Provider Update: May 20, 2016

Electronic Visit Verification (EVV) Transition Preparedness

BULLETIN NO. 5 Topic(s):

1. Software cutover dates
2. Training documents
3. Reminders

The final date that authorizations will be transmitted to Sandata for processing will be

June 22, 2016.  Subsequently, authorizations will be transmitted to First Data for processing in the AuthentiCare system beginning June 23, 2016.  This will allow First Data sufficient time for testing to occur prior to the 'Go-live' date.  Billing will begin to be submitted from the AuthentiCare system to OHCA for adjudication on 07/01/2016. 

Providers should prepare for the transition by continually purging the Sandata system, in anticipation of the eventual cross-over to the AuthentiCare system.  The only billing that should exist in Sandata should be current billing and claims only.  Please confirm all 'billing for export' to the greatest extent possible, because this data will be transferred to First Data to submit to OHCA for adjudication.  Billing ready for submission is fully processed billing, which means that there are no remaining exceptions that would otherwise prohibit claims submission. The objective is to clear the Sandata system of all invoicing 'not ready to bill', however, there may be instances there are associated exceptions that prohibit claims submission.  MSU will receive data files of all 'unworked claims', incomplete claims that have not been confirmed for billing, that remain in the Sandata system and are not fully processed and these records will be accessible to providers.  Archived data may not be immediately accessible at the point of transition, which is why providers should clear all unworked claims from the Sandata system. 

Please routinely utilize the reporting that is available in the Sandata system to access the volume of billing that must be processed before submission, such as the 'Exceptions Report".  MSU has been monitoring the claims volume for all providers, and it appears that the pending claims volume is low, which is what is expected unless there is a systems issue prohibiting a provider from completing billing for export.  

Training for the new AuthentiCare system will begin the week of May 23, 2016 (reference to bulletin #4 dated May 13, 2016).  Registration has closed. We anticipate having some additional capacity for late registrants, however there is a limit to the seating capacity.  Please see supplementary training documents attached to this bulletin. Please print these and bring them with you to the training you are registered to attend. Once we receive a finalized, digital copy of the user manual for training/learning purposes we will make it available to providers. 

The deadline for submission of your providers' worker upload template is June 10th, 2016.   Worker data not included in this record will need to be entered into the system by the Provider when access to the system has been made available.  Additionally,

If you have any questions regarding the information provided in this bulletin, please feel free to contact us via Smarter Mail at: evvok@aau.okdhs.org.