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EVV HHAeXchange Updates: Take Action Now and Onboard, EVV Systems AuthentiCare and Vesta and EVV Alternative Device PolicyProvider Alert!
Date: September 12, 2023
Attention: STAR Kids Providers/Consumer Directed Services employers, and FMSA Providers
Call to action: Texas Children’s Health Plan (TCHP) would like to remind providers that Texas Health and Human Services Commission (HHSC) has selected HHAeXchange as the state EVV vendor.
Take Action Now: Onboard with HHAeXchange
To remain compliant with EVV requirements, program providers and FMSAs transitioning to HHAeXchange or who have recently enrolled to provide personal care services (PCS), must complete onboarding and system user training before Oct. 1.
- Submit the HHAeXchange Provider Onboarding Form
- Register and attend HHAeXchange System User Training
Program providers and FMSAs providing PCS who do not onboard with HHAeXchange before Oct. 1, may be unable to record visits. Claims submitted without an EVV visit will be denied.
Program providers and FMSAs who will be new to EVV, due to the Cures Act Home Health Care Services implementation, must submit the HHAeXchange Provider Onboarding Form by Oct. 31. However, it's recommended to complete the form as soon as possible to be able to practice using EVV before the Jan. 1, 2024, implementation.
EVV Systems AuthentiCare and Vesta Available for Use Through Sept. 30, 2023
Program providers, FMSAs, Consumer Directed Services (CDS) employers, service attendants and CDS employees may continue using their current EVV systems, AuthentiCare (First Data) or Vesta (DataLogic) through Sept. 30, 2023, to record EVV visits for personal care services (PCS).
Starting Oct. 1, program providers, FMSAs, CDS employers, service attendants, and CDS employees providing PCS are expected to start recording EVV visits using the new state-funded system, HHAeXchange or with a proprietary system (PS) if approved and onboarded with a PS.
EVV Alternative Device Policy
HHSC has updated the alternative device policy notice posted on July 17. In addition to allocating free alternative devices to 7.5% of the program providers or Financial Management Services Agencies (FMSAs) census (rounded to the nearest whole number), HHSC is allowing the purchase of additional alternative devices for qualifying members.
A qualified member using the agency option, or the service responsibility option (SRO), is an individual:
- who does not have a landline or does not allow the service provider to use their landline; and
- whose service provider does not have a smartphone or tablet.
A qualified member using the consumer directed service (CDS) option is an individual:
- who does not have a landline or does not allow the service provider to use their landline;
- whose service provider does not have a smartphone or tablet; and
- who does not allow the CDS employee to use their smart phone or tablet.
The cost of each alternative device is $12 (includes shipping) plus applicable sales tax.
How to Request a Free Alternative Device
Program providers and FMSAs, if not already completed, are required to submit the Provider Onboarding Form prior to submitting the Alternative Device Ordering Form.
HHSC has supplied HHAeXchange the census numbers that will be used for distribution. If a program provider or FMSA has a shortage, and a request for an alternative device is pending, then HHAeXchange will fulfill the additional alternative device requests to maintain the 7.5% threshold.
Once forms are submitted, HHAeXchange will process the request within 5 business days.
- Orders placed before Sept. 1 will be delivered mid-September.
- Orders placed Sept. 1 through Sept. 30 will be delivered no later than Oct. 15.
How to Purchase Additional Alternative Devices?
Program providers and FMSAs may purchase additional alternative devices for qualifying members. The cost of each alternative device is $12 (includes shipping) plus applicable sales tax.
Program providers and FMSAs must complete and submit the HHAeXchange Paid Alternative Device Order Form.
If there is available inventory, HHAeXchange will ship the ordered alternative device(s) within five business days. If there is not enough inventory, HHAeXchange will notify the program provider or FMSA that a back order has been placed and to expect their alternative device(s) as soon as they become available.
You can find details regarding HHAeXchange on the HHAeXchange Texas website.
Next steps for providers: Providers should share this communication with their staff.
If you have any questions, please email Provider Relations at: providerrelations@texaschildrens.org.For access to all provider alerts,log into:
www.thecheckup.org or www.texaschildrenshealthplan.org/for-providers.