Review and Submit EVV Visit Information
Review Consumer Time Tracking Entries
NAVIGATION: REPORT menu > Consumer Time Tracking Listing
- In the DATE RANGE section, enter the time frame you want to review the punches.
- Select a facility/service code/case number OR leave blank to review all punches for the time frame you selected.
- In the OPTIONS section, check either option you would like to include on the report:
- Missing Documentation Only: if you have documentation linked to the punches, the report will show you any documentation that has not been completed.
- Show Summary Section: this option will give you a summary after each consumer of the total entries by service code, total hours of the punches, and total days.
- Place a check mark in the NOTIFY box and click the PROCESS button.
- This report will show you all punches made in the system.
- If a punch wasn’t completed (no end time), the end time field will be blank.
- Review the service codes that were selected during entry.
- If the note was completed, the documentation column will display COMPLETED. If the note was not completed, the column will be blank.
- If any edits to the punches are needed, go to TRANSACTIONS > Consumer Time Tracking to correct the issues.
Editing EVV Visit Information
If a time tracking punch needs edited, a Time Tracking Administrator will need to make the edit.
Process Visit Submission File
Visit information will need submitted to the Sandata Aggregator BEFORE billing is submitted or your billing will be denied after July 1, 2020. When you submit your visit information to the Sandata Aggregator, you’ll get a response from Sandata if the submission was accepted. After you get the acceptance response, you can submit your billing as usual. Review the ODP EVV Technical Guidance Document.
NAVIGATION: UTILITIES menu > EVV Submission
- Select the facility or program.
- Enter the date range you want to review.
- In the SUBMISSION TYPE, select VISIT SUBMISSION.
- To review the information that will be in the file, place a check mark in the NOTIFY box and click the PROCESS icon.
- Review the report and correct any information that is not correct. Once you make any edits necessary, review the report again.
- Once you are satisfied with the report and are ready to proceed with the submission, place a check mark in the SUBMIT FILE box and click the PROCESS icon.
- After the file is submitted and processed, a report will generate showing you the status and any errors. Correct any errors and resubmit as needed.
- SUCCESS The result for the input UUID is not ready yet. Please try again.- this message typically means the submission was successful but the results from Sandata. Log into Sandata to review the entry.
- If the visit was submitted/accepted to the aggregator, the EVV ADMIN will show as REPORTED in the punch.
EVV Error Service Codes (ESC)
The claims adjudication process will basically flow as it currently does today EXCEPT, when an EVV service is found on the claim, PROMISe will make a “call” to the EVV aggregator to validate a record(s) is present and ensure the EVV record(s) found in the aggregator matches the claim. If the claim detail line passes EVV validation, the claim will continue processing and next validate against the plan in HCSIS. No EVV validation call will be made when a claim is voided.
During claims processing in PROMISe, validation against the aggregator will continue to be performed and EVV Error Service Codes (ESCs) will set without impacting claim payment until July 1, 2020. The codes are as follows:
- ESC 925: This code means that the visit was verified and the claim was submitted for processing.
- ESC 927 and ESC 928: These two codes mean the claim was denied and further research needs to occur to resubmit the claim; ESC 927 means the units billed exceed the units verified in EVV and ESC 928 means the EVV visit was not found.
- ESC 926, ESC 929, and ESC 930: the PROMISe technical vendor (DXC) will resolve the error and reprocess the claim when these ESC are set; no action is needed by the provider other than checking to make sure the claim was resubmitted after 24 hours.
5/2021