Transition to HHAeXchange by Oct. 1, 2023
By Oct. 1, users of the current EVV vendor systems (DataLogic/Vesta or First Data/AuthentiCare) must transition to HHAeXchange or receive approval as an EVV Proprietary System Operator.
Reference the listed notices below for various EVV topics related to this transition.
- Ordering EVV Alternative Devices from HHAeXchange
- Compliance Grace Period Overview
- HHAeXchange System User Training Registration
- HHAeXchange Third-Party EVV System Integration
Begin the Onboarding Process with HHAeXchange
Program providers and FMSAs, who currently use EVV vendor systems (DataLogic/Vesta or First Data/AuthentiCare) or have recently enrolled to provide personal care services and are not in the proprietary system onboarding process, must take action now by submitting their HHAeXchange Provider Onboarding Form.
Program providers and FMSAs who will be new to EVV, due to the Cures Act Home Health Care Services implementation, must submit the HHAeXchange Provider Onboarding Form by Oct. 31, 2023. However, it's recommended to complete the form as soon as possible to be able to practice using EVV before the Jan. 1, 2024, implementation.
Visit the HHAeXchange Texas webpage to register for system user training, learn more about the HHAeXchange Portal and access other helpful resources.
What is EVV?
EVV is a computer-based system that electronically documents and verifies service delivery information, such as date, time, service type and location, for certain Medicaid service visits.
Programs and Services Required to Use EVV
21st Century Cures Act Updates
HHSC is implementing the federal 21st Century Cures Act (Section 12006).
- Effective Jan. 1, 2021, EVV is required for Medicaid personal care services.
- Effective Jan. 1, 2024, EVV is required for Medicaid home health care services.
States that do not implement EVV will receive reduced federal Medicaid funding.
21st Century Cures Act has more information.
HHSC and managed care organizations, the payers, conduct EVV compliance reviews to ensure program providers, Financial Management Services Agencies and Consumer Directed Services employers are in compliance with EVV requirements and policies.
EVV Compliance Job Aids
Refer to the EVV Policy Handbook section, 10000 EVV Compliance Reviews, for more information.
EVV Consumer Directed Services Option
EVV Consumer Directed Services Option has related resources and information.
Policies that will be Added to the EVV Policy Handbook
- Alternative Device Policies effective Oct. 1, 2023 (PDF)
- Reason Codes, Bill Time In and Bill Time Out, and Bill Hours Policies effective Oct. 1, 2023 (PDF)
Policy Handbook Revision Log
- Jan. 6, 2023, revisions (PDF)
- Sept. 1, 2022, revisions (PDF)
- June 1, 2022, revisions (PDF)
- March 1, 2022, revisions (PDF)
- Jan. 7, 2022, revisions (PDF)
- Nov. 1, 2021, revisions (PDF)
Program providers and FMSAs may seek HHSC approval to use an EVV proprietary system instead of an EVV vendor system to comply with EVV requirements.
Read more about EVV Proprietary Systems.
Program providers, FMSAs and CDS employers must select the most appropriate EVV Reason Code Number, Reason Code Description and enter required free text when completing visit maintenance in the EVV system.
EVV Reason Codes
- EVV Reason Codes Effective Jan. 1, 2021, through Sept. 30, 2023 (PDF)
- EVV Reason Codes Effective Oct. 1, 2023, and after (PDF)
EVV Reason Codes Crosswalk
Reference the EVV Reason Codes Crosswalk (PDF) to compare the different versions of reason codes.
Historical EVV Reason Codes
- EVV Reason Codes Effective Sept. 1, 2019 – Dec. 31, 2020 (PDF)
- EVV Reason Codes Effective July 1, 2017 – Aug. 31, 2019 (PDF)
The following guides have contact information for EVV inquiries:
Getting Started with EVV
The guides below are for the following stakeholders to get started with EVV:
- Best Practices to Avoid EVV Claim Mismatches (PDF)
- HCS and TxHmL Best Practices to Avoid EVV Claim Mismatches (PDF)
- EVV Billing Guidance for HCS and TxHmL (PDF): This document provides information and resources related to billing, which will help with EVV claims matching and in-home individualized skills and socialization claims.
- Best Practices for Temporary EVV Policies for COVID-19 (PDF) is a reference guide to help avoid recoupments related to Temporary EVV Policies for COVID-19, and only applies to visits with dates of service March 21 – Dec. 31, 2020.
Form 1718, Responsibilities and Additional Information (MCO)
Form 1718 is used by MCO service coordinators to inform Medicaid recipients of their requirements to comply with EVV (reference TAC §Section 354.4011).
Statutes and Rules
Service Bill Codes Table
The EVV Service Bill Codes Table below provides current billing codes and details for EVV-relevant services in Long-term Care, Acute Care and Managed Care programs.
Program providers must use the appropriate Healthcare Common Procedure Coding System and modifier combinations to prevent EVV visit transaction rejections and EVV claim match denials.
Personal Care Services
- EVV PCS Service Bill Codes Table – version 12.0 (Excel)
- EVV PCS Service Bill Codes Table – version 12.0 (PDF)
HHSC EVV Training Resources has more information.
Visit Maintenance Unlock Request
An EVV Visit Maintenance Unlock Request allows a program provider, FMSA and CDS employer the opportunity to correct data element(s) on an EVV visit transaction(s) after the visit maintenance time frame has expired.
Program providers, FMSAs and CDS employers must follow the instructions on the EVV Visit Maintenance Unlock Request spreadsheets. Request emails must include a contact name, email address and phone number. Requests that are not sent securely could result in a Health Insurance Portability and Accountability Act (HIPAA) violation and the payer will deny the request.