Electronic Visit Verification (EVV) Newsletter

Hello and welcome to the Electronic Visit Verification (EVV) Newsletter - a newsletter with timely content on important updates, best practices, and resources to support your EVV experience.

EVV Newsletter Highlights

• Tips to Improve Collecting EVV in Real-time
• Caregiver EVV Checklist
• EVV Live-in Caregiver (LIC) Exemption Form Checklist
• EVV LIC Exemption Level of Effort Survey

What is EVV?

EVV is a technology used to verify that home and community-based service visits occur. The purpose of EVV is to ensure that services are delivered to people needing those services and that providers bill only for services rendered.

Did you Know?

HCPF pre-approval is required for EVV exemption requests for extenuating circumstances, but HCPF receives at least two times as many requests for general live-in caregiver EVV exemptions. 

Currently, if you are not requesting an extenuating circumstance EVV exemption, documentation should be sent to your provider agency or Financial Management Service vendor. Sending to HCPF is unnecessary for general live-in caregiver EVV exemptions and may result in delays.

What's New with EVV?

Tips to Improve Collecting EVV in Real-time

To support provider agencies and CDASS members/employers of record (EORs), HCPF has put together a list of some effective methods to help ensure EVV is collected at the time of service, allowing you and your agency to reap the numerous benefits of this best practice. This information and more can be found in the Tips to Improve Collecting EVV in Real Time document.

Caregiver EVV Checklist

This customizable checklist can be used repeatedly by agencies and caregivers to help develop or support a caregiver’s routine and training for collecting EVV at the time of service. It can also help ensure care and services are provided as outlined in a client’s care plan.

By using this checklist and implementing some of these strategies, you can reduce the

instances of manual or modified EVV visits, ensuring accurate and reliable tracking of

caregiver visits.

This EVV Caregiver Checklist can be found and downloaded on the EVV Resources page under the Department Guidance section.

EVV Live-In Caregiver (LIC) Exemption Form Checklist

This checklist was developed based on EVV Live-in Caregiver audits and other feedback from providers. This checklist is meant to help agencies comply with state regulations, mitigate documentation errors, and ensure the proper use of the EVV Live-in Caregiver Exemption. This can be completed by agencies self-auditing their EVV Live-in Caregiver exemptions.

Before you complete this checklist, HCPF recommends that your agency review the

following resources to become familiar with the EVV Live-in Caregiver exemption and

billing requirements:

1. The EVV Live-in Caregiver Attestation Exemption Form - EVV Resources - Live-in Caregiver
2. Colorado’s Code of Regulations regarding EVV Live-in Caregiver exemptions - 10 CCR 2505-10 8.001
3. EVV Live-in Caregiver Memos - EVV Resources - Live-in Caregiver

Once your agency has reviewed these resources, the checklist can be used to

ensure you have complete documentation on file and are billing for an exemption

when active documentation exists.

The EVV Live-In Caregiver Exemption Form Checklist can be found and downloaded on the EVV Resources page under the Live-in Caregiver Resources section.

EVV LIC Exemption Level of Effort Survey

This survey is designed to gather your feedback on the current Electronic Visit Verification (EVV) Live-in Caregiver (LIC) exemption process. We are interested in understanding your experiences and perceptions related to the LIC exemption process including the collection, completion, and management of EVV LIC exemption documentation. This data may also be used to guide changes to the Live-in Caregiver Panel. 

• EVV LIC Level of Effort Survey (takes 3 to 5 minutes to complete)

Your insights are valuable to us and will help us understand the efficiency and effectiveness of the current EVV LIC exemption process. Please share your feedback by answering each question based on your direct experiences and observations.

Reminders

Live-in Caregiver Panel - Coming Soon!

The Department of Health Care Policy and Financing (HCPF) will be making updates to the live-in caregiver (LIC) exemption process using the Gainwell Provider Web Portal. Some highlights of this change include:

• Application requests and Revalidation Applications will be used for LIC exemption submissions and approvals.
• Providers will receive notifications 60 and 30 days before expiration, on the day of expiration, and 30 days after. 
• Strengthens overall exemption process
• Simplifies exemption process
• Uses existing Application requests and Revalidation Application processes
• Notifications and reminders
• Provider billing improvements
• Improved and more timely billing feedback
• Improves oversight while maintaining LIC flexibilities

See the October and July 2024 EVV General Stakeholder Meeting Presentation or recordings for more information. Feedback related to this can also be submitted to HCPF by completing the EVV LIC Level of Effort Survey (takes about 3 to 5 minutes to complete).

Need to Make an Accommodation Request for any of our EVV-related Meetings?

Reasonable accommodations for the meetings will be provided upon request for persons with disabilities. Auxiliary aids and services for individuals with disabilities and language services for individuals whose first language is not English may be provided upon request.

Please contact John Barry at john.r.barry@state.co.us or HCPFs 504/ADA Coordinator at hcpf504ada@state.co.us at least one week prior to the scheduled meeting to make arrangements.