Provider FVV User Guide
Contents
1. The Purpose of an FVV Device An FVV Device will be used as an alternative method to attendants calling from an individual s home phone The FVV Device will capture the date and time of the visit as well as verify that the attendant provided services to the correct individual during that time The FVV Device does this by generating a unique number each time the button on the device is pressed This number represents a date and time value the FVV value After the visit is complete the FVV values are entered into the EVV system by calling the Santrax system Provider FVV User Guide Page 4 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide FVV Device Physical Description The FVV Device is a small device that runs on batteries and can be placed in a location that is convenient to access Examples of where the FVV Device can be placed include by the door in a kitchen drawer or an easily accessible cabinet The FVV Device can be taped in place so it will not move or get lost DADS encourages providers to work with the individual to find a good location for the FVV Device The dimensions of the FVV Device are 2 x1 x 314 HEEL HE SR iN K on FVV Device Overview The FVV Device will be assigned to a specific agency and individual and will be placed in the individual s home2. The attendant will press the button on the FVV Device at the beginning and end of each visit they will receive FVV values they will later enter into the Santrax system via a telephone call The call will include the following information e Attendant Santrax ID e Individual Client ID e The FVV values generated by the device at the beginning and the end of each visit The FVV call information will be documented in the agency s Santrax system and be immediately available to the agency s Santrax administrative users The FVV Device will provide systematic visit verification information as mandated by DADS The FVV Device is not a listening device and cannot record conversations or activities in the individual s home Provider FVV User Guide Page 5 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide Important Notice Regarding Confidential Information Please be advised that certain data fields required by the EVV system may contain protected health information under the Health Insurance Portability and Accountability Act HIPAA or other personal information under the privacy laws of the state Employees and or agencies who have access to such information need to take appropriate safeguards to ensure such information is not disclosed without the consent of the individual or otherwise in accor
3. Provider Fixed Visit Verification FVV User Guide 6 Sandata Provider Fixed Visit Verification FVV User Guide TABLE OF CONTENTS PROVIDER FIXED VISIT VERIFICATION FVV USER GUIDE eeececcececccccccccccccccccesee 1 INTERODUE TION ee 4 ELECTRONIC VISIT VERIFICATION EVV AND THE FIXED VISIT VERIFICATION FVV DEVICE esse 4 TEE PURPOSE OFAN HY V DEVICE EE 4 FVV DEVICE PHYSICAL DESCRIPTION eise sesse esse ee ese ee see ee ee ee ee ee ee ee ee ee Re ee ee ee ee ee ee 5 PVV DEV ICE SE WW ER EE EE EE EN gt IMPORTANT NOTICE REGARDING CONFIDENTIAL INFORMATION see e sesse esse ee ees ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 6 USE OF MEDICAID ID AS CLIENT ID sessies es ds es ee se ed es de ee es ee se ie ee so eege 6 REQUESTING AN FVV DEVICE issie sees iese sesse ese ede bed ee ne eeu ee deed eg ei eed ode ed 6 WHY REQUEST AN EE 6 INDIVIDUALS USING EVV WITHOUT IELEPUHONES esse ees sesse sees ss de ese ss deed ee es deed ee es dee de ee es dd ede ee es deed ee ee 7 ROU R EOUEST PROCE eigen n ee Si se ee ee ee n ee ge bee ee ee ee ei Re eee 7 REIS RH KH TK 3 di EE RE EE EE 11 WHAT ISIN THE FYV enee II CONTENTS OF THE FV V STARTER KIT FOR PROVIDERS sesse sees sesse ee ee ee ees ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ees ee II NOTIFICATION RESPONSIE II Si se eer een ss Ge ee ED EG de Ee ek ERG EE Ee ee ie ee 12 WHAT TO DO WHEN THE FVV DEVICE IS NOT WORKING OR MISPLACED esse esse sees ee ee ee ee
4. 555 1232 Sandata ID STX 2201 Region 3 Lei 5 Address for FVV Initial Delivery D Address Where the FVV Will be Installed For the Consumer Directed Services CDS option this will always be the address of the For the CDS option this will always be the address of the CDS individual identified in CDS employer identified in Section 3 For Provider Agencies this is the physical address Section 3 For Provider Agencies this will be the name and address of the individual of your agency along with a contact person s first last name can be the same name identified in Section 3 entered in Section 4 First Name Papa Provider Agency Last Name Bear First Name Papa Address 555 EVV Street Last Name Bear Apt Suite Address 555 EVV Street City Waco Apt Suite Zipcode 76701 City Waco Copy Address from Section 5 Zipcode 76701 7 Planned Method of Delivery to individual s Home Providers Only e g delivered by agency staff 8 Reason for FVV Request No Home Telephone Use of Home Telephone Not Allowed 9 Service Group T 10 Service Code s 17D 11 Does the Individual Receive Services on at Least a Weekly Basis Yes No IF THIS IS A REQUEST FOR A REPLACEMENT DEVICE PLEASE FILL OUT ITEMS 12 AND 13 Please Note All Non Operating Devices Must be Returned to Contractor 12 Reason for Replacement 13 Has the Individual Received a Replacement Device Before Yes No If
5. Device will allow your attendant to document the time he or she begins and ends work The PV Device is a small device that runs on batteries and can be placed in a location that is convenient for you Examples of where the PV Device can be placed include by your door in a kitchen drawer or an easily accessed cabinet The DV Device can be taped in place so it will not move or get lost DADS encourages you to work with your provider to find a good place to put the FvV Device in your home The PV Device is used only to document the time he or she begins and ends work The device does not listen to or record what you say or do in your home The PV Device should not be removed from your home at any time If your DV Device is lost or stolen please call your provider Once the device is in place you will not have to do anything else with it Your attendant should never ask you to press the button on the device or fix the device If they do you should call your provider If you have questions about EVV the PV Device or this letter please call your provider DADS Strategic Operations and Grants Section at 512 438 5440 or send an e mail to CPC dads state tx us NEW YORE Headquarters VIRGINIA Florida 26 Harbor Park Drive 11846 Rock Landing Drive Suite C 405 Morth Reo Street Suite 100 Part Washington NY 110 40 Newport Mews VA 23606 Tampa FL33609 T 516 454 4400 T 888 637 1108 T 800 850 0018 F 516 484 6084 F 757 223 1457 F 813 282 89
6. Device is only for EVV calls The FVV Device must not leave the home If the individual chooses a different location for the device they should contact their provider to move it If the device is lost stolen or removed from the home the individual should contact their provider immediately If the individual has questions about the FVV Device they should contact their provider or call the toll free Sandata customer care line at 855 781 2079 Provider FVV User Guide Page 15 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES Provider Fixed Visit Verification FVV User Guide 6 Sandat Staff FVV Reminders Staff reminders The attendant must begin using the FVV Device as soon as it is installed The attendant should reference the FVV Call Reference Guide if there are any duestions If the device is not working the provider should call the toll free Sandata Customer Care line at 855 781 2079 FVV Calling Instructions Preparing To Use The FVV Device When the FVV Starter Kit is received all attendants who will be using the FVV Device will need to be trained Copies of the Santrax FVV Call Reference Guide should be distributed to all attendants using an FVV Device The FVV Call Reference Guide outlines the use of the FVV Device and the Santrax call in process FVV Calling Instructions Upon Arrival When you arrive at the individual s home p
7. computer Select the arrows to scroll through the pages S i 76 1 d E LE Ba S Comment Share FVV CALL LISTING REPORT ver 6 7 page 1 O6 MAY 11 14 08 24 POR 02 22 11 05 06 11 VEN 0998 Sort Order Client ID ENTRY ENTRY FVV CLIENT ID CLIENT NAME SANTRAX ID EMPLOYEE NAME In Out DATE TIME VALUE H2012096 MAN ELIZABETH 1273 45 6789 Szafran Jack In 03 18 11 11 24 d H H2012094 MAN ELIZABETH 123 45 6789 Szafran Jack In 03 18 11 11 24 4 48 2012094 MAN ELIZABETH 123 465 6789 Szafran Jack In 03 18 11 11 24 455 048 H2012096 MAN ELIZABETH 123 45 6789 Szafran Jack In 4 48 Running the FVV Registrations Report 1 Step 1 To view the FVV Registrations Report select Date Range from the green menu bar at the top of the page Date Range Exports Export Maintenance ET Dashboard New Visit Maintenance Provider FVV User Guide Page 29 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES Provider Fixed Visit Verification FVV User Guide 6 Sandata 2 Steps 2 3 and 4 Step 2 Select the check box next to FVV Registrations Report Step 3 Select the time and date range Step 4 Select OK to view the FVV Registrations Report vor romat edie Employee gy O ASCH Format Weekly Master O Client Weekly Master Schedule g Weekly Call bai Last transfer files recerved 11 06 2009 16 43 Summary Last transfer files processed 04 19 2011
8. contact their agency to correct the visit using Visit Maintenance Provider FVV User Guide Page 19 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide Troubleshooting FVV Call No FVV Values Input In the FVV call process after entering the Client ID correctly the attendant will be prompted to enter the first FVV number Enter the first visit verification number This is the first number you obtained from the FVV Device when you arrived at the individual s home and will represent your time in If the attendant does not enter both FVV numbers they will hear the following prompt You have not entered any visit verification numbers press 1 to return or press the key to continue The attendant should enter the FVV numbers if known and they will be prompted to continue the FVV call If the attendant does not know or has not successfully entered the FVV Numbers they should hang up and contact their agency to correct the visit using Visit Maintenance FVV Calls in Santrax Visit Maintenance Benefits of FVV The FVV Device is used to capture in and out times of the attendant when a landline home telephone is not available for use When used correctly visit maintenance should not be required to document FVV visits To limit time and effort for visit maintenance providers should ensu
9. 07 www sandata com 01 30 14 Provider FVV User Guide Page 12 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide What To Do When The FVV Device Is Not Working Or Misplaced If the FVV Device no longer works e g the FVV Device does not display the six digit number or does not change the six digit number after waiting one minute from the last time it was pressed and then it needs to be replaced Important Note Employees will need to manually record time and providers will need to document time in the system using Visit Maintenance until the new FVV Device is delivered If the FVV Device is not working the attendants should return the device to the provider The provider will then mail the FVV Device to Sandata using the prepaid envelope and submit the FVV Device Request Form for a replacement If the FVV Device is misplaced the agency should submit a new request form FVV Device Reminders The FVV Device is registered to a specific individual and cannot be transferred to or used for other individuals Distributing an FVV Device to an individual other than the one that the device is registered to will result in incorrect data in the provider and DADS databases Providers should not redistribute FVV Devices to other individuals Devices no longer in use need to be returned to Sandata
10. 12 46 completed O Payroll Summary v Last reject files processed Emp C Payroll Summary Y Select for cli C Visit Maintenance Si Supervisor Chent C visit Maint v Exceptions Oept Tasks C visit Maintenance be Employee Activity Report Select by Contract O visits Summary w by Emp Select by Exception C visits Summary 4 From Time From Date v F EN Call Listing em vo 4 ZI8 72011 Report e Vl ENN sw To Time To Date lhngietretions zeperd fes koo jae em to Viewing the FVV Registrations Report The report will appear in PDF format which can be printed or saved to your computer Select the arrows to scroll through the pages de 76 1 v EE Ba FR Comment Shar G santa ara FVV REGISTRATIONS REPORT RE Ee Page 1 POR 04 22 11 05 06 11 O6 MAY 11 15 03 46 VEN 0998 Sort Order FVV Serial Number FVV SERIAL REGISTRATED DEACTIVATED NUMBER CLIENT NAME CLIENT ID DATE DATE 10000109 Rina Saith 123456 12 14 20 10000110 ACO AMELIA 423456 12 15 20 10000111 MAN ELIZABETH 456234 08 13 10 Provider FVV User Guide Page 30 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14
11. 27 2011 24 Provider FVV User Guide Page 27 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide Running the FVV Call Listing Report 1 Step 1 To view the FVV Call Listing Report select Date Range from the green menu bar at the top of the page Date Range Exports 2 Steps 2 3 and 4 Step 2 Select the check box next to FVV Call Listing Report Step 3 Select the time and date range Step 4 Select OK to view the FVV Call Listing Report por Format Co IE w O ASCII Format C Daily Call Listing t O X v C No Show prensa v C Unknown Client Last transfer files received 11 06 2009 16 43 g H Last transfer files processed 04 19 2011 12 46 completed 1 Unknown Attn Emp Last reject files processed v C unscheduled Visit O Packaged by Supervisor C Master Schedule Select for C Clients K Supervisor Chent v C Attendant EMPLOYEEs Ge C Daily Call Summary z Employee x EE FVV Assignment Report Select All Clear All GE Provider FVV User Guide Page 28 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES Provider Fixed Visit Verification FVV User Guide 6 Sandata Viewing the FVV Call Listing Report The report will appear in PDF format which can be printed or saved to your
12. A pre paid return envelope Provider FVV User Guide Page 11 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide Notification Responsibilities The provider must ensure that the individual receives their FVV Device introductory letter TECHNOLOGII S 6 Sandala To Individuals using Electronic Visit Verification EVV with No Landline Home Telephone Available for EVV Calls Subject Fixed Visit Verification Device Introduction Letter The Texas Department of Aging and Disability Services DADS has begun using EVV in your area for various community based services DADS has contracted with Sandata to manage EVV EVV helps DADS make sure you are receiving your services EVV is atelephone and computer based system that documents the precise time worked by your attendant Your attendant is required to use the EVV system Because you do not have a landline home telephone or you do not want your attendant to use your landline home telephone your provider has asked DADS to provide a different way for your attendant to use the EVV system This letter is to let you know DADS has approved providing a Fixed Visit Verification FVW Device to address this request In order for your attendant to use the EVV system without using your landline home telephone he or she will be required to use an FVV Device The PV
13. ANTRAX VISIT MAINTENANCE ees esse sesse ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee dee ee 21 VEIT MAINTENANCE PROCESS assets Sadie ee esse ee Des ee ie bees So se se ee EG oo pe Boe goe Soe pes ees DE ree Ese 21 HOW TO CONDUCT VISIT MAINTENANCE WITH ENN 22 FVV CALL INVALID EMPLOYEE ID ees ae bee Gee DoE Ge ees SEG oe RE DE EER EE de de See SR Pe EG Ede De ee 22 VISIT MAINTENANCE INVALID TE EK CR 22 Ais BE IE AD CLIENT IE RR TE ET EE EE OE EN N 23 VISIT MAINTENANCE UNKNOWN INVALID CLIENT 23 VISIT MAINTENANCE UNKNOWN CLIENT AND EMPLOYEE esse sesse ee ee ee ee ee ee see ee ee ee ee ee ee ee ee ee ee ee ee ees ee ee ee 24 VISIT MAINTENANCE MULTIPLE FVV CALLS sesse esse sees ee esse esse sesse se es ee dee ee ee ede dee ee ee ees ee ee ede ee ee ee eed GE EE Ee 24 Ais BE Ie SR Vo AE EE EE OE ER N EE N EEN N 24 VISIT MAINTENANCE MISSING CALL 8 EN 25 PYV eNO Y VALUES INPUT ieceri aina EE EE EN 25 VISIT MAINTENANCE NO FVV VALUES IwpuTt ee ee ee ee ee ee ee ee ee ee 25 MISSING FVV DEVICE DATA CORRECTING PAY HOURS 3 WAYS ee sees sesse ee ee ee ee ee ee ee ee ee ee ee ee ee ee ees ee 26 RENNING VV REPORTS ii sides ene E e ee ees Ee ee eie Oe Ge ee de dode eer ee Ee ee ee 26 EE 26 RUNNING THE FVV ASSIGNMENT REPORT scccccccccccccccscceesssssssessesccscccecccsseeeeaassssssssesesesceeeeceneeeeanensnes 2l RUNNING THE FVV CALL LISTING REPORT iss sesse see sesse ees esse ee see ee ee ed ee ee ee ee dd ee e
14. LC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide Troubleshooting FVV Call Invalid Client ID In the FVV call process after pressing the star key to indicate an FVV call the attendant will be prompted to enter the Client s ID Please enter first Client ID If the Client ID is entered incorrectly the attendant will hear the following prompt No FVV registered please re enter the Client ID or press the pound key to continue The attendant should re enter the correct Client ID and will be prompted to continue the FVV call If the Client ID is not accepted after repeated attempts the attendant should hang up contact their agency for the correct Client ID and try the call again Troubleshooting FVV Call Incorrect FVV Values In the FVV call process after entering the Client ID correctly the attendant will be prompted to enter the first FVV number Enter the first visit verification number This is the first number you obtained from the FVV Device when you arrived at the individual s home and will represent your time in If the FVV number is entered incorrectly the attendant will hear the following prompt Invalid visit verification number please try again The attendant should re enter the correct FVV number and will be prompted to continue the FVV call If the attendant does not successfully enter the correct FVV Number they should hang up and
15. Sandata Technologies LLC All rights reserved Page 21 of 30 01 30 14 TECHNOLOGIES Provider Fixed Visit Verification FVV User Guide How to Conduct Visit Maintenance with FVV Review Visit Maintenance on a daily basis to view and correct any exceptions Sandata recommends waiting until the following day to make corrections to ensure complete information is in the EVV system FVV Call Invalid Employee ID When a call is placed to Santrax the attendant will hear the following prompt Welcome please enter your Santrax ID If the Santrax ID is entered incorrectly the attendant will hear the standard response as if the Santrax ID had been entered correctly Received at TIME Press the star key to enter Visit Verification numbers or pound to continue Furthermore this call will be flagged in red as an unknown employee exception in Visit Maintenance If the attendant continues with the correct Client ID for the individual being serviced and correct FVV values the FVV icon will display in Visit Maintenance Visit Maintenance Invalid Employee ID In the example below a call was made to enter FVV values but the attendant entered an incorrect Santrax ID Once this unknown attendant is identified and corrected this visit will then match up with the original scheduled visit line and Memo Code 02 for Invalid ID PCA Verified should be selected BPY Client CALD JOE Provider FVV User Guide Page 22 of 30 Prop
16. and the date and time they were registered FVV Call Listing Report Displays client and employee information for all calls made using FVV values FVV Registrations Report Displays the serial number client information registration date and deactivation date for a date range Provider FVV User Guide Page 26 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide Running the FVV Assignment Report 1 Step 1 To view the FVV Assignment Report select Daily from the green menu bar at the top of the page Date Range Exports Export Maintenance Start Dashboard New Visit Maintenance 2 Steps 2 3 and4 Step 2 Check the box next to the FVV Assignment Report Step 3 Choose the time and date range for the report Step 4 Then select OK to view the report ie viii oc ga v O ASCII Format C Daily Call Listing t O S v C No Show kel eed v C Unknown Client Last transfer files received 11 06 2009 16 43 g v Last transfer files processed 04 19 2011 12 46 completed 1 Unknown Attn Emp Last reject files processed C Unscheduled Visit LJ Packaged by Supervisor DO d C Master Schedule Saeg for C Clients x Supervisor Chent v C Attendant EMPLOYEEs Geste C Daily Call Summary Z Employee y SSC FVV Assignment Report Select All Clear All 00 00 Date To Time 4 f
17. by using the pre paid envelope provided DADS staff will monitor to ensure that the device remains in the individual s home The attendant must wait at least 15 minutes after the visit to call into Santrax with their FVV Values The attendant must call into Santrax with their FVV Values within seven days of the visit time Provider FVV User Guide Page 13 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES Provider Fixed Visit Verification FVV User Guide 6 Sandat FVV Device Installation FVV Device Distribution Sandata will ship the approved FVV Device Starter Kit to the provider Upon receiving this Starter Kit there are a few things the provider will need to do Conduct training with the attendants providing services using the FVV Device The training materials include The FVV Device Users Guide available at http www dads state tx us evv Training Materials available at http www dads state tx us evv The FVV Call Reference Guide Included in Starter Kit Instruct your staff to provide the individual receiving services with the Individual FVV Device Letter and to use the Attendant FVV Device Letter when explaining and installing the FVV Device in the individual s home Encourage them to use the double sided adhesive tape provided to install the FVV Device in the location the individual chooses Begin using the FVV Device to verify v
18. d to as an Unmatched Client Phone ID The agency should work with the attendant to determine the reason for the missing FVV values and resolve in Visit Maintenance by adjusting pay hours accordingly Use the appropriate memo code s to document the reason for the correction Providers should note actual hours worked in the free text field for example 10 05AM 10 55AM When the FVV values are not entered at the time of the call the time of the call not the Provider FVV User Guide Page 25 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide Missing FVV Device Data Correcting Pay Hours 3 Ways There are three ways to adjust the Pay hours in Visit Maintenance If the Pay hours should equal the scheduled hours click the check box next to the Pay column If the Pay hours are different than the scheduled hours click once on the Pay Hrs box and type the desired hours If less than 10 hours enter a zero first To accept the Pay hours shown simply double click the pay box Remember to add a Memo Code to give the reason for the correction Manually corrected hours will appear bolded Running FVV Reports FVV Related Reports Here are the new reports related to FVV and a description of the content for each report FVV Assignment Report Displays the client the FVV Device serial numbers
19. dance with applicable law Use of Medicaid ID as Client ID Individuals Client IDs are used by attendants as part of the FVV Call Process DADS is aware that based on initial instruction providers may have used individuals Medicaid IDs as Santrax Client IDs Since the Client ID will need to be shared with attendants and used as part of the FVV Call Process DADS has determined that the Medicaid ID should NOT be used as the Client ID for individuals that receive an FVV Device If you need to change Client IDs for your agency please contact the toll free Sandata Customer Care line at 855 781 2079 for further instructions Requesting an FVV Device Why Request an FVV Device Request an FVV device if an individual receiving services has no landline home telephone or prefers not to allow the attendant use of their landline home telephone Do not request FVV Devices e for individuals that allow use of their landline home telephone e for individuals that receive less than one visit per week e if you have not yet completed training Provider FVV User Guide Page 6 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide Individuals using EVV without Telephones Reminder Individuals using EVV without landline home telephones or who prefer not to allow use of their telephones must have
20. e ee ee ee ed ed ee ee AA GE EE Ge 28 VIEWING THE FVV CALL LISTING REPORT uses sesse ooo ees eed ees se see ee ee ee ede ee ee ede dee ee ee ed ed ee ee ee EE Ee 29 RUNNING THE FVV REGISTRATIONS REPORT sesse se ee ee esse sees sesse ses ss ee ede ee ee ee ede ee ee ee ee ee dd ede ee ee eed GE EE Ee 29 VIEWING THE FVV REGISTRATIONS REPORT sesse ese ee sees sees esse see ee ee ee ed ee ee ee ee ede ee ee ee ee ee ee ed ee ee ee Ee 30 Provider FVV User Guide Page 3 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide Introduction Electronic Visit Verification EVV and the Fixed Visit Verification FVV Device The Texas Department of Aging and Disability Services DADS has contracted with Sandata Technologies LLC Sandata to provide the EVV Santrax system to ensure individuals receive services as approved by DADS For EVV attendants are required to make calls from the individual s landline home telephone to verify that services have been provided However not all individuals have a landline home telephone or want to let their attendants use their landline home telephone Sandata has developed an FVV Device for individuals that do not have a landline home telephone available for EVV calls The FVV Device supports automatic visit verification without the use of the individual s home phone
21. ese ee ee ee ee ee ee 13 EV VY DEVICE REMINDER EE 13 FVV DEVICE INSTAT TA NN 14 PV V DEVICE DII TRIBUTON EE OE EE ON 14 ATTENDANT FVV DEVICE INSTALLATION sesse sesse ee se see ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 15 INDIVIDUAL FVV REMINDERS iese ees ese ee ese ee ese ee ee ee ee ee ee ee ee ee ee Re ee ee ee ee ee ee ee ee 15 EE eege 16 PVY CALLING INSTRUC TIONS sos see Sessies ses see Ge be sees n eN EE EE Ge se EG se ees ee 16 PREPARING TO USE THE FVV ARIAUe sesse sesse ss ss ss ss ss ss ss se se ss se es ss es 16 PYN C HINGS TRUE eege heeten 16 MAKINGASANTRAX FVV CALD oe ee reer ee ei ee reer ee De ED er ee ere ee De ee OG eee eee 17 TROUBLESHOOTING FVV CALL INVALID CLIENT H 19 Provider FVV User Guide Page 2 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 Provider Fixed Visit Verification FVV User Guide TECHNOLOGIES TROUBLESHOOTING FVV CALL INCORRECT FVV VALUES iese see ee ee ee ee ee ee ese ee ee ee ee ee ee ee ee dee ee ee dees ee ee ee 19 TROUBLESHOOTING FVV CALL NO FVV VALUES INPUT esse sesse see ee ee ee ee ee ese ee ee ee ee ee ee ee ee ee ee ee eed ee ee ee ee 20 FVV CALLS IN SANTRAX VISIT MAINTENANCE 6 ccssssssssccccccccsssssssccccccccessscecs 20 IT SOE od RE N ER EE 20 FVV WHAT TO EXPECT IN SANTRAX VISIT MAINTENANCHR ees esse sesse ees ee se ee ees ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 20 FVV WHAT TO EXPECT IN S
22. hing rules to automatically associate the FVV values with the correct visit and no visit maintenance is required If the matching rules do not determine a match you will need to resolve any missing or unmatched call information in Visit Maintenance Note Attendants should try to avoid this making more than one call to enter the FVV values FVV Call Incorrect FVV Values In the FVV call process after entering the Client ID correctly the attendant will be prompted to enter the first FVV number Enter the first visit verification number This is the first number obtained from the FVV Device when the attendant arrived at the individual s home and will represent the time in if the FVV number is entered incorrectly the attendant will hear the following prompt Invalid visit verification number please try again The attendant should re enter the correct FVV number and they will be prompted to continue the FVV call If the attendant does not successfully enter the correct FVV Number they should hang up and contact their agency to correct the visit using Visit Maintenance Provider FVV User Guide Page 24 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide Visit Maintenance Missing Call Out When a call was made to enter FVV values but the attendant entered the second FVV value incorrectly
23. if you forget to select a Region you will get the following error at the top of the page A region must be selected before continuing INSTRUCTIONS This is an application for the use of a Fixed Visit Verification FVV device In order to receive an FVV device you are required to complete this form Issuance of FVV devices are subject to the approval of the State of Texas Department of Aging and Disability Services DADS All forms must be submitted to Sandata Technologies LLC Contractor FVV devices should not be requested until training has been completed and the individual is entered into Santrax Please do not move forward in filling out this form unless these tasks have been completed Provider FVV User Guide Page 10 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide The FVV Starter Kit What is in the FVV Starter Kit Once a request has been approved within five business days the FVV Starter Kit will be mailed to the provider The FVV Starter Kit will include everything needed to get started with the FVV Device Contents of the FVV Starter Kit for Providers The FVV Device Double sided tape for installation A copy of the approved FVV request Individual FVV Device Introduction Letter The FVV Call Reference Guide which instructs the attendant on how to make FVV calls
24. isits immediately after installation File the Approved FVV Request Form in your records Provider FVV User Guide Page 14 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES Provider Fixed Visit Verification FVV User Guide Attendant FVV Device Installation Providers are responsible for assisting the individual with the installation of the device in the home in a location the individual chooses Please provide the individual the information below The Individual FVV Device Letter provided by your agency See the sample script for use in discussing the device with the individual DADS has approved an FVV Device to be put in the individual s home because the individual does not have a phone available or prefers not to allow use of the phone for visit verification The attendant will use the FVV Device to document when they arrive and leave for each visit Work with the individual to decide where to put the FVV Device by doing the following Remind the individual that it is his her choice where the FVV Device is placed in the home Recommend it be attached using the tape provided so that it does not get lost Do not use tape if they refuse Assist the individual with installing the device Inform your agency when installation has been completed and where the FVV Device is located Individual FVV Reminders Remind the individual of the following The FVV
25. ll into Santrax Call into Santrax within seven days of the visit time Making a Santrax FVV Call 1 Dial one of the toll free numbers assigned to your provider agency The Santrax system will say Welcome please enter your Santrax ID If you are experiencing difficulties with the primary toll free number please utilize the secondary toll free number 2 Press the numbers of your Santrax ID on the touch tone phone You also have the option to speak your Santrax ID slowly and clearly one digit at a time When entered Santrax will say Received at TIME Press the star key to enter visit verification numbers or pound to continue This is your FVV value prompt 3 Press the star key Santrax will say Please enter first Client ID 4 Enter the Client ID Santrax will say Please enter your first visit verification number or press the pound key to continue 5 Enter the first visit verification number This is the first six digit number you obtained from the FVV Device when you arrived at the individual s home and will represent your time in call Provider FVV User Guide Page 17 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 6 Sandata Provider Fixed Visit Verification FVV User Guide When the visit verification number is entered Santrax will confirm it by saying The first visit verification value is DATE TIME If this is incorrec
26. rdingly Use the appropriate memo code s to document the reason for the correction Providers should note actual hours worked in the free text field for example 08 09AM 08 34AM When the Client ID is entered incorrectly or not at all the time of the call not the time of the visit appears in Call Start Date _ Sch Start Sch End Sch Hrs Call Start Call End Act Hrs Pay Hrs Provider FVV User Guide Page 23 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide Visit Maintenance Unknown Client and Employee In the example below both the client and employee are unknown The provider should determine which attendant placed the call and work with the attendant to determine the reason for the unknown client employee and resolve accordingly and then correct the unknown client employee and adjust pay hours Use the appropriate memo code s to document the reason for the correction The number displayed in the Client field is the number from which the call was placed This number may or may not be associated with the attendant When the Client ID is entered incorrectly or not at all the time of the call not the time of the visit appears in Call Start Visit Maintenance Multiple FVV Calls If FVV values were entered for the same visit on different calls Santrax will apply visit matc
27. re all staff follow the FVV process FVV What to expect in Santrax Visit Maintenance During the FVV call process errors can occur These errors are corrected using Visit Maintenance The Santrax Visit Maintenance module allows for editing visit information by designated users This is covered in detail in the Santrax user manual via the DADS EVV site at http www dads state tx us evv training htm NOTE It is important to review Visit Maintenance on a daily basis If corrections need to be made Sandata recommends waiting until the following day Provider FVV User Guide Page 20 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 Provider Fixed Visit Verification FVV User Guide FVV What to Expect in Santrax Visit Maintenance Sandata TECHNOLOGIES When a Santrax call is received in which an FVV value has been entered an FVV Call icon is displayed in the view column in Santrax Visit Maintenance This icon appears as a green box with a light green button icon inside Additionally the blue FVV icon is present to the left of all individuals that have an FVV device registered to them sa From t0202 mal View Selected Visit Type Ciert Ad vk aa Exception Types Ese Teys El tape Visit Maintenance Weg Nov 30 12 38 47 O a Vets Select Visits Create Schedule Delete Visit Undo Total Visits t Sch ted Sch hire St 4 d d f D Client ha
28. ress and release either button on the FVV Device and write down the 1st six digit visit verification number displayed on the FVV Device s screen Note the date and time the button was pushed Upon Departure At the end of the visit press and release either button on the FVV Device and write down the 2nd six digit visit verification number displayed on the FVV Device s screen Note the date and time the button was pushed NOTE If you need to see the number again you may press and release the button one more time to display the reading Do not hold the button down always press and release FVV calls can be made from any available telephone with the exception of the individual s landline telephone Provider FVV User Guide Page 16 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 6 Sandata Provider Fixed Visit Verification FVV User Guide Before calling into Santrax make sure you have the following information Your Santrax ID The individual s ID Client ID in Santrax 1st visit verification number date and time of arrival obtained at the beginning of the visit 2nd visit verification number date and time of departure obtained at the end of the visit Once you have this information and the visit is complete you are ready to call into Santrax Wait at least 15 minutes after you receive the second Visit Verification number at the end of your visit to ca
29. rietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandat Provider Fixed Visit Verification FVV User Guide FVV Call Invalid Client ID In the FVV call process after pressing the star key to indicate an FVV call the attendant will be prompted to enter the Client s ID Please enter first Client ID If the Client ID is entered incorrectly the attendant will hear the following prompt No FVV registered please re enter the Client ID or press the pound key to continue The attendant should re enter the correct Client ID and will be prompted to continue the FVV call If the Client ID is not accepted after repeated attempts the attendant should hang up contact their agency for the correct Client ID and try the call again Visit Maintenance Unknown Invalid Client Below is an example of an incorrect Client ID FVV call in Visit Maintenance The attempted call will appear as an unknown client exception with no FVV icon displayed If the attendant followed the proper procedure for correcting the invalid Client ID by calling the provider for the correct client ID and retrying the call a secondary visit with correct information will appear in Visit Maintenance If the attendant did not follow proper procedure the provider should work with the attendant to determine the reason for the unknown client and resolve by updating the Client ID and adjusting pay hours acco
30. rs Order Review Exit Last Name Status All EN Serial Number First Name DADS Number Tracking Number Client ID D Search Provider FVV User Guide Page 8 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 Sandata Provider Fixed Visit Verification FVV User Guide EG Here 4 Complete the FVV Order Form Sandata Fixed Visit Verification FVV Device Reguest Form INSTRUCTIONS This is an application for the use of a Fixed Visit Verification FVV device In order to receive an FVV device you are reguired to complete this form Issuance of FVV devices are subject to the approval of the State of Texas Department of Aging and Disability Services DADS All forms must be submitted to Sandata Technologies LLC Contractor FVV devices should not be requested until training has been completed and the individual is entered into Santrax Please do not move forward in filling out this form unless these tasks have been completed 1 Type of Request Initial Replacement 2 Requestor Provider CDSA 3 Individual Receiving Services Select 4 Provider or Consumer Directed Service Agency CDSA Requesting FVV First Name Papa Provider CDSA Texas EVV Pilot CDSA Training Last Name Bear Contact First Name Greg DADS ID Number 919293949 Contact Last Name Peters Contract Number 07051991 Email Address gpeters dadsagency com Phone Number 555
31. s a Registered FVV B Faw call FVV Call Attempt Highlight Colors S Exceptions Multiple clients with the same phone BB duty free schedule Ei Visit created manually Tasks exist for a visit Icons Missing Reason Code Fw call FVV Call Attempt Client has a Registered FVV If an FVV Call icon is clicked a description of the call will appear in a pop up It includes The first and second visit verification numbers FVV Values The call in time and call out time The Caller and Client Individual associated with the call Any interim calls calls that occurred between the call in and the final call out Fixed Visit Verification FVV Caller A MARIA Client B DORA Call Received 5 4 2011 7 02 11 PM Calculated Date Time S 3 2011 7 42 32 AM S 3 2011 8 21 32 AM Visit Maintenance Process If FVV Device visits have missing information or there are errors in the information the provider will need to fill in the missing information or make corrections using Visit Maintenance This is the same process that is used for missing or incorrect information in landline home telephone calls Examples of missing or errors in information include Client ID is entered incorrectly Employee ID is entered incorrectly Multiple FVV calls Client ID and Employee ID are both entered incorrectly FVV Device In or Out values are entered incorrectly Provider FVV User Guide Proprietary and Confidential Copyright 2014
32. t press 1 to retry or press the pound key to continue NOTE Listen to verify that the date and time provided coordinate with the date and time the button on the device was pushed If they don t match an incorrect visit verification number may have been entered Press 1 to re enter the number If re entering the number does not create a match contact your supervisor Do not attempt to call into the system again for this call 6 Press the key to continue Santrax will say Please enter your second visit verification number or press pound to continue 7 Enter the second visit verification number This is the six digit number you obtained from the FVV Device at the end of the visit It will represent your time out call When the visit verification number is entered Santrax will confirm it by saying The second visit verification value is DATE TIME If this is incorrect press 1 to retry or press the pound key to continue NOTE Listen to verify that the date and time provided coordinate with the date and time the button on the device was pushed If they don t match an incorrect visit verification number may have been entered Press 1 to re enter the number If re entering the number does not create a match contact your supervisor 8 Hang up after Santrax confirms the second visit verification number Provider FVV User Guide Page 18 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies L
33. the Call End time is not recognized as valid and now the actual pay hours must be manually entered Memo Code 06 for Attendant failed to call in out individual verified attendant worked hours as entered should be selected Providers should note actual hours worked in the free text field for example 10 09AM 10 34AM FVV Call No FVV Values Input In the FVV call process after entering the Client ID correctly the attendant will be prompted to enter the first FVV number Enter the first visit verification number This is the first number obtained from the FVV Device when the attendant arrived at the individual s home and will represent their time in If the attendant does not enter both FVV numbers they will hear the following prompt You have not entered any visit verification numbers press 1 to return or press the key to continue The attendant should enter the FVV numbers if known and they will be prompted to continue the FVV call If the attendant does not know or has not successfully entered the FVV numbers they should hang up and contact their agency to correct the visit using Visit Maintenance Visit Maintenance No FVV Values Input When a call was made to enter FVV values but the attendant did not enter any values the Call Start time will be clearly flagged in pink to indicate the call did not originate from the individual s home phone and there will be no FVV symbol on the visit line This exception is referre
34. their Santrax phone number field filled as 999 999 9999 For additional information please see the EVV training materials available in the training section of the DADS EVV website The FVV Request Process 1 Log in to Santrax A Goto www Sandata com G Sandata OUR PLATFORM SOLUTIONS FOR RESOURCES ABOUT CONTACTUS OUTCOMES ayers Providers and 9 j Gm z A H B Click Login G Sandata OUR PLATFORM SOLUTIONS FOR RESOURCES ABOUT D e C Click Santrax Login OUR PLATFORM SOLUTIONS FOR RESOURCES ABOUT CONTACT US f in EI Customer Portal Logins Access your Sandata applications Archive Login HC Plus Login VividNet Login Provider FVV User Guide Page 7 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide D Enter your Agency Username and Password information then click OK TECHNOLOGIES 6 Sandala Sign in to your account Enter Agency Enter User Enter Password Start New Visit Fixed Visit Verification Data Eben Dashboard Maintenance Gas Santrax Documentation Santrax Training Video Transfer Feature Management Security Broadcast oe Maintenance PDF Format ASCII Format Sort Options Daily Call Listing I No Show 3 Click the Order button ei sSonira r TELEPHONY Review Orde
35. yes how many times 14 Acknowledgement Requestor Name First Name Greg Last Name Peters v By checking this box hereby verify that the information provided is accurate and certify that am authorized to submit this request Please check one of the following to confirm your FVV request Print a copy of the generated request form Please ensure any popup blockers you may have are disabled Email a copy of the generated request form to the following address gpeters dadsagency com Provider FVV User Guide Page 9 of 30 Proprietary and Confidential Copyright 2014 Sandata Technologies LLC All rights reserved 01 30 14 TECHNOLOGIES 6 Sandata Provider Fixed Visit Verification FVV User Guide 5 Click Submit Request Choose a confirmation method before submitting your request You can choose one or both options When choosing to have the generated request form emailed to you be sure to enter your email address in the text field provided Please check one of the following to confirm your FVV request C Printa copy of the generated request form Please ensure any popup blockers you may have are disabled Email a copy of the generated request form to the following address NOTE If you do not complete all the required form fields correctly your form will not be submitted and you will be asked to correct the errors on the form before re submitting For Example
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