California Electronic Visit Verification
Announcements:
Effective as of February 21, 2024, Multi-factor Authentication (MFA) is required to access the CalEVV Portal, CalEVV Aggregator, and Business Intelligence (BI) Tool. MFA, also referred to as two-factor authentication, is a security method that requires users to provide two (2) or more forms of identification before granting access to an account or system. Please refer to the
CalEVV MFA Quick Reference Guide for a step-by-step process on how to complete MFA in the CalEVV Portal, CalEVV Aggregator, and BI Tool.
Voluntary In-Person Office Hours:
The CalEVV team will provide
hands on instruction with the EVV tools, access to EVV resources, and state guidance regarding provider compliance, roles and responsibilities, and general EVV requirements at various locations throughout this year.
See below for additional details and locations.
What is EVV?
EVV is a telephone and computer-based solution that electronically verifies in-home service visits. EVV solutions must verify the following six (6) data elements:
- Type of service performed
-
Individual receiving the service
- Date of the service
- Location of service delivery
- Individual providing the service
- Time the service begins and ends
Background
The 21st Century CURES Act, signed into law in 2016, requires that states set up an EVV system to verify that all Medicaid-funded Personal Care Services (PCS) and Home Health Care Services (HHCS) occurred.
Pursuant to Subsection (l) of Section 1903 of the Social Security Act (SSA) (42 U.S.C. 1396b), all states must implement EVV for Medicaid-funded PCS by January 2020 and HHCS by January 2023. On October 22, 2019, the Centers for Medicare and Medicaid Services (CMS) approved the State's Good Faith Effort (GFE) request for PCS, and will not apply Federal Medical Assistance Percentage (FMAP) reductions in calendar year 2020. California's GFE approval letter from CMS is available on the
EVV CMS GFE Webpage.
California Implementation of EVV
PCS was implemented on January 1, 2022, and HHCS was implemented on January 1, 2023. All EVV impacted providers must be registered, trained, and using either the CalEVV system or an Alternate (Alt) EVV system. To learn more, visit EVV Implementation.
EVV Policy
Does EVV apply to me?
Provider Types and Codes - T
his document outlines the providers that will be impacted by EVV. Please reference this document to verify if your program will need to comply with EVV requirements. Exclusions
The following services are not subject to EVV requirements:
- HHCS or PCS that do not require an in-home visit;
- HHCS or PCS provided in congregate residential settings where 24-hour service is available;
- HHCS or PCS that are provided by a “Live-in Caregiver," which may impact some Individual Nurse Provider (INP) or Private Duty Nursing (PDN);
- Services rendered through:
- Program of All-Inclusive Care for the Elderly (PACE)
- Hospice services
- California Community Transitions (CCT) program
-
Genetically Handicapped Persons Program (GHPP)
- Applied Behavioral Analysis (ABA)
- Behavioral Health Treatment (BHT) or individuals with intellectual disabilities, or an institution for mental diseases
- Doula Services
-
Community Health Workers (CHW)
- Assisted Living Waiver (ALW)
- HHCS or PCS that are provided to inpatients or residents of a hospital, long term care includes but not limited to skilled nursing facility (SNFs) both freestanding and hospital-based SNFs, subacute facilities, pediatric subacute facilities, and intermediate care facilities;
- In-home delivery and setup of Durable Medical Equipment (DME);
- Dual Eligible Plans or Medi-Medi plans for both HHCS and PCS that are primarily paid by Medicare and/or Other Health Coverage (OHC);
- Attendant care providers rendering services for medical transportation trips and appointments.
Live-In Caregiver
Definition:
A "Live-in Caregiver" is a caregiver who regularly remains in the recipient's home for more than 24 hours at a time and provides any of the authorized PCS and HHCS.
Note:
In-Home Support Services (IHSS) Providers:
Individual Waiver Personal Care Services (WPCS) providers and IHSS providers following the self-directed model and that receive payment directly from the state will not submit EVV data using CalEVV. Individual WPCS and IHSS providers must comply with the IHSS EVV requirements published on the California Department of Social Services (CDSS) EVV website and submit EVV data utilizing the IHSS EVV Mobile Application, the IHSS Electronic Services Portal, or the IHSS Telephone Timesheet System. WPCS providers employed by PCS agencies must comply with EVV requirements using CalEVV. For more information and policies regarding IHSS EVV, please see the
CDSS EVV website.
If a caregiver provides services to other recipients who do not meet the definition above, then the caregiver would need to register for EVV.
Attention:
If exempt from EVV, please fill out the request form on
California Electronic Visit Verification for Individual Nurse Providers webpage to attest to being exempt.
Provider Self-Registration Portal
Those who provide PCS and HHCS are required to register in the
Provider Self-Registration Portal. Please refer to the quick reference guide or instructional video to help complete your registration if needed.
Resources
Additional Information
Frequently Asked Questions (FAQ)
Quick Reference Guide for Adding and Managing Provider Identifier(s) – Step-by-step process on how to add or edit services within a CalEVV account.
Bulk Upload Process and Spreadsheet – Using a provided excel file users can create an upload file containing client and/or employee data. This file can be loaded into the Sandata EVV system to quickly add a large amount of client/employee records.
CalEVV MFA Quick Reference Guide – Step by step process on how to complete Multi-Factor Authentication in the CalEVV Portal, Aggregator, and BI Tool (Domo).
Training
Supplemental Training Material Guide – Description of CalEVV unique configuration
CalEVV Training Videos – Each recording is less than 20 minutes and can be accessed at any time by new staff or as a refresher to current staff.
-
Videos include: CalEVV Introduction, Sandata on Demand & Bulk Upload, System Overview, Data Entry, Visit Capture, Visit Maintenance, Group Visit Agency, Group Visit Caregivers, etc.
Jurisdictional Entities (JE) Monitoring Resources
CalEVV Aggregator
Business Intelligence (BI) powered by DOMO
- JEs will be able to verify:
- If providers are registered and associated/linked to their specific JE.
- Access, view, search, sort, generate reports, review, and verify EVV data submitted by providers via CalEVV, or an Alt EVV system, to verify compliant EVV data are being submitted by their associated/link providers.
-
Quick Reference Guide
-
BI Training Webinar PowerPoint
-
BI Webinar (YouTube)
Alternate EVV Specifications
Stakeholder Engagement / Informational Webinars
Virtual / Online Office Hours
DHCS EVV is hosting Office Hours where providers and agencies can ask questions regarding the EVV program.
-
Open to caregivers, providers and JE staff
-
Valid photo ID is required
-
Registration
not required
-
Open from 3:00 p.m. – 5:00 p.m. PST at the dates and locations noted below
Dates & Locations:
|
Dates |
Location |
May 14 & 15
| 3200 Sillect Avenue,
Bakersfield, CA 93308 |
May 21 & 22
| 3303 Wilshire Boulevard, Suite 700,
Los Angeles, CA 90010
(Parking is on-site, enter from Berendo Street, hourly fee) |
| June 5 & 6 | 4355 Ruffin Road, Suite 200,
San Diego, CA 92123 |
| July 23 & 24 | 520 East Montecito Street,
Santa Barbara, CA 93103 |
July 31 & August 1
| 1900 Churn Creek Road, Suite 114,
Redding, CA 96002
|
August 6 & 7
| 525 2nd Street, Suite 300,
Eureka, CA 95501
(Free and paid parking lots in and around Old Town Eureka)
|
August 13 & 14
| 495 Tesconi Circle, Santa Rosa, CA 95401
|
August 27 & 28
| 6201 San Ignacio Avenue, San Jose, CA 95119
|
| September 11 & 12 | 2500 S. Western Avenue, 4th Floor, Los Angeles, CA 90018
|
**Additional potential dates to be determined and will be shared when scheduled.**
Contact Us
Please direct your comments, questions, or suggestions regarding the CalEVV to EVV@dhcs.ca.gov. 