WEBVTT 1 "Brigman, Emily" (2516662784) 00:00:02.737 --> 00:00:24.799 So some introductory comments. Again, the slides and the recording will be available after we get through. I estimate, probably sometime mid week, next week, and we will issue a notification on the availability of those documents through our EBV list serve. 2 "Brigman, Emily" (2516662784) 00:00:24.799 --> 00:00:44.799 On the call today, we have Department of Healthcare and family services staff. We have Division of specialized care for children's staff, our department on aging staff representatives from the Division of Rehabilitation Services and our partners at HHA exchange. 3 "Brigman, Emily" (2516662784) 00:00:44.799 --> 00:01:04.799 The format for today's webinar will begin with contents specific to department on aging community care program providers, and division of rehabilitation services home health care and in home care, providers by in home care. 4 "Brigman, Emily" (2516662784) 00:01:04.799 --> 00:01:24.799 Here I mean homemaker agencies, and specifically with division of rehabilitation services, we are talking about home services program providers. After we get through content specific to DOA and doors, we will. 5 "Brigman, Emily" (2516662784) 00:01:24.799 --> 00:01:49.910 We'll concentrate our content on, informational slides for provider agencies who are already in scope for the free state solution, the free option through HHA exchange. Specifically, I mean division of specialized care for children providers. 6 "Brigman, Emily" (2516662784) 00:01:49.910 --> 00:02:07.890 Division of developmental disability providers and state plan home health providers. Those providers billing Illinois Medicaid and managed Care organizations. So. 7 "Brigman, Emily" (2516662784) 00:02:07.890 --> 00:02:27.890 Recognizing that a lot of the attendance today is concentrated on division of rehabilitation services providers and department on aging providers, we decided to start with content specific to those providers. We know that. 8 "Brigman, Emily" (2516662784) 00:02:27.890 --> 00:02:45.780 There have been a, a lot of communications to HFS department on aging and doors, asking about availability of the free HHA exchange solution. And today we're going to talk about how the state has been. 9 "Brigman, Emily" (2516662784) 00:02:45.780 --> 00:03:05.780 Planning for that availability. I can see questions coming in in the Q and A on integration of 3rd party software. We will get into that and we'll talk about timelines for educational sessions specific to department on aging and division of rehability. 10 "Brigman, Emily" (2516662784) 00:03:05.780 --> 00:03:36.560 Services providers, training, et cetera, and a tentative go live time frame. In the background over the last several months and, and moving forward, state agencies have been in collaborative meetings to prepare for the availability of the HHA exchange free solution to department on aging and doors providers. We. 11 "Brigman, Emily" (2516662784) 00:03:36.560 --> 00:03:59.420 Are working to navigate things like data exchange, communication of customers who are in scope, communication of providers in scope, how to establish fair and reasonable time frames for provider agencies who. 12 "Brigman, Emily" (2516662784) 00:03:59.420 --> 00:04:19.420 Which to maintain their 3rd party vendors and integrate those vendors with HHA exchange. So we're thinking about a lot and we may not be able to address all of your questions today, but please submit them because we will take those into account when we develop a frequently asked questions document for. 13 "Brigman, Emily" (2516662784) 00:04:19.420 --> 00:04:50.029 Providers, and to address during informational sessions that Colby Ward with HHA Exchange will talk about shortly. Again, we're working diligently in the background. We are meeting weekly, what we refer to as discovery meetings, to navigate provider enrollment processes, training, integration, data exchange, and. 14 "Brigman, Emily" (2516662784) 00:04:50.029 --> 00:05:12.349 And considering, current scenarios for provider agencies. I'll talk about that a little further shortly, so again, we will release a frequently asked questions document after we, review all questions. 15 "Brigman, Emily" (2516662784) 00:05:12.349 --> 00:05:32.349 Been submitted. I see a question in the Q and A box. How does data exchange work? Well, we at HFS transmit customer demographics to HHA exchange, and our department on aging, tech staff as well. 16 "Brigman, Emily" (2516662784) 00:05:32.349 --> 00:05:52.349 As our division of rehabilitation tech staff will communicate customer demographics as well as in addition to provider enrollment data from our impact system. All of that data exchange helps to ease the process for providers in U. 17 "Brigman, Emily" (2516662784) 00:05:52.349 --> 00:06:01.559 Utilizing the HHA exchange system. It's much more complicated than that, but a basic summary for you. 18 "Brigman, Emily" (2516662784) 00:06:01.559 --> 00:06:21.559 We want to acknowledge the history of EVV for DOA indoors providers. EVV is nothing new especially for homemaker agencies, state legislation referred to as the Smart Act or safe Medicaid access. 19 "Brigman, Emily" (2516662784) 00:06:21.559 --> 00:06:56.029 S and resources together Act came into play over a decade ago. That required electronic ve verification usage for homemaker agencies, and division of rehabilitation services at that time secured their own EVV aggregator referred to as sand data. Department on aging, also implemented EVV requirements requiring homemaker agencies to secu. 20 "Brigman, Emily" (2516662784) 00:06:56.029 --> 00:07:25.909 They're their own 3rd party vendors, so there's a little bit of difference between policy for those two agencies. HFS cannot address DOA or doors EVV policy. We'll get through slides that share contacts for those two agencies. We do know that department on aging and doors both have separate policies at. 21 "Brigman, Emily" (2516662784) 00:07:25.909 --> 00:07:45.909 The state Medicaid agency, we will work with all of our operating agencies including those who are already in scope to implement consistent processes for EVV as far as policy requirements and options for EVV usage, whether it be. 22 "Brigman, Emily" (2516662784) 00:07:45.909 --> 00:08:11.059 3rd party vendor or use of the free HHA exchange solution. I mentioned earlier in the presentation federal legislation that's referred to as the 21st century Cures Act, and that required all Medicaid funded personal care service and home healthcare services providers to use EVV. So for doors. 23 "Brigman, Emily" (2516662784) 00:08:11.059 --> 00:08:26.129 In particular, under their waivers, they do offer home health as a waiver service, and as such expanded EVV requirements to home health providers serving their home services program customers. 24 "Brigman, Emily" (2516662784) 00:08:26.129 --> 00:08:57.499 I referenced DRS securing their own EVV vendor, San data when the Smart act went into effect, so that was over a decade ago. I want to acknowledge DRS policy as it stands now, which is that provider agencies, homemaker, and home health, with under ten staff. 25 "Brigman, Emily" (2516662784) 00:08:57.499 --> 00:09:28.939 Stuff are able to utilize SAN data at NO cost. Providers with more than ten staff need to secure their own 3rd party vendor and integrate that vendor with SAN data for aggregation. This is a scenario that we are considering when we work through discovery for onboarding of DOA indoors providers and I'll I'm alluding to that now and I'll talk a little bit more about it as I move through my slides. 26 "Brigman, Emily" (2516662784) 00:09:28.939 --> 00:09:49.879 I mentioned earlier consideration of all current scenarios for DOA indoors providers. We will be prepared at the point of future educational sessions to address those scenarios and we are considering that as far as establishment of fair and reasonable time frames. 27 "Brigman, Emily" (2516662784) 00:09:49.879 --> 00:10:17.899 For integration and or training caregiver staff to use the free HHA exchange solution. If you have questions regarding DOA endorse EVV policies at this time, we've included their EVV inbox email addresses on this slide. Again, as a reminder, we will will share these slides and the recording at. 28 "Brigman, Emily" (2516662784) 00:10:17.899 --> 00:10:42.859 Probably next week through our list serve mess mechanism. HFS as the state Medicaid agency, wants to ensure consistency and in policy and processes, as I said before, we recognize that provider agencies maybe serving more than one state payer. So. 29 "Brigman, Emily" (2516662784) 00:10:42.859 --> 00:11:02.859 So e.g., there maybe a provider agency offering both home health services and homemaker services. A provider agency maybe serving DOA and doors customers. They could even be serving DOA doors, DDD or DSCC customers. So we want. 30 "Brigman, Emily" (2516662784) 00:11:02.859 --> 00:11:26.299 Want to make sure that policy requirements for providers are are fairly consistent to avoid avoid conflicts between state payers. We at, at the state must review our policies with CMS, federal CMS, Federal Centers for Medicare and Medicaid at the point of our EVV sur. 31 "Brigman, Emily" (2516662784) 00:11:26.299 --> 00:11:46.299 Certification review. The EVV certification review for the state is necessary to maintain federal funding for home and community based waiver services and Medicaid services. At CMS will ask us. 32 "Brigman, Emily" (2516662784) 00:11:46.299 --> 00:12:10.919 How our policies promote compliance with the 21st century Cures Act and the visit elements required under this 21st century Cures Act. E.g., capturing start and end time of service, what type of service is being provided, where it's being provided, who is providing it, and who they are providing it to? 33 "Brigman, Emily" (2516662784) 00:12:10.919 --> 00:12:34.759 I talked earlier about expanding the HHA exchange free solution to DOA doors providers and how, and preparing for that we've been meeting regularly. We meeting HFS department on aging, and division of rehability. 34 "Brigman, Emily" (2516662784) 00:12:34.759 --> 00:12:54.759 Patient services and HHA exchange. Provider agencies serving DOA or DRS customers will be offered the choice of using HHA exchange at NO cost. Or they may maintain their current 3rd party EVV vendor. 35 "Brigman, Emily" (2516662784) 00:12:54.759 --> 00:13:13.829 We recognize that some agencies have been using those 3rd party vendors for quite some time, and there maybe services those 3rd party vendors offer that are not covered by the free HHA exchange solution. E.g.. 36 "Brigman, Emily" (2516662784) 00:13:13.829 --> 00:13:34.849 Billing, right now is not in scope for HHA exchange. I'll talk a little bit more about that as we move forward throughout this presentation. Provider agencies may also use 3rd party vendors for timekeeping and. 37 "Brigman, Emily" (2516662784) 00:13:34.849 --> 00:14:09.229 And capturing benefit time for their caregivers. Those, those options are not available with the free HHA exchange solution and we'll go more in depth on the differences between at cost vendors and HHA exchange during informational sessions that Colby will talk about in her presentation. I want to recognize that provider agencies maybe serving customers in. 38 "Brigman, Emily" (2516662784) 00:14:09.229 --> 00:14:39.829 More than one state. So e.g., we, you might be a homemaker agency serving customers in Illinois and, let's say Missouri. In Illinois, the HHA exchange solution is to be utilized for service provision to all of your customers regardless of whether you're billing department on aging or a managed care organization. Some other state. 39 "Brigman, Emily" (2516662784) 00:14:39.829 --> 00:14:59.829 Dates require man managed care organizations to have their own 3rd own EVV vendors with provider agencies using those vendors. That is not the case in Illinois. You will either utilize the HHA exchange solution for, all of your. 40 "Brigman, Emily" (2516662784) 00:14:59.829 --> 00:15:23.089 Your customers or you will maintain your 3rd party EVV vendor and integrate all visit data with HHA exchange. The state will explore use of the free HHA exchange solution for transmission of. 41 "Brigman, Emily" (2516662784) 00:15:23.089 --> 00:15:43.089 Billing to certain state payers. And we will do that after we get through the onboarding of DOA and doors providers. That is a very complex territory to navigate for the state because all of our home and community based waiver. 42 "Brigman, Emily" (2516662784) 00:15:43.089 --> 00:16:03.089 Operating agencies have different billing processes, and we recognize mcos as a component for some of our programs like DOA and doors. So we will start to explore that option after we get through the onboarding for department on aging. 43 "Brigman, Emily" (2516662784) 00:16:03.089 --> 00:16:08.189 The Endor's providers. 44 "Brigman, Emily" (2516662784) 00:16:08.189 --> 00:16:28.189 I want to emphasize again that there will be two options, use of the free HHA exchange solution at NO cost or maintaining a 3rd party vendor and integrating that vendor with HHA exchange. The expectation is that. 45 "Brigman, Emily" (2516662784) 00:16:28.189 --> 00:16:45.179 But if you are unable or your 3rd party vendor is unable to, into complete integration with HHA exchange, that you will transition to utilizing the free HHA exchange solution. 46 "Brigman, Emily" (2516662784) 00:16:45.179 --> 00:17:05.179 There has been a lot of interest in when HHA exchange will become available to DOA indoors providers, whether available for free use excuse me or to integrate a 3rd party vendor with HHA. 47 "Brigman, Emily" (2516662784) 00:17:05.179 --> 00:17:20.849 Exchange. We are planning for availability in the spring of 2026. We don't have an exact date to share and that is because we are continuing to plan in the background. We. 48 "Brigman, Emily" (2516662784) 00:17:20.849 --> 00:17:40.849 Want to make this transition fair and reasonable. And in fact federal requirements suggest to states that they ensure statewide EVV implementation be minimally burdensome to providers. So. 49 "Brigman, Emily" (2516662784) 00:17:40.849 --> 00:18:00.849 Colby will go a little bit more in depth on time frames and preparing for, the availability of HHA exchange, what processes will lead up to that, but we are planning to make it available in the spring of 2026 and there will be lots more information to. 50 "Brigman, Emily" (2516662784) 00:18:00.849 --> 00:18:20.849 To come. I talked in the beginning of this presentation about how we may not be able to address every single one of your questions today, but we will look at all of those questions and work to address them in a frequently asked questions document as well as in future educational sessions. 51 "Brigman, Emily" (2516662784) 00:18:20.849 --> 00:18:38.309 At HFS, we've had a lot of lessons learned through implementation of EVV for our state plan home health, DSCCC, and DDD providers. And by lessons learned I mean. 52 "Brigman, Emily" (2516662784) 00:18:38.309 --> 00:18:58.309 Recognizing the time it may take for a 3rd party vendor to complete integration activities with HHA exchange. And for users of the free HHA Exchange solution, the time that it takes to learn how to use the system, learn how to use mobile application. 53 "Brigman, Emily" (2516662784) 00:18:58.309 --> 00:19:18.309 Train staff, inter caregiver staff into the HHA exchange solution and to navigate issues like transmission errors between 3rd party vendors and HHA exchange. We are cons. 54 "Brigman, Emily" (2516662784) 00:19:18.309 --> 00:19:38.309 Considering current DOA endorsed requirements for provider agencies and the need to map out transitional guidance for each scenario, as we prepare for availability of HHA exchange. So again, that might include. 55 "Brigman, Emily" (2516662784) 00:19:38.309 --> 00:19:55.889 Establishing fair and reasonable time frames for providers with existing 3rd party vendors to complete integration activities with HHA exchange. And for DOA or excuse me, for doors providers using sand data. 56 "Brigman, Emily" (2516662784) 00:19:55.889 --> 00:20:15.889 Acknowledging that there will be a learning curve as far as transitioning from use of sand data to use of the free HHA exchange solution. How should DOA endors provide. 57 "Brigman, Emily" (2516662784) 00:20:15.889 --> 00:20:37.099 1st prepare. Please, please sign up for EVV provider notices and email notifications. The link in this slide will take you to the HFS subscription page. There you will select electronic visit verification and submit, and from there you will. 58 "Brigman, Emily" (2516662784) 00:20:37.099 --> 00:21:04.909 To be signed up for all HFS provider notices and EVV specific email notifications. Please ensure that your contact information is up to date with doors and DOA. Each of those agencies have their own list serve communications and if if you aren't sure whether they have all administrative contact info. 59 "Brigman, Emily" (2516662784) 00:21:04.909 --> 00:21:30.649 Information for your agency, please reach out to them and make sure that they they have that. At the state, we leverage a lot of data from the impact system. We encourage you to ensure that you are active and have current business eligibility within the impact system. And there as well, please ensure that your administrative contact information is up to date. 60 "Brigman, Emily" (2516662784) 00:21:30.649 --> 00:21:50.649 At HFS we've utilized administrative email addresses and residential address addresses or business addresses to send out snail mail and communications regarding EVV. So please make sure your contact information is up to date there as well. 61 "Brigman, Emily" (2516662784) 00:21:50.649 --> 00:22:03.101 I am going to turn the DOA and doors portion of the presentation over to Colby with HHA exchange. 62 "Colby" (3015516160) 00:22:03.101 --> 00:22:30.669 Perfect. Thanks Emily. Hi everybody, my name is Colby Ward, Director of customer success with HHA exchange. Many of you have probably heard me on these town halls before, but I've been working with HFS and the various operating agencies throughout the life of the project. For the 1st part of this session on the HHA side, we're gonna be elaborating more as Emily stated on. 63 "Colby" (3015516160) 00:22:30.669 --> 00:22:50.669 On the DOA and doors upcoming implementation. But before I jump in, I do have a couple of slides just to level set. I know that we oftentimes use acronyms and terminology that differs state to state, so potentially some of the things that I say may not reson. 64 "Colby" (3015516160) 00:22:50.669 --> 00:23:10.669 Nate at 1st with the Illinois providers on the call, so I just wanna familiarize you all with the acronyms and terminology I'll be using. EVV being electronic visit verification, home HHCS referred to as home health care services. EDI is a common one. 65 "Colby" (3015516160) 00:23:10.669 --> 00:23:40.609 That I use frequently to describe a provider who has a 3rd party system or an alternate EVV system. API is that application programming interface. This is how the data is transmitted from a 3rd party system to HHA exchange via an API. RIN is the recipient identification number. I may also refer to that as Medicaid ID if we mention that. 66 "Colby" (3015516160) 00:23:40.609 --> 00:24:03.019 At any point throughout the presentation. And then of course we have the HFS acronym here for healthcare and family services, as well as each of the operating agencies and may refer to them by their acronyms. Next slide Emily. And then just terminology wise quickly. 67 "Colby" (3015516160) 00:24:03.019 --> 00:24:25.769 And the terms on the left hand side are what I frequently use, but just to level set with everyone, when I say payer, that is generally referring to the state or the MCO or the contract could also be the operating agency. Member could be referred to as client or customer or patient. 68 "Colby" (3015516160) 00:24:25.769 --> 00:24:41.789 When I say provider, I'm referring to the agency. I know many say provider as referring to the person providing the services or the caregiver. So just to be very clear, if I say provider, I'm referring to agency. 69 "Colby" (3015516160) 00:24:41.789 --> 00:25:01.789 The caregiver could also be referred to as workers, service provider, nurse, and then as I mentioned EDI, I may also refer to as 3rd party or alternate EVVB. Okay, so let's get into the DOA endores. 70 "Colby" (3015516160) 00:25:01.789 --> 00:25:21.789 Onboarding overview. The next slide is going to show what we see as the steps for providers who will be onboarding with DOA endors. If you did onboard for any of the other programs that are already live, these steps are going to feel very familiar to you. 71 "Colby" (3015516160) 00:25:21.789 --> 00:25:46.219 So if we wanna go to the next slide, Emily, I'll jump into that. So, as Emily stated, looking ahead to the very last stop on this timeline all the way to the right, we're looking at an early spring 2026 go live right now. The state, as well as HHA exchange and the operating agencies are working together to. 72 "Colby" (3015516160) 00:25:46.219 --> 00:26:16.589 A formalized a date, a firm go live date that we'll share coming very soon. But these are the timelines generally that we're looking to follow. So working backwards, back on the left side, starting this fall, the very 1st thing that all agencies who are identified as being homemaker agencies with DOA or homemaker and or home health agencies with doors will receive a welcome letter. 73 "Colby" (3015516160) 00:26:16.589 --> 00:26:36.589 The welcome letter is meant to kick off the project for the agencies, give you an introduction to what we are looking to do, give you the go live date that we are working towards and give you information on how to get signed up for our information set. 74 "Colby" (3015516160) 00:26:36.589 --> 00:26:56.589 Sessions. Those information sessions will follow fairly shortly after, after that welcome letter comes out, we will have several options for providers to attend the info sessions virtually. They will all be the same session repeated so that we allow for different couns. 75 "Colby" (3015516160) 00:26:56.589 --> 00:27:30.319 Calendars and spots. We know that will be somewhat around the holidays although we will obviously try to avoid the key weeks there, but we will make sure that there are many options for folks to choose from. That information session will be happening, like I said in the fall and winter 2025, so yet this calendar year will hold those. In those sessions you're going to hear about the full timeline of the implementation. You'll get. 76 "Colby" (3015516160) 00:27:30.319 --> 00:28:00.589 Some information about the free solution that is being offered so that you can start to evaluate if that is something that your agency wants to pursue. You'll also get information in that session about what to do if you are keeping your 3rd party system, how do you integrate with us? How do you kick start that process? And then we'll be looking for folks to after that session, start filling out the enrollment form if you haven't. 77 "Colby" (3015516160) 00:28:00.589 --> 00:28:20.589 Already. We know many folks wait to fill out the enrollment form until that information session because you'll be looking to see what the free solution offers and that's fine. But after that there will be a very clear call to action that if you have not done that yet, we will want you to do that as quickly as possible so that we can. 78 "Colby" (3015516160) 00:28:20.589 --> 00:28:44.789 Put you on the right training and engagement route from there. That enrollment form is going to allow you to tell us if you're going to be a 3rd party user or if you're going to use the state sponsored system again so that we can put you on the right track for training and additional outreach leading up to the go live. 79 "Colby" (3015516160) 00:28:44.789 --> 00:29:04.789 In the new year, we will be giving access to our learning management system and putting everyone again on the right track dependent on whether you are 3rd party or are going to use the free solution. We will also hold training webinars where you can attend and ask. 80 "Colby" (3015516160) 00:29:04.789 --> 00:29:28.249 Questions live to our support staff. You will also get access ahead of the go live to the system in order to start your pre go live activities, things like making sure your caregivers are set up and have access to the mobile app if you're using our free solution. You'll also be able to view your data to. 81 "Colby" (3015516160) 00:29:28.249 --> 00:29:59.599 Make sure all of your members and your authorizations are present and be able to do follow up with the appropriate payers or operating agencies as necessary. And then ultimately in that early spring time frame that we're looking at, we'll have our go live and that will be when official use of the EVV system is expected. That will be for both the free state state sponsored users excuse me, as well as 3rd party. 82 "Colby" (3015516160) 00:29:59.599 --> 00:30:11.219 Users by that time we would expect 3rd parties to be integrated and to start sending data. 83 "Colby" (3015516160) 00:30:11.219 --> 00:30:31.219 Think we can go to the next slide Emily. So the next few slides I'm gonna talk about are just the multiple different types of providers that I've mentioned and a few things to get you started of what to think about. So we're gonna start with alternate EVV providers here with your integration strategy. 84 "Colby" (3015516160) 00:30:31.219 --> 00:30:51.829 Then we'll talk a little about state sponsored providers or those considering the state sponsored option. We know for DOA indoors, there's nobody on the state sponsored option today, so that'll just be talking about getting you started to think about that. And then I'll also acknowledge those who are using the HHA exchange, enterpris. 85 "Colby" (3015516160) 00:30:51.829 --> 00:31:10.949 Enterprise solution today for DOA or doors. You know, that option still exists after our go live as well and I want to make sure that you all have information on what's going to happen and what things we will provide you so that, you know, you're successful with this go live as well. So. 86 "Colby" (3015516160) 00:31:10.949 --> 00:31:30.949 For the integrated providers or 3rd party providers, as I mentioned, that welcome letter is gonna go out that will contain the enrollment survey, and if you are confident that you're going to stick with your 3rd party system, you'll go ahead and fill that out and let us know as soon as possible that you. 87 "Colby" (3015516160) 00:31:30.949 --> 00:32:05.599 You are going to stay with your 3rd party system. That enrollment form form will ask who your 3rd party is so that we can know that. And then it will give you instructions on how to continue through the process. We have already developed a getting started checklist for alternate EVV providers. Today, this is being used by those who are already live in the home health programs or for DDD PSW services, but you can start familiarizing yourself. 88 "Colby" (3015516160) 00:32:05.599 --> 00:32:36.709 You do not need to start these steps now, but you can familiarize yourself with what they are and start looking at our general data processing flows if you would like to. The checklist is going to lead you through step by step what you'll need to do, what your vendor will need to do, et cetera. And then on the next slide, which we don't have to go there yet, but if your vendor is not on the next slide, worth Epic is your EVV system. 89 "Colby" (3015516160) 00:32:36.709 --> 00:33:02.869 You will want to get started as soon as possible after that welcome letter is submitted. For any new vendor who we have not integrated with yet in Illinois, the testing timeline is really dependent on that vendor. We have a few prerequisites on our side, usually takes about five business days we say to get everything set up for you to start testing. But after that. 90 "Colby" (3015516160) 00:33:02.869 --> 00:33:22.869 Point getting the test cases completed and the test results sent back to the, to us is vendor dependent. Some vendors are very quick and do that within a week and some vendors take several months. So we just want to put that information in your mind now if you're thinking that you're going to be integrated with a 3rd party. 91 "Colby" (3015516160) 00:33:22.869 --> 00:33:38.099 Vendor. Again, if your vendor is not on the next slide or is epic, you or a proprietary system, you really want to think about starting as soon as you get the welcome letter to make sure you meet the go live date. 92 "Colby" (3015516160) 00:33:38.099 --> 00:33:58.099 So next slide. So these are the vendors currently integrated with HHA exchange. As Emily mentioned, these slides will be sent out to everyone after the presentation, so you do not need to frantically look through this. You can check when you receive the slides and make sure that your system is on. 93 "Colby" (3015516160) 00:33:58.099 --> 00:34:18.099 On there or if it's not, you know, you'll know that you need to get started as quickly as possible. For those who are on here, who have a vendor who is on here, how it works is you, you basically fill out the enrollment form and the attestation and that generates a ticket for us. We know. 94 "Colby" (3015516160) 00:34:18.099 --> 00:34:29.309 Know that this is a vendor who we've already integrated with and so we automatically issue production credentials so it's much quicker. 95 "Colby" (3015516160) 00:34:29.309 --> 00:34:49.309 Alright, so changing gears to the free solution, again in the welcome letter, there is that provider enrollment survey where you will be able to designate if you're a state sponsored user or if you want to be. You do need to or if you need to, 1st review what the state's. 96 "Colby" (3015516160) 00:34:49.309 --> 00:35:07.949 Sponsored option is. You can wait until the information sessions where we are going to go through what the state sponsored solution offers and how it works in order to fill out your survey, so you're, you're welcome to wait until then. Just make sure if you're interested that you definitely. 97 "Colby" (3015516160) 00:35:07.949 --> 00:35:27.949 Sign up, attend, have the right folks attend the information session to make that decision for you. And then similarly, we do have a getting started checklist for state sponsored users, so if you do decide that that's the route you wanna go, you'll be able to follow a checklist that takes you through the steps. 98 "Colby" (3015516160) 00:35:27.949 --> 00:35:57.769 The basic steps to get to go live. These will also be discussed during training, but this is a nice handy resource as you're working to get your system set up. And then one thing to note is just that if you do have a contract with another vendor currently and your agency is considering using the state sponsored system, it will be up to your agency to coordinate that change with your current vendor, and, and you don't have to start using the state sponsored. 99 "Colby" (3015516160) 00:35:57.769 --> 00:36:17.099 System as of our go live date. Anytime after the go live date agencies are welcome to switch to using that state sponsored system. So if your current contract with your vendor ends next June, you could start using the state sponsored system next June. Just as an example. 100 "Colby" (3015516160) 00:36:17.099 --> 00:36:40.369 Next slide. And then for those using the HHA enterprise or HHA paid solution today, you will receive a welcome letter. You will not need to fill out the enrollment survey. We already know who you are, so NO need to do that. 101 "Colby" (3015516160) 00:36:40.369 --> 00:37:00.369 And at the time of go live, your system will simply be linked with the appropriate contracts within HHA exchange, and those members and authorizations will come in from those contracts for you to start using as of the go live date. We will provide very specific instance. 102 "Colby" (3015516160) 00:37:00.369 --> 00:37:15.389 Instructions to those using the enterprise solution on transitioning from your internal contracts to your linked contracts, how best to merge member records, anything you need to know about billing on the. 103 "Colby" (3015516160) 00:37:15.389 --> 00:37:34.919 Linked contracts et cetera. So we will share that with you all at a later date. We obviously don't have all that information yet. As Emily said, we're very much in this early discovery phase and making sure that we're moving in the right direction as far as making it a successful system for everybody. 104 "Colby" (3015516160) 00:37:34.919 --> 00:37:54.919 But more information to come, that to just to say in total for the, those paid users, you know, we will provide you how you're gonna move from internal to linked effectively. And if you are curious about the state sponsored portal, please attend the information session. 105 "Colby" (3015516160) 00:37:54.919 --> 00:38:23.837 Then so that you can learn more about what the state sponsored portal offers, and if you'd like to make a transition to that, we can certainly coordinate that again similar to, the, the previous slide. If there are contracts in place, we have to work with the contract dates, but, certainly anybody can switch to the state sponsored portal if they choose. Okay. 106 "Brigman, Emily" (2516662784) 00:38:23.837 --> 00:38:53.380 Thank you, Colby. That concludes our content that is specific to DOA and doors. Again, I know there are a lot of questions regarding transitions to policy, the need for additional information. Please await welcome letters regarding the onboarding process and education regarding the free state solution. 107 "Brigman, Emily" (2516662784) 00:38:53.380 --> 00:39:13.700 Integration timelines et cetera. We are continuing to plan for this on the state side, and we will hopefully address all questions posed during today's presentation through a frequently asked questions document and during the. 108 "Brigman, Emily" (2516662784) 00:39:13.700 --> 00:39:33.700 Informational sessions that Colby discussed. There is also a lot of contact information throughout this presentation. If you have questions regarding current DOA endorsed policy, if you have an interest in exploring the HHA exchange, Illinois information. 109 "Brigman, Emily" (2516662784) 00:39:33.700 --> 00:40:00.000 Information page. There is contact information for HHA exchange on their information page as well. So we will transition to the content specific to DSCCC, DDDD and state plan home health providers. For DDD, this also includes personal support worker agencies. 110 "Brigman, Emily" (2516662784) 00:40:00.000 --> 00:40:23.180 I want to do a little recap of our 16 June town hall webinar. For some of you you may recall, we were doing bi monthly webinars in 2024. We have transitioned to quarterly webinars, in our 1st quarterly webinar of 2020. 111 "Brigman, Emily" (2516662784) 00:40:23.180 --> 00:40:43.180 Five, we went over current state program EVV policies, so HFS, DSCCC, and DDD EVV policies. Colby covered state compliance monitor or excuse me, HHA exchange compliance reports. 112 "Brigman, Emily" (2516662784) 00:40:43.180 --> 00:41:00.390 And at the state, we went over how we had been monitoring compliance for providers since the 912023 implementation for DDD personal support workers and the twelve. 113 "Brigman, Emily" (2516662784) 00:41:00.390 --> 00:41:20.390 31 2023 implementation for state plan, DSCCC and DDD home health providers. We try each town hall to go over implementation timelines by state payer. Today we introduced. 114 "Brigman, Emily" (2516662784) 00:41:20.390 --> 00:41:37.590 A new timeline for new provider populations in addition to those who are currently in scope. We also talked about the importance of maintaining active impact enrollment. One issue we talked about relevant to impact enrollment. 115 "Brigman, Emily" (2516662784) 00:41:37.590 --> 00:41:57.590 Was ensuring that your tax identification number in impact aligns with the tax identification number that you reported during enrollment with HHA exchange. We talked about electronic data interchange processes specifically what it entails. 116 "Brigman, Emily" (2516662784) 00:41:57.590 --> 00:42:26.480 To integrate your 3rd party vendor with HHA exchange. And we talked about MCO authorizations, how to navigate when there is an missing MCO authorization or perhaps the MCO authorization expired or was rejected by HHA exchange and processes for provider driven placement, meaning going. 117 "Brigman, Emily" (2516662784) 00:42:26.480 --> 00:42:55.610 Into the system and placing the provider independent of an MCO authorization. As a reminder, providers should be utilizing MCO authorizations to place members in the HHA exchange system and I'm including provider agencies with 3rd party vendors in that scenario. Regardless of whether you use a 3rd party system, you still have access to the free HHA so. 118 "Brigman, Emily" (2516662784) 00:42:55.610 --> 00:43:21.950 Solution and your own portal within the HHA exchange solution. We also talked about maintaining administrative users contact information. Each provider agency when they sign up or complete enrollment with HHA exchange, interests contact information for an administrative user, and that in. 119 "Brigman, Emily" (2516662784) 00:43:21.950 --> 00:43:41.950 Individual has the capacity in the HHA exchange system to add additional administrative users. We understand that there may have been turnover in your agency. Perhaps you're a new administrator for that agency and prior to the your your predecessor leaving. 120 "Brigman, Emily" (2516662784) 00:43:41.950 --> 00:43:57.270 They didn't transition over, to new administrative contacts or add additional administrative users. You will need to submit a ticket to HHA Exchange to address that issue. 121 "Brigman, Emily" (2516662784) 00:43:57.270 --> 00:44:17.270 I want to remind everyone that all EVV town hall webinar materials are available on the public facing HFS EVV website. That website in particular has additional informational content, contact information for HHA exchange. 122 "Brigman, Emily" (2516662784) 00:44:17.270 --> 00:44:37.270 Change and HFS as well as our operating agencies. It includes contact information for managed care organizations to address authorization issues. And there is also the HHA Exchange public facing Illinois Information page that contains a lot of resources and. 123 "Brigman, Emily" (2516662784) 00:44:37.270 --> 00:45:02.390 Including past educational webinars hosted by HHA exchange. We want to talk about looming non compliance outreach. HFS, DSCCC, and DDD have existing EVV policies, and we anticipate reaching out to provider agencies who have not met. 124 "Brigman, Emily" (2516662784) 00:45:02.390 --> 00:45:22.390 Net compliance thresholds outlined in those policies by mid October or mid November. It is a bit dependent on HFS leadership endorsement of communications as well as the state obtaining. 125 "Brigman, Emily" (2516662784) 00:45:22.390 --> 00:45:51.240 A consolidated report on compliance percentages for each provider agency in scope for EVV. Part of compliance with EVV includes basically using the HHA exchange s system or transmitting your visit data to the HHA exchange system from a 3rd party vendor. 126 "Brigman, Emily" (2516662784) 00:45:51.240 --> 00:46:07.140 So, if you are not using HHA Exchange for EVV or you are not transmitting your visit data from a 3rd party vendor to HHA Exchange for aggregation and. 127 "Brigman, Emily" (2516662784) 00:46:07.140 --> 00:46:27.140 Simultaneously billing, Illinois Medicaid managed Care Organizations DSCCC or DDD. For services, that counts as non compliance. Keep in mind that while your agencies caregivers maybe using EVV in a. 128 "Brigman, Emily" (2516662784) 00:46:27.140 --> 00:46:47.140 That 3rd party system, the state needs to have access to that data. We recommend provider agencies with 3rd party vendors that they work with their vendor to ensure data is transmitted successfully to HHA exchange. And not only that, that you're going into the HHA. 129 "Brigman, Emily" (2516662784) 00:46:47.140 --> 00:47:19.640 Exchange system, your provider portal, and ensuring that your visit data in HHA exchange mirrors what your visit data looks like in your 3rd party system. So again, if you are a provider agency with a 3rd party vendor, it is your responsibility to work with your vendor to ensure successful transmission of visit data to HHA Exchange and to check the HHA exchange system to make sure that visit data and. 130 "Brigman, Emily" (2516662784) 00:47:19.640 --> 00:47:29.670 HHA Exchange aligns with what you're seeing in your 3rd party vendor. 131 "Brigman, Emily" (2516662784) 00:47:29.670 --> 00:47:49.670 At the state, we have, I I I alluded to lessons learned earlier on in this presentation. HFS DSCC and DDD in the background have made the determination that relying on year to date compliance. 132 "Brigman, Emily" (2516662784) 00:47:49.670 --> 00:48:20.900 Percentage may not be, for lack of a better way of saying it fair to provider agencies who struggled at the start of EVV implementation to, integrate their 3rd party vendors with HHA exchange, and to train staff to navigate the free HHA exchange solution. When we developed our compliance policies, we did issue a delayed start date. 133 "Brigman, Emily" (2516662784) 00:48:20.900 --> 00:48:47.960 For compliance monitoring. I want to remind everyone that the EVV implementation date for division of developmental disabilities personal support workers was all the way back in September of 2023. So it's now been over two years. And for home health providers billing, Illinois Medicaid managed Care organizations, DDD. 134 "Brigman, Emily" (2516662784) 00:48:47.960 --> 00:49:06.300 Or DSCC. We're, we're approaching the two year mark. That implementation deadline was 31 December of 2023. We did not initiate compliance monitoring until the end of September of. 135 "Brigman, Emily" (2516662784) 00:49:06.300 --> 00:49:26.300 I think it was 2024. So there was a delay in even monitoring compliance percentages for provider agencies. We want to acknowledge that the state previously planned to reach out to provider agencies regarding year to date compliance percentage. 136 "Brigman, Emily" (2516662784) 00:49:26.300 --> 00:49:50.510 But through, internal conversations, we are planning to transition to utilizing the overall compliance percentage for the most recent state fiscal year quarter, specifically 1 July of 2025 through end of September 2025 to inform. 137 "Brigman, Emily" (2516662784) 00:49:50.510 --> 00:50:14.540 Form non compliance outreach. And we recognize this conflicts with original plans for outreach at the six month point, that 50 % compliance threshold and one year mark, with plans to use overall compliance percentage from end of September 2024 to 2025. 138 "Brigman, Emily" (2516662784) 00:50:14.540 --> 00:50:43.200 Why do we think it's best to transition to quarterly compliance percentage? Because it it takes into account recent performance improvement from provider agencies that the year to date compliance percentage did not account for. So again, we will leverage overall compliance percentage from. 139 "Brigman, Emily" (2516662784) 00:50:43.200 --> 00:51:03.200 1 July 2025 through end of September 2025 to inform upcoming non compliance outreach. We expect that non compliance outreach to occur between mid October, so next month and November. 140 "Brigman, Emily" (2516662784) 00:51:03.200 --> 00:51:07.350 Start mid November of 2025. 141 "Brigman, Emily" (2516662784) 00:51:07.350 --> 00:51:27.350 I want to talk a little bit about what informs compliance percentage. Does the visit capture all six elements required under the 21st century Cares act? What are those six elements? That's a visit showing the type of. 142 "Brigman, Emily" (2516662784) 00:51:27.350 --> 00:51:49.340 Service performed, who is receiving the service, the individual receiving the service? Who is the caregiver providing the service? And when we use the term caregiver, we're talking about personal support worker, home health aid, home health, RN, LPN, speech therapist, occupational therapy. 143 "Brigman, Emily" (2516662784) 00:51:49.340 --> 00:52:08.970 Where is the service being performed? The Cures Act requires that location be collected at the start and end of service delivery. We're gonna talk a little bit about more about that a few slides forward. 144 "Brigman, Emily" (2516662784) 00:52:08.970 --> 00:52:28.970 What also informs compliance percentage? Was there a manual edit to the visit? E.g., did a caregiver forget to clock out and the agency administrator had to go into the respective EVV system and edit the visit to show a clock out time? 145 "Brigman, Emily" (2516662784) 00:52:28.970 --> 00:52:49.100 Were staff sufficiently trained to use EVV prior to service delivery? If we, we recognize in our policy that it did take time for provider agencies to train staff on how to use the respective EVV system. 146 "Brigman, Emily" (2516662784) 00:52:49.100 --> 00:53:09.030 And we also are aware of provider agencies who have transitioned from one vendor to another subsequent to original implementation deadlines. So that requires retraining to staff, learning how to navigate an entirely new system. 147 "Brigman, Emily" (2516662784) 00:53:09.030 --> 00:53:29.030 Have provider agencies been watching their caregiver compliance? We recognize day to day that the focus is service delivery to customers and making sure that service delivery occurs as it was authorized to promote cu. 148 "Brigman, Emily" (2516662784) 00:53:29.030 --> 00:53:49.030 Customer safety and well being, but we do expect that there is administrative oversight at the provider agency level in monitoring caregiver compliance with EVV requirements and developing and implementing internal policies for caregivers relevant to. 149 "Brigman, Emily" (2516662784) 00:53:49.030 --> 00:54:06.450 To EVV usage. The number of members and visits may have a greater impacts impact on compliance percentage. So e.g., if you're not serving a lot of customers in a quarter. 150 "Brigman, Emily" (2516662784) 00:54:06.450 --> 00:54:23.970 That data has a less of that data has a greater impact on the compliance percentage throughout the quarter than if you were a provider agency serving a lot of members throughout that quarter. 151 "Brigman, Emily" (2516662784) 00:54:23.970 --> 00:54:47.570 I want to talk a little bit about compliance action plans. Current policy does outline CAP processes for HFS, DSCCC, and DDD. Reminding you all again that the state began monitoring EVV compliance all the way back. 152 "Brigman, Emily" (2516662784) 00:54:47.570 --> 00:55:07.570 At the start of October 2024. And we were monitoring from month to month. We'll talk a little bit about the compliance reports that provider agencies, provider agency administrators receive on a monthly basis from HHA exchange a couple slides forward. 153 "Brigman, Emily" (2516662784) 00:55:07.570 --> 00:55:27.570 The state waited over a year to initiate compliance monitoring for personal support workers and, and seven months to monitor compliance for home health care service providers. We then waited an additional year or we are waiting an additional. 154 "Brigman, Emily" (2516662784) 00:55:27.570 --> 00:55:49.160 Year to implement formal remediation requirements. The CAP letters that are being sent will go out to provider agencies who are under the 75 % quarterly compliance threshold. Again, that is a wrap up of compliance. 155 "Brigman, Emily" (2516662784) 00:55:49.160 --> 00:56:09.160 Percentage for visits from 1 July 2025 through end of September 2025. We expect to receive that data from HHA exchange at some point in mid October hopefully, and from there we will distri distribute compliance action. 156 "Brigman, Emily" (2516662784) 00:56:09.160 --> 00:56:31.460 Plan letters. So expect to receive a compliance action plan letter between mid October and mid November of 2025. There will be a full 90 day period for provider agencies under that 75 % threshold to implement. 157 "Brigman, Emily" (2516662784) 00:56:31.460 --> 00:56:51.460 A a cap compliance action plan or remediation plans. The expectation is that once you receive the CAP from a state payer HFS DDDD or DSCCC, that you submit for approval a plan for remediation and. 158 "Brigman, Emily" (2516662784) 00:56:51.460 --> 00:57:16.880 And upon approval, you'll have 60 days to implement that plan. The state will rely on state fiscal year quarter four compliance data. So we will look at your overall compliance percentage for service provision from 1 January of 2020. 159 "Brigman, Emily" (2516662784) 00:57:16.880 --> 00:57:32.340 Six through 31 March of 2026 to inform state payers whether there has been an EVV performance improvement to to see whether the was effective. 160 "Brigman, Emily" (2516662784) 00:57:32.340 --> 00:57:52.340 If after review of that quarterly performance, we observe that your provider agency remains under 75 % compliance, we will make a referral to the HFS office of Inspector General. That is supported by current EVV. 161 "Brigman, Emily" (2516662784) 00:57:52.340 --> 00:57:56.940 The policy. 162 "Brigman, Emily" (2516662784) 00:57:56.940 --> 00:58:16.940 We want to talk about future updates to HFS, DDD and DSCC EVV policies. I, we alluded to leveraging quarterly compliance data to inform upcoming CAP outreach to provider agencies. 163 "Brigman, Emily" (2516662784) 00:58:16.940 --> 00:58:37.130 The plan long term, and this will be especially beneficial in consideration of newly onboarded providers as time progresses is to monitor compliance by state fiscal year quarters. We have the state fiscal year quarter. 164 "Brigman, Emily" (2516662784) 00:58:37.130 --> 00:58:57.130 Orders spelled out on this screen here. These are long term changes to policy that will be applicable to all provider agencies, whether they're existing or currently in scope or newly onboarded by the point of the policy effective date. What wanna mention. 165 "Brigman, Emily" (2516662784) 00:58:57.130 --> 00:59:19.220 You hear that providers will be notified well ahead of the effective date of this policy. In the background HFS Bureau of Waiver Operations management, the lead unit for EBV implementation for HFS will require HFS leadership endorsement to move forward with. 166 "Brigman, Emily" (2516662784) 00:59:19.220 --> 00:59:47.600 These policy changes and DSCC and DDD will also need to update their policies as well. So compliance percentage will not roll from one quarter to the next. Rather, the state will monitor overall compliance percentage per state fiscal year quarter. This really allows us to best gain. 167 "Brigman, Emily" (2516662784) 00:59:47.600 --> 01:00:03.270 Age performance improvement from one quarter to the next. The Know your numbers slide coming up after this may help with clear up any misunderstandings about this. 168 "Brigman, Emily" (2516662784) 01:00:03.270 --> 01:00:19.470 We do plan long term, to address non compliance, the 1st instance of provider agencies being under 75 % in a state fiscal year, by requiring. 169 "Brigman, Emily" (2516662784) 01:00:19.470 --> 01:00:35.310 Provider agency administrators to go through learning management system mod modules specific to Illinois. We plan in the background to monitor with the assistant HHA exchange. 170 "Brigman, Emily" (2516662784) 01:00:35.310 --> 01:00:55.310 Whether that occurs within a designated time frame. So e.g., upcoming policy may require that provider agency administrators who oversee an agency that is under 75 % force the 1st instance in a state fiscal year to. 171 "Brigman, Emily" (2516662784) 01:00:55.310 --> 01:01:20.330 Complete learning management system modules within 30 days. If you have two incidences of being under 75 % in a state fiscal year quarter, you will be issued a formal compliance action plan requirement. Three or more instances lived. 172 "Brigman, Emily" (2516662784) 01:01:20.330 --> 01:01:27.900 Is to a referral to HFS Office of Inspector General. 173 "Brigman, Emily" (2516662784) 01:01:27.900 --> 01:01:47.900 Also, with the plans for updates to our policies, we will also be updating the Know Your numbers reports that provider agencies, provider agency administrators receive every month. In October, you will receive the standard know your number. 174 "Brigman, Emily" (2516662784) 01:01:47.900 --> 01:02:03.150 Number report that outlines month to month compliance percentage and year to date compliance percentage. You will receive an additional report that outlines your quarterly compliance percentage. 175 "Brigman, Emily" (2516662784) 01:02:03.150 --> 01:02:23.150 For 1 July 2025 through 30 September 2025. It maybe that you'll get these reports before you receive the formal compliance action plan letter from HFS DDD or DSCCC. So it'll be akin to a heads up to your provider agency. 176 "Brigman, Emily" (2516662784) 01:02:23.150 --> 01:02:30.450 That you will be receiving a letter requiring that you implement a compliance action plan. 177 "Brigman, Emily" (2516662784) 01:02:30.450 --> 01:02:50.450 In November of 2025, we will transition the know year numbers reports to reflect compliance percentage for the proceeding state fiscal year quarter and quarter to date compliance percentage for the current quarter we're in. 178 "Brigman, Emily" (2516662784) 01:02:50.450 --> 01:03:10.450 So, e.g., in November, your Know Your numbers report will show the quarterly compliance percentage for the state fiscal year quarter 1 July through 30 September of 2025. And overall compliance percentage for the October. 179 "Brigman, Emily" (2516662784) 01:03:10.450 --> 01:03:31.700 1 October to 31 December state fiscal year quarter based on October visit data in the HHA exchange system. We want to talk about capturing location of service delivery. 180 "Brigman, Emily" (2516662784) 01:03:31.700 --> 01:03:48.660 We at the state highly recommend use of mobile applications. We know that the majority of established EVV vendors have mobile applications. 181 "Brigman, Emily" (2516662784) 01:03:48.660 --> 01:04:08.660 For caregiver usage and for HHA exchange, they also have a mobile application. The mobile application has the capacity to capture GPS location at the start and end of service delivery. It also has an offline mode that's ideal. 182 "Brigman, Emily" (2516662784) 01:04:08.660 --> 01:04:36.560 Bill for service delivery in rural areas or locations with poor cell service delivery. Capturing location of service delivery is a requirement under the 21st century Cures Act. It's one of those six elements I've talked about throughout the presentation. Capturing of location is in. 183 "Brigman, Emily" (2516662784) 01:04:36.560 --> 01:05:01.850 Important to the state as far as ensuring that services are rendered as authorized and to promote customer safety and well being. We've talked before in these town hall webinars on the why behind EVV. Not only is the why because of state and federal legislations, but capturing location of. 184 "Brigman, Emily" (2516662784) 01:05:01.850 --> 01:05:21.850 Service delivery also helps to promote provider provider liability liability. Capturing location of service delivery proves that the provider agency was there when they were supposed to be there. We have had incidents where, customer or customer representative. 185 "Brigman, Emily" (2516662784) 01:05:21.850 --> 01:05:41.850 Has expressed concern to a state payer that a provider agency didn't show up as they were supposed to and yet billed for services. GPS location through mobile application usage allows provider agency administrators to prove to the state. 186 "Brigman, Emily" (2516662784) 01:05:41.850 --> 01:06:05.060 They were there as they were supposed to be. Alternatives to excuse me mobile application usage are IVR or interactive voice response. For IVR, we would want the provider agency to ensure that the phone line used belongs to the customer. 187 "Brigman, Emily" (2516662784) 01:06:05.060 --> 01:06:25.060 There are also options for provider agencies with 3rd party vendors to use fixed objects fixed object devices or FOBs. That would we would be at cost to the provider agency, who would also be responsible for ensuring education to the customer and caregiver and. 188 "Brigman, Emily" (2516662784) 01:06:25.060 --> 01:06:31.980 Installation et cetera. 189 "Brigman, Emily" (2516662784) 01:06:31.980 --> 01:06:51.510 Some reminders for all provider agencies. We want to remind you that if you have policy questions, please reach out to the respective state payer. In this slide, again, the slides will be distributed after we complete today's webinar. 190 "Brigman, Emily" (2516662784) 01:06:51.510 --> 01:07:11.510 There are links to respective state agency EVV dedicated email addresses. The state payers cannot assist with technical issues on the 3rd party vendor side or the HHA exchange side. You may leverage the state email. 191 "Brigman, Emily" (2516662784) 01:07:11.510 --> 01:07:31.510 Email inboxes if you have worked with HHA Exchange through the client support portal to try and resolve a technical issue and feel that you are not receiving adequate assistance. If you do that, please include a summary of the situation. 192 "Brigman, Emily" (2516662784) 01:07:31.510 --> 01:08:04.340 Your ticket number and your tax identification number. The state will take that information and escalate it to Illinois HHA Exchange provider or excuse me, project management staff to investigate and hopefully assist in resolution. So again, please feel free to contact state agency inboxes with EVV policy questions, but we cannot help to resolve technical issues. 193 "Brigman, Emily" (2516662784) 01:08:04.340 --> 01:08:22.650 We, we are not we are not the tech experts for HHA exchange. That is HHA exchange. If you need an issue escalated reach out with your ticket number, your ten, and a summary of the issue. 194 "Brigman, Emily" (2516662784) 01:08:22.650 --> 01:08:42.650 And we also have additional EVV resources. This slide includes a, link to the EVV website, a link to sign up for HFS provider notices and EVV specific emails, as well. 195 "Brigman, Emily" (2516662784) 01:08:42.650 --> 01:08:57.334 Well as public facing EVV websites for our state waiver operating agencies. And I will turn it back over to Colby for her presentation. Perfect. 196 "Colby" (3015516160) 01:08:57.334 --> 01:09:16.790 Thanks Emily. So I'm going to spend a little bit of time talking about our Salesforce support portal, and I'm gonna start with a new field that has been added to the portal that allows for you to include a collaborator on a. 197 "Colby" (3015516160) 01:09:16.790 --> 01:09:36.720 Ticket. For those of you who are familiar with our previous support portal through JIRA, this is essentially mimicking the request participant functionality that was within Jira that allowed you to add the operating agencies. 198 "Colby" (3015516160) 01:09:36.720 --> 01:09:56.720 Or others who you needed to be included on the ticket into it. We primarily have used this functionality that request participant functionality in Jira was used for adding HFS or the appropriate operating agency to the ticket in cases of escalations, so that HFS and the operating agen. 199 "Colby" (3015516160) 01:09:56.720 --> 01:10:16.720 Agencies were able to participate in the tickets and see what was, what the back and forth was, address anything that maybe more policy related and also just help with, with general, assistance on the issue as, as they maybe able to. 200 "Colby" (3015516160) 01:10:16.720 --> 01:10:44.270 So I'm gonna show this two ways in our system. One is on the HHA side, we are going to be able to add the collaborator, so if you are not able to for some reason, or if HFS requests that we add them to that, we are able to add collaborator on our end, and then also the collaborator field is in the provi. 201 "Colby" (3015516160) 01:10:44.270 --> 01:11:03.781 Support portal as well. So I'll show you where to find that and how that will work. And then in a few slides after I show it, we'll just talk about effective use of the collaborator fields. So Emily, I'm just going to steal the screen from you for a few minutes. 202 "Brigman, Emily" (2516662784) 01:11:03.781 --> 01:11:19.298 Sounds good. I'll stop sharing and reshare share after you're done, Colby. Perfect. 203 "Colby" (3015516160) 01:11:19.298 --> 01:11:24.101 Okay, Emily, could you confirm for me that you can see the screen? 204 "Brigman, Emily" (2516662784) 01:11:24.101 --> 01:11:25.761 I can see it. Perfect. 205 "Colby" (3015516160) 01:11:25.761 --> 01:11:52.650 So I am looking at a demo ticket that I entered, so just so everyone's aware, there's NO, protected information on here. What I'm gonna show is this is the HHA exchange view of the ticket. As I mentioned HHA has the ability to add collaborators on our end. So I just wanted to show you all that in case you have any trouble adding it on your side after we turn on permissions today. 206 "Colby" (3015516160) 01:11:52.650 --> 01:12:12.650 You can always ask us to add the collaborator. So I just selected add collaborator. This is going to allow me to add the HFS email address. When you all do this, you will not need to add customer ID. This is an added layer of security for HHA exchange u. 207 "Colby" (3015516160) 01:12:12.650 --> 01:12:32.650 Users to make sure that we are adding the correct users as the collaborator, and then we hit search and on our end it just gives us an option of making sure that we've selected the right one before we hit next, which is what then adds the collaborator to the case. 208 "Colby" (3015516160) 01:12:32.650 --> 01:12:52.650 And it's as simple as that. What that then does is any new updates going forward will be emailed to the person who submitted the case, anyone else on the case team, which is anyone else in your agency who you've designated as needing access to that. 209 "Colby" (3015516160) 01:12:52.650 --> 01:13:19.460 Ticket plus anybody who is a collaborator on the ticket will get those email updates as well. And then the other thing it does is, if your collaborator has an account within Salesforce, they will also be able to see this ticket within their Salesforce account as well, just like you would and be able to participate in the ticket. So you can use this for, of course. 210 "Colby" (3015516160) 01:13:19.460 --> 01:13:36.240 1st adding HFS or the appropriate operating agency onto the ticket. You can also use this for, like I said, anyone else who you need to have access to that ticket and be able to jump in on your behalf potentially. 211 "Colby" (3015516160) 01:13:36.240 --> 01:13:54.060 So that is the case collaborator from our side. I'm just gonna show on the provider view. This is what you all see when you're logged into our support portal, how a ticket looks to you. And so from your side. 212 "Colby" (3015516160) 01:13:54.060 --> 01:14:14.060 Generally speaking, you're probably seeing this post functionality where you're able to add comments to your case and communicate back and forth with our support agents. There is now a button on the right hand side that says add collaborator. It does say for you all new feature coming soon. That is just. 213 "Colby" (3015516160) 01:14:14.060 --> 01:14:40.220 Just because we wanted to be able to demo it 1st and talk about effective use of it before we turn it on so that everybody is on the same page. So very shortly, this will be available to you as well. We will make sure to work with HFS to post that through the list serve, and, and you will be able to do essentially the same functionality I just showed on the HHA exchange. 214 "Colby" (3015516160) 01:14:40.220 --> 01:15:06.721 You'll just add the email address. You will not need to add a customer ID or anything like that as well, just the email address and that will grant that user access to this ticket to collaborate on it. All right. I will stop sharing and then Emily, if you can pull the slides back up, that would be great. Yes. 215 "Brigman, Emily" (2516662784) 01:15:06.721 --> 01:15:32.156 Give me just a second, Colby, and apologies, I'm going to have to skip forward to the right slide again. Give it just a second to load. 216 "Colby" (3015516160) 01:15:50.000 --> 01:16:16.430 Yeah Perfect. Okay. So we will talk a little bit more about the collaborator field in just a moment before we get there, just a general update or words of advice on submitting tickets into the HHA exchange support portal to get the quickest response and most effective response for your issue. 217 "Colby" (3015516160) 01:16:16.430 --> 01:16:37.370 Please, please please please as you're submitting tickets, be specific and detailed about the issue or request. If we don't have enough information to understand your issue, we will have to go back to you and ask for more information and of course that extends the timeline to which you'll be able to get. 218 "Colby" (3015516160) 01:16:37.370 --> 01:16:59.780 Get your response that you need. So, you know, just as an example, if we we've received a ticket that says I got an error message when I added a visit, we are going to have to come back to you and say, you know, what member, what type of visit were you creating? Do you have a screenshot of what the error message was that you received? 219 "Colby" (3015516160) 01:16:59.780 --> 01:17:19.780 Et cetera. So we are going to have to come back for much more information. So as much as you can provide us up front, that will help us to be able to get you a response sooner to your issue and get it resolved. So this is just a list of some things to think about as you are. 220 "Colby" (3015516160) 01:17:19.780 --> 01:17:39.780 Submitting a ticket. When applicable to what you are submitting the ticket about, please include these types of, this type of information for us so that again we can get you a response as quickly as possible. Things like member identifiers, if you're having an issue with a specific. 221 "Colby" (3015516160) 01:17:39.780 --> 01:18:01.460 Member profile, steps to reproduce if you're reporting that there's an issue or something is broken, Screenshots of error messages. If it's about rejections for alternate EVV, please ask your vendor for transaction IDs. They all receive through the API a transaction. 222 "Colby" (3015516160) 01:18:01.460 --> 01:18:26.970 An ID for each individual visit transaction that they send us. That helps us identify in the database what the specific rejection is that you're getting so that we can help and tell you why it's rejecting. And then the payer who it's associated with. If it's something about the way that the system is working for a particular payer, we need to know which payer that is. 223 "Colby" (3015516160) 01:18:26.970 --> 01:18:48.740 Next slide. So collaborating, going back to the demo we just did, showing that collaboration feature, please be mindful about using the feature, adding the collaborator does allow that user access to the ticket and all the detail. 224 "Colby" (3015516160) 01:18:48.740 --> 01:19:08.740 That you've shared with HHA exchange. So just make sure that the person you are adding is allowed to have access to what's being discussed. That's really up to you all to be the gatekeepers of that and make sure that you're using that appropriately. And then we also want to use. 225 "Colby" (3015516160) 01:19:08.740 --> 01:19:35.990 Is it for escalations, so if you don't feel that you're getting the appropriate assistance you need from HHA exchange, go ahead and add the operating agency's email or hfs's email as the collaborator. We do have all of those listed at the end of the presentation and I believe Emily also had them earlier on in her section as well. So you have them a couple times throughout the presentation and you're able to include those operating agencies emails. 226 "Colby" (3015516160) 01:19:35.990 --> 01:19:47.040 Within the tickets so that they can see what's going on and hopefully together we can get you what you need. 227 "Colby" (3015516160) 01:19:47.040 --> 01:20:07.040 And then finally on case follow up, how does it work for us? So HHA communicates via the cases by leaving comments within the tickets. Those case comments are viewable within the Salesforce UI, meaning that provider portal in Salesforce as. 228 "Colby" (3015516160) 01:20:07.040 --> 01:20:27.040 Well as email to the reporter or any other users who are associated to the case that will include the collaborator as well. And I will caveat there that the email is dependent on us having obviously a, a correct email or an email at all. I believe that you. 229 "Colby" (3015516160) 01:20:27.040 --> 01:20:47.040 You are required to put in an email when you create or request credentials. Making sure that that's an email of course that is associated to your business use of Salesforce is important and that you would see those email updates. So just an FYI on emails, as well. 230 "Colby" (3015516160) 01:20:47.040 --> 01:21:05.850 Well, and that sometimes they do go to junk or quarantine. We've seen that before since it is coming from a kind of an automated email, if you will, so just make sure to check there if you're not seeing email responses to your tickets, but you know that we've commented on them. 231 "Colby" (3015516160) 01:21:05.850 --> 01:21:25.850 And then as far as auto closing, we do send three auto reminders on each subsequent business day. If we haven't heard back from you and we've requested more information, again, those get posted in the ticket as well as sent via email. And then on the 5th business day with lack of response, we. 232 "Colby" (3015516160) 01:21:25.850 --> 01:21:45.850 To do auto close the case. We can't leave them open for eternity unfortunately. So we do need to close the case if we haven't heard back from you in that timeframe, but you are always welcome to add a new ticket. And if you do add a new ticket and it relates back to something that hasn't been resolved, please reference that. 233 "Colby" (3015516160) 01:21:45.850 --> 01:22:01.020 That previous case number, that will help our agents look at any of the history that they need to so that we don't need you to repeat yourself in the ticket. We obviously don't want you to have to do that. 234 "Colby" (3015516160) 01:22:01.020 --> 01:22:21.020 And then not necessarily Salesforce related, but we did hear a request for us to just review the community feature within the mobile app and talk about that a little bit. The HHA mobile app does offer the ability for caregivers to select that the. 235 "Colby" (3015516160) 01:22:21.020 --> 01:22:41.020 They're in the community when they are clocking in and out. The screenshots on the right hand side show that it defaults when they open up the map to saying that they are at the beneficiary's home. It gives the radius and a pin of where they are in relation to that member's home. 236 "Colby" (3015516160) 01:22:41.020 --> 01:23:01.020 If they're in the community, they can certainly still clock in and out through the mobile app and that toggle that you see where it says at the beneficiaries home can be toggled off, and in the screenshot on the right hand side, it shows that the radius was removed, as well. 237 "Colby" (3015516160) 01:23:01.020 --> 01:23:35.070 Was that member home pin that was read on the left hand side and it will just allow the caregiver of course to continue the clockout. What that does within the HHA exchange system then is it does not compare that clock in or clock out against that radius and it won't throw an error on the dashboard for GPS out of range. So that feature is available to everyone, please monitor that obviously to ensure that your caregivers use that appropriately. 238 "Colby" (3015516160) 01:23:35.070 --> 01:23:55.070 They shouldn't be using it for every single case of clocking in and out, just to avoid the radius. So just monitor that that's happening appropriately if you're having folks use that. And there is a little note at the bottom that just says that, you know, this feature does get enabled at the office level. 239 "Colby" (3015516160) 01:23:55.070 --> 01:24:22.770 It is automatically enabled for agencies in Illinois or should be as with technology. There's always cases where that may not occur. There is, in the knowledge base and article about how to ensure that community feature is enabled. If you just search community visit within the knowledge base, all of that information will pop up and you can double check that that feature is enabled if you don't think that it is today. 240 "Colby" (3015516160) 01:24:22.770 --> 01:24:46.880 Alright, and then just a quick recap, similar to what we did last time of our recently recorded webinars that we held in the spring, that are still very relevant to everybody here. So 1st is the getting started and best practices web. 241 "Colby" (3015516160) 01:24:46.880 --> 01:25:06.880 Webinar. This is specific to home health agencies and DDD PSW agencies. This goes through how to, get set up with EVVB as well as some tips on best usage of the system if you're using the HHA. 242 "Colby" (3015516160) 01:25:06.880 --> 01:25:23.730 Exchange system, to be most effective and reduce the amount of call dashboard errors that you're experiencing. So that recording and the slides are available here as well as those are posted on our info hub page. 243 "Colby" (3015516160) 01:25:23.730 --> 01:25:47.990 Yeah, we also did a booster EVV compliance webinar. We looked at the compliance reports within HAJ exchange, talked a little about that, about how to use the various reports effectively to boost your EVV compliance if it's below the thresholds. 244 "Colby" (3015516160) 01:25:47.990 --> 01:26:14.510 So again, those recording and slides are here, also posted to the info hub, and maybe helpful down the line as we get closer to go live for our DOA endor's agencies to take a look through this to get yourself familiar with the EVV compliance reporting and usage of those reports. We will remind folks later on, so NO need to to write this down or or do this. 245 "Colby" (3015516160) 01:26:14.510 --> 01:26:27.540 Now but just as something in the back of your mind that we do have these resources available for EVV compliance tracking. 246 "Colby" (3015516160) 01:26:27.540 --> 01:26:47.540 And then finally, we did a lunch and learn for EDI providers or 3rd party providers. We talked about getting started with integrating the system if you hadn't already, what the steps are to do that, how to review rejections and how to contact HHA Exchange if you need help with your rejections. 247 "Colby" (3015516160) 01:26:47.540 --> 01:27:05.220 And so all of that was done during this session, recording and slides are here, and they're also posted on the info hub. So if you're having any trouble with your integration, highly recommend taking a look at that webinar that we did back in May. 248 "Colby" (3015516160) 01:27:05.220 --> 01:27:29.840 Okay, and then just an overview of resources as always as well. 1st we have the state info hub. This info hub is getting a little bit of an overhaul right now, so just an FYI, the information on the state info hub currently is really focused. 249 "Colby" (3015516160) 01:27:29.840 --> 01:27:48.210 Based on home health care providers and DDD personal care providers. So keep that in mind. We are going to be creating a separate information center, just focused on the DOA and doors implementation that is upcoming, so. 250 "Colby" (3015516160) 01:27:48.210 --> 01:28:08.210 Just just as a heads up, we will give you the new link to that info center as soon as that is ready, but that page we thought would be great for DOA and doors providers so that it's really consistent with just the implementation that's happening right now as all of the frequently asked questions specific to that implementation. 251 "Colby" (3015516160) 01:28:08.210 --> 01:28:28.210 And then anybody who's currently live already has all of their information on this current info hub that's on the slide right now and we didn't want to affect that. So, right now there's just one, it's the link that's posted here, but very soon we will have a separate one for DOA and doors specifically. 252 "Colby" (3015516160) 01:28:28.210 --> 01:28:32.520 Okay. 253 "Colby" (3015516160) 01:28:32.520 --> 01:28:52.520 We do also have a relatively new LMS system, some of those from the initial implementations might remember our previous LMS system, where you had one set of credentials that was shared across multiple users within your agency. 254 "Colby" (3015516160) 01:28:52.520 --> 01:29:13.040 We now have a new system where every user can register individually, and we're able to see which users are from which agency. So, on the next slide Emily, this is just a little snippet of what the sign up looks like. It's, it's. 255 "Colby" (3015516160) 01:29:13.040 --> 01:29:30.660 Registration. You don't need to wait for us to sign you up. So if you go to that link at the bottom, if you haven't been to our LMS yet and if you want to get started with it or check it out, you're welcome to sign up and take a look through the courses that we have available. 256 "Colby" (3015516160) 01:29:30.660 --> 01:29:55.130 And then, as always, we have our knowledge base, a lot of work has been put into this over the last year, year and a half to improve it. Fully searchable by keyword. We have lots of short snippets of videos and how TOS, job aids and all sorts of great resources. 257 "Colby" (3015516160) 01:29:55.130 --> 01:30:18.440 In here so please take a look through this if you have any specific functionality within the portal that you're curious about or need assistance with. There is more often than not, a resource that is already provided to you that will walk you through the functionality. And then we also have a knowledge base specific. 258 "Colby" (3015516160) 01:30:18.440 --> 01:30:38.440 Back to our integrated providers at the link at the bottom, so for those who again need assistance with, their current integration, you can always use this. This is where the specifications are housed, and information on how the, integration work. 259 "Colby" (3015516160) 01:30:38.440 --> 01:30:58.440 Works rejections, things like that. And for DOA and doors providers, if you want to get a head start and just start looking through this information, you're welcome to just to get a feel for how the integration operates. Just note that the specifications are not yet updated, of course, with the DOA and doors pay. 260 "Colby" (3015516160) 01:30:58.440 --> 01:31:12.780 Your information and service codes. You will not see that yet. You cannot integrate yet, but you're welcome to visit the site and start familiarizing yourselves. 261 "Colby" (3015516160) 01:31:12.780 --> 01:31:32.780 And then finally, these are all of our resources. State info hub is linked. Our client support portal link here. That's where I was just showing in Salesforce. That's where you can submit tickets. If you don't have an account today, there is a link on that page. 262 "Colby" (3015516160) 01:31:32.780 --> 01:31:52.780 That lets you request access. So, that is also kind of a self service tool. So if you don't have access and you need access, you can do that right at this link. And then our email and our phone number also will connect you to support. Please make sure if you are calling our support line that you use this phone number. 263 "Colby" (3015516160) 01:31:52.780 --> 01:32:09.509 Number listed here. We do have a general support line that you may find on other HHA exchange resources, but this line is specific to Illinois providers, so you will likely get a quicker pickup from an agent if you use that line. 264 "Colby" (3015516160) 01:32:09.509 --> 01:32:25.658 And then, on the right hand side are all of those email addresses that we were talking about before for HFS and the operating agencies that we can use in collaboration on the tickets. 265 "Brigman, Emily" (2516662784) 01:32:25.658 --> 01:32:49.509 Thank you Colby. I want to acknowledge as anticipated that we received a lot of questions in our Q and A box, and as I talked about at the beginning of this presentation, slides and the recording will be communicated to providers via the EVB list serve. If you are not signed up, please. 266 "Brigman, Emily" (2516662784) 01:32:49.509 --> 01:33:20.419 These due to, so an easy way to sign up is Google HFS provider notices. Click the link for the subscription page, enter your email address, select EV electronic visit verification and submit. That should sign you up for the EVV list serve communication. We leverage the list serve communication frequently to communicate updates regarding EVV. 267 "Brigman, Emily" (2516662784) 01:33:20.419 --> 01:33:38.639 Updates regarding policy, and we'll continue to utilize that especially with the looming onboarding of DOA and DOORS providers. When you sign up for, the HFS provider notices, you get. 268 "Brigman, Emily" (2516662784) 01:33:38.639 --> 01:33:58.639 EVV specific provider notices as well as emails. There are a lot of questions in the Q and A box regarding policy. We are working to align all EVV policies to ensure compli. 269 "Brigman, Emily" (2516662784) 01:33:58.639 --> 01:34:18.639 Clients with Cures Act requirements, to recognize provider agencies serving multiple state programs before those updated policies go into effect, providers will be notified, and that includes any changes to. 270 "Brigman, Emily" (2516662784) 01:34:18.639 --> 01:34:38.639 New methods for visit verification, ongoing compliance monitoring, and the data we use to inform non compliance outreach. If you have questions regarding current EVV policy, please reach out to the respective state program. We are going to leverage a lot of the DOA. 271 "Brigman, Emily" (2516662784) 01:34:38.639 --> 01:34:58.639 Endores specific questions submitted today that we can't answer today in development of a frequently asked questions document that will be released to providers as, and that will also inform upcoming informational sessions. You will receive welcome letters. 272 "Brigman, Emily" (2516662784) 01:34:58.639 --> 01:35:26.839 To outline upcoming dates for informational sessions, and include additional resources. I want to go over some questions that were submitted during the EVV regis town hall registration process. Some of which were asked today as well. I can tell you that for EVV town hall webinars, we are only covering. 273 "Brigman, Emily" (2516662784) 01:35:26.839 --> 01:35:57.479 An EVV related content. If you have questions along the lines of how to contact a respective case manager, referral processes, I would recommend that you visit the Illinois HCBS webpage. You could simply google HFS HCBS, and on that webpage there is contact information for each of our waiver operating agencies. 274 "Brigman, Emily" (2516662784) 01:35:57.479 --> 01:36:14.249 We we can't address, respective waiver operating agency policies outside of EVV on these town hall webinars. We did get a question. 275 "Brigman, Emily" (2516662784) 01:36:14.249 --> 01:36:32.669 Colby and I'm going to, this is has to do with the HHA exchange system. And the question is, we have been getting, we have been having lots of our caregivers app disappear from the phones after they have used, used it. 276 "Brigman, Emily" (2516662784) 01:36:32.669 --> 01:36:52.669 And go back to punch. So it sounds like a caregiver is using the HHA exchange mobile app to clock in and then when they go back to punch out, it's not there. How can we rec rectify the problem? I assume Colby, the recommendation from you is going to be submit a ticket to HHA exchange. 277 "Brigman, Emily" (2516662784) 01:36:52.669 --> 01:36:55.159 Change. Is that accurate? 278 "Colby" (3015516160) 01:36:55.159 --> 01:37:14.689 That's correct, yeah. If if you can submit a ticket and just like on that slide that I showed about how to submit a ticket to really help us get into your issue. If you can give us details about who the specific caregivers are, who are having this issue and any, customers who they're. 279 "Colby" (3015516160) 01:37:14.689 --> 01:37:33.539 Serving at the time when they have this issue, that'll help us pinpoint the clock in and clock outs and where they maybe having issues. So certainly submit a ticket to us with those details and we will try our best to figure out what, where the issue lies. Thank you. 280 "Brigman, Emily" (2516662784) 01:37:33.539 --> 01:37:52.579 To Colby. We we we've received quite a bit of questions regarding will from in home care providers, so DOA indoors provider agencies. Regarding, can we keep our 3rd party vendor. 281 "Brigman, Emily" (2516662784) 01:37:52.579 --> 01:38:12.579 Even if we can't integrate with or complete steps for integration with HHA exchange. And I w I wanna again remind everyone that the state Medicaid agency HFS is required to report to federal CMS electronic visit barrier. 282 "Brigman, Emily" (2516662784) 01:38:12.579 --> 01:38:32.579 Verification data. And because of that, if you have a 3rd party EVV vendor, you need to successfully integrate with HHA Exchange and ensure that your data is successfully transmitting to HHA Exchange for aggregation. That is a statewide requirement. 283 "Brigman, Emily" (2516662784) 01:38:32.579 --> 01:38:52.579 And that will be communicated in upcoming informational sessions and reflected in policy across the state. You have the option of maintaining your vendor if it's capable of integrating with HHA Exchange or using the free HHA exchange solution. 284 "Brigman, Emily" (2516662784) 01:38:52.579 --> 01:39:10.259 We'll go over all possible scenarios currently impacting DOA and doors provider agencies at the point of informational sessions, and we also hope to include guidance on those scenarios in a frequently asked questions document. 285 "Brigman, Emily" (2516662784) 01:39:10.259 --> 01:39:30.259 So an example question that we received is, is there room for pictures to be taken of EVV cap captures if integration is not possible? The answer is NO. You will need to complete integration or use the free HHA exchange solution. 286 "Brigman, Emily" (2516662784) 01:39:30.259 --> 01:39:50.449 We've also received a number of questions during the registration process on how to access reports on an agency's compliance. Provider agency administrators are receiving NO your numbers reports from HHA exchange, on the. 287 "Brigman, Emily" (2516662784) 01:39:50.449 --> 01:40:13.699 15th of every month, we pull provider agency administrator data through both the provider enrollment process with HHA exchange and any additional administrators that have been added within the HHA exchange system. If you're a new. 288 "Brigman, Emily" (2516662784) 01:40:13.699 --> 01:40:42.299 The provider agency administrator and NO one prior to your start date added you, we encourage you to reach out directly to HHA Exchange for assistance leveraging their client support portal. Colby, we we did have a question regarding split shifts. 289 "Brigman, Emily" (2516662784) 01:40:42.299 --> 01:41:01.499 Or, overnight visits, the question specifically was, is it now mandatory for shifts to split if the visit crosses into another calendar day on a 3rd party app? E.g., overnight shifts. 290 "Brigman, Emily" (2516662784) 01:41:01.499 --> 01:41:19.421 Beginning at 07:00 A.M. and going through. I don't know that that's a great example, but can you talk a little bit Colby, about overnight visits in the HHA exchange system as well as recommendations for provider agencies with 3rd party vendors? 291 "Colby" (3015516160) 01:41:19.421 --> 01:41:39.079 Yes. So DSCC and DDD do have requirements in policy that shifts should be split if they are crossing over midnight and so HHA Exchange is mimicking that policy in the integration. 292 "Colby" (3015516160) 01:41:39.079 --> 01:41:59.079 To require that providers split their shifts. And so what that means is that 3rd parties are able to essentially put in place a split at midnight, meaning you can have the 1st shift end at 1150 9 s shifts start at midnight. 293 "Colby" (3015516160) 01:41:59.079 --> 01:42:19.079 Right, and you can put in that EVV clock out for the 1st shift clock in for the new shift as that split at midnight. We know not all systems actually facilitate a split at midnight, so if that split is going to be done via the interface logic, that is ok. 294 "Colby" (3015516160) 01:42:19.079 --> 01:42:39.079 And we can certainly have conversations with any vendors who are having any issues with that. In the HHA exchange system, we also have a feature that allows for shifts to be split automatically at midnight that is in the office settings. 295 "Colby" (3015516160) 01:42:39.079 --> 01:42:59.079 That's only available for those who are using HHA Exchange as their EVV vendor, and so if you have that enabled and your caregiver clocks in at 11:00 P.M. let's say clock's out at 07:00 A.M., the split will shift automatically when they clock out. 296 "Colby" (3015516160) 01:42:59.079 --> 01:43:32.740 At that 1159, and midnight timeframe. So for the integration, we are just mimicking what is in policy for DSCCC and DDD, and if your vendor needs assistance with determining how best to do that, we can definitely collaborate with them. Just submit a ticket to us and let us know that that's your issue and we'll be happy to hop on the phone if we need to or collaborate via the ticket. 297 "Brigman, Emily" (2516662784) 01:43:32.740 --> 01:43:47.639 Thank you Colby. Even ahead of this particular town hall webinar, HFS.EVV@Illinois.gov hfs's dedicated EVV email address has received a number of. 298 "Brigman, Emily" (2516662784) 01:43:47.639 --> 01:44:07.639 Inquiries specific to confusion over SAN data versus HHA exchange. As a reminder, we touched upon this earlier in the presentation, but there was state legislation in the past that required EVV and as a response to that, the division of rehabilitation. 299 "Brigman, Emily" (2516662784) 01:44:07.639 --> 01:44:27.639 Services secured their own EVV vendor that is currently SAN data. There will be a transition to policy as far as requirements go for provider agencies, home health, and homemaker agencies serving DRS home services programs. 300 "Brigman, Emily" (2516662784) 01:44:27.639 --> 01:44:47.639 Time customers wherein they will complete steps for integration with HHA exchange. We will talk more about this process in the upcoming informational sessions for DOA indoors providers. We're, we're taking this scenario into account. 301 "Brigman, Emily" (2516662784) 01:44:47.639 --> 01:45:07.639 When we think about timelines for availability of HHA exchange or required integration or usage of HHA exchange. And we'll touch on this in the informational sessions. HHA Exchange is Department of healthcare. 302 "Brigman, Emily" (2516662784) 01:45:07.639 --> 01:45:31.399 And family services statewide EVV and aggregator as the state Medicaid agency were required to report to federal CMS, all visit data across the state of Illinois. So we must aggregate all of that visit data regardless of which state payer or managed care organization a. 303 "Brigman, Emily" (2516662784) 01:45:31.399 --> 01:45:55.099 Medicaid funded provider agency is billing or serving. We had a division of developmental disability specific question and that was, is there an expected timeline for when iscs will start tracking living caregiver exemptions in bird's eye? 304 "Brigman, Emily" (2516662784) 01:45:55.099 --> 01:46:15.859 We do know from division of developmental disabilities that they are having ongoing meetings with ISC managers on updates to the updates to bird's eye. This is not my strong suit as I'm not as familiar. 305 "Brigman, Emily" (2516662784) 01:46:15.859 --> 01:46:35.859 With DDD case management platforms, but from what I understand, DDD is working with Provisio to create tracking of living caregiver exemptions in bird's eye. And this has been addressed with ISC directors. DDD will notify iscs when updates have. 306 "Brigman, Emily" (2516662784) 01:46:35.859 --> 01:47:09.439 Been finalized. Questions specific to DDD EVV requirements maybe submitted to DHS.DDDBEV@Illinois.gov. We had a question/concern posed regarding issues with EBV in rural areas where there is little to NO service and clients not having a home phone or landline. 307 "Brigman, Emily" (2516662784) 01:47:09.439 --> 01:47:30.859 Going back to content earlier in this presentation, the free HHA solution offers a mobile application that is capable of offline mode. So e.g., if you're serving a customer in a rural area, little to know internet access, you would capture the location in the app. 308 "Brigman, Emily" (2516662784) 01:47:30.859 --> 01:47:50.859 At the start of service delivery and at the end of service delivery, and then once there was there is internet access, that visit will be uploaded to the HHA exchange system with the respective start and end location. 309 "Brigman, Emily" (2516662784) 01:47:50.859 --> 01:48:12.919 Based on GPS. If you're having issues, we, we received a number of concerns regarding difficulty reaching HHA exchange for technical support. Number one, please. 310 "Brigman, Emily" (2516662784) 01:48:12.919 --> 01:48:32.919 Please leverage the HHA exchange contacts. Colby reviewed those earlier, that is their client support portal. There's a dedicated Illinois support line, and email address. So if you visit the HHA exchange Illinois information page and go. 311 "Brigman, Emily" (2516662784) 01:48:32.919 --> 01:49:00.739 Go to the contact tab, you'll be able to find all of those resources. They'll also be included in these slides. Again, if you need, if you've, you have an open ticket with HHA exchange and you feel like you're not getting sufficient assist or not understanding the guidance provided, you may reach out to the respective state payer at their email address. Please include your. 312 "Brigman, Emily" (2516662784) 01:49:00.739 --> 01:49:34.519 Provider agency tax identification number, a summary of the concern and a ticket number. We will collaborate with HHA Exchange project management staff dedicated to Illinois to research and hopefully assist in resolving the concern. I think that's about it for questions submitted during the registration process. HFS did reach out to individualized concern. 313 "Brigman, Emily" (2516662784) 01:49:34.519 --> 01:49:52.919 That came in during the registration process. So let me go back to the Q and A box to see if there's anything left unaddressed. We've got a lot in here, and again, I want to remind you all that. 314 "Brigman, Emily" (2516662784) 01:49:52.919 --> 01:50:12.919 Policy specific questions will be taken into account when we develop the frequently asked questions document for DOA and doors providers. And for DDD DSCCC and state plan home health, we did cover loop. 315 "Brigman, Emily" (2516662784) 01:50:12.919 --> 01:50:32.919 Changes to policy and those will be communicated to provider agencies ahead of their effective date. We are sending out the recording and slides by way of the list serve mechanism in place. Earlier on in the Q and A. 316 "Brigman, Emily" (2516662784) 01:50:32.919 --> 01:51:03.509 The inbox. We posted a link to the HFS provider notice subscription page, but you can simply google HFS provider notices and find the subscription page that way as well. I'm scrolling through this and it looks like most of the questions were addressed. There are some duplicative questions. Again, issues with integration, please submit a ticket. 317 "Brigman, Emily" (2516662784) 01:51:03.509 --> 01:51:21.606 I think we've covered it all Colby. I know you've been in here in the Q and A box, addressing questions. Any last points you'd like to make, Colby? 318 "Colby" (3015516160) 01:51:21.606 --> 01:51:41.689 Yeah, I'd just like to say that, you know, as, as Emily stated earlier on, we don't necessarily have the answer to every single question today as we are working through discovery, and planning out all of the specific dates for the implementation, so just be a little patient with us. Once that. 319 "Colby" (3015516160) 01:51:41.689 --> 01:52:01.689 Welcome letter goes out. That's when we will have everything set and ready to go as far as information sessions getting signed up, knowing when trainings are gonna be in the future and that go live date et cetera. So we will have all of that information worked out here in relatively short order. And then we will make. 320 "Colby" (3015516160) 01:52:01.689 --> 01:52:21.689 Make sure that all the questions that we didn't answer today, do get into an FAQ document like Emily said as well so that everybody has answers to those. Some of those are still in flight as we're working through them. So just keep that in mind and bear with us, but pretty shortly here we'll have a good plan in place. 321 "Colby" (3015516160) 01:52:21.689 --> 01:52:24.982 Then we'll be able to share all that information with you. 322 "Brigman, Emily" (2516662784) 01:52:24.982 --> 01:52:44.479 Thank you very much, Colby. We will consolidate all the Q and A from, today's webinar and addition to questions and concerns submitted during the registration process and we'll collaborate with our state operating agencies. 323 "Brigman, Emily" (2516662784) 01:52:44.479 --> 01:53:04.479 That includes DSCCC, DDD department audit aging and doors to address questions. Please, please sign up for the EVV list serve and HFS provider notices. Make sure your contact information is up to date and impact with your state operator. 324 "Brigman, Emily" (2516662784) 01:53:04.479 --> 01:53:24.479 Meeting agencies, doors, DOA, DDD and DSCCC, and we will get out the recording and the slides for today's webinar, hopefully within the next week, we anticipate that our next quarterly town. 325 "Brigman, Emily" (2516662784) 01:53:24.479 --> 01:53:43.379 Webinar will occur at the beginning of December. That will be communicated by way of HFS provider notice and email communication. Thank you all so very much for allocating your time today to attend and we will talk to you all soon. 326 "Brigman, Emily" (2516662784) 01:53:43.379 --> 01:53:50.532 Have a great day.