4000 EVV System and Setup

Revision 22-4; Effective Sept. 1, 2022

Program providers and FMSAs must implement and begin using an EVV system before submitting an EVV claim for reimbursement.

Program providers and FMSAs must complete the following steps before using an EVV system.

Step 1: Select an EVV system (Refer to 4100 EVV System Selection)

  • EVV vendor system
  • EVV proprietary system

Step 2: Complete all EVV trainings (Refer to 4200 EVV Training):

  • EVV System
  • EVV Policy
  • EVV Portal

Step 3: Complete EVV system Onboarding

  • Manually enter or electronically import identification data (Refer to 4400 Data Collection)
  • Enter or confirm member service authorizations (Refer to 4500 Service Authorizations)
  • Setup member schedules (if required) (Refer to 4600 Schedules) 
  • Create service provider or CDS employee profiles and credentials. (Refer to 4300 Credentialing and 16020 CDS Employer Steps Prior to Using an EVV System)
  • For FMSAs only, create CDS employer profiles and credentials depending on the option selected on Form 1722, Employer’s Selection for EVV Responsibilities (Refer to 16020 CDS Employer Steps Prior to Using an EVV System)

4100 EVV System Selection

Revision 21-1; Effective November 1, 2021

State and federal law require program providers and FMSAs to use an EVV system for Medicaid services required to use EVV.

Program Providers and FMSAs must complete the following:

  • Select a single EVV system
  • Complete the EVV system training, EVV policy training and EVV Portal Trainings
  • Complete the EVV system onboarding process
  • Begin using the EVV system

Failure to use an EVV system to verify and document the occurrence of a service visit will result in the denial or recoupment of EVV claims by HHSC and MCOs.

Subcontracted providers must use the EVV system selected by the program provider directly contracted with HHSC or an MCO. CDS employers must use the EVV system selected by their FMSA.

There are two types of EVV systems:

  • EVV vendor systems from the state vendor pool
  • EVV proprietary systems purchased or developed by a program provider or FMSA
     

4110 EVV Vendor Systems

Revision 22-4; Effective Sept. 1, 2022

An EVV vendor system is an EVV system provided by an EVV vendor in the state vendor pool. 

An EVV vendor system is provided at no cost to program providers, FMSAs or CDS employers. Program providers or FMSAs may select one of the following EVV vendor systems available from the state vendor pool.

State Vendor Pool

EVV Vendor EVV Vendor System Name EVV Vendor Contact Information
DataLogic Software, Inc. Vesta EVV Website: vestaevv.com/

Phone: 844-880-2400
First Data Government Solutions AuthentiCare EVV

Website: solutions.fiserv.com/authenticare-tx

Phone: 877-829-2002

4120 EVV Proprietary Systems

Revision 22-4; Effective Sept. 1, 2022

An EVV proprietary system is an HHSC-approved EVV system that a program provider or FMSA may use instead of an EVV vendor system that:

  • Is purchased or developed by a program provider or an FMSA
  • Is used to exchange EVV data with the EVV Aggregator
  • Complies with HHSC EVV Policy as it relates to EVV Proprietary Systems
  • Complies with HHSC EVV Business Rules for Proprietary Systems
  • Complies with the requirements of Texas Government Code Section 531.024172 or its successors

Refer to 2400 EVV Proprietary System Operator and 5000 EVV Proprietary System for more information.

4130 Select an EVV System

Revision 22-4; Effective Sept. 1, 2022

EVV Vendor System Selection

To select an EVV vendor system, program providers or FMSAs must complete, sign, date and submit the EVV Provider Onboarding Form directly to the selected EVV vendor. The EVV Provider Onboarding Form must be signed by the program provider or FMSA signature authority. 

EVV vendors may offer software for a fee such as billing solutions. HHSC does not require program providers or FMSAs to buy software when selecting to use an EVV vendor system.

HHSC encourages program providers and FMSAs to research all EVV vendors and their business practices such as clock in and clock out methods, visit maintenance processes and training options before selecting one. 

Program providers or FMSAs may visit the TMHP EVV Vendors webpage to learn more about EVV vendor systems. 

EVV Proprietary System Selection

Program providers or FMSAs interested in using an EVV proprietary system, must visit the TMHP Proprietary System webpage to review the EVV PSO Onboarding Process and HHSC EVV Proprietary System Approval Process. 

To begin the approval process, a program provider or FMSA must submit an EVV Proprietary System Request Form directly to TMHP. The EVV Proprietary System Request Form must be signed by the program provider, FMSA or signature authority.

PSOs must receive written approval from HHSC prior to using an EVV proprietary system. 

Contact TMHP at EVV@tmhp.com for questions regarding EVV system selection.

EVV System Administrator

Program providers or FMSAs must appoint an EVV system administrator. The EVV system administrator will administer EVV system access for staff and ensure that the program provider or FMSA enters all necessary data into the EVV system. 

Access for staff may include subcontracted or third party personnel, as necessary, to complete visit maintenance tasks. The EVV system administrator must ensure staff who use the EVV system follow HIPAA laws and appropriate security protocols.

4200 EVV Training

Revision 22-4; Effective Sept. 1, 2022

The HHSC EVV Training Policy requires program providers, FMSAs and CDS employers or any staff who performs EVV system operations to complete all required EVV training:

  • Prior to using either an EVV vendor system or an EVV proprietary system; and
  • Yearly thereafter.

If a program provider or FMSA does not take the following EVV training, it may result in the payer taking enforcement action:

  • EVV System
  • EVV Policy
  • EVV Portal

If a program provider does not provide Clock In and Clock Out Methods training to their service providers, it may result in the payer taking enforcement action.

If a CDS employer does not take EVV system and EVV policy trainings or provide training to their CDS employee(s) as applicable, the following may result:

  • CDS employee(s) may experience a delay in payment or inaccurate payments if the EVV system is not used correctly.
  • An FMSA or payer may require the CDS employer to complete a corrective action plan (CAP).

CDS employers must take EVV system and EVV policy trainings to:

  • Gain a basic understanding of EVV requirements.
  • Train CDS employees on the approved clock in and clock out methods.

The EVV vendor or PSO will not grant access to the EVV system until the program provider, FMSA or CDS employer has completed EVV system training. 

The payers may request proof of completed trainings. Do not submit proof of training completion to HHSC, an MCO or TMHP unless requested.

Proof of completed trainings must include the:

  • Name of the training
  • Name of the person completing the training
  • Date of the training

Program providers, FMSAs and CDS employers can review the EVV Training Requirements Checklists found on the EVV webpage for more information.

The EVV vendor, HHSC, MCOs and TMHP may offer EVV trainings in different delivery methods, such as but not limited to:

  • Computer-based training (CBT)
  • Instructor-led training (ILT)
  • Webinars

Contact your EVV vendor, HHSC, MCO or TMHP for details on specific training delivery methods.

4210 EVV Training Requirements for Program Providers

Revision 21-1; Effective Nov. 1, 2021

Program providers must complete the required EVV training shown in the table below.

EVV system users are staff who have access to the EVV system, perform EVV system operations and visit maintenance in the EVV vendor system or EVV proprietary system. EVV portal users are staff who have access to the EVV portal, conduct visit or claim searches and generate reports. Billing staff are staff who submit Medicaid claims for an EVV-required service.

Program Providers

EVV Training Requirement Taken By Provided By
EVV System Training EVV system users EVV vendor or EVV PSO
EVV Portal Training
  • EVV portal users
  • Billing staff
TMHP
EVV Policy Training
  • EVV system users
  • EVV portal users
  • Billing staff
Payer (HHSC or MCO)

Program providers must keep up-to-date training records for their staff.

Program providers who have received written approval from HHSC to use an EVV proprietary system must train all users on the proper use of the EVV proprietary system, to include clock in and clock out methods.

4220 EVV Training Requirements for FMSAs

Revision 22-2; Effective March 1, 2022

FMSA staff must complete the required EVV training shown in the table below.

EVV system users are staff who have access to the EVV system, perform EVV system operations and complete visit maintenance in the EVV vendor system or EVV proprietary system. EVV Portal users are staff who have access to the EVV Portal, conduct visit or claim searches and generate reports. Billing staff are staff who submit Medicaid claims for an EVV-required service.

FMSAs

EVV Training Requirement Taken By Provided By
EVV System Training
  • FMSA EVV system users
EVV vendor or EVV PSO
EVV Portal Training
  • FMSA EVV Portal users
  • FMSA billing staff
TMHP
EVV Policy Training
  • FMSA EVV system users
  • FMSA EVV Portal users
  • FMSA billing staff
Payer (HHSC or MCO)

FMSAs must keep up-to-date training records for their staff. FMSAs may request training records from their CDS employers.

4230 EVV Training Requirements for CDS Employers

Revision 22-2; Effective March 1, 2022

CDS employers complete applicable required EVV training. If the CDS employer has a designated representative (DR), the DR completes the required EVV training based on the option selected by the CDS employer. This information is shown in the table below.

CDS employers must train their CDS employees on the clock in and clock out methods with assistance from the EVV vendor or the EVV PSO.

See details in table below for:

  • CDS employer training based on delegation of visit maintenance on Form 1722, CDS Employer's Selection for Electronic Visit Verification Responsibilities.  
    • If a CDS employer switches their option by completing a new Form 1722, CDS Employer's Selection for Electronic Visit Verification Responsibilities, they must take the proper training for that option, before being granted greater access to the EVV system by an EVV vendor, their FMSA or an EVV PSO.

Note: HHSC policy training is available in Spanish or English.

If the CDS employer selected:

Form 1722 Options EVV Training Requirement Provided By
Option 1: The CDS employer agrees to complete all visit maintenance and approve their employee's time worked in the EVV system.
  • Full EVV system training
  • Includes clock in and clock out methods
EVV vendor or EVV PSO (FMSA)
  • EVV policy training
Payer (HHSC or MCO) or FMSA
Option 2: The CDS employer elects to have their FMSA complete all visit maintenance on their behalf. However, the CDS employer will approve their employee's time worked in the EVV system.
  • Full EVV system training
  • Includes clock in and clock out methods
EVV vendor or EVV PSO (FMSA)
  • EVV policy training
Payer (HHSC or MCO) or FMSA
Option 3: The CDS employer elects to have their FMSA complete all visit maintenance on their behalf. The FMSA will confirm the employee's time worked in the EVV system based on approval documentation from the CDS employer.
  • Overview of EVV system training. Covers key elements of the EVV system training.
  • Includes clock in and clock out methods
EVV vendor or EVV PSO (FMSA)
  • EVV policy training
Payer (HHSC or MCO) or FMSA

The CDS employer must keep up-to-date training records of their training completions and provide training records to their FMSA, HHSC or their MCO, if requested.

Note: EVV policy trainings may vary if your payer is an MCO. Please check with your MCO if you have questions on EVV policy trainings and requirements.

4240 Training Requirements for Service Providers and CDS Employees

Revision 22-2; Effective March 1, 2022

Service providers and CDS employees must complete the required EVV training shown in the table below.

The EVV vendor or EVV PSO will provide materials and resources.

Service Providers and CDS Employees:

EVV Training Requirement Provided By
Clock In and Clock Out Methods Program Provider or CDS Employer

The CDS employer must keep up-to-date training records of service provider and CDS employee training completions by using Form 1732, Management and Training of Service Provider. Form 1732 should be provided to the FMSA.

4250 EVV Training Registration

Revision 21-1; Effective Nov. 1, 2021

To register for EVV training:

  • EVV System: Visit your EVV vendor website or contact your EVV PSO (FMSA).
  • EVV Policy: Visit the HHSC or MCO EVV webpage.
  • EVV Portal Training: Visit the TMHP website

For questions related to training, contact:

Topic Contact
EVV Policy
  • HHSC EVV Operations at EVV@hhs.texas.gov
  • Your MCO (refer to EVV Contact Guides found in Resources section on HHSC EVV webpage)
EVV Portal
EVV vendor or EVV PSO System
  • Your EVV vendor or EVV PSO (FMSA)

4300 Credentialing

Revision 21-1; Effective Nov. 1, 2021

The FMSA is responsible for creating credentials (username and temporary password) for the CDS employer and the CDS employee.

For the CDS Employer

The credentials will be sent by the EVV system or the FMSA to the CDS employer based on the email account the FMSA entered in the EVV system. If a member is not the CDS employer, the FMSA will include the CDS employer's name in the member profile and provide credentials to the CDS employer. If the member also has a DR, both the CDS employer and the DR will have their own unique credentials.

The CDS employer uses the credentials to log in to the EVV system. After the CDS employer logs in to the EVV system, the temporary password can be changed, and a new unique password can be created.

The FMSA can only see the CDS employer's username and email address in the EVV system. However, both the FMSA and the CDS employer can change the password.

There are two common reasons why a CDS employer has not received their credentials, and therefore must contact their FMSA.

  • The FMSA has not created credentials for the CDS employer
  • The information entered by the FMSA was incorrect
    • The FMSA can correct the email address and resend credentials to the CDS employer

For the CDS Employee

The FMSA or the CDS employer provides the credentials to the CDS employee.

Contact your EVV vendor to determine if the FMSA or the CDS employer will provide the CDS employee credentials.

Program Providers

The program provider is responsible for creating credentials such as username and temporary password, for all program provider staff including service providers.

4400 Data Collection

Revision 22-2; Effective March 1, 2022

In alignment with Texas Government Code Section 531.024172 and federal requirements, the EVV system must allow for verification of the following critical data elements relating to the delivery of Medicaid services:

  • Type of service provided
  • Name of the recipient who had the service
  • Date and times the provider began and ended the service delivery visit
  • Location, including the address and geolocation, where the service was provided
  • Name of the person who provided the service
  • Other information the commission determines is necessary to ensure the accurate adjudication of Medicaid claims

HHSC categorizes critical data elements as:

  • Identification data
  • Visit data

Identification Data

Before using the EVV system, the program provider or FMSA must enter or import the following identification data into the EVV system:

  • Type of service provided (service authorization data).
  • Name of the recipient who had the service (member data).
  • Name of the person who provided the service (service provider data).
  • Other information HHSC determines is necessary to ensure the accurate adjudication of Medicaid claims (program provider, FMSA or CDS employer information).

Program providers and FMSAs must manually enter or electronically import identification data during the EVV system onboarding process, or after the onboarding process for new members.

Once the program provider or FMSA has completed the entry of all identification data, the service provider or CDS employee may begin to use the EVV system.

Program providers and FMSAs must maintain the identification data as needed.

The program provider or FMSA is solely responsible for maintaining accurate and up-to-date data within the EVV system. This includes information managed or maintained by a third party or subcontractor. If the program provider or FMSA identifies data errors, they must act to resolve the inaccuracy.

Visit Data

When the service provider clocks in and clocks out of the EVV system, the system captures the following visit data:

  • Type of service provided (service authorization data).
  • Name of the recipient who had the service (member data).
  • Date and times the provider began and ended the service delivery visit.
  • Location, including the address and geolocation, where the service was provided.
  • Name of the person who provided the service (service provider data).

Missing or incorrect identification data and visit data in the EVV system results in:

  • Rejected EVV visit transactions
  • Denied or recouped EVV claims
  • Inaccurate EVV standard reports

4410 Data Collection Overview Diagram

Revision 21-1; Effective Nov. 1, 2021

The EVV system:

  • Electronically captures and verifies critical data elements to confirm service delivery.
  • Validates identification data against data received from the Texas Medicaid system.
  • Sends a complete, accurate and validated EVV visit transaction to the EVV Aggregator for use in the EVV claims matching process.

Contact your payer for questions about the data elements.

Contact your EVV vendor or EVV PSO for questions about entering data into the EVV system.

4500 Service Authorizations

Revision 22-4; Effective Sept. 1, 2022

Payers must authorize and document services a member is eligible to receive. 

Program providers or FMSAs may receive authorization for member services through one of the following, depending on the Medicaid program:

  • Service authorization
  • Prior authorization
  • Individual plan of care (IPC)
  • Individual service plan (ISP)
  • Community care service notification

The EVV system refers to authorization from a payer as service authorization.
Service authorizations, when entered into the EVV system, must include at least the following when applicable:

  • Payer
  • Provider (National Provider Identifier (NPI), Atypical Provider Identifier (API), Texas Identification Number (TIN))
  • Member Medicaid ID
  • Service group, service code or HCPCS and Modifier
  • Authorization start date and end date

The EVV system will electronically retrieve the most recent service authorization from TMHP for the following HHSC programs:

  • Community Living Assistance and Support Services (CLASS) Waiver
  • Deaf Blind Multiple Disabilities (DBMD) Waiver
  • Home and Community-based Services (HCS) Waiver
  • Texas Home Living (TxHmL) Waiver
  • Personal Care Services (PCS)
  • Primary Home Care (PHC)
  • Family Care (FC)
  • Community Attendant Services (CAS)
  • Youth Empowerment Service (YES) Waiver

Program providers and FMSAs must manually enter service authorizations into the EVV system for the following HHSC and managed care programs:

  • Home and Community-based Services - Adult Mental Health (HCBS-AMH)
  • STAR Health
  • STAR Kids
  • STAR+PLUS
  • STAR+PLUS Home and Community Based Services (HCBS)
  • STAR+PLUS Medicare-Medicaid Plan (MMP)

Failure to enter the most current service authorization issued by the payer into the EVV system may result in the need for visit maintenance or the payer may deny or recoup related EVV claims. Program providers or FMSAs may manually enter service authorization changes and updates into the EVV system at any time.

Program providers and FMSAs must confirm all electronically received service authorizations in the EVV system to ensure eligibility for each member.

Contact your payer with questions about service authorization requirements. Contact your EVV vendor or PSO with questions on the entry of service authorizations into the EVV system.

4600 Schedules

Revision 22-3; Effective June 1, 2022

A schedule is planned frequency and duration of an EVV service entered in to the EVV system. 

EVV policy does not require program providers and FMSAs to enter schedules in to the EVV system. Service delivery can occur with or without a schedule. 

Program providers and FMSAs must follow their program requirements for schedules to determine if they are required to enter a schedule in to the EVV system. Failure to follow program requirements may result in EVV claims being recouped. 

Only EVV users with appropriate security access can enter a schedule in to the EVV system. A complete service provider or CDS employee profile must exist in the EVV system prior to a program provider or FMSA entering a schedule in to the EVV system. CDS employers cannot enter schedules in to the EVV vendor systems.

The program provider or FMSA is responsible for monitoring service authorizations to ensure a schedule entered in to the EVV system has enough units available for service delivery. Refer to 4500 Service Authorizations for more information.

An EVV visit transaction that matches against a schedule will auto-verify if there are no exceptions or critical errors. EVV visit transactions that do not match against a schedule or have exceptions or critical errors will require visit maintenance. 

If the EVV system finds exceptions or critical errors visit maintenance is required and the program provider, FMSA or CDS employer must:

  • Select the most appropriate EVV reason code. Refer to 9000 EVV Reason Code for more information.
  • Document the reason for working outside of the schedule either in the free text using the EVV system or as required by program requirements.

Refer to 6000 EVV Visit Transaction and 8000 Visit Maintenance for more information.

Contact your program representative with questions about schedule requirements. 

No Schedule

If a program provider or FMSA does not choose a schedule type in the EVV system, the default is no schedule.

Service providers and CDS employees can still clock in and clock out of the EVV system if the program provider or FMSA does not choose a schedule type. 

An EVV visit transaction will match without a schedule if there are no exceptions or critical errors.

EVV Vendor Systems 

EVV vendor systems from the state vendor pool allow the program provider and FMSA to select from three different schedule types when entering schedules in to the EVV system: 

  • Daily Fixed
  • Daily Variable 
  • Weekly Variable

A member can have one schedule type for one service and another schedule type or no schedule type for another service. Only one schedule type can be selected for a specific member’s service at a time.

The EVV vendor system will alert the program provider or FMSA when:

  • The service provider or CDS employee on the schedule does not have a complete profile in the EVV system
  • A schedule is entered without a service authorization 
  • A schedule does not match an existing service authorization
  • An updated service authorization is available in the EVV system 
  • A change to the schedule type is made 

Contact your EVV vendor to learn about schedule types and auto-verification of EVV visit transactions.

Visit Maintenance Reduction Features

Visit maintenance reduction features are available in the EVV vendor systems for program providers and FMSAs who enter Daily Fixed or Daily Variable schedule types in the EVV system. Visit maintenance reduction features help to reduce visit maintenance. 

Available visit maintenance reduction features in the EVV vendor systems are:

  • Optional Expanded Time for Auto-Verification
  • Optional Automatic Downward Adjustment

Refer to 8100 Visit Maintenance Reduction Features for more information.

EVV Proprietary Systems

HHSC does not require a PSO to offer schedule types in their EVV proprietary system. The EVV PSO may choose to implement an alternate schedule type or follow EVV policy for Daily Fixed, Daily Variable or Weekly Variable schedule types.

Contact your EVV PSO to learn about schedule types.

4610 Schedule Types

Revision Notice 22-3; Effective June 1, 2022

Daily Fixed Schedule

The Daily Fixed Schedule type is selected when service delivery must follow the member’s plan of care exactly. 

A program provider or FMSA can select this schedule type if program requires the service provider deliver EVV services in accordance with the member’s plan of care. 

Program providers or FMSAs have the option to turn on or off visit maintenance reduction features as needed for each member and service in the EVV system. 

Schedule Match Criteria – Daily Fixed Schedule

Schedule Type Schedule Match Criteria
Daily Fixed Schedule Visit:
  • Must occur on the scheduled date.
  • Clock in time must match scheduled begin time within seven minutes.
  • Clock out time must match scheduled end time within seven minutes.
  • Duration must match scheduled duration within seven minutes.
Daily Fixed Schedule with Optional Expanded Time for Auto-Verification Visit:
  • Must occur on the scheduled date.
  • Clock in time must match scheduled begin time within seven minutes.
  • Clock out time must match scheduled end time within seven minutes.
  • Duration must match scheduled duration within 14 minutes.
Daily Fixed Schedule with Optional Expanded Time for Auto-Verification and Optional Automatic Downward Adjustment
  • Visit must occur on the scheduled date.
  • Visit clock in time must match scheduled begin time within seven minutes.
  • Visit clock out time must match scheduled end time within seven minutes.
  • Visit duration must match scheduled duration within 14 minutes.
  • The EVV System will automatically downward adjust the bill hours to the scheduled duration if the visit duration is within 14 minutes.

Daily Variable Schedule

The Daily Variable Schedule type is selected when service delivery allows for flexibility when scheduling EVV services based on the member’s plan of care. 

A program provider or FMSA can select this schedule type if program requirements allow flexible service delivery within a day based on the schedule entered in the EVV system. 

Program providers or FMSAs have the option to turn on or off visit maintenance reduction features as needed for each member and service in the EVV system.

Schedule Match Criteria – Daily Variable Schedule

Schedule Type Schedule Match Criteria
Daily Variable Schedule Visit:
  • Must occur on the scheduled date.
  • Duration must match scheduled duration within seven minutes of clock in and clock out time.
Daily Variable Schedule with Optional Expanded Time for Auto-Verification Visit:
  • Must occur on the scheduled date.
  • Duration must match scheduled duration within 22 minutes of clock in and clock out time (.25 bill hours over or under).
Daily Variable Schedule with Optional Expanded Time for Auto-Verification and Optional Automatic Downward Adjustment
  • Visit must occur on the scheduled date.
  • Visit duration must match scheduled duration within 22 minutes of clock in and clock out time (.25 bill hours). 
  • The EVV System will automatically downward adjust the bill hours to the scheduled duration if the visit duration is no more than 22 minutes (.25 bill hours) over.

Weekly Variable Schedule

The Weekly Variable Schedule type is selected when the member’s plan of care allows for maximum flexibility in service delivery. 

The program provider or FMSA can select this schedule type if program requirements allow service delivery throughout the week based on the needs and schedule of the member rather than the schedule entered in to the EVV system.  

All visit maintenance reduction features are turned off and cannot be turned on for this schedule type. 

Schedule Match Criteria- Weekly Variable Schedule

Schedule Type Schedule Match Criteria
Weekly Variable Schedule
  • Visit must occur within the Weekly Variable Schedule Begin Date (Sunday) and Weekly Variable Schedule End Date (Saturday).
  • Bill hours of the visit must not exceed hours remaining on Total Weekly Scheduled Hours.
  • Visit duration is not considered for auto verification. 

4700 EVV System Transfer

Revision 22-4; Effective Sept. 1, 2022

A program provider or FMSA may complete the following system transfer types:

  • EVV vendor system to another EVV vendor system.
  • EVV vendor system to an EVV proprietary system.
  • EVV proprietary system to an EVV vendor system. 
  • EVV proprietary system to another EVV proprietary system.

Program providers and FMSAs who have not selected an EVV system must follow 4100 EVV System Selection.

During a system transfer, the program provider and FMSA must: 

  • Use their current EVV system until they have successfully transferred to the new EVV system. 
  • Document all EVV visits for dates of service: 
    • Before the Go-Live date in the current EVV system.
    • On or after the Go-Live date in the new EVV system.  

The Go-Live date is the date the program provider or FMSA begins using a new EVV system.

Program providers, FMSAs and CDS employers must complete visit maintenance in the same EVV system in which the EVV visit transaction was created within the visit maintenance time frame.

Program providers and FMSAs must: 

  • Not collect visit data in more than one EVV system at a time. 
  • Transition all visit data collection to the new EVV system as of the Go-Live date. 
  • Return all alternative devices supplied by the current EVV vendor, after the Go-Live date with the new EVV system in accordance with the requirements of the EVV vendor. 

Data Transfer Requirements

The program provider or FMSA may, but is not required to, transfer data from the current EVV system to the new EVV system. The EVV Data Transfer Guide is available on the TMHP EVV Proprietary Systems webpage and provides standardized templates for data transfer. The data transfer requirements by transfer type are provided below. 

  • EVV vendor system to another EVV vendor system: The program provider or FMSA must notify the current EVV vendor which data elements they want to have imported into the new EVV vendor system, if any. The EVV vendors are responsible for the data transfer process.
  • EVV vendor system to an EVV proprietary system: The program provider or FMSA must notify the current EVV vendor which data elements they want exported from the EVV vendor system, if any. The EVV vendor will provide data elements in the format defined in the EVV Data Transfer Guide. The program provider or FMSA is responsible for importing the data into the EVV proprietary system.
  • EVV proprietary system to an EVV vendor system: If the program provider or FMSA wants data imported into the EVV vendor system, they must provide data elements to the EVV vendor in the format defined in the EVV Data Transfer Guide. The EVV vendor is responsible for importing the data into the EVV vendor system.
  • EVV proprietary system to another EVV proprietary system: The program provider or FMSA can use the format defined in the EVV Data Transfer Guide or a custom format to transfer data elements between EVV proprietary systems, if needed. The program provider or FMSA is responsible for the data transfer process.

4710 How to Transfer to an EVV Vendor System

Revision 22-4; Effective Sept. 1, 2022

Program providers and FMSAs who wish to transfer from an EVV vendor system to another EVV vendor system must request a transfer at least 120 days before the desired Go-Live date. The transfer may occur before the 120 days if program provider or FMSA and EVV vendors agree on an earlier date. 

The 120-day transfer time frame allows for: 

  • Training on the new EVV system.
  • Transfer of data, if requested by the program provider or FMSA.
  • Completion of all tasks necessary to begin using the new EVV system. 

FMSAs must notify CDS employers 60 days in advance of the planned Go-Live date to allow time for retraining CDS employers and their CDS employees on the new EVV system.

Program providers or FMSAs must: 

  • Complete a Termination Form with their current EVV vendor 120 days before the desired Go-Live date.
  • Complete an EVV Provider Onboarding Form with the new EVV vendor 120 days before the desired Go-Live date:
    • Select “transfer” on the form 
    • Submit to the new EVV vendor 

Vendor Transfer Process:

  • New EVV vendor will contact the signature authority or the EVV System Administrator within five business days of receipt to confirm the request to transfer and acknowledge receipt. 
  • Current EVV vendor will contact the program provider or FMSA to discuss the transfer request and agree upon a date to transfer data to the new EVV vendor. 
  • Current EVV vendor will communicate the date to transfer data to the new EVV vendor and TMHP. 
  • New EVV vendor must import data within five business days of receipt on behalf of the program provider and FMSA.
  • New EVV vendor will notify the program provider or FMSA and TMHP within five business days of completing the data transfer.
  • New EVV vendor will provide further onboarding and EVV system training instructions.

Program providers or FMSAs transferring to an EVV vendor system:

  • Must follow 4100 EVV System Selection and 4700 EVV System Transfer.
  • Must complete EVV system training before using the new EVV system.
  • Will not receive a grace period for complying with EVV Policy. 
  • May have EVV claims denied or recouped if there are no accepted EVV visit transactions.

Contact the selected EVV vendor or email TMHP for questions about EVV system transfer.

4720 How to Transfer to an EVV Proprietary System

Revision 22-4; Effective Sept. 1, 2022

If transferring to an EVV proprietary system from an EVV vendor system, a program provider or FMSA must submit: 

  • An EVV Proprietary System Request Form directly to TMHP.
  • A Termination Form to the current EVV vendor within seven days of HHSC accepting the program provider or FMSA into an ORR session.   

If transferring to an EVV proprietary system from another EVV proprietary system, the PSO must submit an EVV Proprietary System Request Form directly to TMHP. 

Transferring to an EVV proprietary system can only occur after:

  • Successful completion of the PSO Onboarding Process.
  • HHSC provides written approval of the EVV proprietary system.
  • HHSC and the PSO agree upon on a Go-Live date. 

Program providers or FMSAs who transfer to an EVV proprietary system:

  • Must provide training on the EVV proprietary system.
  • Must complete EVV system training before using the EVV proprietary system. Refer to 5000 EVV Proprietary System for more information. 
  • Will not receive a grace period for complying with EVV Policy. 
  • May have EVV claims denied or recouped if there are no accepted EVV visit transactions.

Contact the selected EVV vendor or email TMHP for questions about the EVV system transfer.