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broadcast is now starting all attendees are in listen only mode good evening thank you for joining us i am heather leschinski chief administrator with division of developmental disabilities over project management and initiatives welcome to our therap presentation and our launch of electronic visit verification for our developmental disability providers next slide please like i said i'm heather leschinski um with the division of developmental disabilities and joining me tonight is justin brocky who is the ceo ceo of therap and will provide a demonstration and discuss the ebv therap module in a little while but first i want to talk about what is electronic visit verification ebv is a project that was a result of a federal mandate required through the 21st century cures act which was signed into law december 13th of 2016 which required state medicaid agencies to have in place electronic visit verification solutions for certain services those services are home health services which will not be implemented until 2023 and then services home and community based services provided in the home and have a personal care component to them and that those services are what we will be talking about tonight that will have to be required for use with evv this year so the goal of this project of the evv implementation is to implement an evv solution so that all providers are billing for services that include assistance with personal care and those providers are using ebv to record time and attendance to submit billing claims by the end of 2020. now the reason why we must be compliant with the 21st century cures act and we must have our providers using evv for the services that we will talk about in this presentation is because if we don't the states that do not implement evv will receive less funding for the home and community based waiver services the purpose of tonight's kickoff meeting is to introduce you all to the evv module for therap next slide please so to fulfill the federal requirement an evv system must record the following information it must record in real time the date of the service the location of the service taught the time in which the service begins and ends the identity of the person providing the service the identity of the person receiving the service and the type of service provided so through the competitive bid process dhhs in the state of nebraska awarded a contract to implement evv across multiple programs to telus llc telus is a national company who has launched evv in multiple states telus will be the evd for services provided through the aged and disabled waiver the state plan personal assistance service and for those dd providers that choose not to use the therap evv that we are going to be talking about tonight next slide please so again what is evv evv is really technology it's a process that uses electronic technology to verify visits which results in accurately verifying the visit activity and the services delivered and those services that must be using evv are those that provide assistance with personal care and then the home health service later on in 2023 evv provides transparent transparency via real-time data to improve health outcomes operational efficiencies and program integrity evv improves communications between provider agency coordinators and providers in the community who are delivering services it also improves communication between you all our independent providers and the participants that you serve evv reduces medicaid fraud waste and abuse and improves claims processing and provider payments next slide please so you're probably asking are there any benefits to evv you know we do have to uh implement it because the law says what the federal law says we do but are there benefits and we think so we think that um for our participants it results in better health outcomes because we are ensuring that the service is that is being billed and paid for is actually occurring so it's that real-time verification that a service occurred which resulted better assurances of receiving the services it promotes ownership of care for our participants and it also allows flexibility for appointments and services um what are benefits for our providers now i know you all are using therap for your electronic billing already so the first bullet as far as paperless billing doesn't really apply to you because you're already paperless but it does provide better insight and it provides hipaa compliant messaging it provides centralized authorizations and then it does include billing automation and faster payments so for the overall three programs which must be that have services subject to evv overall it will um improve the provider experience because uh billing will be faster and it will be paperless next slide please so this slide is why we're here tonight um i am here um yep i'm here to talk to you about an option that is being made available to our providers that serve participants on the comprehensive developmental disabilities waiver and the adult day developmental disabilities waiver if you are enrolled as a provider for the codes listed on this slide you will have the option to use therap for electronic visit verification and i will go over those services here for our independent providers so if you are a provider of independent living supported family living respite in-home or homemaker you will be required to use evv in the future the therap evv module is being offered to both agency and independent providers at no cost the telus evv application is still an option for you but as therap has the function to use today it is being offered for ev the therap evv module will replace the current time and attendance you are using but only for those services these services listed on this slide all other dd services will continue to use the current time and attendance feature in thera additionally all other functions that you currently use therap for will continue to be done in therap these include writing habilitation programs data collection for habilitative programs accepting authorizations documenting behavioral support plans etc now as i said earlier tell us is the state you is the evd state solution so it will be the system that sends the claims from to enfocus for payment so providers will need to use telus for some activities related to submitting claims for payments this means you will need to attend the evv training and the telus training related to claim submission those trainings will be announced later in july i will let you know we are working with telus and therap to see if it is possible for our dd providers to have a process where their claims if everything is accurate and lines up with a prior authorization then it would automatically send a claim to end focus we don't we don't know if that is a process that will be able to be implemented when we go live in october which i'll talk about in a minute um but we are looking at that as an option so that your limited use of telus if you use their for your ebv solution now the tentative go live date for the therap evv module is october 25th 2020. this means that you will use the current time and attendance feature in therap until october 24 2020 then on october 25th you will use ev for the services listed on this slide and again that's independent living supported family living respite in home or homemaker you will only get paid after october 25th 2020 by using evv if a dd provider decides to use telus for evd and remember if you provide other dd services you will still need to use therap for time and attendance for those services please notify us by sending an email to the provider relations email address included on this slide this will allow us to disable the evv module in thera i will now turn it over to justin to talk about the evv module on therap and to provide a demo thank you heather and good evening everybody thank you very much for taking some time out of your day to to come along and listen to us and learn some more about evv in general and about theraps evv module in particular um just a little word about the the rest of the session um in in go to webinar which is what we're using to present to you um you'll notice there's that little box over to the side there is a place in there where you can ask questions so so as you're going through if if you've got any any questions and even if you thought of some forever maybe um you can just type type them in there um we have a a few of our team are on on the call with us tonight so either um tracy or stephanie or katie or calvin we'll we'll answer the question by by typing back to you or we may save the question until the end uh and then read it out in front of everybody and so everybody gets to to hear it or we may even do do both so so please do um if you've got questions about anything anything to do with this either about how how therap works and things like that or about policies which heather can speak to please do enter them in there so again the the the folks from therap who will be helping you make this oh thank you i didn't i probably didn't share my screening properly don't i got one person saying they couldn't see the slideshow let me just confirm that make sure you should be able to bring it up on your computer um yep because it's it seems to be showing okay so um the the folks will be supporting you making this transition to ebv are the same people you've been working with over the last number of years implementing and using therap on a on a day-to-day basis what we are going to show you now is our evv module and at its simplest all that's going to happen when evv goes live is for the services that we mentioned earlier rather than typing the time the service started and the service ended into theraps attendance module on your computer instead what you're going to do when you go to provide that service is at the beginning of the service you're going to check in on your phone and at the end of the service you're going to check out and from that check in and check out we're going to we're going to populate the start and end time and help you generate the claim from there in the same way that we help you generate the claim from your attendance data now we do understand that sometimes you're you're not always able to get a great signal or some odd things go on with technology and sometimes you might not be able to get online so one of the alternates to the main check-in method which is doing it on your on your phone is an offline check-in again still on your phone but if you're if you've not got a signal you can still check in and we'll show you how to do that in just a couple of minutes so those and that's our very much the the preferred mechanism for folks to be checking in and checking out and we'll talk later about what happens if neither one of those is available to you um there's also going to be mistakes that happen you can't help it um you may check in and then you're in a rush at the end of your shift to get somewhere else and you forget to check out what do you do well you're going to be able to go back in and fix your mistake and you're just going to pick the right reason that describes what happens and based on that we can then send the right data over to tell us which is where your claims actually going to get generated and they'll be able to generate that for you and again our goal is to keep the whole process kind of as seamless as it is right now where we're able to generate those claims um right from the start okay the other choices you have are around scheduling and and basically as as an independent provider and i'm very much going to be focusing the the demonstration today on independent providers if you're here from an agency provider or you're both an independent provider and you work for an agency provider there are a few more admin options available to to the agencies so the agencies could maybe have one person scheduling all their staff and things things like that but as an independent provider you can choose do you want to schedule your visits in advance so the way when you actually go to provide your the service itself you just go and check into something that's already there and it'll take it five seconds maybe or do do you want to leave it until you get there and kind of make up that check in from scratch when you get to the place where you're supposed to be providing the service and that really will that that's really your choices and there's there's upsides and downsides to both you'll be able to choose what you want and i will show you what they they both look like so let me just change what i'm sharing now for a second okay so i'm now at the therap website and i'm gonna click on secure login which will take me over to my login page and i'll i'll just remind you while we're here lots of interesting information please while we're here take a little bit of time to really read the release notes we've got quite a big release coming up in in another couple of weeks so you'll want to know all about that but what i'm going to do here is i'm going to log into one of my demo accounts so we're not seeing anybody's real data and i'm going to log in as if i were an independent provider okay and see that again okay and instead of doing all my billing over here on my billing tab where i might have done things before i'm going to do all my evv down here in this schedule box okay one of the things you can see that i can do there is self scheduling okay and i'm gonna open that up to start off with and this is where i can go in and you can see my days being quite busy because we did another one of these demonstrations earlier so if i wanted to schedule something i can come in and say i want to do something at eight o'clock tonight until nine o'clock i could drag that over there and here i'm gonna say what it is that i'm going to do so i am going to work with olivia i'll pick the program there'll only be one there for you to pick and then i'm going to pick the service that i'm going to provide so i'm going to say i'm going to do homemaker and what's nice about this is it actually gives me a reminder of how many units i'm allowed to provide that day or that week and how many have scheduled so far so try and get you give you the right hours done and then if i know where this is going to take place we've got a list of that person's addresses already in here so i can just choose from one of them and i can tell by the coordinates down here below that the system already knows uh where that address is if i knew i was gonna be starting from one place and ending somewhere else i could actually put the ending address in as well um if i'm if i'm gonna be starting somewhere and going back to ending up at that same place even if i went to a bunch of places in between that's fine because you only check in at the beginning of your shift and at the end that that's those are the important things okay so that's it that's that's me come in here and set something up so later on i could check into it on my device which i'm going to show you in just a minute what i can also do while i'm here is i can check out the visits that have been put in here already so if i open up this one i can see here here's the visit and i can actually see when it was checked in for when it was checked out and the address where that was at check in and check out and i had to be doing this presentation from from home in connecticut so it's all so that's the address that that's going to show up there so again easy to go back and check everything if you need to make changes because something was done wrong you can do that and and check uh that reason for the change being made so again this is all either possible to do in advance you don't have to do it in advance but you will want to come back afterwards and make sure everything is is correct so now what i'm going to try and do is stop sharing this and start sharing my phone with you and while justin's doing that we will let you know that the this presentation will be posted to the dhhs website so we will we are recording this presentation and we have the powerpoint and we will both make both of those available um after tonight's presentation okay there you can see and and here is the login to the mobile ap and and the therap mobile app is available on apple ios or on android um you can go go to the app store or the google play store and download it if you download it just now you may well not see very much inside because we haven't yet set up your permissions we'll do that once we've done the training which will announce it at the end of july but again i am all set up just now so i can log in with exactly the same login that i i logged in with before so you guys will use the same login in the app as you did when you were logging in online and i'll try and remember my password and when i log in i'm going to get the range of options that are are open to be you can see it's got ebv it's also got isp data and the mar and things like that available as well as s com so i'm going to say i want to go over to scheduling an evv and here i'm going to see though all those visits that i had scheduled online and i was looking at inside there i'm now able to see right there my right there my phone there's the same color code for the status of each one of those visits and i'm going to go ahead and i'm going to go and check in for this visit here so i'll tap on that and again you can see you've got a little check in but there reminds me of of the nice picture of olivia and it reminds me of what the service is and where i'm supposed to be doing it i can click on check in it gives me a little map of where i am and i can say yep that's right sometimes you know when you go to a building and there's different streets on either side and it doesn't quite get the right address well we'll give you the options for the different addresses that it might be um here so you can make sure that you you pick the right one [Music] comment in and that's me checked in so that that's that's all there was to do to check in nice nice and easy when i go back here i can see where i'm already checked in because that has turned orange and then when it comes time to check out and i'll go to check out from one that i've already checked in for same sort of process goes so i can say check out i say yep i did all the services i was supposed to i see where i am and i check out and that's it and again think about what that check in and check out have done i've got a date start time and a date and an end time and that's what we need in order to be able to to calculate your your claim to send off to end focus and obviously we've we've been able to pick automatically pick up the the address and all that as we go through now i do have the option that was me checking in and checking out of services that are already being scheduled again if you hadn't scheduled in advance and you're just going to check in then you could you could click on the self checking and that would work just as i showed you in the application where i can pick who i'm working with and program and then i can choose the the service that that i am providing and i can go ahead and check it so again whichever way you choose to do that it's it's going to be nice and and straightforward and easy hopefully you agree with that now what we said before was sometimes you know you're going to be going somewhere where um there's not going to be any service and you're not going to be able to get online and so in order to do that what you can do is set up your your app to work offline and because when when the phone is offline it's not going to be able to get to our servers and check your password and we don't want to store your password locally so we you can pop in a pin number and that's that that's in there so now what i can do is if they're clipped in the wrong way now what i can do is if there are slots that i want to be able to uh work on offline i can just swipe over here and they get added to our offline availability just like that so those are all going to be available offline so that if i were to log out now and i come back and i i look and there's a little link on the login page that says switch to offline login and i can do that just just a little while while i'm here it's always worth remembering that you don't stay logged in to therapy you just log in to do your check-in or you check out then you're done and then and while you're not logged into therap therap knows absolutely nothing about what you're doing so it's that it is very much a point-in-time check-in check-out and not an ongoing monitoring the way this works so i'm going to log in again with that same log name and i um use the pin number i just chose and when i log in there's all those sessions that i have to be ready for now because i'm offline now i don't get all the nice fancy features like showing me a map and letting me pick all the addresses but my phone can still see the satellite so it still can get a uh a geo location so if if i want to check in i or this case i'll check out because i had a couple that were already checked in for i can just come in say check out i test that i provided the services and say yep i'm sure i want to check out and there i am i'm checked out and i can maybe do the same for the next one check out yep and that's it and again that will work if for whatever reason you don't have either internet service or cell phone service or even if therap was down you would be able to do that that that offline check-in so um very very very useful to be able to do so that's that is basically it um i'm gonna get myself back to showing you my slideshow just give me just a second here there we go all right so moving on from there um as we said briefly before we will announce when all the training is going to happen probably around the end of july we'll get a more detailed rollout schedule but it it it's really sort of getting getting used to things now this is informational this is not your training but we will come back with a a a great plate training plan for for all all of you we will run a lot more sessions like this we will have lots of training materials available if you're somebody who likes to to watch things to learn and we'll have think videos and things that you can watch if you like to print a cheat sheet out and have it next to you then then you're you can do that and again we'll have lots of calls and support so please do watch for those notices um we'll we'll bring up the nebraska website where you can find out more and where more um sessions like this one will be posted just check in there and we'll let you know as as things are are going along we'll even have interactive courses in our training academy to let you know how these things go so back to you heather yes so um we do want to let you know that if you have any questions you can send them to our provider email address as soon as we get it back onto the screen not quite sure why i chose to do that so let me just and i do we do want to let you know that you can download the therap app to your smart device either a phone or a tablet today it's just you will not see the ebv option yet because it is not implemented from nebraska yet so more information will be coming as to when um that function will be available for you through the trainings and learning how to use the functions we're almost back there always got to be something that doesn't quite work perfectly there we go all right so if you do have questions we will go through the questions that have been um loaded into the question box already tonight but if you have additional questions or you do need to notify us you're using the telus evv solution for whatever reason please send it to our email provider relations email address which is dhhs.dd provider relations spelled out at nebraska.gov if you do want to know more about the electronic visit verification and this initiative that we must implement before the end of the year um you can go to dhhs website it does have its own page if you go to you actually go through medicaid long-term care click on initiatives and then it is you'll see a link to evp you can also there is also a link on the dd page of the dhhs website that you can go to the electronic visit verification page to learn more about telus um eventually we'll have we will have information about the therap on that page um and then the 21st century cures act so thank you justin for the demo and we will jump into the questions and answers so the first question is about how often can i get paid so i get paid weekly with the current system can i do this with the new system and the answer to that is yes some providers choose to bill weekly some providers are billing every two weeks and some providers are billing monthly in the therap system today there if we have the automatic submission process that would go from the information from therap would go to telus and then if it automatically matches up and is automatically submitted to end focus that would be a weekly billing cycle so um the way all of this works behind the scenes is that you will put your clock in clock you'll clock in for a visit and then clock out at the end of the visit and then all that information that we said must be collected um will be sent to tell us and then tell us we'll determine if that matches up with what's on the prior authorization and if all of that's correct then a claim can be submitted to end focus so that's what how how it all works behind the scenes and all of that talking to each other will happen once a week or tell us we'll be talking to end focus once a week excuse me um the next question um i think justin answered it pretty good so the evv so the ebv the therap evv system will only gather your location at the beginning and at the end of the visit and not in between and the answer to that is yes it's only at the beginning and at the end there is a question about entering data and that again is something is a separate module within therap that you're using today and you will continue to submit or provide your data collection in the manner in which you do that today and then we have someone who's new to therap that's asking if they're supposed to start using ebv right now um nope this is just our kickoff so we are introducing the ebv therap and then in the coming months we will be announcing when we are providing training and when we will have refresher trainings if need be and with a tentative with the plan to go tentatively live tentatively go live excuse me um on october 25th 2020. so this question has to do with what's happening during the visit so um you are running to the grocery store i'm assuming with your participant and do i have to clock out when i leave and clock in when i get back um the answer to that question is is if all of that activity of running to the grocery store or going out into the community for some community inclusion activities if all of that is authorized in your participants isp and is part of what you get paid for today then you would not clock in and you would not clock out that would be continuous if it's all related to the authorization that you have already for independent living um family supported living if you potentially respite if you if it's part of your authorization and part of the isp it just really depends on what you're authorized to get paid for if we use therap instead of telus will therap send our billing to tell us or do we have to so that is automatically that is information that will travel from therap to tell us automatically through what we call an interface um so justin i think i will let you answer this question can you go back and put time in if you forgot yes you can so so and that's that's probably the most common thing that that happens in uvvv and therap does an awful lot of evv all over the country it's just you forget it it's so easy you you get to the person's house to help them and they're excited to see you and you get started you're like oh no i forgot to check in um a check in as soon as you remember but when when when you get home afterwards you'll be able to log into therap on your computer and edit that visit and say i know i checked in at 220 i meant to be at two but uh but i forgot and then there's like you can choose a reason code which is something like staff forgot to check in or out would be the appropriate one for that or maybe you left your phone behind when you went there again and that that you could choose the appropriate reason code for for that and and though those are those are all acceptable um they are monitored and and we'll do reports and statistics and things like that so if for every single visit you did you had a reason for why you had to do it manually i think somebody might get suspicious but in the normal course of events things like that will happen from time to time the next question is will we be able to enter activities and tasks with our participants and i am if if i'm if i'm misinterpreting this incorrectly let me know but if am i able to enter activities and tasks through the mobile app or do i need to use the computer to enter that and at this point in time you'll continue to document your isp programs in therap as you have been doing today uh the next question is will the billing be in 15 minute increments or to the minute so billing is actually hourly for our dd services the independent living supported family living respite in home and homemaker those are hourly and but you will clock in and clock out at whatever time you start and end your shift and that's what will be recorded um so [Music] it won't be paid in the 15-minute increments increments but the evv will document to the minute when you clock in and clock out um the next question is will we need to enter our bank information into telus that um that answer is no because actually end focus is going is currently the claims payment system and will continue to be the claims payment system so the information that is in telus is information that is needed to verify a visit and then to send a claim to end focus which is the system that will make issue the payments um justin let me see if i'll read this question and see if you can answer it will we be able to enter two time periods for the same person on one date yes you can so it let's say for example you were helping somebody in the morning and in the evening and that would that was your regular schedule then you you go to their home in the morning check in do your thing check out carry on with the rest your day go back in the evening check in help out check out and as heather was just talking about we would have those those numbers of minutes that we would take together and then we can add them together around them appropriately and build the right number of units on your behalf um there is a question about when can we fill in the schedule and that will be much closer to go live in october so we'll have more information to share with that as we get closer to our go live date in october the next question is if you provide supported family living and habilitative community inclusion or hci within a shift do you clock in and out between services or just at the beginning and end of the total shift so i do think that you will need to find a process to be able to clock in for supported family living and then clock out for supported family living and then do time and attendance for abilitative community inclusion so if you've only clocked in at the beginning of a shift and then clocked out at the end of the shift the system and they're adjusting please correct me if i'm wrong but the system will believe that you or think that you have provided supported family living for that entire time um and that's because that would not be accurate um and because we would want you to get paid for your services provided through hci you would need to find a way to split your shifts so that you're billing for supported family living through evv or i'm sorry clocking in and clocking out for supportive family living for evv and then doing time and attendance for hci did i get that right justin or there's anything you wanted you got it perfectly correct and the way the way it works in therap is the service authorization when it comes in the one that you acknowledge that service authorization knows whether data should be collected against it either in ev or in attendance so it that service is only going to show up in the right place so you'll only you'll where it's an ttendance based one you'll only see it on the attendance grid when it's an evv based one then you'll see it on your phone the next question is a little bit more detail around the um clocking in clocking out to the minute so um say i clock in at 8 05 a.m and clock out at 10 10 a.m i will i get paid two hours in five minutes um so is it exactly a minute as if the hourly wage is divided by 60 and so i apologize i misinterpreted your question the first time so it is by 15 minute increments in in the rounding so if you clock in at 805 and then clock out at 10 10 you would get paid for 2 hours 2.25 hours because the first time in would round down to eight o'clock am and the second time would round i think that's not quite how it would work because okay justin if you please explain it because it's the therap rules that we're following and you know that they're rules oh no no problem all we would do in that example is say and you're pretty close so from 805 to 10 10 is is as you you say there it's two hours and five minutes and that's what we round so so we we calculate from whatever the start time was to whatever the end time is how long is that so that's two hours and five minutes and and the rule in in nebraska is um half up to 15 minutes so eight minutes would if you had worked until um 10 13 then you would have been paid for two and a quarter hours but at um two hours and five minutes you're only going to be paid for two hours and thank you justin for clarifying that and those are the those are the rules that are in place today so that's how therap and infocus work together today to pay you for your time and attendance if you were to enter time and attendance exactly in that manner is how you would get paid um there's a question about a print out of those rules um i think we i we would have to take that back to leadership um because it's actually something that exists today so i know katie's on the line but she may not have the ability to look something up right away um it's a policy that already exists today so we just would need to follow up to see um where that policy is and if we can share you know how to share it with the providers yeah but those are that that is it's a pretty standard medicaid way of billing that's basically how most states in the country do their rounding for billing that's what all we have for question and answers a couple of questions um that came up in the earlier presentation um that i can think of that we didn't exactly talk about today was there was a question about um am i able to print out my timesheet for tax purposes um justin would you like to address that one for anyone who may need that functionality sure um i can't speak to taxes because i'm not a tax guy but i can tell you that you will be able to get printouts and reports of your time so and and your payments so if you need to be able to give time and um how much money you've been paid to your tax guy then yes we'll be able to do that and there is another question about bank information there is no there will no the only thing you would need to do is if you happen to change your banks you would need to fill out the form that you fill out today when you would register or enroll as a provider but your tax i'm sorry your bank information is already stored in enfocus which is the system that will be issuing the payment so there is no need to provide telus or therap your banking information we are in focus already have okay we have i think addressed all of the issues i'm sorry questions that have come up in the question box so i want to thank everybody for joining us tonight we had an excellent turnout at both of our sessions this afternoon and tonight again if you do have questions that we didn't answer tonight or you think of after you um drop off tonight's call um we'll go ahead and send those to provider relations and thank you everyone for joining us tonight we'll end the webinar now thank you i will second that thank you all have a great evening good night