Provider Update: Transition to New IVRA/EVV Software System, Sandata

July 23, 2014

IMPORTANT EVV TRANSITION BULLETIN #5

The purpose of this communication is to address Provider questions and to reiterate and elaborate on information previously communicated. Bulletins going forward will communicate information within the context of the three phases of the IVRA/EVV transition, Training, Enrollment, and Claims/Billing. Additionally, there will be a section at the end of the bulletin titled, “ACTION ITEMS”. Please complete the actions as requested in this section. This section will list preemptive measures that should to be taken prior to the “Go Live” date of September 1, 2014.

TRAINING
A training registration site will be linked to the DHS web-page for ADvantage Providers to register. Providers will be notified within the next week or so when the registration site is ready for provider staff to register for training. The “Train the Trainer” model will again be used for the deployment of the new IVRA/EVV system. No more than two key staff from each provider agency will receive in-person, classroom training on how to use the system. It is expected that these staff will return to the agency and provide necessary guidance and training to all of their associates. We suggest the staff attending the scheduled training include the individual responsible for agency billing as well as the individual who will be assigned as the “System Administrator”. The System Administrator in this case, would be the staff responsible for assigning user roles or the one who will decide what level of access the agency user will be granted. Please be advised that the limit of 2 attendees per agency will be strictly adhered to, as the capacity of computer training sites available have specific occupancy limits. Seats are limited and registration will be closely monitored to ensure no more staff register than have been designated.Providers will have access to an EVV web-page throughout the implementation phase and post implementation. The page will continue to serve as an information reference point well into the maintenance phase.

CLAIMS
PENDING CLAIMS: Please continue to reconcile all pending claims and submit for processing no later than July 31, 2014. It would be most advantageous for Providers to reconcile, to the degree possible, all pending claims prior to the September 1 cutover date. Pending Claims Q&A: Q: What will happen to the Pending Claims Data, post 07.31.14? A: AA will track pending claims data post 07.31.14, and DHS will house all historical data. Q: What will happen to pending claims data post 08.31.14? A: Providers will be able to bill up until 08.31.14 through the AuthentiCare system, but Providers are urged to have as few pending claims after 07.31.14 as possible. Q: What will be the last day to bill claims in AuthentiCare? A: The Sandata EVV system will not be used to process any claims with dates of service (DOS) prior to 09.01.14. Claims for IVR services with DOS prior to 09.01.14 must be billed using the AuthentiCare IVR system. Q: Is it necessary to replicate the AuthentiCare data in-house for our agency records? A: DHS has archived all of the IVRA data, and it will be available upon request. However, if a provider has the facility/capacity to warehouse the data generated by your agencyyou are encouraged to do so. Q: The conditions we are receiving for submitting back-up plans is contributing to pending claims count. A: Please refer to the guidelines regarding this issue previously referred to in the ADvantage Update, for 07.02.14.

SCHEDULING AND ENROLLMENT OF WORKERS

Scheduling Q&A:

Q: Will Case Management and Nursing visits be scheduled?
A: Scheduling drives the EVV system. Yes, all visits to Members homes will be scheduled.
Q: How will scheduling work for Case Management and other professionals completing home visits?
A: Some features of the EVV system are being developed for application in Oklahoma, and therefore, are subject to change. The functional aspects of the system will be presented in detail during the scheduled training.
Preparation Tip: Providers are urged to consider updating staff records prior to enrolling
workers into the Sandata EVV system. Run a Worker by Provider Report to
access what records need updated worker information.

How to Run the Worker by Provider Report The Worker by Provider Report can be used by providers to determine workers/staff that are currently employed. You may create a report template on AuthentiCare for the Worker by Provider Report.

From the AuthentiCare home page, select the “Reports” drop-down on the tool bar
In the “Create Reports” box, select “Worker by Provider”
Complete these fields on the template for the Worker by Provider report:
- Worker Start Date Range: (select one) current staff may be selected by:
  - Fixed Date Range: enter begin date and end date
  - Current Day, Week, or Month
  - Last week, Last month
- Services: select “All Services”, or specific types to group by staff providing types of service
- Worker Status: select “Active”
- Sort 1 and 2: workers may be sorted by worker name, ID, status, start date (select one)
Select desired PDF/Excel format for the report. Excel is recommended for data
download.
Select “save as template”. The report template will be stored under “Report Templates”
section on the Reports page.
Select “run report”

ACTION ITEMS
Sandata will need Provider specific information in order to begin to set up a data base for each provider. Sandata has set up an on-line survey tool so providers can conveniently submit the required data. The survey should take no more than 10 minutes. It is crucial that this survey be completed no later than August 4, 2014. Please follow the link below and complete this survey. The survey is now live and able to start collecting responses. https://www.surveymonkey.com/s/OKDHS A secured email address has been set up for Providers to send inquires for the new EVV implementation. Please continue to send AuthentiCare inquires to the old address but use evvok@aau.okdhs.org for all questions related to the new EVV implementation.

Again, providers will continue to receive frequent communication concerning this transition. Please adhere to the recommended guidelines. If you have any questions regarding the information provided above, please feel free to contact us via Smarter Mail at: aauproviderquestion@aau.okdhs.org