The AHCA EVV System frequently asked questions (FAQs), and additional training resources, is published at the AHCA EVV Training Portal, http://ahcaevv.4tellus.com/. The document is categorized into sections to help find the questions with ease. If you do not find the information you seek, please email us your question, so that we may answer it and include it in future updates to the FAQs at: This email address is being protected from spambots. You need JavaScript enabled to view it.. You may also call the AHCA EVV Customer Support Line toll-free at 1-833-AHCA-EVV (1-833-2422-388). |
FAQs - AHCA Electronic Visit Verification (EVV) System
1. |
Does this program also apply to the Statewide Medicaid Managed Care Program Long-term Care, Managed Medical Assistance components, or Children’s Medical Services clients? |
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No, the AHCA EVV program as currently designed only applies to fee-for-service Medicaid home health services; private duty nursing (PDN), home health visits (HH), and personal care services (PCS). |
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2. |
Is the AHCA EVV system required for the Florida Agency for Persons with Disabilities (APD) Home and Community-Based Services (HCBS) waiver providers? |
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No, the AHCA EVV program as currently designed only applies to fee-for-service Medicaid home health services (PDN, HH and PCS). |
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3. |
Are time sheets required with the new system? |
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All current home health provider agency processes remain the same, unless instructed otherwise. Medicaid policy has not changed. |
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4. |
How is billing done in the EVV System? |
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Billing is submitted through the EVV Claims Portal. |
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5. |
Are training sessions available in webinar or in-person formats? |
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Training is available through recorded media on the training portal at http://ahcaevv.4tellus.com/. Additional in-person and live webinar training opportunities will be available prior to statewide implementation. |
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6. |
Will there be webinars in Spanish? |
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There will be a limited amount of training content in Spanish. |
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7. |
Will the EVV mobile app be in Spanish and in Creole? |
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No. The EVV mobile app is only in English. |
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8. |
Is there additional training in billing and claims? |
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There will be recorded webinars available on the AHCA EVV website that can be viewed as needed at http://ahcaevv.4tellus.com/. |
A. General |
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1. |
When will home health providers get their login credentials into the AHCA EVV System? |
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The Miami-Dade region went live on December 18, 2017. Statewide implementation will be in 2018. Home health providers are advised to ensure that their provider agency is signed up for Florida Medicaid Provider Alerts, provider type 65. |
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2. |
Is the AHCA EVV System able to integrate with any EVV systems? |
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The AHCA EVV System can integrate with other EVV systems. Please contact our AHCA EVV Customer Support Line toll-free at 1-833-AHCA-EVV (1-833-2422-388). |
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B. Setting up users |
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3. |
How soon can providers begin importing caregivers into the EVV Dashboard? |
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Providers can begin to use the EVV Dashboard as soon as they have registered and have the credentials to access the EVV dashboard. Providers can register for access at https://4tellus.com/ahca-registration-page/. |
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4. |
Will providers be able to identify LPN, RN, CNA in the caregiver field? |
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Yes, a provider can select from LPN, RN, CNA, or Other in the caregiver field. |
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5. |
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6. |
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If a caregiver has a Medicaid Provider ID, it is entered in the Medicaid Treating Provider ID field of the user’s profile. |
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7. |
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Yes, in the event recipients change their phone number, it can be updated in the EVV Dashboard. |
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8. |
Can multiple addresses for a recipient be set up? And can users update a recipient’s address? |
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The admin can add multiple addresses, but the primary address is the one received from Florida Medicaid. To change or edit a primary address, the recipient or their representative should contact the Florida Department of Children and Families (DCF). |
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C. Prior Authorizations (PAs) |
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9. |
Does the home health provider need to add the prior authorization (PA) number when adding a new recipient? |
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A prior authorization is not needed to add a new recipient, however, if there is no PA when a visit is scheduled for that recipient, an alert will be displayed. |
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10. |
Will prior authorizations be loaded within a 30-day period? |
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New and updated prior authorizations will be loaded daily. |
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11. |
Will prior authorizations be automatically uploaded in the system, or will providers need to input them manually? |
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The EVV system is automatically updated on a daily basis with the approved prior authorizations. |
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12. |
Can visits be scheduled prior to receiving prior authorizations? |
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Yes, visits may be scheduled prior to receiving prior authorizations. However, a warning pop-up screen will indicate if there is no prior authorization, and the admin can proceed to schedule the visit. When the authorization is received, the admin will need to update the claim. |
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13. |
Can an admin schedule the visits without having a prior authorization? |
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Yes, the admin can create a visit without having a prior authorization. However, a valid prior authorization will be required before submitting the claim. |
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D. Schedules |
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14. |
What is the grace period for starting a visit? |
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Visits can begin as early as two (2) hours before or up to two (2) hours after the scheduled visit. |
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15. |
If there's a schedule change and a different caregiver is sent to the recipient’s location, how do they check-in and out if they are not scheduled? |
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The home health provider’s designated administrator (admin) will need to create a new visit. A caregiver can create an unscheduled visit using the EVV phone mobile app if they have been previously assigned to that recipient. |
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16. |
What if the caregiver cannot attend the scheduled visit? |
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The home health provider’s designated admin must make the appropriate changes in the EVV Dashboard and ensure there is no gap in service provision. As standard practice, home health providers should inform Medicaid recipients or their representatives if a different caregiver is being sent to render the service. |
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17. |
Can recurring visits be scheduled? |
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Yes, and admin can schedule recurring visits in the EVV system. |
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18. |
If a shift extends past midnight, e.g., from 7 pm to 7 am the next day, will this require scheduling two separate visits? |
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No, only one visit will need to be scheduled. |
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19. |
Can the admin make changes to the schedule through the App? |
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No, the admin can only make changes using the EVV dashboard. |
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20. |
How are multiple visits scheduled for a certain period, such as from November 9th until November 30th? |
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Scheduling multiple visits in a time period is referred to as recurring visits, a feature of the AHCA EVV System. |
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21. |
Is there the ability to schedule visits by time frame (monthly) instead of day-by-day? |
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Yes, visits can be scheduled daily, weekly, or monthly. |
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22. |
Can home health providers schedule multiple visits for the same user but with different caregivers on the same day? |
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Yes, the EVV dashboard allows an admin to schedule visits by multiple caregivers for the same recipient on the same day. |
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23. |
Can a home health provider admin log-in to the AHCA EVV System and schedule visits during non-business hours? |
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Yes, a provider admin can log-in to the system at any time and schedule visits. |
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24. |
Does the system have a list of codes or must codes be entered manually? |
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The system has preloaded diagnosis, service, and reason codes that cannot be edited. |
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25. |
Who is responsible for validating visits that have issues? |
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The home health provider’s designated admin can validate visits. |
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26. |
For last minute schedule changes, can home health providers send a caregiver to see the recipient and enter the change later with a reason to justify the late entry to have the claim paid? |
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Yes, the admin can create the visit after the service is provided to the recipient. However, the home health provider admin must enter a reason to justify the late entry. |
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27. |
Can a recipient have multiple caregivers? |
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Yes, an admin can schedule multiple caregivers for a recipient in the scheduling section on the EVV Dashboard. |