help answer questions through the chat. 60 "Colby Ward" (1843405312) 00:20:40.919 --> 00:20:59.039 And then not here with us today, but we'll be in future town halls as well as decrease Sweeney who's director of client success also, who works with the state throughout the operations phase of the implementations. 61 "Colby Ward" (1843405312) 00:20:59.039 --> 00:21:19.039 So I'm gonna go over a couple of topics that were brought to us from the previous town halls as well as just some questions through our technical customer care channels. The 1st of which is tracking caregivers or providing. 62 "Colby Ward" (1843405312) 00:21:19.039 --> 00:21:38.969 By social security number. So Emily just covered this, but I'm just going to reiterate what this means as far as HHA exchange goes. So the state guidance is that agencies should begin using the full social security number so all nine digits to track caregivers and HHA exchange. 63 "Colby Ward" (1843405312) 00:21:38.969 --> 00:21:55.319 And what this means for agencies who are using HHA Exchange for EDV is that you'll want to update your existing caregiver profiles to have the full social if you don't do that already. 64 "Colby Ward" (1843405312) 00:21:55.319 --> 00:22:10.649 And then any new profiles that you create, any new caregivers that are hired and get a profile in HHA exchange, you'll want to ensure that that field is filled out with the full nine digits of the social security number. 65 "Colby Ward" (1843405312) 00:22:10.649 --> 00:22:30.649 And I want to also highlight that if you're using HHA exchange, the caregiver does not need to do anything as far as the mobile app registration or setup or change anything in their profile within the mobile app. They will remain linked to your agency and that'll occurred through the. 66 "Colby Ward" (1843405312) 00:22:30.649 --> 00:22:51.289 That, through that access code that was shared with that caregiver when they entered that in the mobile app. So just be aware of that. You're only updating this within the HHA exchange provider portal. The caregiver themselves does not need to do anything with the mobile app to update any of their. 67 "Colby Ward" (1843405312) 00:22:51.289 --> 00:22:54.359 Information there. 68 "Colby Ward" (1843405312) 00:22:54.359 --> 00:23:14.359 I'm going to show this within the HAJ exchange system when we get into the caregiver demo a little bit further down in our agenda. As far as what this means for EDI agencies, again, those are agencies who are using a 3rd party EVB service. 69 "Colby Ward" (1843405312) 00:23:14.359 --> 00:23:44.479 System, you're going to want to update existing profiles as well to include the full social via the API. And then you will also want your vendor to send new records with that full value going forward. So if you are unsure if you are currently sending the full social security number, you can validate that within HHA exchange. Again, you'll see that when we go into the demo. 70 "Colby Ward" (1843405312) 00:23:44.479 --> 00:23:59.729 And then you'll want to work with your vendor to have them transition to begin sending the full social security number. 71 "Colby Ward" (1843405312) 00:23:59.729 --> 00:24:18.089 The next topic that Emily did mention as well was the GPS tolerance range update. So the state did decide to expand that tolerance range to 500 ft, and this goes into effect today. So as of today, everyone's. 72 "Colby Ward" (1843405312) 00:24:18.089 --> 00:24:38.089 HHA exchange portal will be updated to expand that radius to 500 ft. What that means is that your caregivers will see in their mobile app when they clock in and out, that the radius is a little bit larger around the members home. 73 "Colby Ward" (1843405312) 00:24:38.089 --> 00:25:11.129 This hopefully will accommodate some additional scenarios like if they maybe picking them up at the corner of the street or if they're in an apartment building, maybe they're in the back of the building or something along those lines. So the idea is to give a little bit more flexibility hopefully reduce some of the GPS out of range errors that folks may see on the call dashboard. So we'll take a look at those and evaluate those errors as they come in to see that those decrease. 74 "Colby Ward" (1843405312) 00:25:11.129 --> 00:25:29.849 And one question that I wanted to address is whether the caregivers will still have the ability to use the community feature even with the GPS range expanding. And the answer to that is yes. So the caregivers will always have the ability to use the community feature. 75 "Colby Ward" (1843405312) 00:25:29.849 --> 00:25:47.339 Whenever they're starting and ending a visit outside of the home. So what that means is that when they clock in through the mobile app or clock out, they have a toggle to be able to select community and that removes that radius. 76 "Colby Ward" (1843405312) 00:25:47.339 --> 00:26:07.339 And we'll still capture their GPS coordinates, but it won't try to compare it to a home address The last topic before we go into the demonstration portion. 77 "Colby Ward" (1843405312) 00:26:07.339 --> 00:26:31.499 Is about a new report which we have enabled for all providers. So this report is called authorizations due by date. What this report does is it gives you the ability to see all authorizations in the portal for a given date range. You can filter by member, you can filter by contract or payer. 78 "Colby Ward" (1843405312) 00:26:31.499 --> 00:26:49.499 So it gives you some flexibility to pull reports of all the authorizations that exist within the system. This will be helpful for those who are, part of the state plan home health care services where authorization entry is required. 79 "Colby Ward" (1843405312) 00:26:49.499 --> 00:27:06.479 As well as with the managed care organizations, folks may have noticed that some of the home health authorizations have started to come into your portals automatically. You'll be able to run this report to see what authorizations have been loaded to your portal. 80 "Colby Ward" (1843405312) 00:27:06.479 --> 00:27:25.199 Included below is a screenshot that gives you the pathway to find this new report. So you'll see that under the report top menu, then you'll go to visits, scheduling, and authorizations due by date is. 81 "Colby Ward" (1843405312) 00:27:25.199 --> 00:27:45.199 Right there, ok, we're going to transition into a demonstration. I'm going to be showing adding members into the HHA exchange portal. 82 "Colby Ward" (1843405312) 00:27:45.199 --> 00:28:05.689 But before I do that, I just want to cover the difference for an HHA exchange provider versus somebody who is using a 3rd party system. So for HHA exchange providers, when you have a new. 83 "Colby Ward" (1843405312) 00:28:05.689 --> 00:28:26.879 Member who needs to be added into the portal. That is going to be a process where you add the member manually directly into the provider portal. I'm going to show that process. I'm going to show adding the Medicaid ID, adding the contract and adding the service code. 84 "Colby Ward" (1843405312) 00:28:26.879 --> 00:28:45.029 When all of those elements are present on that new member profile, then it allows that member, to be connected to the payer side of the system, so that all your visit data is aggregated to the state and the payers who you're working with. 85 "Colby Ward" (1843405312) 00:28:45.029 --> 00:29:01.889 On the flip side, if you are a 3rd party provider, you do not need to do any manual entry within HHA exchange. Your data is flowing from your 3rd party to HHA through an API. 86 "Colby Ward" (1843405312) 00:29:01.889 --> 00:29:23.149 And with the data elements that are included in that API, we are able to make that connection with the member on the payer and provider side automatically. So if you are a 3rd party, I am going to show the manual entry portion. This is not something that. 87 "Colby Ward" (1843405312) 00:29:23.149 --> 00:29:48.109 You need to do within the portal, so just keep that in mind. If you're a 3rd party, these steps that I'm showing are not for you. If you are using HHA Exchange for EVB, these manual entry steps are for you and that is how you add a new member to the portal. And this applies for DDD personal care services. 88 "Colby Ward" (1843405312) 00:29:48.109 --> 00:30:08.389 State plan DFCC and DVD skilled nursing and home health care services, and then MCO home health care services when NO prior auth is required. And I have a chart on the next slide, that when you have access to these slides, you'll have access. 89 "Colby Ward" (1843405312) 00:30:08.389 --> 00:30:24.689 To this chart as well. It makes it a little bit easier to read when you need to create new members versus when those new members come in through the payer. 90 "Colby Ward" (1843405312) 00:30:24.689 --> 00:30:44.689 All right. At this point I'm going to stop sharing briefly just to switch my screen to HHA exchange. 91 "Colby Ward" (1843405312) 00:30:44.689 --> 00:31:05.899 Okay. At this point everybody should see my HHA exchange homepage. I have gone into a demo provider portal to show this workflow for you all. Again, this will be the workflow of adding a new member for somebody who uses HHA Exchange's EVB tools. 92 "Colby Ward" (1843405312) 00:31:05.899 --> 00:31:07.739 Okay. 93 "Colby Ward" (1843405312) 00:31:07.739 --> 00:31:27.739 So the 1st thing that I'm going to do is go up to patient, new patients, I'll be presented with a page that I'm going to need to fill out with the patient's details in order to add them to my HHA exchange. 94 "Colby Ward" (1843405312) 00:31:27.739 --> 00:31:40.919 Change portal. So I have a patient Joseph Smith, who, just for the purpose of our demonstration will say that I am just about to start servicing him. 95 "Colby Ward" (1843405312) 00:31:40.919 --> 00:32:00.919 So I'm gonna add his name, date of birth, gender, anywhere where you see a red asterisk means that the field is required to be entered. I'm going to go ahead and add his Medicaid ID. This is a key field in order to make. 96 "Colby Ward" (1843405312) 00:32:00.919 --> 00:32:22.459 Make that connection between the payer's side of the system and the provider's side of the system. So you always want to ensure that when you add a new member, you're including the Medicaid ID. Okay. Coordinator is a required field although most folks will just have a default. 97 "Colby Ward" (1843405312) 00:32:22.459 --> 00:32:27.899 Values so that is perfectly ok to select. 98 "Colby Ward" (1843405312) 00:32:27.899 --> 00:32:47.899 You'll select what kind of service this member is receiving, and then the it will also look for an address. Zip code is the only required field in this section. I'm just going to put that in for simplicity's sake. 99 "Colby Ward" (1843405312) 00:32:47.899 --> 00:33:08.089 But you'll certainly want to add a full address if you're expecting that a caregiver may do, GPS verification for EVB through the mobile app. The addresses that you enter within this section are what the caregiver would be able to use for verifying that they're in the home. 100 "Colby Ward" (1843405312) 00:33:08.089 --> 00:33:13.889 At the time of service. 101 "Colby Ward" (1843405312) 00:33:13.889 --> 00:33:33.889 I can also add phone numbers. This is another field or another section that's important for EVV. The phone number should be a landline phone number that you want the caregiver to use for clocking in and out via IVR or telephony if that's the method that. 102 "Colby Ward" (1843405312) 00:33:33.889 --> 00:33:38.339 They will be using. 103 "Colby Ward" (1843405312) 00:33:38.339 --> 00:33:58.339 And then any of this other information is not required, but you're certainly welcome to fill that out as you go. I'm gonna scroll all the way to the bottom and click save, and as you can see. 104 "Colby Ward" (1843405312) 00:33:58.339 --> 00:34:18.059 My profile just generated for us. So now we have Joseph Smith as a new patient within the HHA exchange system. I've added his demographic information. I included his Medicaid ID, which is one of those critical fields that was presented on the slide. 105 "Colby Ward" (1843405312) 00:34:18.059 --> 00:34:36.659 And the next step is to add the contract or the payer to this profile. The contract, as Emily stated, is the, is the payer who is paying the claim, so you want to ensure that you select the correct payer. 106 "Colby Ward" (1843405312) 00:34:36.659 --> 00:34:54.569 I have demo payers loaded in my system, so that's what you'll see. You won't see a an Illinois contract name that you're familiar with. It's just a demo payer. So we'll say that my payer who I'm contracted with is demo Payer Cloud. 107 "Colby Ward" (1843405312) 00:34:54.569 --> 00:35:14.569 I'll select that for you all that could be DDD, HFS, DSCC, one of the mcos. That's what you would see in this contract field. And then it does want you to select a service start date of when you're planning to begin services for the. 108 "Colby Ward" (1843405312) 00:35:14.569 --> 00:35:18.539 This members, so I'll just say that's today. 109 "Colby Ward" (1843405312) 00:35:18.539 --> 00:35:37.619 I'm not gonna add the service code quite yet. I'm gonna show you that after I add this contract, and I'll go ahead and click save. Okay. 110 "Colby Ward" (1843405312) 00:35:37.619 --> 00:35:57.619 So as you can see here, I clicked save and it pops up this message that says auto placement request sent for this contract. What this is doing is it's checking the members demographic information that we entered, 1st name, last name, date of birth, and Medicaid ID. Again. 111 "Colby Ward" (1843405312) 00:35:57.619 --> 00:36:19.109 The payers records that they have on their side of HHA exchange. It's going to attempt to find a match, and then it will tell us if it made that match or not. So I'm gonna go ahead and click this refresh page to see if we made a match, ok? 112 "Colby Ward" (1843405312) 00:36:19.109 --> 00:36:39.109 So as you can see that message went away as we refreshed the page and this status here says that the placement has been deleted due to a new placement sent by the payer. So what this means in essence is that this was successful. We found a match with the payer side of the system. 113 "Colby Ward" (1843405312) 00:36:39.109 --> 00:37:03.169 The payer side and the provider side are now in sync. That means that when you go to add visits to this member, those visits are going to be shared with this contract, which is ultimately what you're looking for as you aggregate data. I mentioned that I wasn't gonna add the service code on that page. The reason being. 114 "Colby Ward" (1843405312) 00:37:03.169 --> 00:37:28.039 Is that it wasn't a required field and I wanted to show you how you can also add it after the fact. So under action here, you can edit the service code, and add a service code to this member. These again are just demo service codes, so these would be service codes that are familiar to you. 115 "Colby Ward" (1843405312) 00:37:28.039 --> 00:37:45.299 You'd hit save, and that service code is now on that contract. This is meant for having a default service code. That way if your caregivers are performing unscheduled services, which we know many are in the state of Illinois. 116 "Colby Ward" (1843405312) 00:37:45.299 --> 00:38:03.359 Their visits will default to the service code that is selected on the contract level. So you certainly want to ensure that if you have an unscheduled visit workflow, that you have a service code listed on the contract for the visit to default to. 117 "Colby Ward" (1843405312) 00:38:03.359 --> 00:38:23.520 I'm gonna demonstrate this one more time and show what it would look like if the member is not found on the payer side and how we would correct that. So, let's say that I have another. 118 "Colby Ward" (1843405312) 00:38:23.520 --> 00:38:40.440 Member Gary Jones, who I'm going to begin servicing. I'm gonna go ahead and add him to the portal as well. So I'm gonna click patient, new patient. Again, I'm presented with this form that I'm gonna need to fill out. 119 "Colby Ward" (1843405312) 00:38:40.440 --> 00:39:04.260 I'll gonna enter a few pieces of information incorrectly on purpose. This is again just to show what it's gonna look like when the member is not found on the payer's side of the system. I'll enter his Medicaid ID. 120 "Colby Ward" (1843405312) 00:39:04.260 --> 00:39:29.480 Okay, I on purpose I entered this one digit off. His Medicaid ID on the payer side of the system actually ends with seven seven. I'm gonna select the coordinator. 121 "Colby Ward" (1843405312) 00:39:29.480 --> 00:39:36.810 Select his accepted services. 122 "Colby Ward" (1843405312) 00:39:36.810 --> 00:39:53.940 Add that zip code again, and then I'm gonna go to all the way to the bottom and click save, and create his profile. Okay. 123 "Colby Ward" (1843405312) 00:39:53.940 --> 00:40:10.770 So now we have Gary Jones, we have a date of birth 2 January, which his real date of birth is actually 1 January. We also have the Medicaid ID that ends in seven eight. His real Medicaid ID ends in seven seven. 124 "Colby Ward" (1843405312) 00:40:10.770 --> 00:40:30.420 We're gonna come back and correct that, but after we add the contract and see that failure between the, the two points. So my next step again is to go add that contract, going to select my same demo payer cloud contract. 125 "Colby Ward" (1843405312) 00:40:30.420 --> 00:40:48.990 And select my start date, and then I will click save, ok? Again, this is saying that it is trying to locate the demographic data. 126 "Colby Ward" (1843405312) 00:40:48.990 --> 00:41:08.220 And if a match is found, you'll see the new placement. We're gonna go ahead and refresh and see what is returned, and we're gonna get an error message. So it says NO pa NO matching patient found or the placement already exists. 127 "Colby Ward" (1843405312) 00:41:08.220 --> 00:41:24.720 We can resend the auto placement request, but the 1st thing that we'll want to do is double check that the information that was sent is accurate or the information that I entered is accurate I should say. So I'm gonna go back to the profile. 128 "Colby Ward" (1843405312) 00:41:24.720 --> 00:41:46.050 I know that I entered the date of birth and Medicaid ID incorrectly, so I'm gonna go ahead and fix those. So I'll click edit, gonna update this to 1 January cause that is his correct birthday, and then I'm going to update the Medicaid ID as well. 129 "Colby Ward" (1843405312) 00:41:46.050 --> 00:42:03.390 To fix that. Click save, ok? I see now the Medicaid ID is correct as well as the date of birth. 130 "Colby Ward" (1843405312) 00:42:03.390 --> 00:42:19.230 So at this point, I can go back to my contracts page. I'll still have that error message here, but then I can go ahead and resend my request. 131 "Colby Ward" (1843405312) 00:42:19.230 --> 00:42:46.290 Okay, now that I've resent the request, I'm gonna go back to the contract page and we can see that that error message has been removed. And now we have the correct message that says that a new placement was sent by the payer. 132 "Colby Ward" (1843405312) 00:42:46.290 --> 00:43:06.290 So in the event that you receive that error message as you add a contract for the 1st time, you just want to go back and check that the demographic information that you entered is correct, and then you can resend that placement. In the event that you're still unable to, get a successful message. 133 "Colby Ward" (1843405312) 00:43:06.290 --> 00:43:26.850 You'll want to also verify that eligibility is correct, that you have the correct contract. Alright. 134 "Colby Ward" (1843405312) 00:43:26.850 --> 00:43:46.740 So the next, the next thing that I'm going to show is how to, add a caregiver to the portal. So I'm gonna stay within here and I'm going to go up to my caregiver top menu. 135 "Colby Ward" (1843405312) 00:43:46.740 --> 00:44:05.190 And click on new caregiver, ok? I'll get presented with a page very similar to what I was just showing for the member, and I'm going to need to select. 136 "Colby Ward" (1843405312) 00:44:05.190 --> 00:44:22.980 Some key fields here. So 1st is caregiver type, whether they're an applicant or an employee, going to select employees, and then I'm going to enter the caregiver's demographic details. So I have a caregiver who is Larry Jones. 137 "Colby Ward" (1843405312) 00:44:22.980 --> 00:44:41.640 I'm gonna add his demographic information. Social security number is the field that we just reviewed within the presentation, which needs to be the full nine digits of the social security number. 138 "Colby Ward" (1843405312) 00:44:41.640 --> 00:44:59.220 I'm gonna go ahead and enter that here and then there's a few other required fields in here. Status will be active for anybody who's currently servicing. 139 "Colby Ward" (1843405312) 00:44:59.220 --> 00:45:18.150 I'll select employment type, meaning the type of services that this person is authorized to perform, An application date is required, so we'll fill that out, as well as again the zip code for the address. 140 "Colby Ward" (1843405312) 00:45:18.150 --> 00:45:38.150 You can choose to use as many of these fields for maintaining the records as you would like. Or you can leave most of these blank. It's up to you how much you want to use HHA Exchange to help assist in tracking some of this information. At the bottom of the page is an important component. 141 "Colby Ward" (1843405312) 00:45:38.150 --> 00:46:03.060 Of the caregiver's profile. This is the notification preferences section where you can set a preferred contact method for the caregiver. This is going to be important as you are adding mobile mobile application access for these caregivers in the next step. You'll be able to send the access code to them via one of these three methods. 142 "Colby Ward" (1843405312) 00:46:03.060 --> 00:46:19.260 So you'll want to select what their preference is and enter that information here into the portal. For the purpose of this, I'm gonna select mobile, and I'm just going to add a, a mobile number here. 143 "Colby Ward" (1843405312) 00:46:19.260 --> 00:46:38.460 Once i've done that, I'll go ahead and just hit save. Oops. Apologies. I forget that it does validate that. Okay. 144 "Colby Ward" (1843405312) 00:46:38.460 --> 00:46:58.320 So now I have my new caregiver profile created within HHA exchange. And the 2nd step after their profile is created is enabling mobile app access. So this section here mobile app settings, is what you'll want to navigate to. 145 "Colby Ward" (1843405312) 00:46:58.320 --> 00:47:18.320 And you'll be able to just click Enable Access. You can choose at this time to send that access code to the caregiver, either by email or by text message. Of course I didn't enter an email address, but if I had, I would be able to select that button. Otherwise be. 146 "Colby Ward" (1843405312) 00:47:18.320 --> 00:47:38.850 You can select do not send code for this demonstration. I am not going to send the code since that was a fake phone number, but if this were yourself and you were adding this for a real person, you would want to select either email or text. I'm gonna go ahead and click enable access and generate code. 147 "Colby Ward" (1843405312) 00:47:38.850 --> 00:48:02.850 Yeah, after I've enabled access, it shows me the mobile activation code over here to the right. So another option is if that caregiver is maybe in the office with you, you can give them that code directly if they're sitting next to you and downloading the mobile app and trying to connect it with your agency. 148 "Colby Ward" (1843405312) 00:48:02.850 --> 00:48:20.970 You also have the ability to resend the code if they say they did not receive it or maybe I go ahead and I add an email and then I want to send it to email instead, you always have the option to resend that code. After they do get connected, it's going to show that they've. 149 "Colby Ward" (1843405312) 00:48:20.970 --> 00:48:39.180 Been registered and connected to you so that from that point forward you'll be aware that they are able to perform EVB through the mobile app. After you've done these steps. 150 "Colby Ward" (1843405312) 00:48:39.180 --> 00:48:57.330 If you're planning to have your caregivers follow an unscheduled workflow, meaning that you're not pre scheduling services within HHA exchange, there's one other step that you'll want to perform to make sure that they can easily create an unscheduled visit within the mobile app. 151 "Colby Ward" (1843405312) 00:48:57.330 --> 00:49:13.380 And that would be linking them to the patient who they're working with. So let's say that Larry Jones is working with our patient who we just entered Gary Jones. I'm gonna go ahead and find Gary in my list of patients. 152 "Colby Ward" (1843405312) 00:49:13.380 --> 00:49:35.100 So I went to patients search patients, I'm going to search for Jones, and I have Gary Jones here, going into Gary's profile, I'm gonna click on the general tab. 153 "Colby Ward" (1843405312) 00:49:35.100 --> 00:49:55.620 Okay. And there's a field here called caregivers with mobile patient info access. What this field does is it allows any caregiver who's linked to this member to start unscheduled services with this member through the mobile application. 154 "Colby Ward" (1843405312) 00:49:55.620 --> 00:50:15.620 So from here, I'm gonna go ahead and click edit, and I'm gonna select Larry who we just added and hit save. Give this just a moment. His name will pop up there in just a 2nd. 155 "Colby Ward" (1843405312) 00:50:15.620 --> 00:50:32.130 Some talking but what's going to happen is then when Larry is in his mobile application, he will be able to select Gary Jones as his patient when he starts an unscheduled service with him. 156 "Colby Ward" (1843405312) 00:50:32.130 --> 00:50:48.780 And there it goes Okay, if you, just to go back on the social security number. 157 "Colby Ward" (1843405312) 00:50:48.780 --> 00:51:07.650 Component of the agenda that we talked about using the full nine digits. If you already have your caregivers loaded into HHA exchange, the way that you'll go ahead and perform that update is by going up to caregiver, search caregiver. 158 "Colby Ward" (1843405312) 00:51:07.650 --> 00:51:28.920 You can find any of your caregivers who you need to update just by clicking search. I'll just say that I need to update Jane Doe. Jane already has a full social, but if I needed to update her, I can go to edit in the top right corner. 159 "Colby Ward" (1843405312) 00:51:28.920 --> 00:51:48.300 And simply edit that social security number and click save. Again, by editing the social security number, nothing will change within the mobile application, so the caregivers themselves will not need to make any updates to anything within their mobile app in order to continue services. 160 "Colby Ward" (1843405312) 00:51:48.300 --> 00:52:17.690 Okay, at this point I'm gonna go ahead and flip back to the presentation. So give me one moment. 161 "Colby Ward" (1843405312) 00:52:17.690 --> 00:52:42.320 Okay, just to close this out for today, I want to briefly cover the HHA exchange provider resources. 1st is our client support portal. I've included the link to the client support portal below, as Emily mentioned, once you have access to these slides, you'll be. 162 "Colby Ward" (1843405312) 00:52:42.320 --> 00:53:05.600 Able to click on that as it is a hyperlink. A couple of things to call out here is that we do have several different options to choose from as you're entering a ticket within our client support portal. This client support portal is meant to be a place where you can add tickets and get support from our technical customer care team, as well as. 163 "Colby Ward" (1843405312) 00:53:05.600 --> 00:53:26.220 Our EDI support team. So you'll see in the top right, in the top left excuse me, it says technical customer care, which is our main team that focuses on any support you need for actions within the HHA exchange system. And then over on the top right is our provider EDI integrations. 164 "Colby Ward" (1843405312) 00:53:26.220 --> 00:53:44.730 Selection that is used for anybody who has a 3rd party system. It directs your ticket automatically to the EDI support team who will be able to answer those questions more quickly. You can always submit your tickets 1st through technical customer care. 165 "Colby Ward" (1843405312) 00:53:44.730 --> 00:54:04.730 Even if you're EDI, but just be aware that those tickets may take a little extra time as they'll need to be transferred to the appropriate team. So highly recommend just selecting EDI integrations team if you're submitting a ticket and you use a 3rd party. This is just. 166 "Colby Ward" (1843405312) 00:54:04.730 --> 00:54:28.940 A little bit more information about the client support portal. It includes the type of information that we recommend you include in your tickets such as your tax ID, the explanation of your issue and steps taken to reproduce it. Any examples or screenshots that you have are very helpful for us to be able to pinpoint where in the system you maybe having an issue. 167 "Colby Ward" (1843405312) 00:54:28.940 --> 00:54:45.330 And then of course anything else you think may help us get to the root of your issue quicker. And again, these are the two teams that you'll be using for support depending on what type of provider you are and what type of issue you're having. 168 "Colby Ward" (1843405312) 00:54:45.330 --> 00:55:11.270 Yeah, we've also recently released a new knowledge base. There's a link to that knowledge base here on the slide. It is also accessible within your HHA exchange portal. If you click on the person icon in the upper right hand corner of your portal and then go to the support center, that links you into the. 169 "Colby Ward" (1843405312) 00:55:11.270 --> 00:55:31.260 New knowledge base. The new knowledge base has a lot of great materials such as job aids references, video, faqs et cetera. So a lot of good information there. Should you be having any trouble navigating the system or want to learn more about a particular area of the system to see if. 170 "Colby Ward" (1843405312) 00:55:31.260 --> 00:55:51.260 It can be useful to you, our state info hub, we also highlight here and have a link to it. This is where you're gonna find information related to all the implementation activities that are ongoing with the. 171 "Colby Ward" (1843405312) 00:55:51.260 --> 00:56:12.590 State of Illinois. So as Emily mentioned with DOA being delayed, right now there's not a lot of information there to share, but as we learn more about when that will be coming back into play, that page will be updated to reflect what our new dates will be. 172 "Colby Ward" (1843405312) 00:56:12.590 --> 00:56:33.540 As well as we have information about the other implementations that have already gone live. We have documentation about the EDI process, trainings that have already taken place et cetera. So this is a great one stop shop for a lot of information around the implementation and requirements for EBD. 173 "Colby Ward" (1843405312) 00:56:33.540 --> 00:56:58.050 Yeah, and then lastly on the left hand side are those provider resources. So again, the links to the info hub and the client support portal. We also have an email that can be used to email us and create tickets through that means, and then also a dedicated Illinois phone line listed here. 174 "Colby Ward" (1843405312) 00:56:58.050 --> 00:57:13.560 And if any of your questions are more so related to EVV policies, state decisions, et cetera, we recommend emailing that hFS.EVV at illinois.gov email address so that the state can address those questions. 175 "Emily Brigman" (639312128) 00:57:23.555 --> 00:57:53.270 Thank you Colby. We are going to review questions and concerns that came up during the registration process for the EVVB town hall webinars, and then we'll sort through the Q and A box to address questions coming up there. Let me pull up our questions that came up during the registration process. Some of these were covered. 176 "Emily Brigman" (639312128) 00:57:53.270 --> 00:58:13.005 By Colby during her presentation or the state in their initial slides. The 1st question or concern to address, we need an update on member not found and aid visit errors. Colby, would you mind addressing that? 177 "Colby Ward" (1843405312) 00:58:13.005 --> 00:58:30.090 Yes, so I believe this is related to the G0156 service code which had been missing from the portals. That service code has been added back to the portals as well as has been added back to the. 178 "Colby Ward" (1843405312) 00:58:30.090 --> 00:58:48.480 EDI specifications, so you'll see that within the service code listing in the specifications. So at this point if you were to resend any of that visit data to HHA exchange, those visits should be successful. 179 "Colby Ward" (1843405312) 00:58:48.480 --> 00:59:06.330 Of course, if you resend that visit data and you still encounter any errors, please reach out to HHA Exchange through the client support portal, go to our EDI team, as I mentioned when we were covering that slide. 180 "Colby Ward" (1843405312) 00:59:06.330 --> 00:59:21.562 So that they can review those rejections promptly. But at this point, again, that G0156 code has been included back into the portal and is available for you all to send visits for, and should not reject. 181 "Emily Brigman" (639312128) 00:59:21.562 --> 00:59:40.170 Thank you Colby. We received a question, from a provider serving DRS customers. This also came up in the question and answer box of today's town hall meeting. 182 "Emily Brigman" (639312128) 00:59:40.170 --> 01:00:00.170 Just to reiterate what was discussed during the last town hall meeting, the state HHA exchange and Division of rehabilitation services or doors, still need to undergo discovery meetings. Those meetings are for HF. 183 "Emily Brigman" (639312128) 01:00:00.170 --> 01:00:20.170 Doors and HHA exchange, especially their, their tech folks to discuss integrating or aggregating EVV visit data that is held within drss's, EVV aggregation sent system. 184 "Emily Brigman" (639312128) 01:00:20.170 --> 01:00:53.840 From San data. So doors both doors and IDOA implemented EVB requirements for their providers some years ago as the result of the Smart Act. We do understand at HFS that implementation for homemaker agencies and home health agencies billing doors occurred more so in the last several years for, for doors in particular. We don't expect must, much to change, for providers billing DRS, we do. 185 "Emily Brigman" (639312128) 01:00:53.840 --> 01:01:13.440 Understand though that some provider agencies billing doors also serve IDOA and have been given the option to either maintain their current 3rd party system or transition to using the free HHA exchange solution. 186 "Emily Brigman" (639312128) 01:01:13.440 --> 01:01:33.440 We will discuss that matter during the discovery process with doors and provide additional information to impacted providers subsequent to those discovery meetings. Nothing will change for providers billing wise, including those. 187 "Emily Brigman" (639312128) 01:01:33.440 --> 01:01:53.440 Providers billing doors. If you have questions regarding DRS EVV policy at present, we would recommend that you visit their EVV website if you just googled Doors EVV website, that will. 188 "Emily Brigman" (639312128) 01:01:53.440 --> 01:02:20.960 Come up or you can email HFS.EVV at Illinois.gov for a link to that website or you can email doors directly for EVV related inquiries@dhs.EVV at illinois.gov. We have a question from a home health care. 189 "Emily Brigman" (639312128) 01:02:20.960 --> 01:02:45.924 Service agency, and that is, we are having issues having new patient excuse me, adding new patients to the HHA exchange. Is there an easier way to do this? This was covered in the town hall meeting today. Colby, I don't know if you wanted to add anything to that. 190 "Colby Ward" (1843405312) 01:02:45.924 --> 01:02:48.210 Okay. 191 "Colby Ward" (1843405312) 01:02:48.210 --> 01:03:10.780 I don't know if there's anything necessarily to add. Hopefully those steps that were outlined are of assistance to whoever had that question, and what, you know, let us know if you continue to have any trouble in what those specific troubles are that you're having as you're entering patients. But again, hopefully those steps that were. 192 "Emily Brigman" (639312128) 01:03:10.780 --> 01:03:27.710 Thanks Colby. And just a reminder for those of you logged in through, through web, Colby has left left up HHA exchange support options. Policy related questions can come. 193 "Emily Brigman" (639312128) 01:03:27.710 --> 01:03:47.710 To HFS.EVV at Illinois.gov. Again, with regard to delay of IDO implementation, we don't have any further details at this time as far as updated scheduling for training or release of learning management system credentials. 194 "Emily Brigman" (639312128) 01:03:47.710 --> 01:04:06.330 When a new implementation date is decided upon, it will be communicated to providers. As far as social security numbers go, we anticipate relie releasing a provider notice probably by the end of this week or early next week. 195 "Emily Brigman" (639312128) 01:04:06.330 --> 01:04:24.180 Another question that came in during the registration for this particular town hall webinar is when will EVV be enforced by denials and will the date be different for personal care services and skilled? 196 "Emily Brigman" (639312128) 01:04:24.180 --> 01:04:44.180 So the answer to that is I I've alluded to this in the Q and A box as well today. The state is finalizing policy that will lay out a compliance thresholds. So e.g., a compliance threshold expectation means. 197 "Emily Brigman" (639312128) 01:04:44.180 --> 01:05:04.180 What overall compliance level is expected within six months of implementation versus a year after implementation? We do anticipate that the, the clock will start for both of those at the point at which the policy is released. It will, there, it will be communicated. 198 "Emily Brigman" (639312128) 01:05:04.180 --> 01:05:24.180 By HFS provider notice. We'll send emails out. Our sister agencies will send emails out. It's likely that we will have something similar to a town hall webinar to discuss that policy. We do not at this time anticipate implementing any hard claims penalties, so that will. 199 "Emily Brigman" (639312128) 01:05:24.180 --> 01:05:58.940 Mean lack of payment due to a non compliant visit, there will be expectations that providers work to remediate non compliance within a certain time frame and that will be addressed by way of our policy. This will come out by provider notice and through communication to any in scope providers. A more technical question, we are using HHA exchange enterprise, but the claims downloaded from HHA. 200 "Emily Brigman" (639312128) 01:05:58.940 --> 01:06:09.429 Exchange and uploaded into VRFP are not being recognized or accepted. Colby, would you mind addressing that question? 201 "Colby Ward" (1843405312) 01:06:09.429 --> 01:06:25.400 Yeah, so I would recommend going through the client support portal and submitting a ticket to our technical customer care team so that we can better assist you in that specific scenario. We will need to, of course, look at. 202 "Colby Ward" (1843405312) 01:06:25.400 --> 01:06:46.541 Look at the claim that you're generating and understand if the denial is related to something within the HHA exchange setup or if that is something that is outside of HHA exchange, if the setup is correct, then, you'll want to reach out to the specific payer who's. 203 "Emily Brigman" (639312128) 01:06:46.541 --> 01:06:48.840 Within that denial. 204 "Emily Brigman" (639312128) 01:06:48.840 --> 01:07:08.840 Thank you Colby. A question was submitted that stated overtime or hours worked over twelve within one day, additional clarification maybe needed there, and if so, please reach out to hFS.EVV at Illinois. 205 "Emily Brigman" (639312128) 01:07:08.840 --> 01:07:32.330 Dot gov, further explaining what you're inquiring about. The state is not using HHA exchange for provider billing, so we at HFS would recommend that you reach out to the payer. So e.g., if you're a DDD provider and have. 206 "Emily Brigman" (639312128) 01:07:32.330 --> 01:07:51.780 Questions regarding overtime or over hours billing. We recommend you reach out to, to DDD for clarification or guidance there. It's not something over our hours billing and overtime is not something that we are tracking within the HHA exchange system. 207 "Colby Ward" (1843405312) 01:08:06.431 --> 01:08:26.670 So one recommendation I have is just to validate that the caregiver has, precise location enabled for the HHA exchange mobile app. I have seen a few times where somebody does not have precise location and so it's always trying to put them. 208 "Colby Ward" (1843405312) 01:08:26.670 --> 01:08:42.210 Just kind of in the, in the middle of a, of a city or that's nearby or something to that degree. So definitely make sure that precise location is enabled. That's through the settings, the location services settings within the device. 209 "Colby Ward" (1843405312) 01:08:42.210 --> 01:08:59.850 If that is enabled and they're still experiencing that error, I recommend reaching out through our client support portal again, and please have them take a screenshot of their device if possible, when they're doing their clock in and clock out so it can show where their pin is. 210 "Colby Ward" (1843405312) 01:08:59.850 --> 01:09:19.850 As well as if possible to open, you know, something like an Apple apps or google Maps to show where their pin is in that application as a comparison point, that would be very helpful. So again, we obviously can't be in the field with them validating exactly where they are, so. 211 "Colby Ward" (1843405312) 01:09:19.850 --> 01:09:25.724 Screenshots like that are the best, best resource for us to be able to troubleshoot a. 212 "Emily Brigman" (639312128) 01:09:25.724 --> 01:09:57.500 Appropriately. Thank you Colby. I'm going to transition to questions in the Q and A box. Some of these are duplicative or they address the same, same subject matter, so we may skip over a few if if it has already been addressed. Just a reminder that the EVV town halls are intended for all providers who are subject to EVV. 213 "Emily Brigman" (639312128) 01:09:57.500 --> 01:10:32.210 The requirements, understanding that for aggregation of Illinois Department on aging providers and DRS providers, the HFS has has not begun to to receive their data within the HHA exchange system. But as relayed in the HFS provider notice last week regarding delay of IDOA implementation, it might be beneficial for those providers to attend these town hall meetings to review guidance. 214 "Emily Brigman" (639312128) 01:10:32.210 --> 01:10:52.210 This is being provided both during the live town hall webinar and through the materials that are uploaded to the HFS EVV website. You're not required to attend, but we recommend strongly that you consider it. We are continuing these biweekly town hall meetings through the beginning of September. 215 "Emily Brigman" (639312128) 01:10:52.210 --> 01:11:08.130 Member and after that we'll regroup to see, what is coming in to HHA exchange, to HFS, and our sister agencies in the way of provider concerns to better cater content moving forward. 216 "Emily Brigman" (639312128) 01:11:08.130 --> 01:11:26.700 Please continue to submit questions, concerns to HFS.EVV at Illinois.gov that you would like to be addressed in the next three town hall meetings. We have a question. 217 "Emily Brigman" (639312128) 01:11:26.700 --> 01:11:46.700 And Colby I or or other HHA exchange staff, I want you to correct me if I gave any erroneous feedback here. The question comes from an agency, we are still not ready to integrate with a 3rd party vendor. We are trying to set up. 218 "Emily Brigman" (639312128) 01:11:46.700 --> 01:12:06.700 Up for manual upload. However, time zone, time zone is still set to Eastern and grayed out despite submitting tickets. Closed and resolved but not fixed. What should be our next steps? My recommendation for, for concerns like that is to. 219 "Emily Brigman" (639312128) 01:12:06.700 --> 01:12:38.766 Submit a communication to HFS.EVV at Illinois.gov and include the ticket number for the latest ticket number that is, that was closed. That way HFS Bureau of Waiver Operations management staff can escalate the concern to HHA exchange project management staff to investigate what could possibly be going on there, probably consulting with their EDI support staff. Is that pretty accurate there? 220 "Colby Ward" (1843405312) 01:12:38.766 --> 01:12:52.001 Exactly. We, if, if you include the ticket number to HFS and they escalate it to us then we're able to take further steps to. 221 "Emily Brigman" (639312128) 01:12:52.001 --> 01:13:17.450 To get that result for you. Thank you. We had a multifaceted question come in that I addressed, but it relates to accessing caregiver data within the HHA exchange system. And this was discussed during our last town hall meeting. The. 222 "Emily Brigman" (639312128) 01:13:17.450 --> 01:13:39.230 Question is, one part of this was already addressed. Claim payments will not be impacted if data does not align, so we have addressed that. And the 2nd part is, so e.g., we won't see details for missing EVV data if the claim reaches the payer prior to the data. I. 223 "Emily Brigman" (639312128) 01:13:39.230 --> 01:13:59.450 I don't know, about claim reaching the payer prior to the date, to the data being received by HHA exchange. I suppose that might be possible and Colby correct me if I'm wrong, if, a 3rd party system. 224 "Emily Brigman" (639312128) 01:13:59.450 --> 01:14:25.684 Is only sending over data perhaps once a month, but whether you're an EDI provider or using the free HHA exchange option directly, you can go in to look at visit data by caregiver determining on your end whether it aligns to the claims that you're submitting to the payer. Is that a good answer, Colby? Do you. 225 "Colby Ward" (1843405312) 01:14:25.684 --> 01:14:49.350 Do you have anything to add? Yeah, that's exactly right. Everybody has access to an HHA exchange portal, including EDI providers, so you can always double check that your data is there. It's best practice to ensure that your data is in HHA exchange before you submit your claim, even though there is NO claim penalty as Emily mentioned right now. 226 "Colby Ward" (1843405312) 01:14:49.350 --> 01:15:09.350 So, you know, e.g., if you did not get a visit into HHA exchange, but you submit your claim, you won't get denied due to NO EVB, but in order to, you know, be fully in compliance, and, you know, really make sure that you are following best practices. 227 "Colby Ward" (1843405312) 01:15:09.350 --> 01:15:29.350 For EDV and making sure that you're set up for success in the future should anything ever come about in that manner, then you want to just make sure that your visit data is in the system before you submit a claim. So, again, if you are unsure how to choose access your portal, you've lost your credentials, anything to that effect. 228 "Colby Ward" (1843405312) 01:15:29.350 --> 01:15:39.476 Reach out to our client support team through the portal and we'll be able to get you set up with your credentials again, and that way you can validate your data before. 229 "Emily Brigman" (639312128) 01:15:39.476 --> 01:16:07.920 Submitting claim. Thank you Colby. We had a number of concerns from provider agencies regarding collection of full nine digit social security number for caregivers, as discussed in the beginning of this presentation. In order to be a vendor with the state, the, the HHA exchange had to undergo a very extensive. 230 "Emily Brigman" (639312128) 01:16:07.920 --> 01:16:24.540 Security review, our chief security officer, reviews, I believe it's quarterly reports from HHA exchange to ensure, HIPAA compliance, hip trust compliance. 231 "Emily Brigman" (639312128) 01:16:24.540 --> 01:16:44.540 As well during our operational readiness review with federal CMS, there is an extensive security review and security reports submitted beforehand. As this also occurs or will occur during the state's certification process with federal CMS. And additionally. 232 "Emily Brigman" (639312128) 01:16:44.540 --> 01:17:07.795 We we send quarterly reports to CMS regarding security measures. If you visit the federal CMS website, you can see, requirements, security requirements there, what is needed for certification approval. I didn't know Colby, did you have anything to add there regarding security concern? 233 "Colby Ward" (1843405312) 01:17:07.795 --> 01:17:11.519 Nope, nothing else to add for. 234 "Emily Brigman" (639312128) 01:17:11.519 --> 01:17:28.310 My side, that's accurate. Thank you. And again, the state will release a provider notice regarding collection or tracking of caregivers by full social security number, probably by the end of this week. 235 "Emily Brigman" (639312128) 01:17:28.310 --> 01:18:02.720 If not early next week, the deadline for tracking by nine digits, it will be within 90 days of release of that provider notice, so we expect mid October. So keep an eye out for that. It will also be relayed by sister agencies to HFS to their provider basis. There is a question, and I'm not sure I know what this acronym stands for, maybe HHA exchange staff do. How. 236 "Emily Brigman" (639312128) 01:18:02.720 --> 01:18:12.428 Hey, how can we set up H or excuse me, how can we set up FHS notes release? Colby, do you know what that means? 237 "Colby Ward" (1843405312) 01:18:12.428 --> 01:18:16.263 I am not sure. 238 "Emily Brigman" (639312128) 01:18:16.263 --> 01:18:44.310 Okay, I don't know if, if the provider wants to submit a, any clarification, if we don't have time before the end of this webinar, please feel free to submit your question with some clarifying details to hFS.EDV at illinois.gov and we'll try our very best perhaps in coordination with HHA Exchange to answer your question. 239 "Emily Brigman" (639312128) 01:18:44.310 --> 01:19:07.070 Okay, there's a question which Colby I believe you addressed during your presentation that was specific to social security number. Can the social security number be added directly into the HHA exchange system rather than sending it through EDI with every caregiver file, sending the social security. 240 "Emily Brigman" (639312128) 01:19:07.070 --> 01:19:33.180 Number multiple times and each file should be unnecessary once it is in HHA exchange. There's also a question from another provider asking if, now sending the full social security number when it hadn't been sent in the sent in the past would mess up tracking within the portal, so. 241 "Emily Brigman" (639312128) 01:19:33.180 --> 01:19:58.510 Hobby, your initial response was that it can be updated manually within the portal. However, if your vendor does not send the caregiver details again to HHA exchange, and the full SSN is not included, your manual entry will be overwritten by whatever your vendor has sent to HHA Exchange as HHA Exchange uses your vendor as the source of truth. Anything else? 242 "Colby Ward" (1843405312) 01:19:58.510 --> 01:20:26.970 To add there? Yes, so essentially what I'm, what I was relaying is that anything that your vendor sends to us is the source of truth. So, to that point, you can update things manually within HHA, but if we then receive a subsequent record that your vendor sends through the API and any of the data has changed, we are going to use what was sent through the API as the latest data. 243 "Colby Ward" (1843405312) 01:20:26.970 --> 01:20:46.970 To update in the system. So certainly if your vendor is now set up and they're going to be sending full social going forward and you want to go ahead and update it manually in the portal, please feel free to do so. As far as whether that creates any issues if you didn't use. 244 "Colby Ward" (1843405312) 01:20:46.970 --> 01:21:06.970 With the full social before and now you do, it will not create any duplicates or issues because the social security number is not actually the unique keys for a caregiver. There's a different caregiver ID that gets sent from 3rd parties that is used as our unique key to make sure that we are updating. 245 "Colby Ward" (1843405312) 01:21:06.970 --> 01:21:14.016 Records appropriately, so that field will simply just get updated within the existing caregiver profile. 246 "Emily Brigman" (639312128) 01:21:14.016 --> 01:21:33.840 Yeah thank you Colby. We had a question regarding, service facilitation outside the 500 ft range and using community visits. Generally we're tracking. 247 "Emily Brigman" (639312128) 01:21:33.840 --> 01:21:53.840 We're tracking visits within the home of the provider, but if it is out of the 500 ft range, the recommendation is to track as a community visit. Individualized concerns like not seeing your credentials on, on your HHA exchange account. 248 "Emily Brigman" (639312128) 01:21:53.840 --> 01:22:06.930 To confirm API through 3rd party vendor, we HHA exchange in the state recommend using the EDI support portal. 249 "Emily Brigman" (639312128) 01:22:06.930 --> 01:22:26.930 I'm scrolling down, we have a question how this came up during the last town hall webinar as well. How long does it take to get API credentials for the 3rd party? I have a ticket request in since last week and still do not have credentials. The response from HHA exchange. 250 "Emily Brigman" (639312128) 01:22:26.930 --> 01:22:46.930 HHA staff, please feel free to chime in. This could depend on various factors, follow back up on your ticket requests to get an update. If nothing is supplied, please feel free to send the ticket over to the HFS support email and they will forward to HHA exchange. 251 "Emily Brigman" (639312128) 01:22:46.930 --> 01:23:13.730 Again, with communicating unresolved tickets to HFS.EVV at Illinois.gov, it, our response, if you don't send the ticket number would be to ask you for the ticket number because that aids HHA exchange project management staff in investigating the concern. On the state side, the Bureau of Waiver Operations management, we're program focused and we do not have a wealth of. 252 "Emily Brigman" (639312128) 01:23:13.730 --> 01:23:35.600 IT knowledge, to, to aid in resolution of these type of concerns. We had a question regarding materials for this presentation. Again, the materials, the recording, the. 253 "Emily Brigman" (639312128) 01:23:35.600 --> 01:23:58.650 The questions and answers and the, slides should be uploaded within the next couple of weeks. The slides and recording maybe uploaded sooner. Again, we are working to enhance FAQ Q and A on the HFS EVB website to be more user friendly and accessible. 254 "Emily Brigman" (639312128) 01:23:58.650 --> 01:24:16.560 And we also have to update some of the FAQ based on the social security number requirement as well as the delay in IDOA implementation. 255 "Emily Brigman" (639312128) 01:24:16.560 --> 01:24:32.055 Questions regarding managed care ids. What if we have an MCO ID that we cannot enter into the HHA exchange portal because the ID template will not accept it? Colby, can you address that? 256 "Colby Ward" (1843405312) 01:24:32.055 --> 01:24:41.460 Yeah. You should not need to enter a managed care organization ID into the HHA exchange portal. 257 "Colby Ward" (1843405312) 01:24:41.460 --> 01:24:57.450 I, you may want to submit a ticket to our client support portal and include a screenshot of what exactly you're referencing. The contracts are loaded on your behalf, so it would be. 258 "Colby Ward" (1843405312) 01:24:57.450 --> 01:25:16.890 The steps that I showed when I was entering a member, I added a contract to the page and it was just a dropdown of the names of the contract, so again, I think that maybe one that you'd want to submit to our client support portal and include a screenshot of what you're referencing exactly so we can assist a little bit further. 259 "Emily Brigman" (639312128) 01:25:16.890 --> 01:25:35.130 Thank you Colby. There's a follow up to G0156. Codes are now giving an unknown error for the ones that were previously rejected. 260 "Colby Ward" (1843405312) 01:25:41.218 --> 01:25:58.474 If you're getting a rejection message still, please go ahead and submit that to our EDI support team on the client support portal. We'll be happy to have our team take a look at what that new rejection is that you're seeing. We certainly wanna. 261 "Emily Brigman" (639312128) 01:25:58.474 --> 01:26:16.140 Dig into that further. Thank you, Colby. This seems more like a question for the state. Can you please confirm that confirm that MCO home care, personal care services will go live on EVV eleven one? 262 "Emily Brigman" (639312128) 01:26:16.140 --> 01:26:35.940 If so, our mcos being asked to transmit their authorizations to HHA Exchange, EDI as they do in other states? Well, in Illinois, only customers enroll or only customers being served by. 263 "Emily Brigman" (639312128) 01:26:35.940 --> 01:26:55.940 Illinois Department on aging and division of rehabilitation services are enrolled with managed care organizations or those receiving state plan home health services. Otherwise, managed care organizations are only covering the medical component. So if we're talking. 264 "Emily Brigman" (639312128) 01:26:55.940 --> 01:27:15.940 Talking specifically about Illinois Department on Aging and Division of rehabilitation services, the whenever the revised implementation date is for Illinois Department on aging, the managed care organizations will have already started sending authorizations for those services. 265 "Emily Brigman" (639312128) 01:27:15.940 --> 01:27:39.240 We should expect to have Illinois department or excuse me division of rehabilitation authorizations ahead of their go live and for home health services, for individuals enrolled with managed care organizations, we are already receiving authorizations from the managed care organizations. 266 "Emily Brigman" (639312128) 01:27:39.240 --> 01:28:02.366 How do we handle authorizations that auto populate from managed care organizations that are not up to date with the current authorization that we currently have? How quickly are authorizations updated from the mcos? I don't personally have an answer to that HHA exchange. Can you address that? 267 "Colby Ward" (1843405312) 01:28:02.366 --> 01:28:04.770 At all. 268 "Colby Ward" (1843405312) 01:28:04.770 --> 01:28:24.770 I can address how quickly they're updated. We do receive a file from the mcos on a daily basis with the authorizations. So every, you know, presumably they're probably about a 24 to 48 h delay potentially between their system and our system just. 269 "Colby Ward" (1843405312) 01:28:24.770 --> 01:28:57.456 Based on timing of receiving and loading the files. But if the details of the authorization itself is incorrect, you would want to reach out to the MCO directly. If you reach out to HAJ Exchange on details of an authorization, we will refer you back to the payer. Reason being is that we are just the technology vendor, so we do not have any insight into what the correct authorization details should be. So that should certainly be addressed with the payer if the details themselves are incorrect. 270 "Emily Brigman" (639312128) 01:28:57.456 --> 01:29:17.900 Okay thank you Colby. We will address any unanswered questions and upload those responses to the HFS EVB website. All of the folks who attended today will see receive an email community. 271 "Emily Brigman" (639312128) 01:29:17.900 --> 01:29:37.900 When those materials are uploaded to the EBV website. In the meantime, if you have an outstanding question that requires resolution, if it's technical in nature, we recommend you use HHA Exchange Client Support portal. If it's a policy related. 272 "Emily Brigman" (639312128) 01:29:37.900 --> 01:29:54.030 Question, please reach out to HFS.EVV at Illinois.gov, and if you have tickets that are getting closed without resolution, again, feel free to forward those to hFS.EVV at illinois.gov. 273 "Emily Brigman" (639312128) 01:29:54.030 --> 01:30:14.030 Please include the ticket number. Thank you very much for attending today. We will see you in a couple of weeks. 274 "Emily Brigman" (639312128) 01:30:14.030 --> 01:30:34.030 Okay, uh. 275 "Emily Brigman" (639312128) 01:30:34.030 --> 01:30:37.980 Okay.