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Cook Children's Health Plan

Electronic Visit Verification

STAR Kids Baby

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 time sheets.

The 21st Century Cures Act Section 12006, is a federal law requiring all states to use Electronic Visit Verification for Medicaid personal care services and home health services. States must implement EVV or risk a loss of Medicaid matching dollars:

  • Personal care services must start by January 1, 2020
  • Home health services must start by January 1, 2023

Visit the complete list of programs and services required to use EVV beginning January 1, 2020 and programs and services currently required to use EVV.

Click here to learn more about EVV.

STAR Kids providers that provide the following services:

  • Personal care services
  • In-home respite services
  • Flexible family support services
  • Community First Choice - Personal assistance services and habilitation

EVV is optional for Members who have selected the consumer directed services option or the service responsibility option until 01/01/2021.

When an attendant provides services to a client in the home or the community, the attendant must use one of three approved EVV time recording methods to clock in when services begin and clock out when services end. Below is an example of how the attendant would use each approved EVV time recording method.

The attendant arrives at the home, using the EVV vendor system approved mobile app clocks in before starting services. The attendant can then begin providing services. When the visit is complete, the attendant clocks out using the mobile app.

The attendant arrives at the home and before starting services, uses the client's landline phone to call a toll-free number, issued by the EVV vendor, to clock in. The attendant may be prompted to enter their EVV ID or other identifying data elements, depending on the EVV vendor's system. The attendant follows this same process when clocking out.

The attendant arrives at the home and before starting services, locates the placement of an alternative device in the home and writes down the numeric code displayed on the device. The attendant can then begin providing services. When the visit is complete, the attendant writes down a second numeric code displayed on the device. The attendant then calls a toll-free number, issued by the EVV vendor, and enters the first numeric code for clocking in and enters the second numeric code for clocking out. The numeric codes displayed on the alternative device are like electronic time stamps, capturing the date and time of the visit.

How do I get started with EVV?

  1. The Provider should decide if they will use an EVV Vendor or EVV Proprietary System
    1. Research HHSC approved EVV vendors:
      1. Data Logic (VESTA) software
      2. First Data Government Solutions (AuthentiCare) Software
  2. Select an HHSC approved EVV vendor or EVV proprietary System
  3. The Provider's signature authority and, if applicable, the provider EVV system administrator must complete, sign and date the EVV provider onboarding form located on the EVV vendor's website
  4. Submit the accurate and completed form directly to the selected EVV vendor via email, fax or electronically
  5. The selected EVV vendor will contact the signature authority and the Provider EVV system administrator via email with an acknowledgement statement within one business day from receipt of the EVV provider onboarding form
  6. If the form is complete, the EVV vendor will contact the provider EVV system administrator within five business days of receipt of the completed form to initiate the EVV provider onboarding process and schedule an appointment
  7. All required EVV system trainings must be completed prior to the appointment
  8. Additional users who will be given access to the EVV vendor system will also be required to complete the EVV vendor system training prior to gaining access

Who do I contact if I have questions