Electronic Visit Verification (EVV)

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

Click here to learn more about connecting CentralReach to Netsmart (Tellus).

To utilize Netsmart (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 Netsmart (Tellus) integration.
    • Your organization must notify Netsmart (Tellus) that you are using CentralReach as your EVV vendor, and take the Netmart (Tellus) Claims Console Training.
  2. Set up
    • If Netsmart (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 Netsmart (Tellus portal). (This is the billing provider’s claim settings).
      • For Telehealth, Netsmart (Tellus) wants the Place of Service (POS) to be “Home,” not Telemedicine. Please refer to Netsmart (Tellus) for details.
  3. After signing up for Netsmart (Tellus), a gateway will be set up in your CentralReach account to submit “claims” to Netsmart (Tellus).
  4. To capture EVV information for Netsmart (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. (Netsmart (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 Netsmart (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.
    • Netsmart (Tellus) EVV claims will be submitted through the Netsmart (Tellus) gateway. Filter by payor to more easily send the correct claims to Netsmart (Tellus).
  7. If the file is accepted, sign into the Netsmart (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. 
    • Netsmart (Tellus) will then convert the file to an 837 claim and send it to Medicaid.
    • Providers can view the status of claims in the Netsmart (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. If “Enable Geolocation Validation” is enabled in the Scheduling module, users must schedule appointments with geolocated addresses.

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. Addresses that have not been previously geocoded are listed under “(Not geolocated)” in 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.
      • 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.

Electronic Visit Verification (EVV) / Contacts / Editing / Profile / Ext. Profile How to Geolocate Office Locations

Only organization accounts can geolocate office locations. Click here to learn how to geolocate existing client addresses.

To geolocate office locations:

  1. Navigate to the Dashboard module and select Home/Dashboard
  2. Click My Profile
  3. Click the Ext. Profile tab and select Office Locations
  4. Select an office location under “Office Locations”
  5. Enter the office location to geolocate in Search Address
    • Please note, if the specific office location cannot be geolocated, populated results display addresses in the United States
  6. Click Save Location

Electronic Visit Verification (EVV) / Electronic Visit Verification (EVV) / Sandata How to Omit Sandata Visits

Visits can be omitted from the Sandata portal without deleting billing entries. Please note, omitting visits does not delete or modify billing entries.

To omit a Sandata visit:

  1. Navigate to the Billing module and select Visit Verification
  2. Click the right arrow on the left-hand side of an entry to view the most recent activity made to the visit
  3. Click Omit
    • Or, click View full visit history to view all activity made to the entry
    • In the “Visit History” modal, click Omit Visit

    • Click Omit in the “Omit History” modal

Electronic Visit Verification (EVV) How to Use the CR06 Reason Code

The “CR06” reason code is specifically used for Telehealth visits to bypass validation errors caused by mismatched GPS coordinates. 

To use the “CR06” reason code:

  1. Use the “GT” modifier to identify Telehealth visits
  2. Schedule the visit using the client’s location, not the provider’s location, and input required start and end times
  3. Capture GPS coordinates at both the start and end times of the visit
    • This will trigger validation errors because the scheduled latitude and longitude do not match the actual coordinates.
  4. Select the CR06 reason code to clear the validation errors and notify Netsmart (Tellus) of the Telehealth visit 

Click here to learn about other Netsmart (Tellus) reason codes.

Electronic Visit Verification (EVV) / Electronic Visit Verification (EVV) / Sandata How to View Sandata Visit History

The “Visit History” section allows users to view all activity related to visits sent to Sandata, such as the most recent status of the visit, when the entry was sent to and received by Sandata, any changes made to records, the Sandata transaction key (UUID) used to send requests about particular visits, and any reasons the visit has been rejected.

To view the history of a Sandata visit:

  1. Navigate to the Billing module and select Visit Verification
  2. Click the arrow on the left-hand side of an entry to view the most recent activity made to the visit
  3. Click View full visit history to view all activity made to the entry
  4. In the “Visit History” modal, users can view all activity made to the entry and omit visits

Claims / Clearinghouses / Electronic Visit Verification (EVV) Setting up a Gateway for Tellus

To set up a gateway for Tellus:

  1. Navigate to the Claims module and click Settings
  2. Select Gateways and then you will see an “Inactive” tab
  3. Click the Inactive tab and then Activate next to Tellus. Tellus will be added as a gateway.

If Tellus is not listed as an option, contact your Account Manager.

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 the premium version of 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.