Introduction Welcome To Vesta EVV The fact that you are reading this Guide means that you have selected Vesta EVV! Congratulations on taking steps to participate in the incredible EVV era! The following pages provide a detailed view of Vesta EVV and how it works to fulfill the EVV compliance requirements set out by the Texas Health and Human Services Commission (HHSC).
About Vesta EVV Vesta Background Vesta was launched in 1996 as a comprehensive compliance management system for Texas Community Care Provider Agencies. Vesta Tour of Texas Workshops have been held in every corner of the state for the past 18 years. Today Vesta is the most widely used software system in the following Texas Medicaid Programs: Community Based Alternatives Program (CBA) Community Living Assistance and Support Services Program (CLASS) Medically Dependent Children Program (MDCP) Primary Home Care Program (PHC) Community attendant Services (CAS) Family Care Services Program (FC) Consumer Directed Services (CDS) Personal Care Services (PCS) STAR+PLUS Personal Assistance Services (PAS) Vesta EVV Vesta EVV incorporates processes necessary to fully meet the compliance requirements for the Texas Health and Human Services (HHSC) Electronic Visit Verification (EVV) initiative. Providers can choose to use Vesta EVV at no charge. Vesta EVV - includes the following features: 1. VisitClock (Landline IVR, Time Clock Token or SmartPhone Apps) 2. VisitLog 3. VisitVerify Visit Maintenance Interface 4. VistPlan 5. Client Profile 6. Employee Profile 7. Authorizations 8. Data Import & Export
VisitClock Enrollment & Training VisitClock is the interface that Provider Employees will use to clock in and clock out from the Client's home. VisitClock comes in three different versions: VisitClock Landline Telephone Interactive Voice Response (IVR) System VisitClock Time Clock Token Device VisitClock Smart Phone Apps Training materials are discussed in each of the following sections. EMPLOYEE VisitClock Home Phone Fast Clock In and Clock Out To Clock In, Employees may use the Client's Home Phone and dial a Toll Free number. The VisitClock system answers and prompts the Employee to enter his or her Employee ID. VisitClock then prompts the Employee to enter the Client ID. At the end of the call, VisitClock informs the Employee of the time and hangs up. This process takes approximately 20 second to complete and is repeated at the end of the visit. Every Provider agency will be supplied with two (2) English language Toll Free numbers and 1 Spanish language Toll Free number to ensure that all Employees will have access to VestaEVV. It is important that the Employee enter the correct client and Employee ID's. Incorrect entries result in an EVV exception and increase Visit Maintenance work for Provider office staff. **IMPORTANT: EMPLOYEES SHOULD NOT CALL 800-NUMBER MORE THAN ONCE TO CLOCK-IN AND ONCE TO CLOCK-OUT** If an error occurs during the EVV call, Employees should continue with the visit, and report the error to Provider Staff. VisitClock Token Electronic Token Device In cases where Home Phones are not available for EVV, VisitClock Tokens can be utilized.
VisitClock Tokens are small electronic devices that can be attached to a fixture in a client's home, such as a kitchen cabinet or drawer handle. VisitClock Tokens display a six-digit code that changes every sixty seconds. The Employee writes down the time code at the start and end of work. Once there is access to a telephone, the Employee calls the Toll Free number and enters the start time code and end time code. When the time codes are entered, Vesta EVV uses the time code to determine the device that was used to generate them, as well as the times they represent. In order for the VisitClock Token to work, the time codes must be called in on the same date that the visit was made. If the call is not made on the same date that the visit was made, they must be entered manually by provider staff, and specify the date the visit was made. VisitClock Smart Phone A Third Alternative-Ready For Today and Tomorrow As technology changes at a rapid pace and prices decrease, it is predicted that an increasing number of land line phones will be replaced by Cellular Smart Phones. Anticipating this trend, Vesta EVV includes VisitClock Smart Phone apps as an alternative method for verifying visits. Employees and Clients who use Smart Phone may choose this alternative method. VisitClock apps are available for the following Smart Phone platforms: iphone Android Phone Windows Phone
Agency Instructions: DataLogic will send app information via email once registration forms have been received. Once email is received, click on the link to download the appropriate app for your phone type. Mobile apps are available for Windows Phone, Android, and iphone. Once installed, the app icon will appear as follows: The first time the app is opened, it will show the Registration page. DataLogic will assign each Agency an Agency ID and Password for phone registration. On the registration page, use the agency assigned ID and Password as well as the employee EVV ID number to register the phone to that Employee. Once you click confirm on the registration page, it will verify the Agency ID and Password then provide a confirmation page. Confirm the employee name then click OK. Once the phone has been registered, it is ready for the employee to start clocking in and out. Employee Instructions: 1. Click on the VisitClock icon to open the app. 2. Enter your Employee number and click OK. 3. Enter the Client ID and click Clock In or OK. The following screen will show the time, but will not set the clock-in time until Clock In is pressed. start the visit, click on Clock In. To Once Visit has been started, app can be closed and it will continue to track time of Visit. Once app is reopened, it will open on the following screen. Click End Visit/Clock Out to complete the Visit. After clicking End Visit/Clock Out to complete the Visit, the visit information will be displayed. to close the screen. Click Finish
Visit Verify The Visit Verify Screen is used by Provider Office Staff to handle EVV Exceptions, most commonly known as "Visit Maintenance" and monitor EVV visits. The Visit Verify Screen is accessed by clicking on the Visit Verify button at the top of the Vesta Main Screen. Overview The Vesta EVV Visit Verify Screen is designed to be user friendly and easy to learn. Screen includes: The Visit Verify 1. Visit Verify - Pending & Verified Visits 2. Call View 3. Visit Log 4. Reports
The Split View The first screen you see when you click on Visit Verify is the VisitVerify Split View. the visit maintenance work is done. This is where most of The Split View divides the grid into two bins. The Pending Visits bin at the top displays all pending visits which have not been auto-verified by the Vesta EVV system or manually verified by Provider Staff. The visits contain the scheduled time in and out, the client and employee names. An icon on the left-most column indicates the method of visit verification (land line phone, electronic token or cell phone). An icon on the right screen under a heading with an exclamation point, indicates the category of exception. A red box with a white exclamation point signifies that no calls were found that could be linked to that visit. A yellow box with a white exclamation point signifies that calls were found with some matching data, but which still requires manual maintenance in order to verify the visit. A red box with a clock on it, signifies that calls were linked to the visit, but the total hours tallied from the call did not match the total hours in the visit. The Verified Visits bin at bottom shows all visits that were automatically linked by Vesta EVV or manually linked by Provider staff. Under the exclamation mark heading, a green box with a lightning bolt indicates that Vesta EVV was able to automatically link the Caller-ID, the Employee ID and the time of calls with the visit. A green box with a check mark on it indicates that a Provider user manually verified the visit by using the Vesta EVV Visit Maintenance interface and used a Preferred Reason Code. A yellow box with a check mark on it indicates that a Provider user manually verified the visit by using the Vesta EVV Visit Maintenance interface and used a Non-Preferred Reason Code. The Split View is designed to efficiently track the amount of work required by Provider staff in order to verify all visits in the system.
Pending Visits Grid The Pending Visits Grid shows all pending visits that have not been auto-verified by the Vesta EVV system or manually by Provider Staff, as mentioned earlier. The Grid is divided into two parts distinguished by the difference in the background color of the grid. The white part lists the schedules created using the Vesta EVV Visit Plan that are awaiting call data; the shaded side on the right lists the incoming calls that have been linked by the Vesta EVV system based on certain criteria. Because they are pending visits, the exception column Icon will indicate which exception category the visit has been cataloged under. (See Visit Maintenance for more details). Verified Visits Grid The Verified Visits Grid shows all verified visits that were automatically linked by Vesta EVV or manually linked by Provider Staff. The Grid is divided into two parts distinguished by the difference in the background color of the grid. The white part lists the visits that have been created using the Vesta EVV Visit Plan, and the shaded side on the right lists the calls that have been linked to the specified visit by either the Vesta EVV system or the Provider Staff. To differentiate the type of verified visit, the Provider Staff will see a green or yellow check mark icon as a manually verified visit and the green lightning bolt as an auto-verified visit. The Call View The Call View displays a single view of all the calls found in the system based on the filters used by the Provider Staff users. The Call View does not list any data regarding the visits created in the Visit Plan. Like the Single View, the Call View can be ordered by clicking on the column headers to list the calls in the order the Provider Staff user prefers.
The icon on the far left of the grid will be either one of the two shown below. The green link icon indicates the call or calls in the row have been linked to a visit. The red link icon indicates the call has not been linked to a visit, but can be used to manually verify a created visit. The Visit Log Tab The Visit Log tab lists all the visits associated to a chosen client. The top filter allows the Provider Staff users to select a client to view a list of visits for that client. This view is used as reference by the Provider Staff users to have a clear illustration of the visits for the specified client. The second filter allows the Provider Staff users to filter the visits based on their status being logged, pending, reassigned, or billed. The grid will list all available information associated to the visit.
The Filter Tab The Filter Tab allows the Provider Staff to set certain criteria to limit the visit data that is loaded into the EVV system for viewing purposes. When verifying pending visits, the Provider Staff is able to filter the data displayed based on date range of when the visit is to take place, type of visit, a specific client, employee, supervisor, or contract. Filter Options The Filter Tab, like the Information Tab allows the Provider staff user to easily maneuver through the EVV system data by providing different options to filter the loaded data. Date Range: The Provider Staff can filter the visits between a certain range and provide visit maintenance on the visits that are populated when applying the filter to the system. Any date range is allowed except for date ranges with future dates containing visits that have not been made by providers. Client: The Provider Staff can filter visits for a specified client. When applying this filter, all visit data loaded into the system will be associated to the client selected. Employee: The Provider Staff can filter visits for a specified employee. When applying this filter, all visit data loaded into the system will be associated to the employee selected. Supervisor: The Provider Staff can filter visits for a specified supervisor. When applying this filter, all visit data loaded into the system will be associated to the supervisor selected. Contract: The Provider Staff can filter visits for a specified contract. When applying this filter, all visit data loaded into the system will be associated to the contract. Missing Calls, Close Matches, and Conflict Hours: The Provider Staff can filter pending visits according to the type of exception the visit is cataloged under. Auto-Link and Manual-Link: The Provider staff can filter verified visits according to the method of verification. The Information Tab The Information Tab displays key details that aids Provider Staff in manually verifying pending visits. The tab contains information about the visit date range, the icon legend, record count, and a review of the compliance within the date range selected.
Record Count The Record Count area displays data record totals directly on the screen. The Total Records shows the value of all visit and call data records loaded for the EVV system based on any filters applied. The Total Calls shows the value of all the calls made whether linked or unlinked to a visit. Compliance Review The Compliance Review area displays the current compliance status based on the total number of auto verified visits and the manually verified visits depending on the reason codes used. Auto-Linked The Auto-Linked percentage bar display the percentage of verified visits that have been auto-linked which counts towards total count of visits that fall within program expectations. Preferred The Preferred percentage bar displays the percentage of verified visits that have been manually linked with a preferred reason code. Non-Preferred The Non-Preferred status bar displays the percent of verified visits that have been manually linked with a non-preferred reason code. The Total Visits field lists the value of all the visits currently loaded into the EVV system based on the date filters used. The Pending Visits total and Verified Visits total will be displayed separately. The Icon Legend lists the different icons that will be used throughout Vesta EVV. Missing Calls: is defined by a white exclamation mark in a red box. Close Matches: is defined by a white exclamation mark in a yellow box. Conflict Hours: is defined by a white clock in a red box. Auto Link: is defined by a white lightning bolt in a green box. Manual Link-Preferred: is defined by a white check mark in a green box. Manual Link- Non-Preferred: is defined by a white check mark in a yellow box.
The Compliance Tab The Compliance Tab allows the Provider Staff to view the current Compliance Summary based on the quarter and contract specified. As pending visits are auto or manually verified, the Compliance Summary totals will be updated. The Compliance Summary will keep a running total of your agency's compliance with EVV requirements and will display a total number of Days Below Program Expectations. Quarterly Date Range The quarterly date range measures compliance in rolling 3-month quarters. It will always default to the three (3) months before the current month. Contract The Contract field allows the Provider Staff to switch between Agency Contract number(s). The data will be updated based on the contract selected. Total Visits The total visits field will display the value of all the visits currently loaded into the EVV system based on the rolling quarter. Visits Pending The Visits Pending will display total number of visits that have not received Visit Maintenance Visits Verified Visits Verified will display total number of visits that have been auto linked or manually verified, received Visit Maintenance. Auto-Verified Auto Verified will list total number of auto verified visits and a percentage total. Preferred Verified Preferred Verified will list total number of manually verified visits using a preferred reason code and a percentage total. Visits Within Program Expectations Visits within program expectations will list total of auto linked or manually verified visits with a preferred reason code and a percentage total. Non-Preferred Verified Non-Preferred Verified will list total of manually verified visits with a non-preferred reason code and a percentage total. Days Below Program Expectations Days below Program Expectations will list the total number of days below program expectations. This number will be based on the number of Non-Preferred Verified Visits exceeding 10%.
Visit Maintenance EVV Exceptions are scheduled visits that could not be automatically verified by Vesta EVV due to one or more of the necessary criteria not matching. Provider Staff must manually verify visits which were not automatically verified by the EVV system. process is commonly called "Visit Maintenance". This In Vesta EVV, exceptions are managed in the Visit Verify Tab. In the Visit Verify Tab, all EVV Exceptions are listed in the top bin, labeled "Pending Visits". The grid containing EVV Exceptions clearly lists scheduled in and out times for each visit and the In and Out times recorded by EVV calls. The Pending Visits Grid also displays a column of icons, which indicate the type of EVV Exception. EVV Exception Types are divided into three broad categories: Missing Calls Exception The Missing Calls Exception is depicted by a white exclamation point in a red box, and indicates that no calls were recorded in Vesta EVV for the scheduled visit. Close Match Exception The Close Match Exception is depicted by a white exclamation point in a yellow box, and indicates that calls were recorded in Vesta EVV, but certain data was missing or incorrect that prevented the visit from being automatically verified. Conflict of Hours Exception The Conflict of Hours Exception is depicted by a white clock in a red box and indicates that calls were recorded in Vesta EVV for that scheduled visit, but the total hours is different from the scheduled hours. Below is a screen shot of the Pending Visits grid. In the column following the Scheduled Hours field, you can see the icons indicating the type of exception for each pending visit. In order to manually verify EVV exceptions, Provider Staff must take the following steps: 1. Call the client or employee to determine the reason for the EVV exception, if necessary. (Sometimes provider staff are aware of the reasons for an exception.) 2. Document the reason for the EVV exception, using a list of HHSC-approved EVV Reason Codes. 3. Verify the visit manually by having the staff member attest to the verification. Each EVV Exception type is handled in a slightly different manner. The following sections describe the process for manually verifying each EVV Exception type.
Missing Calls Exception A Missing Calls Exception indicates a scheduled visit for which no EVV calls have been recorded. Provider Staff must contact the Employee or Client, if necessary, to determine the reason for the missing calls. Vesta EVV provides a three-step Visit Maintenance process for calling, documenting and verifying visits manually. 1. In the first step, the Call screen will display Client and Employee contact information in order to verify a visit. "No Contact Necessary" may be selected if the reason for no calls has already been obtained or documented. Otherwise, the Client or Employee check box should be selected, depending on whom was contacted. Selecting one of the options will now allow the "Next" button to become available. The selection made in this and all steps is automatically recorded in Vesta VisitNotes. 2. In the second step, to Document the visit, you will accept or update the "Verified Hours" and select the Reason Code for manually verifying the visit. If the Reason Code selected requires Text, then it must be entered before the "Next" button becomes available. 3. In the last step, the Verify screen will display authorized hours and current visit hours for review. After reviewing the hours, the visit is verified by clicking on the "Verified By" check box on the upper right hand side of the screen next to the User Name.
*Note* Throughout the entire manual verification process, the VisitNotes will be updated as Vesta EVV Provider Staff proceeds through the verification process. Close Match Exception A Close Match Exception represents a visit that contains EVV data that partially matches a scheduled visit, but requires Visit Maintenance to complete the verification process. In the example illustrated in the screen shot below, the correct employee and client is identified by the Vesta EVV system, but the actual visit times do not match the scheduled visit times and fall outside of the time span allowed for automated linking. Therefore, visit maintenance is required. To manually verify the visit, Provider Staff will follow the three step process in Vesta EVV to complete Visit Maintenance. 1. Provider Staff contact the employee or client, if necessary, to determine the reason for the data that does not match the visit schedule. 2. In step 2, Provider Staff select and document the Reason Code that applies to the current exception. If comments are necessary, they are added by clicking on the "Optional Comments" button. If a Notification of Absence is necessary, it is printed from this screen.
3. After documenting the visit, Provider Staff must officially verify the visit by selecting the check box next to their user name and then clicking the Done button. The verified visit will then be placed in the Verified bin with a manual, check, icon indicating the Provider Staff has verified the visit. Conflict of Hours Exception A Conflict of Hours Error Exception occurs when actual EVV hours worked do not match scheduled hours. In the example below, scheduled hours totaled 2.00, but actual time record hours total 2.25, showing a difference of 0.25.
To verify that 2.25 hours were actually worked, Provider Staff must (1) contact the Employee or Client, if necessary, to determine the reason for the time difference (2) document the reason for the difference and (3) Verify the visit. Vesta EVV guides Provider Staff through the three-step process of Visit Maintenance and provides information and check boxes to make the process easy. The three steps are described in detail below. 1. In the Call step, Vesta EVV displays the Client contact information and the Employee information. Provider Staff can check whether the Client or the Employee was contacted to determine the reason for the time difference. If no contact was necessary, Provider Staff can check the check box indicating that no contact was necessary. A check box above the actual time record hours allows Provider Staff to accept the time record hours as actual hours worked. Provider Staff can then click next to go to the Documentation Step. 2. In the Documentation Step, Provider Staff must assign the visit a Reason Code to explain the time difference. Optional Comments are added in the Documentation step, as well as a printed Notification of Absence, if necessary. As with all Exception steps, the process is documented as a Vesta VisitNotes.
3. After documenting the visit, the Provider Staff must officially verify the visit. This is accomplished by reviewing the total hours verified for the visit and clicking on the check box that states "Verified by" and the Provider Staff Vesta EVV User Name. Reason Codes Reason Codes Review HHSC approved Reason Codes allow for a uniform method to document EVV exceptions in Visit Maintenance and determine if the visit situation in which the provider staff is delivering and documenting services is in accordance with HHSC expectations. The table below provides a detailed description of HHSC approved Reason Codes. Code ID Code Description Code Example 01 Wrong Number - Verified services were delivered Reason Code #01 is used when calls for a visit are received from a number that is not recognized by the EVV system. Non-Preferred reason code. 02 Invalid ID - PCA Verified Reason Code #02 is used when an employee does not accurately enter the entirety of his/her employee ID into the EVV system. Preferred reason code. 03 Phone Unavailable - Verified services were delivered Reason Code #03 is used when the employee cannot use the phone to call-in/call-out because the phone is in use when the service provision begins or ends. If this becomes a routine issue, an FVV device should be ordered. Preferred reason code. 05 Multiple Calls For One Visit Reason Code #05 is used when an employee makes multiple calls for a single scheduled visit. 06 Employee failed to call In and Out Verified Services were Delivered Reason Code #06 is used when an employee fails to use the telephony portion of the system to call in/out of the EVV system. Non-Preferred reason code. 08 Fill-in for Regular Employee Reason Code #08 is selected when someone other than the scheduled employee provides services. Preferred reason code. 10 Individual Does Not Have Home Phone - Verified services were delivered Reason Code #10 is selected when an individual qualifies for and requires the use of an FVV device, but one has not been requested by the provider. Preferred reason code.
11 Companion Case Reason Code #11 is used when the employee delivers services to two or more individuals in the same household and only calls the toll-free number twice to document the entirety of the visit. Preferred reason code. 13 Individual Refused Employee Use of Phone - Verified services were delivered 14 Consumer Directed Services (CDS) Employer Time Correction 15 Services Provided Outside the Home Supported by Service Plan or Verified with Individual Receiving Services 16 Fixed Visit Verification Device Has Been Ordered (Initial or Replacement Order) 17 Individual Does Not Have a Home Phone (Does Not Qualify for FVV) - Verified services were delivered 18 Phone Lines Not Working (PCA Not Able to Call) - Verified services were delivered 20 Employee Failed to Call-In - Verified Services were delivered 21 Employee Failed to Call-Out - Verified Services were delivered 22 Individual Agreed PCA Not Work Schedule 24 Downward Adjustment to Billed Hours 26 Medicaid Reinstatement: Service Hours Worked Reason Code #13 is used when the individual refuses to allow the employee to use the phone. Preferred reason code. Reason Code #14 is only used by individuals using the CDS option who need to correct an EVV entry. Preferred reason code. Reason Code #15 is used when an employee cannot use the phone to call-in/call-out because some or all of the scheduled services were provided outside of the home in accordance with program policy. Preferred reason code. Reason Code #16 is selected when an FVV device has been requested, but the provider has not yet received the device; the device is not yet in place; or the device is not working. Preferred reason code. Reason Code #17 is only used to document service delivery to individuals who do not have a home phone available for EVV and are authorized or scheduled to receive services less than once a week (e.g., MDCP respite and adjunct support services). These individuals do not qualify for an FVV device. Preferred reason code. Reason Code #18 is only used to document service delivery when calls are not possible due to technical problems. Preferred reason code. Reason Code #20 is used when an employee fails to use the telephony portion of the system to call in using the EVV system but does call out. Non-Preferred reason code. Reason Code #21 is used when an employee fails to use the telephony portion of the system to call out using the EVV system but does call in. Non-Preferred reason code. Reason Code #22 is selected when the PCA does not work and the individual was contacted and agreed to the change in schedule. Preferred reason code. Reason Code #24 is used when the time billed is adjusted downward to offset rounding. Preferred reason code. Reason Code #26 is used when visits that were documented on paper time sheets during the period when the individual s Medicaid eligibility was suspended are entered into the EVV system through visit maintenance after the individual s Medicaid eligibility has been reinstated. Preferred reason code. 27 Schedule Variation Reason Code #27 is used when the employee provides more or fewer hours of service to the individual than scheduled. All situations that require documentation must be documented according to program policy. Preferred reason code. 99 Other Reason Code #99 is used when a provider must address a system exception that cannot be addressed using any of the other reason codes. Non-Preferred reason code.
Selecting Reason Codes in Vesta EVV In Vesta EVV, Reason Codes are selected from a drop-down list during the visit maintenance process, as shown below. Certain Reason Codes are required to be accompanied by a comment, as shown in the figures below. If Provider Staff select a Reason Code that requires additional comments, Vesta EVV will require entry of a comment before moving to the next step of visit maintenance.
Reports Vesta EVV and VisitMonitor contain a full suite of reports based on requirements specified by HHSC.
No Show Report Vesta EVV No Show Report This report indicates all employees/individuals providing services that have not been verified based on scheduled assignments. Column Headers: Call Time, Employee Name, Scheduled Employee ID, Client Name, Client ID, Caller ID, Call Time From Other Employee, Other Employee Name, Employee ID Filters: Date Range, Time Range
Daily Call Log Vesta EVV Daily Call Log This report lists all calls made to provider assigned phone numbers for specific date and time range. Column Headers: Call Date, Call Time, Client Name, Client ID, Caller ID, Employee Name, Employee ID, Verified hours, Call Type (In or Out), Scheduled Time Filters: Date Range, Time Range, Radio Selector= Show all calls / Show linked calls / Show unlinked called.
Vesta EVV Employee List Vesta EVV Employee List This report lists all active Employees that are providing services to clients in the EVV program. Column Headers: VestaEVV #, Medicaid #, Name, Address, Phone, Type of Client Filters: Active employees only, Employees with Token clients only, Branch, County Sort By: VestaEVV #, Employee #, Second Employee #, Name
Vesta EVV Client List Vesta EVV Client List This report lists all active EVV clients. Column Headers: VestaEVV #, Medicaid #, Name, Address, Phone, Type of Client Filters: Active clients only, Token clients only, Branch, County, Type of Client (Priority) Sort By: VestaEVV #, Medicaid #, Name, Phone #
Reason Code Report Vesta EVV Reason Code Report This report lists all manually linked visits and the Reason Codes Assigned to the visit. Column Headers: Call Date, Client ID, Client Name, Client Phone Number, Scheduled Employee ID, Scheduled Employee Name, Scheduled Time In, Scheduled Time Out, Called Time In, Called Time Out, Reason Code Filters: Date Range, Time Range, All Providers, One Provider, All Exception Reason Code, Preferred Reason Code, Non-Preferred Reason Code
Unknown Employee Report Vesta EVV Unknown Employee Report This report lists calls from employees/individuals providing services that cannot be identified with the ID entered during the call. Column Headers: Schedule Time Call Date, Call Time, Employee ID, Employee Name, Client Name, Caller ID, Client ID, Filters: Date Range, Time Range
Unscheduled Visit Report Vesta EVV Unscheduled Visits Report This report lists all calls not linked to a scheduled visit because either there is no schedule at that time or the employee providing services was not scheduled. This may indicate that a replacement or unassigned employee was sent to provide services and the schedule was not updated or visit was not scheduled. Column Headers: Client ID, Call In, Call Out, Time In, Time Out, Employee Name, Employee ID, Client Name, Filters: Date Range, Time Range
Verification Method Activity Detail Report This report is a detailed listing of all visit validation transactions. Column Headers: Main: Visit Date, Client Name, Employee Name, Employee ID, Scheduled Time in, Scheduled Time Out, Scheduled Hours, Call Time in, Call Time Out, Total Hours, Agency ID Filters: Date Range, Options: For One Client, For All Clients, Order by Client or Provider
Training Materials Training materials are used to assist provider agency with staff training. This includes EVV Telephone Training, EVV VisitClock Token Training, Mobile app Device training and VisitClock Token installation training. Employee EVV Telephone Training Sheet
Employee EVV Time Clock Token Training Sheet
Employee EVV Mobile Device Training Sheet
Time Clock Token Installation
Glossary Acronyms The table below lists acronyms used throughout this guide. ACRONYM LIST Acronym CBA CDS CLASS DADS EDI EVV FC GPS HIPAA HHSC MDCP MNLOC PAS PHC PCS STAR+PLUS TMHP Definition Community Based Alternatives Consumer Directed Services Community Living Assistance and Support Services Department of Aging and Disability Services Electronic Data Interchange Electronic Visit Verification Family Care Global Positioning System Health Insurance Portability and Accountability Act Texas Health and Human Services Commission Medically Dependent Children Program Medical Necessity and Level of Care Personal Assistance Services Primary Home Care Program Personal Care Services State of Texas Access Reform Plus (Managed Care Program) Texas Medicaid & Healthcare Partnership (Claims Processing)
Terms Authorization Authorized Service Authorized Weekly Units Employee Client Claim Cloud-Based Vesta Cloud Services Compliance An approval of the type and quantity of services to be delivered on a regular basis to a Medicaid Client. The task or group of tasks approved for a Medicaid Client. The quantity of tasks approved for a Medicaid Client. The employee or subcontractor of a Provider Agency contracted to provide Authorized Services to a Medicaid Client. A Medicaid beneficiary authorized to receive services from one or more Medicaid Programs. A Request for Reimbursement Submitted to a Payer by a Provider Agency for Authorized Services delivered to a Medicaid Client. A software or service that is hosted on a server located in a remote data center and delivered to the user through web services. All services related to providing the Vesta software to the user through web services and securely hosting Provider Data in the cloud, including nightly backups, load balancing, disaster recovery procedures and hosting in HIPAA-compliant, 24x7x365 supported, SSAE, certified best-in-class data centers. The act of meeting the requirements of state and federal regulations in the delivery of Medicaid services. Department of Aging & Disability Services (DADS) Recoupment Claim Rejection Claim Denial Texas Public Agency which oversees delivery of services for programs not covered by Managed Care Organizations. A payment reversal issued to a Provider Agency by a Payer. A Claim that is returned by a clearinghouse because of data errors and is never received by the Payer. A Claim that is denied for payment by the Payer.
Service Delivery Payer Primary Home Care Community-Based Alternatives The process of providing Authorized Services to a Medicaid Client. A Managed Care Organization that reimburses Provider Agencies for Claims related to Authorized Services. An Authorized Service group within the Texas Medicaid System that provides a set number of weekly service tasks for a Medicaid Client. A Texas Medicaid Program that provides a set of weekly services to Medicaid Clients that is provided by Provider Agencies contracted by Texas HHSC. Texas Health and Human Services Commission (HHSC) The Texas Agency responsible for overseeing Medicaid Service Delivery for Clients Authorized to receive services. Vesta EVV Enterprise Edition Vesta EVV Standard Edition Visit VisitPlan The edition of Vesta EVV which provides the standard EVV processes to a Provider Agency to comply with Texas HHSC EVV requirements as well as processes and features to manage enterprise business requirements, such as documentation, claims processing, payroll and human resource management. The edition of Vesta EVV which provides the standard EVV processes to a Provider Agency to comply with Texas HHSC EVV requirements. A scheduled period of time during which an Employee provides Authorized Service to a Client A service delivery plan comprised of a weekly schedule, assigned employees and assigned service tasks, that complies with an authorization.