WEBVTT 1 "Brigman, Emily" (626122240) 00:00:04.077 --> 00:00:24.276 And this is the 1st of our quarterly town hall webinars. We are looking to schedule another one in September. So as I mentioned at the top of this call, HHA Exchange is the state's elect. 2 "Brigman, Emily" (626122240) 00:00:24.729 --> 00:00:44.089 EVV vendor and aggregator. HHA is available to provider agencies offering home health care services who either bill our managed care organizations or Illinois Medicaid for home health services or bill our. 3 "Brigman, Emily" (626122240) 00:00:44.569 --> 00:01:04.648 Division of developmental disabilities or division of specialized care for children DSCCC. In the future HHA exchange will be available free of cost to department on aging and doors homemaker agencies and home health agencies. 4 "Brigman, Emily" (626122240) 00:01:07.690 --> 00:01:25.370 At this time, provider agencies may either elect to use HHA for free or use a qualified 3rd party EVV vendor. By qualified, we mean that that vendor is able to capture elements that are required by. 5 "Brigman, Emily" (626122240) 00:01:25.450 --> 00:01:45.370 Federal rule and state rule. And we'll go into details on those elements in a little bit, but as an example, capturing the person who received the services, the caregiver giver providing those services, where those services were facilitated, at what time. 6 "Brigman, Emily" (626122240) 00:01:45.450 --> 00:02:05.130 Time did they start? At what time did they end? We know that a lot of home health agencies historically have used EMR systems and worked with those vendors to expand their capability to capture those elements required by the federal 21st Century Cures Act. 7 "Brigman, Emily" (626122240) 00:02:05.370 --> 00:02:26.530 Which is the federal legislation that dictates any Medicaid funded provider agency, personal care services or home health care services use EVV. For division of developmental disabilities that also includes personal support workers, whether they are billing through access. 8 "Brigman, Emily" (626122240) 00:02:27.200 --> 00:02:46.920 Or if they are billing through, another agency. At this time, the free HHA option does not have payroll features available or billing features, with billing. 9 "Brigman, Emily" (626122240) 00:02:47.200 --> 00:03:06.760 In particular, and payroll, we understand the convenience. We understand that some provider agencies pay for their own EVV system and that system has billing and payroll features. But they are not available through the free solution, offered by HHA Exchange at this time. 10 "Brigman, Emily" (626122240) 00:03:07.160 --> 00:03:35.600 The state doesn't tend to explore billing. That will require a lot of work as each operating agency or waiver operating agency HFS and our managed care organizations have different billing processes. So right now, those two features are not offered through the free HHA exchange solution. I wanted to make it a point to say now because I know we will get inquiries about this. 11 "Brigman, Emily" (626122240) 00:03:36.170 --> 00:03:56.090 We are recording this. The recording and the slides and an FAQ based on questions and answers during this webinar will be made available to attendees probably within the next couple of weeks. I would encourage you to sign up for our. 12 "Brigman, Emily" (626122240) 00:03:56.300 --> 00:04:12.019 The EVV list serve. I'll give you instructions on how to do that toward the end of my presentation. But again, this content and the recording as well as an FAQ from today's presentation will be made available at a later date. 13 "Brigman, Emily" (626122240) 00:04:12.600 --> 00:04:28.959 And as a reminder, if you'd like to submit a question during the presentation, please note on the lower right hand side of your screen, if you're logged in through your computer, there's a Q and A box, you'll see a little question mark, and if you click on that icon, you're able to submit a question. 14 "Brigman, Emily" (626122240) 00:04:33.158 --> 00:04:51.599 A quick recap of what we've done so far in Illinois, with HHA exchange. It's been almost two years since we implemented electronic visit verification for division of developmental disabilities, personal support. 15 "Brigman, Emily" (626122240) 00:04:52.119 --> 00:05:11.119 Workers. Those are individuals either billing through access or a PSW agency. They are required to use Celltrack for EVV if they're billing through access and access on behalf of those personal support workers. 16 "Brigman, Emily" (626122240) 00:05:11.859 --> 00:05:28.818 Transmits their visit data to HHA exchange. Other PSW agencies either use their own 3rd party system or have their caregivers use HHA Exchange's free option for EBV. 17 "Brigman, Emily" (626122240) 00:05:31.749 --> 00:05:49.429 At the beginning of 2024, specifically 31 December 2023, HFS required that home health care service agencies, and that includes agencies providing physical therapy, occupational therapy. 18 "Brigman, Emily" (626122240) 00:05:49.469 --> 00:06:17.269 Therapy, speech therapy, skilled nursing, home health health aid services, et cetera, use EVV. Specifically those home health care agencies billing, division of specialized care for children, division of developmental disabilities through Department of Human Services, managed care organizations or Illinois Medicaid for state plan home. 19 "Brigman, Emily" (626122240) 00:06:17.749 --> 00:06:32.389 Health services. And when we say managed care organizations, we mean those managed care organizations that provide coverage for our health choice, Illinois customers and our MMA I customers. 20 "Brigman, Emily" (626122240) 00:06:35.048 --> 00:06:54.288 At present, HFS and HHA Exchange are working with Department of Human Services Division of Rehabilitation Services, and their EVV vendor SAN data to aggregate individual provider services services visit data. 21 "Brigman, Emily" (626122240) 00:06:54.669 --> 00:07:28.389 So or EVV data. We are currently working to absorb that visit data from SAN data on the HHA exchange end, and this is not changing any processes for personal assistance or individual providers CNAs, individual provider, RNs or individual provider LPNs. So nothing changes with how they use EVV. It's just that HFS as a state Medicaid agency. 22 "Brigman, Emily" (626122240) 00:07:28.709 --> 00:07:55.269 See by way of HHA exchange, now has insight into their EBV data. Again, that is a requirement of federal CMS that state Medicaid agencies review visit data, that they report on that visit data to federal CMS so that federal CMS can see provider agencies billing Medicaid or managed care organizations. 23 "Brigman, Emily" (626122240) 00:07:55.759 --> 00:07:57.519 Are using EVV as required. 24 "Brigman, Emily" (626122240) 00:08:04.389 --> 00:08:23.149 For department on aging and division of rehabilitation services aging providers. We know that we have a lot of in home provider agencies or homemaker agencies on this call today. Originally, the state had hoped to aggregate visit data for. 25 "Brigman, Emily" (626122240) 00:08:24.629 --> 00:08:43.509 Provider agencies serving community care program customers through department on aging or those elderly waiver customers in November of 2024. We had to pause on that to work through some kinks. We are hoping to have an announcement. 26 "Brigman, Emily" (626122240) 00:08:44.829 --> 00:09:09.029 Soon regarding a new date for aggregation of that data. But that does not put a pin in the use of EVV as required by department on aging policy. Both department on aging and division division of rehabilitation services, doors or the home services program have required use of EVV for. 27 "Brigman, Emily" (626122240) 00:09:09.289 --> 00:09:27.169 A decade now. That is as the, as a result of state legislation called the Smart Act or Save Medicaid Access and Resources Together Act. That required that homemaker agencies and individual providers. 28 "Brigman, Emily" (626122240) 00:09:27.979 --> 00:09:44.579 Serving door doors customers use EVV. As mentioned, doors has their own vendor and aggregator. So personal assistance billing through doors use SAN data for EVV. 29 "Brigman, Emily" (626122240) 00:09:45.879 --> 00:10:03.918 Homemaker and home health care service agencies serving home services program customers through doors, whether you're billing doors directly because the customer is fee for service Medicaid or you're billing a managed care organization for services provided to a doors customer. 30 "Brigman, Emily" (626122240) 00:10:04.988 --> 00:10:23.788 You have to use EVV. If you're a provider agency with under ten staff serving doors customers, you can use SAN data at NO cost. If you have ten or more staff, you are required to secure your own 3rd party vendor. 31 "Brigman, Emily" (626122240) 00:10:24.669 --> 00:10:44.429 And transmit your visit data to SAN data for aggregation. That is current DRS policy, whereas for department on aging, all homemaker agencies are required to secure their own 3rd party vendor. Eventually, HHA Exchange will aggregate. 32 "Brigman, Emily" (626122240) 00:10:44.869 --> 00:11:04.309 Visit data from those 3rd party vendors, as well, the free HHA option will be available to provider agencies serving community care program, customers, and home service program customers. Again, we hope to make an announcement about that soon. At this time, we. 33 "Brigman, Emily" (626122240) 00:11:04.788 --> 00:11:17.629 Encourage you to follow current policy for doors and DOA regardless of when the free option is made available, billing processes will remain the same. 34 "Brigman, Emily" (626122240) 00:11:23.829 --> 00:11:43.589 The why behind EVV. For those of you who attended our bi weekly webinars, you heard us go over the state and federal regulations that require Medicaid funded provider agencies to use EVV, as well as personal. 35 "Brigman, Emily" (626122240) 00:11:44.029 --> 00:11:50.108 Support workers serving DDD customers and personal assistance serving doors customers. 36 "Brigman, Emily" (626122240) 00:11:53.789 --> 00:12:13.589 We as an agency report quarterly on that visit data to federal CMS. We have to undergo a certification review with federal CMS, at which point they look at our policies that govern EVV with our providers. They look. 37 "Brigman, Emily" (626122240) 00:12:13.789 --> 00:12:25.909 That where we're at as a state compliance wise and what we're doing to increase provider adoption, and increase compliance across our provider network. 38 "Brigman, Emily" (626122240) 00:12:27.629 --> 00:12:44.629 The EDVV is especially bene beneficial for providers in promoting provider liability. It offers provider agencies evidence that their caregivers were out. 39 "Brigman, Emily" (626122240) 00:12:45.528 --> 00:13:05.089 Providing services when they were, when they were authorized to provide services. EVV promotes customer safety, well being. It allows our state agencies to look at was a provider agency offering services 7 h a day at the home? 40 "Brigman, Emily" (626122240) 00:13:05.449 --> 00:13:26.368 Of Emily Brighman as we authorize them to. We want to make sure that our home and community based waiver programs function as they are intended to, which is keeping people safe and independent in the community out of hospitals and institutional settings such as skilled nursing facilities. 41 "Brigman, Emily" (626122240) 00:13:29.069 --> 00:13:47.029 As far as provider liability goes, I'll give you an example we heard recently of a provider agency who heard from a family member, that they woke up in the middle of the night, and the caregiver was mus. 42 "Brigman, Emily" (626122240) 00:13:47.029 --> 00:14:15.669 Not there. So they weren't sure whether their, their family member actually received services. The provider agency and the state agency looked into those EVV records, saw that the caregiver had clocked in captured the location where she was at, offered services during the time period that she was authorized to do and clocked out and left without waking the family. 43 "Brigman, Emily" (626122240) 00:14:15.959 --> 00:14:45.598 Up. So that is a resource to provide our agencies in ensuring their staff are performing services as they should. And as, as you all know who are currently using the HHA exchange system, you have the ability as a provider agency administrator to pull up specific caregiver data to look at which customers or recipients. 44 "Brigman, Emily" (626122240) 00:14:46.069 --> 00:15:20.269 They're seeing, and in the background, we're looking at whether your paid claims or the billing that you're submitting to either the state or managed care organizations supports is supported by your visit data. You'll see this little bullet point here, fiscal integrity and accountability, we're comparing visit data to paid claims data to make sure that we're not paying provider agencies if they didn't furnish actual care. 45 "Brigman, Emily" (626122240) 00:15:22.539 --> 00:15:41.379 I have a little snippet in here about a prediction back all the way back in 2018, the EVV would save states almost 300 million in a ten year period. In Illinois, we're recently getting into the grind of implementing EVV across all of our in scope proper. 46 "Brigman, Emily" (626122240) 00:15:41.479 --> 00:16:00.638 Provider population, so time will tell, we'll go over our policies pertaining to currently in scope providers shortly, and again, include contact information for respective state agencies and their policies. 47 "Brigman, Emily" (626122240) 00:16:01.359 --> 00:16:02.479 Okay. 48 "Brigman, Emily" (626122240) 00:16:08.048 --> 00:16:24.889 Illinois Department of Healthcare and Family Services is the oversight entity for all Medicaid funded funded providers. However, our state agencies that administer home and community based waiver programs oversee their providers on behalf of. 49 "Brigman, Emily" (626122240) 00:16:25.328 --> 00:16:57.049 HFS, they have their own EVV policies. Again, these slides will be distributed after the meeting today. We'll make them available on our EVV website. You'll be able to click on these hyperlinks that will take you directly to the policy. Let's see where I'm at here. A note on our policies. There's some commonalities here. If you are a provider agency. 50 "Brigman, Emily" (626122240) 00:16:57.699 --> 00:17:17.659 Or a a home health agency or a personal support worker in scope for HHA exchange at this time, meaning you are either required to use the free HHA exchange option or use a 3rd party visit system or a 3rd party EVV system. 51 "Brigman, Emily" (626122240) 00:17:18.328 --> 00:17:51.369 At this time, we expect at HFS DDD and D DSCCC that you have 50 % overall visit compliance, meaning you're capturing the time that you, the caregiver is capturing the time that they started performing services, who they're, who they're providing services to, what type of service, and the location of those services. Within twelve months of the implementation of our policies. 52 "Brigman, Emily" (626122240) 00:17:51.769 --> 00:18:18.769 So that I believe, takes us to October. We expect that 75 % of your overall visits are compliant with elements outlined in the 21st century Cares Act. That's federal legislation. We encourage you to review your policy, and outreach either HFS. 53 "Brigman, Emily" (626122240) 00:18:19.019 --> 00:18:37.619 S DDDD or DSCCC with questions. Within the coming months we will be reaching out to provider agencies who have not met the 50 % overall visit compliance to determine what you're doing as a provider agency to increase caregiver compliance. 54 "Brigman, Emily" (626122240) 00:18:39.059 --> 00:18:55.139 We know that for provider agencies with 3rd party EVV vendors, some of you are still working on integration with HHA exchange. We expect you to let us know where you're at in that process. 55 "Brigman, Emily" (626122240) 00:18:57.259 --> 00:19:16.899 And where you are at in training caregivers to use EVV. All Medicaid providers, when they undergo impact revalidation, which a lot of you on this call have probably already gone through or will be going through very soon are required to attest to compliance. 56 "Brigman, Emily" (626122240) 00:19:17.299 --> 00:19:29.299 With EVV during that impact revalidation process. We're also going to talk a little bit more about impact and how that plays out, how your impact enrollment plays out with EVV. 57 "Brigman, Emily" (626122240) 00:19:32.699 --> 00:19:52.499 In October, if we look at your agency and you have not met 75 % overall visit compliance, we will be reaching out to you and assigning a plan of correction, wherein you will have a, a portion of time to, to develop a plan of correction, which you're going. 58 "Brigman, Emily" (626122240) 00:19:52.699 --> 00:20:19.019 To do to increase compliance as a provider agency, and then a certain amount of time to implement that compliance action plan. If 75 % compliance still isn't met after that time period or NO remediation plan is submitted, we will refer the agency to the HFS office of Inspector General. 59 "Brigman, Emily" (626122240) 00:20:19.579 --> 00:20:38.499 For fraud waste and abuse and inv investigation. As mentioned earlier in the presentation, the intent behind EVV, a part of it is to reduce fraud waste and abuse. So the state has insight into whether a provider agency is serving a customer when they. 60 "Brigman, Emily" (626122240) 00:20:39.069 --> 00:20:58.869 Are supposed to be serving a customer and to promote customer customer well being and safety, keeping our vulnerable populations outside of hospitals and nursing homes safe and independent in the community. A slight difference for provider agencies serving DDD and. 61 "Brigman, Emily" (626122240) 00:20:59.069 --> 00:21:16.228 DSCCC is that those provider agencies who are willfully non compliant with EVV requirements could potentially face overpayment recovery, denial of claims, suspension or termination as a provider. 62 "Brigman, Emily" (626122240) 00:21:24.218 --> 00:21:40.218 This slide covers EVV email addresses for each of our agencies. HFS covers state plan home health. That means home health provider agencies either billing, Illinois. 63 "Brigman, Emily" (626122240) 00:21:40.569 --> 00:22:09.249 Medicaid or the managed Care organizations. For DDD, they have their own EVV inbox as does DSCCC. DOA EVV policy inquiries can go to aging.evv.support@Illinois.gov and DHS has its doors, has its own EVV inbox as well, DHS.EVV@Illinois.gov. 64 "Brigman, Emily" (626122240) 00:22:09.919 --> 00:22:29.559 Again, these slides are going to be made available to you all and you'll be able to click on the hyperlinks and email HF us at HFS if you have a question regarding EVV requirements statewide. I want to talk a little bit about the state's role in comparison to our vendor HA. 65 "Brigman, Emily" (626122240) 00:22:29.919 --> 00:22:49.679 Day Exchange's role. We field a lot of inquiries@HFS.EVV regarding technical assistance. This HFS DSCCC and DDD, we do not have the capacity to troubleshoot things. 66 "Brigman, Emily" (626122240) 00:22:49.839 --> 00:23:09.479 Just like delayed integration between a 3rd party system and HHA exchange. We don't have that technical expertise and we don't have insight into the system to assist with those matters. We provide guidance on EVV policy, implementation processes, timelines. 67 "Brigman, Emily" (626122240) 00:23:09.959 --> 00:23:41.999 We, we offer resources. Our EVV website at HFS has a wealth of information. It has all of our previous town hall webinar content. It has instructions on how to sign up for our EVV email list and provider notices. We monitor compliance at the state. We are looking at reporting from HHA exchange, and we all have access to log into HHA Exchange and pull. 68 "Brigman, Emily" (626122240) 00:23:42.339 --> 00:24:08.179 Don't visit data for provider agencies currently in scope for HHA exchange. HHA exchange, on the other hand, they offer technical assistance to provider agencies. We communicate themes to HHA exchange. What we're hearing if there's a certain issue with the feature of the HHA exchange system that we're, we're. 69 "Brigman, Emily" (626122240) 00:24:08.719 --> 00:24:28.159 Hearing a lot about via our respective EVV email addresses. We meet with HHA Exchange weekly. On the HFS end we meet with HHA Exchange multiple times a week, we discuss escalated provider agency concerns. We. 70 "Brigman, Emily" (626122240) 00:24:28.479 --> 00:24:54.998 We discuss how a provider agency who's in scope is performing on a weekly basis. And we look at how to address technical issues as statewide. So we leverage opportunities like this EVV town Hall webinar. HFS will communicate guidance by way of our email. 71 "Brigman, Emily" (626122240) 00:24:55.829 --> 00:25:19.708 List, as well as provider notices. If you are having concerns regarding the technical assistance provided by HHA exchange or you visited their client support portal, called their Illinois hotline and are not making much headway, then you can escalate the concern to. 72 "Brigman, Emily" (626122240) 00:25:20.439 --> 00:25:45.518 The respective state agency. So e.g., if you're a home health care service agency billing state plan Medicaid, or the mcos, you can reach out to hFS.EVV. We ask that you include your provider agency name, the latest ticket number that you received through submitting a concern to HHA exchange by way of. 73 "Brigman, Emily" (626122240) 00:25:45.499 --> 00:26:16.579 With their client support portal. It's also very helpful if we have your tax identification number. We can look you up very easily that way, either in the HHA exchange system, in our impact system, or through weekly reporting that all state agencies receive. The managed care organizations also do not provide technical assistance. However, managed care organizations are required to transmit authorization. 74 "Brigman, Emily" (626122240) 00:26:17.259 --> 00:26:47.219 To HHA Exchange for home health agencies billing the mcos. We'll talk a little bit about that later in the presentation. Managed care authorizations. A little more about what we're looking at at the state. Overall visit compliance. So we I've referenced the six elements of the 21st century Cares Act. That is federal legislation that requires that. 75 "Brigman, Emily" (626122240) 00:26:47.419 --> 00:27:03.538 That Medicaid funded personal care service and home health care service providers capture the type of visit that's performed. That means is it a home, a skilled home health service? Is it occupational therapy or physical therapy? Or is it personal care? 76 "Brigman, Emily" (626122240) 00:27:04.609 --> 00:27:18.409 Who's providing the service? When was the service? What date was the service provided? Where was it provided? Which caregiver is providing the service and when the service starts and ends? 77 "Brigman, Emily" (626122240) 00:27:19.649 --> 00:27:35.328 We look at whether it edit was made to the visit. And by edit I mean, did the caregiver forget to log out and the provider agency administrator had to go back in and add a an end date or an end time for that visit? 78 "Brigman, Emily" (626122240) 00:27:37.679 --> 00:27:52.198 We understand that EVV is new for a lot of providers, and this may take, you know, training and retraining, but a visit edit does count as an incident of. 79 "Brigman, Emily" (626122240) 00:27:53.319 --> 00:28:12.999 Non compliance or it's not a compli a visit that's compliant with the Cures act. Having one visit that doesn't meet Cures Act compliance doesn't, doesn't mean we're going to penalize you. It just means that informs the overall agency's performance and we are looking for continu. 80 "Brigman, Emily" (626122240) 00:28:13.079 --> 00:28:38.519 Continued improvement across that provider agency caregiver network. We also are monitoring provider adoption. As I mentioned earlier, home health care service agencies, billing, Illinois Medicaid, the managed care organizations, division of developmental disabilities, and division of specialized care for children were required to start using EVV. 81 "Brigman, Emily" (626122240) 00:28:38.959 --> 00:28:58.199 The way back on 31 December 2023. If you are a provider agency that is in that network and not using EVV, you've probably already heard from us. We're looking at managed care authorizations, and paid claims data to see if. 82 "Brigman, Emily" (626122240) 00:28:58.959 --> 00:29:27.719 There is visit data to align with those paid claims, so we'll be able to tell if you're not using EVV and we will reach out to you. We talked about paid claims analysis. I also want to mention and and our, our peers at HHA Exchange will go over these resources as well. The state expects that provider agencies are completing. 83 "Brigman, Emily" (626122240) 00:29:28.139 --> 00:29:45.619 Health monitoring, that they're monitoring caregiver performance and they're remediating with individual caregivers if there are continued issues with manual edits for that on behalf of that caregiver or lack of use of EVV. 84 "Brigman, Emily" (626122240) 00:29:47.549 --> 00:30:07.269 In April HHA Exchange had a webinar where they covered, I believe this was on 29 April, where they covered guidance on how provider agencies can log into the HHA exchange system and run reports. This is available to all provider agencies regardless. 85 "Brigman, Emily" (626122240) 00:30:07.509 --> 00:30:27.189 Of whether they have a 3rd party vendor. Every provider agency in scope with HHA Exchange has to have a portal built by HHA exchange. And they have access to that portal. At the state we, we strongly encourage providers to, look in access. 86 "Brigman, Emily" (626122240) 00:30:27.509 --> 00:30:38.148 That portal, if you've got a 3rd party vendor, look at if what you're seeing on the 3rd party vendor side aligns with what you're seeing in your portal within HHA exchange. 87 "Brigman, Emily" (626122240) 00:30:40.019 --> 00:30:59.859 If you're a provider agency administrator on a monthly basis HHA Exchange is sending you a Know Your numbers report. The state looks at those reports as well. They come on the 15th of every month and we are leveraging those s those reports for upcoming outreach. 88 "Brigman, Emily" (626122240) 00:31:00.818 --> 00:31:26.499 Two provider agencies who do not have 50 % overall visit compliance. We also look at provider performance on a weekly basis. HHA Exchange provides to HFS, DSCCC, and DDD, weekly client facing reports, and those reports tell us from the start of when EVV was required in LN. 89 "Brigman, Emily" (626122240) 00:31:26.709 --> 00:31:53.869 Illinois how a provider agency is performing. Are there paid claims within the last six months and visit data to support those paid claims? A reminder about social security numbers. The state talked about this topic heavily in our biweekly town hall webinars. We. 90 "Brigman, Emily" (626122240) 00:31:54.428 --> 00:32:12.709 Did get an inquiry about this from a provider agency during registration for this town hall webinar. Tracking a full caregiver social security numbers has been a requirement for almost six months now. It will be a requirement for. 91 "Brigman, Emily" (626122240) 00:32:13.998 --> 00:32:33.559 Department on aging and doors provider agencies as well. The state's rationale for that requirement is the social security number is a unique identifier. It never changes. We have caregivers who work in multiple capacities. 92 "Brigman, Emily" (626122240) 00:32:33.799 --> 00:32:53.559 For multiple agencies. E.g., I might work as a personal assistant for a home services customer through doors, and I also work as a personal support worker for a customer who receives DDD waiver services. Tracking of my social security number allows both. 93 "Brigman, Emily" (626122240) 00:32:53.919 --> 00:33:15.959 Agencies, doors and DDD to see that I'm performing services when I'm supposed to be performing services that I'm not billing for services for Susie at the same time I'm billing for services for Steve over at DDD. 94 "Brigman, Emily" (626122240) 00:33:18.228 --> 00:33:34.788 The state and HHA exchange during certification review with federal CMS undergo privacy checks to ensure that our vendor is HIPAA and HIP trust compliant. 95 "Brigman, Emily" (626122240) 00:33:36.849 --> 00:33:52.049 We also review at the state our chief security officer reviews reporting from our vendor HHA exchange. We received reporting I believe on at least an annual basis, if not more frequently. 96 "Brigman, Emily" (626122240) 00:33:54.389 --> 00:34:13.709 And again, it's a, it's a requirement. It's a unique identifier. It allows HFS as a state Medicaid agency to track performance across multiple waiver programs. If you have difficulty tracking social security number either within the HH. 97 "Brigman, Emily" (626122240) 00:34:13.989 --> 00:34:29.748 A Exchange system or in a 3rd party system transmitting that caregiver data to HHA Exchange representative from HHA Exchange is going to go over some troubleshooting guidance with you later in this presentation. 98 "Brigman, Emily" (626122240) 00:34:31.019 --> 00:34:49.379 HFS is a state Medicaid agency and HHS at the federal level does have access to social security numbers and they are utilized to ensure that caregivers are performing services for vulnerable populations as they were authorized. 99 "Brigman, Emily" (626122240) 00:34:54.318 --> 00:35:11.719 Role of managed care organizations. At this time, the managed care organizations are transmitting authorizations to HHA Exchange for home health care service provider agencies. If they're billing. 100 "Brigman, Emily" (626122240) 00:35:12.728 --> 00:35:31.609 A managed care organization. It is a requirement, the state that the managed care organizations transmit these authorizations. Our HHA will exchange, will dive a little deeper with provider agencies on this webinar today on how to address. 101 "Brigman, Emily" (626122240) 00:35:33.289 --> 00:36:04.849 Instances where the managed care authorization might be missing or it expired before the provider understood it should expire. There are ways to still use EVV absent a managed care organization authorization. The managed care organizations will transmit authorizations for homemaker agencies when we go live with department on aging and. 102 "Brigman, Emily" (626122240) 00:36:05.269 --> 00:36:24.628 And doors, for that visit data. We'll talk more with provider agencies closer to that go live date after it's announced on how to address MCO authorizations, and we will heavily prepare with our managed care organizations for that as well. 103 "Brigman, Emily" (626122240) 00:36:27.789 --> 00:36:45.628 If you have authorization concerns, say e.g., you're in the HHA exchange system and you see that there is a missing authorization from Blue Cross Blue Shield. On our public facing EVV website HFS. 104 "Brigman, Emily" (626122240) 00:36:46.139 --> 00:37:10.779 Has contact information for each managed care organization's EVV inbox. When you get the slides from today, you'll be able to click this purple link here and it will take you to the document on our EVV website that includes all of those contacts. How to remediate an. 105 "Brigman, Emily" (626122240) 00:37:11.299 --> 00:37:30.179 Accent MCO authorization. We've talked about reaching out to the MCO contacts. It's important that you verify with the managed care organization that they did transmit an authorization to your agency for the time period in which you need to use EVV. 106 "Brigman, Emily" (626122240) 00:37:32.668 --> 00:37:51.949 I would recommend ensuring time period and that the authorizations were for the patients you're attempting to use EVV for. Excuse me. If the managed care organization indicates to you that the authorization was successfully. 107 "Brigman, Emily" (626122240) 00:37:52.389 --> 00:38:21.709 Transmitted and is current, we recommend at the state that you reach out to HHA Exchange to ensure they received the authorization. Leveraging HFS.EVV@Illinois.gov if you are struggling to get a response from a managed care organization or assistance from HHA exchange. A reminder that if, if you're struggling to get assistance from HHA Exchange by way of their client support portal at HFA. 108 "Brigman, Emily" (626122240) 00:38:21.929 --> 00:38:41.889 FS, we need your ticket number that was provided to you when you submitted the concern to HHA exchange. What we'll do is we'll take that to our contacts for the Illinois project management team from HHA Exchange and ask that they research the issue. We have a biwe. 109 "Brigman, Emily" (626122240) 00:38:41.969 --> 00:39:14.889 Weekly call with HHA exchange in which we talk about concerns that the state has escalated based on what we receive in our EVV inboxes. We can't help you if we don't know, so please feel free to send a ticket number to hFS.EVV if you submitted a concern, you didn't get a response or you're struggling to understand the guidance. I alluded to impact enrollment a little. 110 "Brigman, Emily" (626122240) 00:39:15.080 --> 00:39:45.160 A bit ago and HHA Exchange will talk about this as well. Our data source for communicating providers to HHA Exchange is the Illinois Impact system. If you as a provider agency input the wrong tax identification number in impact or it differs from what you rep, what you reported was your tax identification number when completing enrollment with HHA exchange. That means. 111 "Brigman, Emily" (626122240) 00:39:45.840 --> 00:40:05.560 The state in HHA Exchange cannot communicate effectively so that HHA Exchange can build a portal for your agency and so that you can either use HHA Exchange directly or a 3rd party vendor on your behalf can successfully transmit visit data to HHA. 112 "Brigman, Emily" (626122240) 00:40:05.840 --> 00:40:25.000 The exchange, for aggregation. We need you to comply with impact revalidation dates in order to stay active in impact and as well ensure that you input an updated public health license. 113 "Brigman, Emily" (626122240) 00:40:27.179 --> 00:40:47.060 Before it's expired, Failing to complete revalidation lends to inactivity in impact, business eligibility wise, as does failure to submit a current public health license. And that then lends to HFS inability to communicate your provider. 114 "Brigman, Emily" (626122240) 00:40:47.210 --> 00:40:52.489 Your agency to HHA exchange so that you can successfully use EVV. 115 "Brigman, Emily" (626122240) 00:40:58.610 --> 00:41:14.570 If you are struggling to make a modification in impact, complete revalidation, please contact HFS impact. I, we have the impact email address here as well as their hotline number. 116 "Brigman, Emily" (626122240) 00:41:16.250 --> 00:41:33.250 If you're at HFS.EVV, we do not assist with impact enrollment, so please utilize these contacts for any impact inquiries or troubleshooting. 117 "Brigman, Emily" (626122240) 00:41:39.259 --> 00:41:56.860 Some additional state resources. At HFS we have an EVV website. It is chalk full of information. It goes over timelines for implementation. We have a page dedicated to housing all HFS, EVV provider notices and list serve communications. 118 "Brigman, Emily" (626122240) 00:41:58.980 --> 00:42:18.820 We have that MCO contact list, and we have all previous town hall webinar slides, recordings, and FAQ. DDD has its own EVV webpage as does DSCCC and doors. DOA, their EVV policy. 119 "Brigman, Emily" (626122240) 00:42:19.060 --> 00:42:26.980 He is publicly available and we have a link to it on this slide which will be made available to you probably within the next couple of weeks. 120 "Brigman, Emily" (626122240) 00:42:29.350 --> 00:42:48.870 Strongly strongly encourage signing up for HFS EVV communications. This is as simple as googling HFS provider notices, going to the subscription page, selecting the electronic visit verification category after you enter your email address and then submitting. 121 "Brigman, Emily" (626122240) 00:42:49.190 --> 00:43:08.110 If you do that, you will receive every single email that is EVV specific from HFS as well as any provider notice specific to EVV. For those of you who are homemaker agency providers, billing either doors or DOA. 122 "Brigman, Emily" (626122240) 00:43:09.589 --> 00:43:25.190 Your best bet for staying abreast of any updates regarding a go live date for your agencies is ensuring that you're signed up for HFS EVV communications and signed up for DRS and doas list serve. 123 "Brigman, Emily" (626122240) 00:43:27.240 --> 00:43:46.760 Reference the DOA EVV inbox or doors EVV inbox if you're not getting communications at present regarding policy updates etc. That concludes the state presentation. I am going to stop sharing and hand it over to. 124 "Brigman, Emily" (626122240) 00:43:47.000 --> 00:43:52.720 To Colby at HHA Exchange to start presenting for HHA exchange. 125 "Colby" (1250919936) 00:43:55.964 --> 00:44:09.165 Perfect, thanks Emily, and I will share my screen. Emily, if you'd be so kind to confirm that you can see it that. 126 "Brigman, Emily" (626122240) 00:44:09.369 --> 00:44:12.170 Be great. We can see it Colby. Thanks. Great. 127 "Colby" (1250919936) 00:44:12.509 --> 00:44:30.029 Okay. Hi everybody, my name is Colby Ward. I am director of client Success with HHA exchange. Today I'm going to be taking you through some of the topics that we were hearing more frequently come up as HFS and the HHA team were discussing what content to bring. 128 "Colby" (1250919936) 00:44:30.020 --> 00:44:49.780 In here. So, I'm going to be reviewing a little bit about getting started with HHA, some of our reporting updates that we've made, talk a little bit about member placement in the system, and then I'm going to go into some of the resources. 129 "Colby" (1250919936) 00:44:50.219 --> 00:45:21.740 That we have. We've done a big revamp of several of our different resources that are available to providers, so I just want to be sure that everyone is aware of what those are and where those are. Before I jump into that, I have a couple of quick slides just to level set on acronyms and terminology that you will probably hear me use and you will see in many of our resources, as I'm going through the presentation, EVV. 130 "Colby" (1250919936) 00:45:22.330 --> 00:45:38.730 Is electronic visit verification, HHCS Home Healthcare Services, EDI, electronic data interchange. Also refer to that as alternate EVV or 3rd party EVV. It has a variety of names that maybe mentioned. 131 "Colby" (1250919936) 00:45:40.040 --> 00:45:59.440 API refers to application programming interface. That is the way that data is transmitted from an alternate EVV system to HAJ exchange. The RIN is the recipient identification number, otherwise known as the Medicaid ID, HFS healthcare. 132 "Colby" (1250919936) 00:45:59.720 --> 00:46:14.319 In Family Services DDD is the division of developmental disabilities, and then DSTCC Division of specialized Care for children. So again, you may see those acronyms throughout this presentation and in our Illinois resources. 133 "Colby" (1250919936) 00:46:19.200 --> 00:46:33.160 From a terminology standpoint, you also may hear some differences in terminology, so just to level set, you may hear me say payer, state MCO or contract. Those are all one and the same. 134 "Colby" (1250919936) 00:46:35.019 --> 00:46:53.020 Member, client, customer patient. I've also heard recipient, beneficiary, you know, any multitude of those terms are all one in the same as well. When I talk about provider, I'm referring to the agency level. 135 "Colby" (1250919936) 00:46:54.560 --> 00:47:09.999 Versus caregiver is referring to worker, service provider, nurse, PSW, et cetera. And then EDI, as I mentioned, 3rd party or alternate EVV maybe mentioned as well. 136 "Colby" (1250919936) 00:47:20.090 --> 00:47:38.409 So again, just a couple of items on our agenda for today. We're going to talk a little bit about a couple of program reminders around enrollment as well as some reminders about the EDI process. I have a few slides on member placement to go over. 137 "Colby" (1250919936) 00:47:40.300 --> 00:48:00.260 Also EVB compliance and caregiver social security number reporting. We just recently held some recorded webinars, so we want to point you in the direction of those. And then as I mentioned as well, we have several resources that we've recently refreshed, so I want. 138 "Colby" (1250919936) 00:48:00.410 --> 00:48:02.970 But to be sure everyone is aware of where to find those. 139 "Colby" (1250919936) 00:48:07.890 --> 00:48:27.690 So we'll start off with the program reminders on enrollment. 1st here is the provider enrollment form. We've mentioned this a multitude of times, but in case anyone who is currently performing the services that Emily mentioned that are in scope. 140 "Colby" (1250919936) 00:48:27.890 --> 00:48:47.370 For EVV, you do need to have a portal with HHA exchange regardless of whether you are using hha's free system or if you are going to be using a 3rd party alternate EVV system, every provider needs a portal. So if you don't have a portal yet and you are in scope. 141 "Colby" (1250919936) 00:48:48.089 --> 00:49:07.890 Please visit the link at the bottom of the slide. I'll also show you where to find it later on in our info hub. You'll want to fill this out just as an FYI, if you are going to fill this out, you will need these key items here at the bottom of the screen, your agency identifiers like your tax identity. 142 "Colby" (1250919936) 00:49:07.930 --> 00:49:27.890 Be an NPI, your chosen EVV system, whether you're gonna be using the state sponsored system or an alternate system, as well as if you are using an alternate EVV system, we will need contact information for that system so that we can be sure they are included in all of the communication. 143 "Colby" (1250919936) 00:49:28.210 --> 00:49:50.929 That we're sending to you as well. Once you submit the survey, you're going to receive a confirmation email right away indicating to you that you have successfully submitted it. And then about five business days after completion, your portal is going to be created and the credentials for that portal are issued to the person. 144 "Colby" (1250919936) 00:49:50.970 --> 00:50:05.569 Person who submitted the survey. Very important call out that whoever submits that survey should be on the lookout for those portal credentials as they're going to be the one and only person that has access when that portal is created. 145 "Colby" (1250919936) 00:50:12.129 --> 00:50:31.890 Also, just piggybacking off of Emily's earlier comments around impact. It's very important that your all of your licenses and revalidation activities are up to date or have been completed when those are applicable. Agency identifiers like tax ID should be current. 146 "Colby" (1250919936) 00:50:32.410 --> 00:50:59.770 Incorrect. We do have the impact, helpline and email address here in case you need it. The key here is that in order for your portal that was created based on that enrollment form to be linked to the applicable payers that your agency works with, your impact status has to be active and correct. The state sends HHA exchange. 147 "Colby" (1250919936) 00:51:00.080 --> 00:51:19.840 A file on a weekly basis that tells us who the agencies are that they work with. And if you are not on that list, then we cannot link your portal to the payers so that you can start using EVV. So again, very important that that impact status is accurate and correct, as it does. 148 "Colby" (1250919936) 00:51:20.720 --> 00:51:40.320 Impact how your portal is linked to the payers in HHA exchange. And then last reminder here is to maintain your HHA exchange admin user list in your portal. I mentioned that the 1st. 149 "Colby" (1250919936) 00:51:40.590 --> 00:52:12.149 1st user is the one who submitted the survey. They're the only person at the onset of your portal being created who has access, but it should not stay that way. It is that 1st user's responsibility to then set up other users from the agency. I do have a video linked here that shows how to do that. It's very simple process within the portal to add new users. So our recommendation is to have at least two admin users set up. Those admins would be able. 150 "Colby" (1250919936) 00:52:12.430 --> 00:52:30.030 Able to create other users, and request other users if you would rather have our support team assist with creation. If the reason why we say two, at least two is because if that admin, if you only had one and that person were to leave your agency. 151 "Colby" (1250919936) 00:52:30.660 --> 00:52:50.660 It is a fairly arduous process to get a new admin user created through our support team. We need a lot of validation as far as who you are and who you work for and and all of that due to the fact that there is a lot of HIPAA information within the portal. So we have to be very. 152 "Colby" (1250919936) 00:52:50.700 --> 00:53:09.460 Very careful when we create a new admin user through our support team. So if you want to avoid that, highly recommend having at least two admin users in the portal to make sure that you always have access to somebody who can create new users and administer those higher level functions within your portal. 153 "Colby" (1250919936) 00:53:18.140 --> 00:53:21.219 Next we have a couple of reminders about the EDI process. 154 "Colby" (1250919936) 00:53:23.940 --> 00:53:43.580 So 1st we have created a brand new getting started checklist specifically for alternate EVV users. They, this would be for somebody who has just filled out the survey indicating that they are going to be using a 3rd party or alternate EVV system. This. 155 "Colby" (1250919936) 00:53:44.100 --> 00:54:03.700 Checklist gives you the step by step guidance needed to go from that enrollment survey step through to having your visit data successfully in the HHA exchange portal. So if you're in that beginning phase of the aggregation, you'll want to definitely. 156 "Colby" (1250919936) 00:54:04.100 --> 00:54:23.740 Use this to help you along in the process. If we do have some of the DOA or doors agencies on the line as well, keep in mind that for future when we get to the phase of aggregating your data as well that this is available. So if you're already using a 3rd party system, you may want to just. 157 "Colby" (1250919936) 00:54:23.980 --> 00:54:35.380 Just have this saved somewhere handy for when we get to that love, that phase of implementation. We'll certainly share this again and again but just to note here that it's available. 158 "Colby" (1250919936) 00:54:41.480 --> 00:55:00.320 This next slide just reviews the overall data exchange process. So on the left hand side of the screen is the state in the middle is HHA exchange, and on the right is the 3rd party provider and their EVV vendor. So back on the left side, the state and the pen. 159 "Colby" (1250919936) 00:55:01.519 --> 00:55:20.160 They're sending us the demographic information of the members that loads into the HHA exchange portal. We also do receive authorization data for home health care services currently from the mcos as those are available. All of that data gets loaded into the HHA exchange portal. 160 "Colby" (1250919936) 00:55:20.640 --> 00:55:51.800 And sits there with the key identifiers. So think the RIN or the Medicaid ID of the member. On the provider and EVB vendor 3rd party side, that vendor is sending us your visit records that you create from your 3rd party system, as well as your caregiver records. Those load together and try to find a match to the members who are already present in the portal. And then HHA Exchange replies to those visit and caregiver records with. 161 "Colby" (1250919936) 00:55:52.179 --> 00:56:17.700 Either a success or a failed status. Success indicates that it loaded correctly. Failed indicates that it did not load and then we give a reason as to why it did not load. So that the success and the failed status is very important. Your vendor should know where those statuses are and how those are displayed back to you. So if you're not sure how you see those. 162 "Colby" (1250919936) 00:56:18.110 --> 00:56:51.070 Statuses, please reach out to your vendor, but it's very important to know whether your visit data has made it into the system or not. Especially for those visits that do not make it into the system. So as far as visit import rejections go, those are those failed rejections, you're going to receive the record through your 3rd party vendor that your visit data was rejected if it did reject. Not all visits are. 163 "Colby" (1250919936) 00:56:51.420 --> 00:57:11.060 Going to import successfully. Unless you have very few visits, then that could be a possibility. But if you have, if you have several visits, there is a good chance that something may not import successfully, and you're going to be told why those didn't import successfully through the rejection reasons that HHA exchange. 164 "Colby" (1250919936) 00:57:11.340 --> 00:57:45.420 Passes back to your vendor, and it's ultimately your responsibility with that assistance from your 3rd party system and HHA exchange as necessary to continuously review and resolve those import rejections. So just one more slide on this about re review reviewing and resolving those rejections. Step one, make sure that you know where your visit rejections are represented in your 3rd party system and set up a process to regularly review those so that you know what. 165 "Colby" (1250919936) 00:57:45.620 --> 00:58:03.220 That visit data has rejected. Step two there is based on the specific rejection reason. You may need to update something in your 3rd party system. E.g., you may need to change caregiver or member information for that visit data to import correctly. 166 "Colby" (1250919936) 00:58:03.860 --> 00:58:23.540 Maybe the Medicaid ID is incorrect for the member, so you need to update that. But start with your 3rd party vendor on resolving visit import rejections. And then step three is if you and your 3rd party system together cannot resolve a rejection, definitely submit a customer support ticket to HHA exchange. 167 "Colby" (1250919936) 00:58:23.780 --> 00:58:40.020 Change. We will need the following information to make sure that we can help you as quickly as possible. Otherwise, you can still submit without these items, but we will have to come back to you and request them. So better to just send that from the onset. We'll need your tax ID. 168 "Colby" (1250919936) 00:58:40.740 --> 00:58:55.860 The 3rd party system that you're working with and then the transaction ID or external visit ID. The transaction ID or external visit ID is critical so that we can look up in our database exactly what you are seeing from your 3rd party vendor. 169 "Colby" (1250919936) 00:59:01.250 --> 00:59:20.450 The next, the next one is member placement review. So in this section we're going to talk about whether the responsibility is on the provider or the payer to review, or to place a member in the portal. 170 "Colby" (1250919936) 00:59:24.330 --> 00:59:39.210 Here is a chart that outlines the responsibility by the services that are live so far. So we're referring to home health care services for, all of the contracts on the screen here on the left hand side. 171 "Colby" (1250919936) 00:59:40.020 --> 00:59:59.740 Personal care services, which is personal support worker only for DDD at this time. So this does not reference the homemaker services for DOA or doors right now as those are not live yet. And for all of these on the right hand side, you can see under that member placement responsibility column that. 172 "Colby" (1250919936) 00:59:59.900 --> 01:00:19.900 That, provider agencies are able to initiate member placements for all of these contracts and all scenarios. So calling out the very last one at the bottom for the mco's home health care services when the authorizations are required. 173 "Colby" (1250919936) 01:00:21.700 --> 01:00:34.180 We do have authorizations being sent in by the mcos for those home healthcare services. Those would be things like PTOT S T RN and LPN services. However. 174 "Colby" (1250919936) 01:00:35.120 --> 01:00:54.880 You can still as a provider agency initiate the placement. So the authorization is not required in order for you to start EVV services within HHA exchange. To expand on that a little bit, here is an overview of the pro. 175 "Colby" (1250919936) 01:00:55.120 --> 01:01:11.800 Provider driven placement process. So for HHA providers, if you do not have any member of data that was sent in from the payer, you'll create a new member in the HHA portal, add the Medicaid ID. 176 "Colby" (1250919936) 01:01:12.680 --> 01:01:32.600 Then add the payers contract and then the service code. And there is a step by step guide for this within the knowledge base that I'll highlight a little bit later on how to get there. And then on the right side of the screen is the EDI process. For 3rd party providers, you do not need to manually enter any. 177 "Colby" (1250919936) 01:01:32.680 --> 01:01:54.280 Anything in HHA exchange, the member is automatically created upon that visit import from your 3rd party API. So we'll, we'll take a look at the, where to find the technical specifications on a later slide, but if you're having any trouble with importing. 178 "Colby" (1250919936) 01:01:55.059 --> 01:02:14.700 Your visit data due to member not found, and you've already reviewed to ensure the Medicaid ID is correct, then you'll want to submit a ticket to our team to help you through that error. Again, applies to the following programs, which is all of the programs that are in. 179 "Colby" (1250919936) 01:02:14.940 --> 01:02:37.059 Scope currently, so DD personal care and then home health care services for state plan, MCO DSCC and DDD. Again, just highlighting overall that an authorization is not required from the mcos in order to record your visits in the HHA exchange system. 180 "Colby" (1250919936) 01:02:44.700 --> 01:03:03.019 We wanted to give a few examples of when a placement is successful versus unsuccessful, depending on the type of provider you are just so that you know what to look out for. Successful placement is imperative for your visit data being shared with the payers, so. 181 "Colby" (1250919936) 01:03:03.580 --> 01:03:23.580 If your visit data or I should say if the placement has an error on it, your visit data that you record on that member record will not be shared with the payers. So again, these are very important slides to pay attention to. So for HHA exchange, EVV users, these are indica. 182 "Colby" (1250919936) 01:03:24.060 --> 01:03:46.779 Of a successful member placement. So one, there's NO error at the top of the screen. After you add the contract or payer to the members record, you shouldn't see an error at the top of the screen. So this screenshot here indicates NO error is found. Also that alternate patient ID, that second box that you see there, that is the patient ID. 183 "Colby" (1250919936) 01:03:47.300 --> 01:04:07.140 That comes from the payer side of the system. So if that is populated, that also indicates a successful placement. And then last, certainly not least is the history. So within the history section, it will actually tell you the placement request was completed successfully. So you want to certainly look out for the. 184 "Colby" (1250919936) 01:04:07.340 --> 01:04:10.219 At and see that that was done successfully. 185 "Colby" (1250919936) 01:04:17.200 --> 01:04:36.760 Indicators of an unsuccessful placement for HHA EVV users, you're going to see that error message right at the top of the screen there in yellow, so you know 1st and foremost, as soon as you add the payer, if it was unsuccessful, you're gonna see that. That should trigger that then. 186 "Colby" (1250919936) 01:04:37.160 --> 01:04:56.800 You have an issue that you need to correct. You'll also going to see the little exclamation point indicator by the payer, and then in the history itself, it will say a matching payer patient is not found. Those are all indicators that you have an issue with the placement attempt. So here. 187 "Colby" (1250919936) 01:04:57.080 --> 01:05:28.159 A few steps to troubleshoot. You want to check that the Medicaid ID on the member profile is populated. Number one, we've seen that with several agencies that the Medicaid ID was not populated, therefore, that match could not be made. So make sure that on the members profile you have that populated. Number two is if it is populated, verify that it's correct. You can use the HFS Medi system or call the number here to verify that the medi. 188 "Colby" (1250919936) 01:05:28.160 --> 01:05:44.960 The kid ID is accurate. And then if that verification is successfully completed and you're still receiving an error, then go ahead and submit a ticket to the HHA exchange technical customer Care team. I'll review how to do that at the end of the presentation. 189 "Colby" (1250919936) 01:05:52.100 --> 01:06:06.180 For EDI providers, you're, the way that you're going to identify unsuccessful member placement is by the error message that says member not found based on qualifier value. So this is going to be. 190 "Colby" (1250919936) 01:06:07.020 --> 01:06:22.460 A technical rejection that comes back at the visit level, and it is the same steps essentially as the HHA provider. You want to verify that the recipient ID or the Medicaid ID is populated correctly. 191 "Colby" (1250919936) 01:06:23.699 --> 01:06:43.340 And then if you are still getting an error after you validate that it is the correct value, then you want to contact our technical customer care team. The reason why you don't see anything for EDI providers indicating how to know if it's successful is that if the visit itself, was imported and has a success status. 192 "Colby" (1250919936) 01:06:43.780 --> 01:07:13.140 That means that the placement was successful. So, you'll only have an issue if you're getting the rejection for this, this rejection itself. And then for HHA exchange EVB users, there is a report within the system that tells you which members currently have, an error. 193 "Colby" (1250919936) 01:07:13.550 --> 01:07:39.350 Related to placement. So, if you are using the HHA free system, you'll want to go ahead and run this report just to see if you have any members currently who have the, the error. So you'll find that under your report top menu, then within patients and then auto placement report. From here you can search by visit date, you can search for specific patients or. 194 "Colby" (1250919936) 01:07:39.900 --> 01:07:58.939 Okay it'll pull up anything that has ever had a failure on it. So that's my recommendation, just to get a baseline if you are looking to see if any of your members currently have an error related to placement. 195 "Colby" (1250919936) 01:07:59.490 --> 01:08:25.250 Okay, I'm gonna try to go through the next section fairly quickly to make sure that we have enough time for resources. So a couple of updates related to reporting. We have made an update to our caregiver report to help you identify those that have an invalid social security. 196 "Colby" (1250919936) 01:08:25.670 --> 01:08:39.949 Number we know that HFS did implement that policy last year that requires that you use a full nine digit social security number within HHA exchange to identify your caregivers. So under your report top menu. 197 "Colby" (1250919936) 01:08:40.950 --> 01:09:00.309 Then you'll go to caregivers and then the list of caregivers ENT report, and you'll see in this screenshot on the lower right hand side, within the green box there that there is now a filter that helps you by including only caregivers who have an invalid SSN. 198 "Colby" (1250919936) 01:09:01.590 --> 01:09:20.830 And you can select all of the demographic columns that you want to see on the report and then at the bottom of that screen you can generate the report. It will give you a list of those caregivers who have what we've identified as an invalid SSN. We certainly don't have a database of correct SSNs. 199 "Colby" (1250919936) 01:09:21.020 --> 01:09:41.020 But what we are doing is trying to identify based on some typical invalid SSNs that we might see. So things like all nines or sequential values leading with three zeros, things like that. So we're looking at kind of common things that might indicate that it's invalid. 200 "Colby" (1250919936) 01:09:42.660 --> 01:10:03.539 So providers who run this report, if you have an admin role and you are able to see caregivers SSNs and date of births within the HHA exchange system, you will be able to see them on this report as well. If you have users who are not able to see social security numbers and date of birth based on their role. 201 "Colby" (1250919936) 01:10:03.820 --> 01:10:14.339 So if they run this report, it will still return the list of caregivers, but it won't allow them to see the actual social security number that's indicated there. So I just wanted to call that out as well. 202 "Colby" (1250919936) 01:10:21.690 --> 01:10:41.690 We also have a few updates related to EVV compliance reports to highlight mainly just how to get to these reports. We know we've had some questions about that as the know your numbers reports had rolled out. So in order to see any of the EVV compliance reports within the system, you'll navigate under that report top menu. 203 "Colby" (1250919936) 01:10:41.690 --> 01:10:44.410 Go again and go to EVV compliance reports. 204 "Colby" (1250919936) 01:10:47.690 --> 01:11:07.370 The 1st one to highlight is the EVV compliance summary. This report gives you your EVV exception percent based on payer for a specific date range. And so this report mimics a lot of what the know Your numbers report does, but it can be run at any. 205 "Colby" (1250919936) 01:11:07.410 --> 01:11:36.770 Anytime. So the know your number report gets sent to you on the 15th of each month. If you ever want to go back and look at a previous time period or run it on a more frequent basis than that, you can certainly do that by using this, this report here. It also, can point out to you like per payer where your compliance percent stands, and you can run it for like previous. 206 "Colby" (1250919936) 01:11:37.170 --> 01:12:01.610 Time periods. It gets updated on a daily basis, so you could run it as often as daily. Although we recommend running it maybe once a week, just to keep tabs on where you're at and how your improvements are going if you're working to make your EVB compliance higher. This is just a sample of what the report looks like after you run it. 207 "Colby" (1250919936) 01:12:02.460 --> 01:12:12.819 Again, very closely mimics what you see on the Know Your number report, so it's looking at by payer, what your percent exceptions is versus your EVV compliance percent. 208 "Colby" (1250919936) 01:12:19.860 --> 01:12:39.700 2nd report to highlight is the EVV compliance by caregiver report. That gives you the EVV percent per caregiver for a specific date range. This report really can help you identify caregivers who may, who you may want to target for additional training. Some caregivers. 209 "Colby" (1250919936) 01:12:40.059 --> 01:12:48.620 Of course, they're going to adopt right away while others may take a little longer. So, you know, again, it really helps you pinpoint who might need some additional help getting started. 210 "Colby" (1250919936) 01:12:52.200 --> 01:13:11.880 This is again a sample of what the report looks like. You'd be able to see that the caregiver on each line and their compliance percent all the way over to the right so that you can find who may need, like I said, additional outreach or training to get going with EVB. And by targeting those. 211 "Colby" (1250919936) 01:13:12.240 --> 01:13:16.760 Individual folks, you'll be able to to raise your overall compliance percent across the board. 212 "Colby" (1250919936) 01:13:27.180 --> 01:13:46.180 I mentioned at the beginning that we did recently hold a series of webinars for agencies related to different topics, so I wanted to highlight those here and point you to how to get those recordings and slides from those webinars. So the 1st webinar that we held on 17 April. 213 "Colby" (1250919936) 01:13:47.180 --> 01:14:06.980 That was related to getting started and some EVV best practices, more specifically for those who are using the HHA EVV portal. Getting started we covered the new getting started checklists, and then on the EVV best practices side we covered a lot about the call dashboard and. 214 "Colby" (1250919936) 01:14:07.180 --> 01:14:17.500 How to optimize your usage of EDV, so if you're interested in reviewing that content, the recording and slides are linked here and they're also available in the state info hub as well. 215 "Colby" (1250919936) 01:14:22.290 --> 01:14:42.130 2nd webinar we did was on 29 April and it was about the EVV compliance reports and how to boost your compliance. So again, the recording and slides are linked here for you as well as on the info hub, and then the. 216 "Colby" (1250919936) 01:14:42.290 --> 01:15:14.810 The last webinar that we held was on 19 May and that one was specific to EDI providers. We reviewed things about how the integration operates, how to review your rejections, some frequent rejections and how to resolve those as well as frequently asked questions. So if you are interested in that, again, recording and slides are linked here In this last section I want to. 217 "Colby" (1250919936) 01:15:15.120 --> 01:15:34.960 Take a little bit of a detour from the slides themselves and actually walk you through how to get to some of the resources that we have available, starting with our info hub. So I'm going to actually, take down the presentation and pull up the info. 218 "Colby" (1250919936) 01:15:35.040 --> 01:15:37.160 Cohhub itself so that we can look at that together. 219 "Colby" (1250919936) 01:15:43.110 --> 01:15:58.270 What you should see on the screen now is the Hha Exchange website. So I'm just at hha exchange.com. Up at the top here we have the state info centers listed, so I'll select Illinois. 220 "Colby" (1250919936) 01:15:59.060 --> 01:16:20.060 And here I'm on the Illinois Information Center. 1st thing that you see at the top is the link to the provider enrollment form. So this is the enrollment form I mentioned at the beginning, if you don't yet have your HHA exchange portal and you need to get one, go ahead and come here and fill out this enrollment form. 221 "Colby" (1250919936) 01:16:23.379 --> 01:16:41.460 At the beginning of the page, we give an overview of the program, who is in scope. Again, we have the enrollment form linked here as well as some as some information on how which options you have for how to submit EVV to the state through HJH exchange. 222 "Colby" (1250919936) 01:16:42.110 --> 01:16:43.230 Okay. 223 "Colby" (1250919936) 01:16:43.650 --> 01:17:03.530 But I wanted to quickly go into a couple of different areas. So 1st is that we have a whole section here for EDI providers. This talks about the overall integration process. It links you to the business requirements and technical specifications. 224 "Colby" (1250919936) 01:17:05.290 --> 01:17:17.089 And those technical specifications actually link you out to a separate knowledge base specific to EDI providers. So I'm gonna go ahead and open this in a new tab just to show you what this looks like. 225 "Colby" (1250919936) 01:17:19.369 --> 01:17:38.410 So our technical specifications for EDI providers are hosted on the web, in this knowledge base specific to EDI. So this will link you just to the Illinois API specifications where there are a lot of different sections in here about how the. 226 "Colby" (1250919936) 01:17:40.450 --> 01:17:59.170 EVB information is sent to HHA, what fields need to be submitted for both caregivers and visits, how does the data get sent to us etc. So all of that is listed here within the technical specifications, but there are also other resources here related to. 227 "Colby" (1250919936) 01:17:59.360 --> 01:18:19.040 The API providers. So if I click on API over on the left hand side, I found the specifications within here, but there are also other reference topics like the common error messages, response status codes, processing workflow, things that just help you. 228 "Colby" (1250919936) 01:18:19.559 --> 01:18:53.599 Understand the overall data flow process between your 3rd party vendor and HAJ exchange. So these are very helpful links and information to review. If you are struggling to understand how the data is being transmitted or you, your vendor is asking for this information, they're also able to access this site as well. Also down here is the Getting Started checklist that I referenced earlier in the presentation. 229 "Colby" (1250919936) 01:18:53.680 --> 01:18:56.680 Location for alternate EVV providers. 230 "Colby" (1250919936) 01:19:01.540 --> 01:19:16.420 Up here in the training section is where you're going to find those recently recorded webinars that we just talked about, the EDI lunch and learn boosting your EVV compliance and the best practices webinar. Those again are all linked to your recording and slides. 231 "Colby" (1250919936) 01:19:18.449 --> 01:19:33.650 And then one of the exciting things that we've recently done is transition to a new learning management system. Some of you who have been here for a while and we're here at the beginning of the implementation may remember our previous LMS system, which had. 232 "Colby" (1250919936) 01:19:34.100 --> 01:19:53.860 Very lengthy videos, and, you had to watch maybe a 20 min video in order to get all the information that you needed just for a little prop point in the process. So we have really revamped this. We have a new team who has been going about, getting us on a new system and we. 233 "Colby" (1250919936) 01:19:54.180 --> 01:20:10.020 Recreating a lot of the content to make it more user friendly, bite sized, easier to digest. So I wanted to introduce you all to AJJ Exchange University, which is that new LMS system. You can click from here directly in the info hub to get to that. 234 "Colby" (1250919936) 01:20:11.620 --> 01:20:30.700 And it is a self sign up, so you don't have to wait on credentials from us. You can create your own account within here in order to access the training, information. One thing it does ask you for is the customer ID. This is for tracking so that we know who you are and what agency. 235 "Colby" (1250919936) 01:20:30.940 --> 01:20:46.820 See you're with, within HHA exchange. And that customer ID can be found within your HHA exchange portal. I'm gonna go ahead and I'm gonna have to re log in here to HHA Exchange and show you where that would be. 236 "Colby" (1250919936) 01:20:48.349 --> 01:21:08.430 So over here under your user icon after you log in, next to your portal name, there's an ID number. I am in a demo portal, so I do not have an ID number, but your portal does. And so you will see next to this ID number a six digit number here. That is the customer ID that's being. 237 "Colby" (1250919936) 01:21:08.850 --> 01:21:28.490 Referenced and the sign up for the LMS, as well as the customer ID that we also reference for your support portal tickets. So, if I were a new user, I fill all this out, click sign up, and I'll get my credentials. I do already have an account, so I will just go ahead and sign in so that you can see. 238 "Colby" (1250919936) 01:21:28.690 --> 01:21:48.450 As a landing page, looks very similar to our info hub page, much more up to date. You can register for an onboarding program. If you're new to HHA exchange, they'll point you in the direction of an onboarding program that suits your agency or you can just go straight to the course catalog and see. 239 "Colby" (1250919936) 01:21:48.730 --> 01:22:08.250 Everything that we have available, as you scroll down, the one that is probably most applicable to Illinois providers is our core training without billing, as we mentioned, billing is not in scope. So this will give you all of the various videos and whatnot that you would want to. 240 "Colby" (1250919936) 01:22:08.770 --> 01:22:27.530 Review in order to get started with HHA exchange. So very exciting stuff, very interactive, definitely check this out if you are looking for some additional training for you or your staff. And as many people as you want can get their own set of credentials, so NO more sharing of credentials like we had in our old LMS. 241 "Colby" (1250919936) 01:22:34.370 --> 01:22:54.010 And then, couple more things really quickly. So let me just jump back to our info hub here and then I will wrap up. So Leslie here under contact, we do have a new client support portal, so let me bring you to that. 242 "Colby" (1250919936) 01:22:54.830 --> 01:23:14.310 So that client support portal is linked out here under our contact section, client support portal. This is where you can enter tickets into HHA exchange. Used to be JIRA, now it's through Salesforce, so it looks a little bit different. If you do not have a username and password for this system, there is a request form here. 243 "Colby" (1250919936) 01:23:14.590 --> 01:23:22.150 That you can select, and you will get credentials to this portal so that you can start submitting tickets on behalf of your agency. 244 "Colby" (1250919936) 01:23:27.000 --> 01:23:47.000 Okay, and then lastly is the knowledge base for HHA exchange providers. That is again within your portal underneath your user icon. There is a support center tab there. And that links you out to the knowledge base. We have a ton of new content. It's all been. 245 "Colby" (1250919936) 01:23:47.120 --> 01:24:19.840 Been recreated. It is broken down into bite sized pieces. So things like, you know, user management, how to add a new user et cetera, there are small videos about it. Under training videos, you're gonna find a lot of that. So, you know, getting started, e.g., has all of these little videos, 212 3 min videos about how to use the knowledge base logging in, setting a password et cetera. So, definitely check out this new knowledge base. It has everything. 246 "Colby" (1250919936) 01:24:20.060 --> 01:24:25.939 You need to know about how to use the HHA exchange system and again it's broken down into bite sized pieces. 247 "Colby" (1250919936) 01:24:34.440 --> 01:24:46.800 Okay, so really quickly here, my screen is going to freeze up on me 1 s. 248 "Colby" (1250919936) 01:24:55.960 --> 01:25:21.200 Okay, so I'm gonna go ahead and wrap up and pass things back to Emily. I know that we are right at time, but I just wanted to flash up on this screen again, the provider resources, we have all of the links here to our info hub, support portal, the email address and phone number for support, as well as those Illinois email addresses on the right hand side for any policy questions. So Emily, I will hand it right back to you. 249 "Brigman, Emily" (626122240) 01:25:21.510 --> 01:25:22.630 Okay. 250 "Brigman, Emily" (626122240) 01:25:24.390 --> 01:25:43.990 Thank you Colby. We are at 03:00. I believe we addressed all Q and A in the Q and A box. We'll take that Q and A as well as, questions submitted during the registration process and at the stage. 251 "Brigman, Emily" (626122240) 01:25:44.230 --> 01:25:44.430 Eight. 252 "Brigman, Emily" (626122240) 01:25:45.350 --> 01:26:04.790 Review HHA will review as well and we will place an FAQ based on this webinar on our public facing EVV website through HFS. If you attended today, you'll get a notification when the webinar materials have been uploaded. If you aren't signed up for the e. 253 "Brigman, Emily" (626122240) 01:26:04.870 --> 01:26:19.309 EVV communication list serve, please sign up. Just Google HFS provider notices, subscribe to electronic visit verification, and you will receive all email communications. 254 "Brigman, Emily" (626122240) 01:26:19.500 --> 01:26:31.460 From HFS specific to EVV. We plan to hold another quarterly webinar in September, so stay tuned and thank you so much for allocating time today to attend. 255 "Brigman, Emily" (626122240) 01:26:39.500 --> 01:26:40.620 Okay.