Electronic Visit Verification

What is EVV?

Electronic Visit Verification (EVV) is a computer-based system that electronically verifies the occurrence of authorized personal attendant service visits by electronically documenting the precise time a service delivery visit begins and ends. The EVV program was implemented to replace paper-based attendant timesheets.

I don't have a home landline. Do I need to get one to continue my services?

No, EVV doesn’t require you to get a home landline phone. If you don’t have a home landline or you don’t want your personal attendant to use your home landline, a small alternative device will be ordered and placed in your home by a provider agency representative for your personal attendant to use to clock in and out.

What is a small alternative device?

A small alternative device is an HHSC-approved device provided by the EVV vendor that displays a numeric code used to document the time services begin and end. Small alternative devices are provided at no charge to the provider agency or client by the EVV vendor.

The provider agency should order a small alternative device if:

  • The client refuses to allow the attendant use of their home landline telephone.
  • The client's home landline telephone isn’t available due to service interruption or the client is using the landline when the attendant clocks in or clocks out.

How do I order a small alternative device?

Upon determining a client needs a small alternative device, the provider agency has 14 calendar days to order one from the vendor. The EVV vendor has 10 business days to process and ship the device to the requesting provider agency. Depending on the shipping method, it may take additional days to deliver the order.

If the client has selected the Consumer Directed Services option or the Service Responsibility Option, the device will be mailed directly to the CDS employer.

Effective May 1, 2018, provider agencies can electronically order a small alternative device through the EVV vendor system.

The electronic process will allow provider agencies to:

  • Order a new or replacement device
  • Track orders
  • Manage, assign and un-assign devices
  • Manage shipping addresses

The EVV system will auto-populate the following information from the client record on the electronic order request:

  • Client Name
  • Medicaid ID
  • DOB
  • Client address
  • Payer
  • Program

The small alternative device seems to be malfunctioning. What do I do now?

If the device is malfunctioning (e.g., battery stopped working, codes not showing or showing all zeros) the attendant must notify the provider agency immediately so a new device can be ordered.

Until the device is replaced, the provider agency must verify services were delivered and complete visit maintenance for those visits using the most appropriate reason code.

Do I have to install the small alternative device in the home with a zip tie?

Under the HHSC EVV program, zip ties were required to be used to install the device in the client’s home. To streamline the installation process HHSC and the health plans, revised the zip tie policy to make using zip ties optional.

Effective June 1, 2018, provider agencies may choose whether or not to use the EVV vendor zip tie when placing the device in the client’s home. If a client disagrees with the agency policy on installing a device with or without a zip tie, the provider agency must document the issue in the client’s case file and use the client’s preferred method.

The small alternative device must be kept in the home at all times. If the device doesn’t remain in the home at all times, visits may be subject to recoupment and a Medicaid Fraud referral may be made to the Office of Inspector General.

I don’t have a landline but I have a cell phone. Can my attendant use my personal cell phone to call the EVV system?

No, the attendant should never ask your cell phone to clock in and out of the EVV system.

Attendants may download a GPS mobile application on their own cell phone to clock in and out of the EVV system.

Note: Consumer Directed Services employers may allow their employees to use the CDS employer’s personal cell phone to call in and out of the EVV system. Please see the Consumer Directed Services Option for more information on cell phone use under the CDS option.

What is the GPS mobile application and how does it work?

The GPS mobile application is a smart phone app developed by the EVV vendor that captures the date, time and location of the attendant when clocking in and out. The mobile app replaces the need to use a landline phone and small alternative device to clock in and out.

You can download the app for free from the Apple or Android app store and installed on the attendant’s personal smart phone.

Below is an example of how the attendant would use the GPS mobile app for clocking in and out:

The attendant arrives at the home or starts the visit in the community (shopping, medical, etc.) and before starting services, opens the EVV vendor’s mobile app to clock in. The mobile app may prompt the attendant to select other options depending on the vendor’s technology. The attendant will follow the same process when clocking out.

Can I receive services in the home and the community with EVV?

Yes, you can receive services in the home and in the community.

EVV doesn’t change how or where services are delivered. You will be allowed to receive services in accordance with the service plan and existing program rules.

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

The EVV system requires multiple data elements for electronic verification of the service delivery visit. The following data elements (if applicable) must be entered timely, accurately and completely by the provider in the EVV system to identify each Visit Data Category in the table below.

Most data elements are entered once and automatically populate to each service visit. Provider agencies must ensure data elements entered into the EVV system are accurate and complete. Providers who don’t correct missing, incomplete or inaccurate data will experience a partial lockout of the system. A partial 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.

Missing or incorrect data elements in the EVV system may result in failed to export EVV visit transactions, rejected EVV visit transactions, denied or recouped claims, and inaccurate EVV standard reports.

Required Data Elements
Visit Data Category Data Elements
The provider agency:
  • Taxpayer Identification Number (TIN)
  • National Provider Identifier (NPI)
  • Atypical Provider Identifier (API) or Texas Provider Identifier (TPI) (if applicable)
  • Provider legal name
  • Provider address
  • Provider city
  • Provider ZIP
Type of service performed:
  • Service Authorization
  • Service Code (FFS)
  • Service Group (FFS)
  • HCPCS Code (MCO)
  • Modifiers (MCO)
The individual receiving the service:
  • Last Name
  • First Name
  • Medicaid ID
  • DOB
  • Address, City & ZIP
  • Landline Phone Number
  • Eligibility Start & End
  • Payer
  • HHS Contract Number(s)
  • Payer Plan Code (MCO Service Delivery Area)
  • Region (FFS)
  • EVV ID (assigned by the EVV vendor)
The date and time of the service:
  • Date In
  • Date Out
  • Time In
  • Time Out
The location of service delivery:
  • GPS Coordinates
  • Caller ID
  • Token ID
The individual providing the service:
  • Employee Last Name
  • Employee First Name
  • Phone Number
  • EVV worker ID (assigned by the EVV vendor)
  • Employee start date (start date of employment with provider)
  • Employee end date (end date of employment with provider)

Abbreviations:

FFS is Fee for Service. These are services managed and paid for under traditional Medicaid where claims are submitted to TMHP.

MCO is Managed Care Organization. These are services managed and paid for under Medicaid Managed Care where claims are submitted to the organization for which the client receiving services is enrolled.

What telephone service types are approved for EVV use?

Service Types 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, such as Time Warner, Comcast, AT&T, etc., and
  • Digital Voice via Verizon’s fiber optic service.
Yes
All other Voice over Internet Protocol (VoIP) services including:
  • Ooma
  • MagicJack and MagicJack+
  • netTalk Duo
  • Vonage
  • Skype
  • GoogleVoice
Yes
Cellular Phones for Consumer Directed Services Option Yes

Cellular Phones*

Cellular-enabled devices or tablets

*Cellular phones may ONLY be used to clock in and clock out by using the GPS Mobile application or to call in the SAD numeric codes.

No