Free DHS EVV Solution (Fee-for-Service Only)

DHS EVV Administrator Training and Provider Portal Configuration

Providers electing to use the DHS EVV system for their fee-for-service programs will need to complete the following:

1. Mandatory DHS EVV System Provider Training
   This is a free, online, self-paced training that must be completed by all DHS EVV System Administrators. To register your system administrator will need your Provider Medicaid ID (i.e., 9-digit MPI). All registration information will be verified prior to the training.
   
   • EVV LMS Registration Quick Reference Guide
   • Sandata EVV Training Process Overview
      
2. After your EVV System Administrator completes the DHS EVV Provider Training, Sandata will email your provider's EVV System Administrator your provider's Welcome Kit within 3 business days of the training completion. Be sure to check Junk/Spam folders.
   
   When the Welcome Kit email is sent by Sandata, the recipient will have 10 calendar days to open the email.
   Once opened, the recipient will have 10 minutes to access the code to open the secure contents.
   If your Welcome Kit has expired, a request to resend the Welcome Kit should be sent to the Provider Assistance Center (PAC) at (800) 248-2152 (Option 1 for EVV) or papac1@gainwelltechnologies.com.
   Welcome Kit Contents:
   • Provider's login credentials to set up your provider's account
   • Two Provider Agency-Specific Call Reference Guides containing Santrax toll-free number(s)
     • Note: New accounts may be provisioned with only a single multi-function toll free number
   • Step-by-step instructions for direct care workers on clocking in and out using Telephonic Visit Verification (TVV) when using a landline
      
3. The provider's EVV System Administrator must create employee user accounts for all your provider's EVV user accounts including administrative staff, who will view and manage EVV data, and direct care workers.
   
   
4. Sign up for Sandata On-Demand to access training materials to prepare your provider's internal staff training on the DHS EVV System. Sandata On-Demand serves as Sandata's customer care portal, which is also used to generate and track Sandata EVV support tickets and includes a Video Library and Sandata EVV Release Notes. 
   • Getting Started with Sandata On Demand
      
5. It is the provider's responsibility to train staff and provide technical assistance to employees having difficulty using EVV.
   Important Note: Do not enter training data or dummy data in the DHS EVV system.
   
   Training Resources
   
   • Pennsylvania Caregiver Video Library
   • Sandata EVV Training Video Library
   • Sandata TVV Call Reference Logs (from DHS EVV Provider Welcome Kit)
   • Pennsylvania EVV Service List (From DHS EVV Provider Welcome Kit)
      
6. (Optional): Create schedules for direct care workers.
   The Scheduling submodule is an optional (not needed to bill) feature in the DHS EVV System which allows agencies to give direct care workers with their upcoming visit schedule in the Sandata Mobile Connect (SMC) mobile app. 
   • Allow providers to assign caregiver work in advance
   • The SMC mobile app can allow direct care workers to select from their available schedule, simplifying their visit entry at the point of care.
   • By using the optional Scheduling submodule, the provider administrative staff can be proactively alerted to missed or late service visits.
   • The DHS EVV System can limit or inform agencies when scheduling visits outside of authorization limits - allows measuring of utilization.
   • Enforce adherence to the authorization at the point of scheduling (not after the service has been delivered).
   • This may be beneficial for providers which do not currently have a separate scheduling system.
      
7. After staff have been trained, direct care workers should begin logging EVV visits using the SMC mobile app (or TVV with a landline).
   
   DHS EVV System References 
   • Pennsylvania Caregiver Video Library
   • Sandata Mobile Connect™ (SMC) Caregiver How To Documents (English)
   • Sandata Mobile Connect™ (SMC) App User Guides (Multiple Languages)
   • Fee-for-Service (FFS) and Managed Care Organization (MCO) Delivery Model PCS (Personal Care Services Subjected to EVV)
   • Fee-for-Service (FFS) Delivery Model HHCS (Home Health Care Services Subjected to EVV)
      
8. Provider administrative staff should resolve visit exceptions and verify EVV data for accuracy.  EVV visits should not be edited to match a schedule. Visits with incorrect or missing information may be edited. Providers need to review their Remittance Advice to monitor claims to identify issues that need to be addressed.
   
   Validation Resources
   • EVV Error Status Codes (ESCs)
   • EVV FAQs
   • Office of Developmental Programs (ODP) EVV Technical Guide (Version 2.0) – Updated Dec 2020