Electronic Visit Verification (EVV)

CR Mobile / Electronic Visit Verification (EVV) CR Mobile and Tellus

Click here to learn more about connecting CentralReach to Tellus.

To utilize Tellus for EVV compliance:

  1. Prerequisites:
    • Your organization must be subscribed to CR Practice Management and CR Mobile to collect EVV information. Please complete the CR Mobile training
    • Your organization must be subscribed to CentralReach’s Tellus integration.
    • Your organization must notify Tellus that you are using CentralReach as your EVV vendor, and take the Tellus Claims Console Training.
  2. Set up
    • If Tellus rejects the file due to erroneous fields, it will be returned to CentralReach in the “Responses” section of the Claims Manager to be corrected and resent. Common rejection reasons include:
      • Referring physician is missing. Complete the first name, last name, and NPI. (Complete this on the client authorization or on the claim itself).
      • The NPI zip code should match the provider zip code in the Tellus portal. (This is the billing provider’s claim settings).
      • For Telehealth, Tellus wants the Place of Service (POS) to be “Home,” not Telemedicine. Please refer to Tellus for details.
  3. After signing up for Tellus, a gateway will be set up in your CentralReach account to submit “claims” to Tellus.
  4. To capture EVV information for Tellus: 
    • Users must complete the appointment in CR Mobile and enable geolocation. Please note, Telehealth appointments must also be completed in CR Mobile, for EVV compliance.
    • Users must have Visit Verification enabled in each service code. (Tellus only allows certain billable codes, such as H2012 BA, H2014 BA, H2014 BA GK, and H2019 BA.) Please ensure all service codes and modifiers meet Tellus and Medicaid requirements.
  5. After completing the appointment, users must navigate to Draft Timesheets to complete any remaining steps, such as adding session notes or correcting EVV errors.
    • NEVER convert a CR Mobile appointment from the calendar. This may create a duplicate timesheet, which will then need to be deleted.
    • If a draft timesheet is created, resolve any errors/next steps and submit or update the draft timesheet Depending on your organization’s workflow and permissions, an administrator may be required to correct some exceptions and submit the draft timesheet. 
    • If a draft timesheet is NOT created, the CR Mobile appointment was fully completed, and no exceptions/next steps were required. It directly converted to a billing entry.
  6. Once draft timesheets are approved and pre-billing audits are complete, generate the claim.
    • Tellus EVV claims will be submitted through the Tellus gateway. Filter by payor to more easily send the correct claims to Tellus.
  7. If the file is accepted, sign into the Tellus claims console to review and release the claim. 
    • Select Worklist to view completed visits. Choose payor and search. All visits must be “Matched.”
    • Review Worklist items, and check the Worklist items you want to release. 
    • Tellus will then convert the file to an 837 claim and send it to Medicaid.
    • Providers can view the status of claims in the Tellus claim dashboard.
  8. ERAs will be returned from Medicaid to CentralReach, as per usual.

Electronic Visit Verification (EVV) / Scheduling How to Geocode Existing Locations

Existing client locations will be geocoded when scheduling a new appointment through the Scheduling module. 

To update existing addresses from the calendar, users must have the (Settings > Manage Own Schedule) permission enabled, located under “Scheduling” in the Permissions module. Users with this permission disabled will see a warning message stating, “Additional permissions are required to update this access, please contact your administrator for further assistance.”

Please note, office locations can only be geolocated by an organization account.

To geocode existing client location addresses:

  1. In an existing appointment, select an address from the Location/Address drop-down
  2. In the “Confirm Location” pop-up, select the address that best matches the selected location and click Update

    • If the address has a second address line, such as an apartment number, the second address line will pre-populate and can be edited.
    • If no search results populate: 
      • Click Don’t see what you’re looking for?
      • Enter the address manually in the “Update Location” pop-up
        • Please note, manually inputted addresses will not be geocoded, unless latitude and longitude values are manually entered.
      • Click Save Location
  3. Click Continue in the “Confirm Location” pop-up to update all appointments with the existing address

 

Click here to learn more about geocoding in CentralReach.

CR Mobile / Electronic Visit Verification (EVV) Steps for Enabling Electronic Visit Verification (EVV)

To be Electronic Visit Verification (EVV) compliant and properly capture providers’ locations when providing services, the following steps need to be completed in CentralReach and CR Mobile:

  1. Service code properties must have the “Visit Verification” checkbox selected. To enable this property:
    • When editing a service code, select the Visit Verification checkbox under the “Validation” section.
      • When visit verification is enabled, “Enforce Single Timesheet Conversion” and “Requires Schedule Conversion” are automatically enabled and cannot be edited.
      • The “Provider Signature” and “Client Signature” drop-downs will be set to “Required”.
        • Please note, this is an EVV requirement and it is not recommended to change these fields.
      • The service address, provider signature, and client signature are now required fields.
    • Please note, if an appointment has a service code with Visit Verification enabled, then service lines cannot be added or deleted. EVV service codes cannot be added to existing timesheets.
  2. Addresses in existing appointments must be geocoded.
  3. After downloading CR Mobile, users must have the appropriate CR Mobile permissions.
  4. Location services on mobile devices should be “on”.
    • If location services are off, providers’ locations will not be captured.
  5. If users have Electronic Visit Verification enabled, they will receive a warning message, if:
    • They are outside of the service location when starting and ending an appointment.
    • There is no GPS signal or it is turned off.
    • Please note, the warning message will not prevent providers from continuing, but will capture their current longitude and latitude.
  6. Learning trees and sessions/ data must be shared with providers.

Click here to learn more about geocoding.
Click here to learn more about CR Mobile.