Use Time-Tracking for Electronic Visit Verification (EVV)

1. The EVV indicator appears on the Time Logging card when you select both a service and one or more clients that require EVV data to be collected. You are required to log the time you start and end services with a client in real-time as it is provided. You cannot change the time at the top of the Time Logging card. It automatically changes to the current time using the rounding method your agency has set in Options.

   

2. You may see a red banner message appear at the top of the Time Logging card when you start or end an EVV service if access to your device's location was denied. The EVV visit is not valid without your location information. Select the Get help link for information on how to share your location with Time Tracking.

   

3. Information about how to turn on location services for the various browsers appears:

   

   Once you have allowed your location, select the Try location again link and the red banner message should go away.

4. If another employee has already started an EVV service at the location you selected, you will see the Join Staff drop down. If you are working with the same client(s) and providing the same service as another staff, select their name from the drop down; otherwise, leave it set to None.

   

   If you select to join another employee, the service and clients are automatically selected to match theirs and you won’t be able to change them. Once you start logging, you are no longer be able to join another staff or change the staff you joined. If you forgot to join another staff or joined the wrong staff, add a note to the entry from My Log to let your manager know.

5. If your state requires Client Verification, you are prompted to have the client sign or record their confirmation of service when you end the service. If they refuse to sign or record the verification, select the Refused check box.

   

6. Once you complete the client confirmation, select Next. You are prompted for each client’s verification. Once all the clients have verified service, you can enter any notes as needed or required and select Next again.

   

7. Select Save to complete the client verification and save your log entry.

   

8. Several flags will appear on the entry if the client refused to sign for the client, service and visit verification. A manager must acknowledge these flags in order for the aggregator to accept the visit.

9. If you Start or End an EVV service and location services are denied, you may see a pop-up message warning you that your visit information is invalid. If so, select Cancel and then turn location services on and retry, or select OK to continue anyway.

   

10. When you view your logged time with clients from My Log, you will see the E icon on the EVV entries. If the icon is red, that indicates there is an error with the EVV data that was sent to the aggregator. Your manager will need to correct any errors.

    

11. If you open an EVV log entry, you will see the EVV link in the top left corner. Select the EVV link to view the related EVV data.

    

    Select Close to exit the window.

    

12. If you make a change to the begin time, end time, the service or the client mix after the data has already been submitted to the aggregator (this happens automatically every 15 minutes) or add an EVV entry from My Log, you are prompted to enter a Change Reason. You may also be required to enter a Change Reason Note depending on your state or funding source. The Begin Call Type or End Call Type will be set to Manual if the Begin Time or End Time are changed.

    

When viewing the Hours graph from either the Staff Log or the Service Location Log, you will see the E icon on any time with client log entry that has associated EVV data. EVV data is collected continuously, and when the entry has both a begin and an end time, the data is then automatically submitted to the aggregator every 15 minutes regardless of whether the entry itself is approved and/or exported or not.

To view EVV data:

1. Navigate to the Staff Log or Service Log and open a Staff card or Service Location card.

2. Review the Hours graph. You can select the Only Show EVV Errors check box if you only want to see the hours that have an error.

   

3. The log entry has an E icon on it to indicate that includes EVV data. A red E indicates that there are EVV errors that need to be corrected. For more information, see Correct EVV Data.

   

4. Open the log entry. An EVV link displays at the top of the screen and the EVV Group ID displays beneath the list of clients.

   

   All EVV entries will have an EVV Group ID. If more than one staff was providing an EVV service to the same client at the same time, the EVV Group ID of each of the log entries will match.

5. Select the EVV link to view the associated EVV data that is automatically submitted to the aggregator.

   

   The associated EVV related data is displayed:

   

   Field	Description
   Geo Status	Valid Location - The GPS coordinates recorded at the begin time and at the end time matched the GPS coordinates of one the client’s EVV addresses. Invalid Location - The GPS coordinates recorded at the begin time and/or at the end time do not match the GPS coordinates of one of the client’s EVV addresses. The log transaction itself will also have a flag that the EVV location is invalid. Missing - No GPS coordinates were recorded. The Begin Call Type or End Call Type will be set to Manual. The log transaction itself will also have a flag that the geo location is missing. Inaccurate - The GPS information collected was not accurate enough to be valid. The Begin Call Type or End Call Type will be set to Manual. The log transaction itself will also have a flag that the geo location information is inaccurate
   Telephone Status	None - This visit was not logged via Sandata's telephony solution. Valid - The call in number for this visit matched a valid telephone number for the client or service location. Invalid - The call in number for this visit did not match a valid telephone number for the client or service location. The log transaction itself will also have a flag that the telephone number is invalid.
   Begin Call Type End Call Type	The Begin Time and End Time has a Call Type associated with it: Mobile - When staff use the Time Logging card on a GPS-enabled device to begin or end the EVV service. Telephone - When staff use Solana's telephony solution to begin or end the visit. Manual - When the begin or end time is added or edited from My Log, Staff Log or the Service Location Log, or if the device used to log the EVV service does not have GPS enabled.
   Begin Time/End Time	The unrounded timestamp of when the service started and ended.
   Service	The service that was sent to the aggregator.
   Voided	If Voided is true, the visit information was voided. This will be true if the log entry itself was voided or if the EVV Submission Results were disregarded. If the EVV Submission Results were disregarded only the visit information in the aggregator is voided, not the log entry itself.
   Change Time	If the entry was manually edited, this is the timestamp of when the change was made.
   Changed By User	If the entry was manually edited, this is the name of the user that made the changes.
   Change Reason	The reason the change was needed.
   Change Reason Notes	Any additional notes related to the change that the user entered.
   Clients	Each client will have a separate status to indicate the status of the visit in the aggregator. If the Status is not Accepted, you can select Resubmit to resend the EVV data to the aggregator for an individual client or select Resubmit at the bottom of the card to resend the data for the entire visit. None - No action has been taken regarding submittal of the EVV visit. If a client was served at the same time as an EVV client that doesn’t require EVV, their status will be set to None. Unsent - The entry has been processed, but hasn’t been submitted to the aggregator yet. Once the entries have both a begin and an end time, they are automatically submitted every 15 minutes. Changed - The begin time, end time, service or the clients in the entry were edited from My Log, Staff Log or Service Location Log, but the EVV data has not been submitted to the aggregator. Changed entries are automatically submitted every 15 minutes. Submitting - The EVV visit is being sent to the aggegator. Waiting for Status - The EVV visit has been sent to the aggegator but is awaiting a status back. Accepted - The aggregator accepted the EVV visit into a verified status without any error. Accepted with Errors - The aggregator accepted the EVV visit, but it remains incomplete. The visit has errors that need to be corrected and the visit will NOT be displayed in the aggregator. The E icon will be red on the Time with Clients transaction. Unsent Rejected - The aggregator rejected an entry that had a prior status of Unsent. This EVV visit has never been accepted. The visit has errors that need to be corrected. The E icon will be red on the Time with Clients transaction. Changed Rejected - The aggregator rejected an entry that had a prior status of Changed. The visit has errors that need to be corrected. The visit is in the aggregator with the original values. The E icon will be red. Unsent Rejected Disregarded - A user disregarded this visit that had a prior status of Unsent Rejected. This EVV visit has never been accepted, is not in the aggregator, and will not be sent to the aggregator. Accepted with Error Disregarded - A user disregarded this visit that had a prior status of Accepted with Error. The visit has an Omitted status in the aggregator. Change Disregarded - A user disregarded this visit that had a prior status of Change. The visit has an Omitted status in the aggregator.

6. Select the Map link next to Begin Time or End Time to view a map of where the staff where when they began or ended the visit. Click on the device icon or location icon to view additional information

   

7. Select the Show button to view the associated Client Verifications if Clients are required to sign when they receive services in your state. Otherwise, this section will not appear.

   

8. If the client refused to sign the verification, you will see three related flags on the entry that you need to acknowledge in order for the EVV aggregator to accept the visit:

   • Client refused to sign EVV client verification

   • Client refused to sign EVV service verification

   • Client refused to sign EVV visit verification

9. Select the Show button next to Submission Results to view the visit status and any errors from the aggregator.

   

   You can select the Submission, Submission Result and Status Result links to view the exact JSON code submitted to the aggregator if you need additional information.

   

10. Once you correct any information that caused the entry to be rejected, (such as a missing SSN of an employee, client address or Medicaid number, etc.), you can you can manually resubmit to the visit to the Aggregator. For more information, see Manually Resubmit EVV Data. If this entry was not supposed to be an EVV entry (such as the wrong service or client was selected), you can select Disregard the visit to clear it from the EVV To Do list. See Disregarding EVV Data.

11. Select Close to exit the EVV screen.

After you edit a Time with Client Log entry that contains EVV data that has already been submitted to the aggregator, it will automatically be resubmitted in the next 15 minutes cycle, regardless of whether the entry itself is approved or not.

Refer to this table for information about specific EVV errors:

To edit a log entry with EVV data:

1. Navigate to the Staff Log or Service Log and open a Staff card or Service Location card.

2. Review the Hours graph and open the time with clients log entry that has an EVV error icon on it. You can select the Only Show EVV Errors check box if you only want to see the ones that have an error.

   

3. If the E icon is red, then there is an issue with the EVV data and the aggregator rejected something about the entry.

   

4. Make any modifications to the Begin Time, End Time, Service, Client mix and/or EVV Group ID as needed.

   If an employee forgot to join another employee when they logged, open the log entry of the first employee to find their EVV Group ID, and then update the EVV Group ID of the second employee’s log entry to match.

   If an employee selected an EVV service with another employee, but should not have, change the service to the correct one and clear the EVV Group ID. Once you save the entry the EVV Group ID will automatically reset to a new EVV Group ID that doesn’t match anyone else’s.

   

5. Select the EVV Change Reason and enter any additional notes for the change as required.

   If you changed the Start Time or End Time, the Begin Call Type and/or End Call Type will become Manual respectively. The related EVV data gets sent to the aggregator within 15 minutes.

If you correct an EVV error that is not related to the log entry itself, you will need to manually resubmit the EVV visit information to the aggregator. One example of why you might need to this would be if the staff’s geolocation doesn’t match a valid location because you forgot to add that location to the client’s list of EVV addresses. Once you add the new address, you can then manually resubmit the data.

To manually resubmit EVV data:

1. Go to the Service Location Log or Staff Log.

2. Select the filter icon. A new mode at the bottom of your filter settings appears called EVV To Do. This mode brings back any log cards that have one or more transactions where the EVV information has a status of Unsent Rejected, Change Rejected or Accepted with Errors.

3. Select EVV To Do and then select Done.

   

4. Select a Staff Log or Service Location Log card.

5. Select the EVV log entry that has the visit information that you want to manually resubmit from the Hours graph.

6. Select the EVV link at the top of the card.

   

7. Select the Show button next to Submission Results to see the status and any errors from the aggregator.

   

8. Once you correct any information that caused the entry to be rejected, return to this screen.

9. Select Resubmit to submit the entire visit or select the Resubmit next to a client’s name to resubmit just that client’s information.

   

If the EVV visit information was submitted to the agreggator and then later the log entry is updated so that it is no longer an EVV service (for example, the wrong client or service was entered initially), you can manually disregard the EVV visit information that went to aggregator.

To manually disregard the EVV visit information:

1. Go to the Service Location Log or Staff Log.

2. Select a Staff Log or Service Location Log card.

3. Select the EVV log entry that has the visit information that you want to disregard from the Hours graph.

4. Select the EVV link at the top of the card.

   

5. Select Disregard to set the status of the EVV visit to omitted in the aggregator.

   

   The EVV data associated with this log entry will no longer be sent to the aggregator.

If you need to make an adjustment to the EVV data that appears in the aggregator after the Time with Clients Entry has already been exported, you can do so using the Adjust In Aggregator option. This option only appears if the transaction has been exported. Using this option will not change the Time with Client entry or the associated billing information. You also have to make adjustment in billing manually.

To use the adjust the EVV visit information for an exported transaction:

1. Go to the Service Location Log or Staff Log.

2. Select a Staff Log or Service Location Log card.

3. Select the exported EVV log entry that has the visit information that you want to adjust from the Hours graph.

4. Select the Adjust in Agreggator link at the top of the card.

   

   The link may say Adjustments Needed In Aggregator instead if the client or service associated with the visit is no longer set up as EVV and the visit data was already accept by the aggregator and needs to be voided, or if a client or service is now set up as EVV and the visit in the aggrgator previously had a status of none or voided.

5. Update the provided Service, Begin Time, or End Time, as well as the Change Reason and Change Reason Notes, and click Save.

   

   The EVV data associated with this log entry will updated in the aggregator.

If your state:

1. Does not allow EVV entries to cross midnight, and

2. You did not turn on the option to automatically split log entries at midnight, and

3. The log entries have already been exported,

Use the Split at Midnight option to break the entry into two transactions. The first will end and midnight and the second will begin at midnight.

You will be prompted to enter a Change Reason and Change Notes.

If a client was not previously receiving an EVV service, but has now been designated an EVV client for a service, you can retroactively convert log entries to be manual EVV entries.

You must have Setup Manager security permissions in Time Tracking to access Service Locations.

To convert log entries to EVV log entries:

1. Select Setup in the navigation panel.

2. Select Service Locations from the Time Tracking card.

3. Open the service location where the client receives the EVV service.

4. Select the Mass Convert to EVV button.

   

5. Enter the date range along with the Change Reason for the log entries you want to convert.

6. Select Convert to update the entries to EVV.

   

   All the log entries for any client that is set up to use EVV and has any EVV services logged at this Service Location for the selected date range are converted to manual EVV entries. The EVV data for the converted log entries will automatically be sent to the Sandata Aggregator the next time EVV data is submitted (every 15 minutes).

If you would like to use Solana's telephony service as a backup option for an additional fee, contact Sandata Support. Otherwise, agencies can distribute a Backup Manual EVV Data Collection Form (example below) and have staff complete it when the Internet is unavailable and return it to their manager to enter through Staff Log or Service Location Log.

EVV Data Collection Form

Complete this form and return it to your manager to enter through Staff Log or Service Location Log when service is restored.