Hurricane Harvey FAQs

Can I complete visit maintenance if it is past the 60-day visit maintenance timeframe?

Response: Yes

  • Providers affected by Hurricane Harvey will have 90 calendar days from the date of the visit to complete visit maintenance for visits from Aug. 21, 2017 through Sept. 30, 2017.
  • Providers may allow their attendants to manually document service delivery time for visits from Aug. 21, 2017 through Sept. 30, 2017.
  • The Provider agency must keep all documentation of service delivery fromAug. 21, through Sept. 30, 2017. If documentation is not provided when requested by payor(s), the visits may be subject to recoupment.
  • Service delivery documentation must include the following:
    • Provider Agency Name;
    • HHSC Contract Number or MCO NPI;
    • Individual/Member first and last name;
    • Individual/Member Medicaid ID;
    • Date of the visit;
    • Actual time in and actual time out;
    • Attendant first and last name; and
    • Location of the visit; in the home or in the community.

Can I bill a claim before completing visit maintenance?

Response: Yes

  • Providers may bill visits prior to completing visit maintenance for visits from Aug. 21, 2017 through Sept. 30, 2017.
  • Providers must still enter visits that occurred from Aug. 21, 2017 through Sept. 30, 2017 into the EVV system within 90 days. Providers may use Reason Code 130, Disaster or Emergency to complete visit maintenance. Providers must enter the time in and time out and add Hurricane Harvey in the free text.

If the landline or the small alternative device is not working, can my attendants use their personal cell phone if they are providing services?

Response: Yes

  • Providers may allow attendants to use his/her personal cell phone for visits from Aug. 21, 2017 through Sept. 30, 2017.
    • The Individual/Member cell phone cannot be used.
    • Providers must complete visit maintenance using a new temporary reason code, Reason Code 131: Hurricane -Attendant allowed to use personal cell phone.
  • HHSC, EVV vendors, provider agency and payors are not liable for:
    • any cost occurred for using personal or burner cell phones
    • any virus(es) on the attendant’s personal cell phone
    • hacked, damaged, lost or stolen cell phones
    • nonworking cell phones

What reason code do I use if I am affected by Hurricane/Tropical Storm Harvey?

Response: Reason Code 130; Disaster or Emergency or Reason Code 131; Hurricane - Attendant allowed to use personal cell phone.

  • Reason Code 130; Disaster or Emergency
    • is a preferred reason code;
    • is selected when an attendant or assigned staff is unable to provide all or part of the scheduled services to an individual/member due to a disaster.
    • free text is required in the comment field; the provider must document the:
  • nature of the disaster; and
  • actual time service delivery begins and/or ends.
    • Reason Code 131; Hurricane - Attendant allowed to use personal cell phone.
      • is a preferred reason code;
      • is selected when an attendant uses his/her personal cell to call in and call out because of a hurricane.
      • free text is not required.

Electronic Visit Verification (EVV)

Note: A frequently asked questions guide (PDF) has been created to help providers transition from CM2000 to another EVV vendor.

What is EVV?

Electronic Visit Verification (EVV) is a telephone and computer-based system that electronically verifies that service visits occur and documents the precise time service provision begins and ends.

I do not have a home landline. Do I need to get one to continue my services?

No, EVV does not require individuals/members to get a home landline phone. If you do not have a home landline or you do not want your personal attendant to use your home landline, a small alternative device will be ordered and installed in your home for your personal attendant to use to clock in and out.

I do not have a landline but I have a cell phone. Can my attendant use my personal cell phone to call the EVV system?

No. The use of the individual's/member's personal cell phone is not allowed and your attendant should never ask to use your cell phone to call in and out.

Note: The only exception to cell phone use is if you are a Consumer Directed Services (CDS) employer. Please see the CDS FAQs for more information on cell phone use under the CDS option.

Can an individual/member receive services in the community with EVV?

Yes. The use of EVV does not change the way and location in which services are delivered. Individuals /members will be allowed to receive services in accordance with their service plan and existing program rules.

What data elements are provider agencies required to enter into the EVV system?

Providers are responsible for ensuring all required data elements are uploaded or entered into the EVV system completely, accurately and in a timely manner.

Providers that do not correct missing, incomplete or inaccurate data will experience a partial lockout of the system. A system lockout will prevent agencies from completing timely visit maintenance until all required data is entered into the system. Providers will retain limited system access until all necessary data is addressed to completion.

The following data elements must be entered accurately and completely in the EVV system to identify:

  • The provider agency:
    • TIN (Taxpayer Identification Number)
    • NPI (National Provider Identifier)
    • API or TPI (if applicable)
    • Provider legal name
    • Provider address
    • Provider city
    • Provider ZIP
  • The individual/member receiving services:
    • Medicaid identification number
    • First name
    • Last name
    • Date of birth
    • Home telephone landline number(if applicable)
    • Payor
    • DADS region of individual's/member's residence (if applicable)
    • DADS contract number (if applicable)
    • DADS service group (if applicable)
    • DADS service code (if applicable)
    • MCO HCPCS (if applicable)
    • MCO modifier(s) (if applicable)
    • MCO System Unique Member ID (if applicable)
    • MCO Service Delivery Area of member's residence (if applicable)
  • Employee providing services:
    • Employee ID (Employer Assigned ID for HR/Payroll purposes)
    • Employee last four Social Security numbers or passport number
    • Employee discipline (must be one of the following: attendant, nurse, CNA, PT, OT, SLP, other)
    • Employee first name
    • Employee last name
    • Employee start date (start date of employment with provider)
    • Employee end date (end date of employment with provider) (if applicable)
  • Additional data that is required, but will not result in system lock out.
    • Employee EVV user ID (user ID used to conduct visit maintenance)
    • Employee EVV user first name (EVV user name — first name of person associated with EVV user ID)
    • Employee EVV user last name (EVV user name — last name of person associated with EVV user ID)

What telephone service types are approved for EVV use?

Phone Type Is this phone type approved for EVV use?
Wired phone connected to a phone jack in the wall Yes
Non-wired phone with base connected to a phone jack in the wall (i.e., cordless phone) Yes
Home telephone service where the phone cannot be disconnected and used at a different address/location. This includes phone service through the local:
  • Cable Internet Provider (e.g., Time Warner, Comcast, AT&T, etc.), and
  • Digital Voice via Verizon’s FiOS (Fiber Optic Service).
Yes
Cellular Phone or Smart Phone
CDS employers can allow their employees to use the employer’s personal cell phone
No
All other Voice over Internet Protocol (VoIP) services including:
  • Ooma
  • MagicJack and MagicJack+
  • netTalk Duo
  • Vonage
  • Skype
  • GoogleVoice
No