Provider Update #13 Transition to Sandata
EVV TRANSITION BULLETIN #13
|The purpose of this bulletin is to communicate important updates that will occur and information that is vital to the ongoing implementation of the new EVV Santrax software.
|IMPORTANT TRANSITION REMINDERS|
|MSU-AA has been, and will continue to be, committed to addressing Provider concerns throughout the EVV system transition. In a collaborative effort to convert known Provider issues into items slated for action, MSU-AA and Sandata developed the following list that outlines upcoming or current enhancements or changes for the Santrax EVV system:
|Please see the following updates copied below. These documents will be archived on the MSU-AA webpage 317:35-17-22. Billing procedures for ADvantage services
(e) The provider must document the amount of time spent for each service, per OAC 317:30-5-763. For service codes that specify a time segment in their description, such as 15 minutes, each timed segment equals one unit. Only time spent fulfilling the service for which the provider is authorized, per OAC 317:30-5-763, shall be authorized for timed based services. Providers shall not bill for a unit of time when not more than one-half of a timed unit is performed. For example, if a unit is defined as 15 minutes, providers should not bill for services performed for less than 8 minutes. The rounding rules utilized by the IVRA and web-based billing system to calculate the billable amount of a unit are:
1. Rounding Rules Sandata continues to research rounding issues; however, the following process may assist Providers in avoiding rounding errors when entering CM data for administrative work. Rounding Rules for Case Management Administrative Functions:Case Managers will keep a daily log recording of administrative tasks performed in support of a Member. These tasks include Member support provided when not visiting a Member’s home. Therefore, schedules for these tasks will not have a call in and a call out. In order for rounding to occur with correct units, it is important for schedulers to enter time in the Santrax Field. Below is a step by step guide.Entry of Schedule time in the Santrax Field Scheduling Overview: After creating the schedule from the New Event Screen in a Pending status, the schedule now needs to be confirmed for billing. In order for the schedule to be Ok to Bill and the correct units applied on the schedule, the schedule must be turned into a Confirmed status, times must be entered in the Santrax field, and Tasks entered.*Make sure there are enough units associated with the authorization when scheduling as this will affect the rounding of the units. a. Double click the schedule that was created in a Pending status
b. Enter the schedule time in the Santrax Field to populate the visit units
c. Change status to Confirmed
d. Enter Tasks (See list of Case Management Activities below)
e. Click Save*Note: Activities entered with durations < 8 minutes will not constitute a billable item.
2. Case Management Data Entry Case Management Process Overview:Case Managers will keep a daily log recording administrative tasks performed in support of a Member. These tasks include Member support provided when not visiting a Member’s home.Entry of Case Management Duties Case Management administrative activities will be entered using the “New Events” screen within the Scheduling Module. To create these duties in EVV:
a. Access the New Events screen in the EVV Scheduling Module.
b. Select Single Event from the Frequency section.
c. Select Client, Case Manager Staff person, and relevant Case Management Service type.
d. Enter Date and Start & End time of Activity.
e. Verify 01-Pending under Status is selected. (This field does defaults to Pending. Please verify the Status is set to Pending)
f. Select 03-Office for PoS.
g. Enter the Administrative Task performed in the Comments field.
h. Items b-f above, select “Add” in the upper right hand corner.If edits are required, right click on item and select “Delete”. Otherwise select “Commit”.
NOTE: Make sure there are enough units associated with the authorization when
scheduling as this will affect the rounding of the units.
b) Double click the schedule that was created in a Pending status
c) Enter the schedule time in the Santrax Field to populate the visit units
d) Change status to Confirmed
e) Enter Tasks (*See list of Case Management Activities on Page 11)
f) Click SaveIn the Billing Review screen, the schedule appears as “Billable” and ready for invoicing.
Case Management Activities:
|If a Member moves between branches, will their Location ID be changed? Should agencies encounter this scenario they are to contact Sandata who will make the change to Location ID.Can admits be cancelled? Should agencies encounter this scenario, they are to contact Sandata who will make the change to Admit Type. Can Coordinators be reassigned? Should agencies encounter this scenario, they are to contact Sandata Customer Care to have them assist with reassigning Coordinators. For a complete list of FAQs: http://www.okdhs.org/programsandservices/aging/adw/evv/electronic+visit+verification.htmThank you for you continued support as we implement the new EVV system. If you have questions or concerns regarding the EVV system please submit your communications to firstname.lastname@example.org.|