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Electronic Visit Verification (EVV)

Electronic Visit Verification (EVV) electronically verifies that service visits occur and documents the date and time service delivery begins and ends.

EVV Proprietary Systems

Last updated on 8/12/2020

IMPORTANT: TMHP is not currently accepting EVV Proprietary System Request Forms or requests to use an EVV proprietary system. Please refer to the article titled EVV Proprietary Systems: New Approval Process Coming Soon,” which was posted on May 6, 2020. This page will be updated when new requests are allowed.

An EVV proprietary system is an HHSC-approved EVV system that a program provider or financial management services agency (FMSA) may opt to use, instead of an EVV vendor system from the state vendor pool, that:

  • Is purchased or developed by the program provider or FMSA;
  • Is used to exchange EVV information with the EVV Aggregator;
  • Complies with the requirements of Texas Government Code §531.024172; and
  • Complies with all HHSC EVV standards, rules and reporting requirements.

An EVV proprietary system operator (PSO) is a program provider or FMSA that selects to use an EVV system to meet HHSC EVV requirements and completes the EVV Proprietary System Request Form to initiate the proprietary system onboarding process.

There are two options for program providers and FMSAs to comply with the requirement to use an EVV system. Click here to open the EVV Proprietary System Infographic.

Option 1: State EVV Vendor Pool

Program providers and FMSAs can choose to use an EVV vendor system from the state EVV vendor pool, managed by the Texas Medicaid & Healthcare Partnership (TMHP). TMHP contracts with EVV vendors to provide EVV systems to program providers and FMSAs at no cost to the user. Information about each vendor is available on the EVV Vendors page of this website.

Once a vendor is selected, program providers and FMSAs can begin the onboarding process by completing and submitting an EVV Provider Onboarding Form. Onboarding forms are available on each EVV vendor’s website.

Option 2: EVV Proprietary System

Program providers and FMSAs may choose to seek HHSC approval to use an EVV proprietary system. Proprietary systems must meet the requirements as listed in the HHSC Electronic Visit Verification Proprietary Systems Policy and must follow all HHSC EVV policy requirements.

Program providers or FMSAs will be responsible for their EVV proprietary system meeting all provisions of state and federal laws, rules, regulations, policies, and guidelines, including the requirements of Section 531.024172(g) of the Texas Government Code and all other EVV requirements.

Vendors and program providers/FMSAs should use the EVV Data Transfer Guide to transfer data between vendors, vendors and PSOs, and PSOs and PSOs.

HHSC EVV Business Rules for Proprietary Systems

The Proprietary System Operator is responsible for ensuring their EVV proprietary system complies with the HHSC EVV Business Rules for Proprietary Systems.

The Business Rules document refers to several appendices that can be accessed through the links in the document or accessed directly below:

Appendix C – EVV Visit Transaction File (256.25 KB) Effective Date: 1/31/2020
Appendix D – EVV Master Provider Web Service (281.34 KB) Effective Date: 1/31/2020
Appendix E – x12 270/271 (Long-Term Care) (647.28 KB) Effective Date: December 2016
Appendix E – x12 270/271 (Acute Care) (560.79 KB) Effective Date: 1/10/2018
Appendix F – EVV Prior Authorization File (245.27 KB) Effective Date: 1/31/2020
Appendix G – EVV Standard Reports (523.89 KB) Effective Date: 6/25//2020
Appendix H – Mobile Method Community Locations (172.64 KB) Effective Date: 1/31/2020
Appendix I – Texas-EVV Specific Terms (183.76 KB) Effective Date: 1/31/2020
Appendix J – Payer Plan Code Web Service (277.28 KB) Effective Date: 1/31/2020
Appendix K – EVV Visit Data Layout Edits Crosswalk (1.67 MB) Effective Date: 6/1/2020

To view archived appendices, click here.

EVV Proprietary System Request Form

The EVV Proprietary System Request Form must be completed to indicate the program provider or FMSA has made the decision to operate a proprietary system for EVV in Texas. The program provider or FMSA must complete, sign, and submit the EVV Proprietary System Request Form to TMHP.

Submitting the EVV Proprietary System Request Form will initiate the planning phase of the Proprietary System Operator onboarding process (see the information below in the EVV Proprietary System Operator Onboarding Process section for the steps needed to become a PSO).

EVV Proprietary System Operator (PSO) Onboarding Process

The Proprietary System Operator Onboarding Process outlines the steps required by a PSO to onboard their proprietary system in the Texas EVV operating environment, including the steps necessary to demonstrate compliance with HHSC EVV Business Rules and the time frames for each phase in the PSO onboarding process.

The Proprietary System Operator Onboarding Process refers to several documents that can be accessed through the links in the document or accessed directly below:

PSO Onboarding Process Overview (210.45 KB) Effective Date: 2/17/2020
PSO Detailed Questionnaire (270.16 KB) Effective Date: 2/17/2020
PSO Onboarding Project Plan (217.42 KB) Effective Date: 2/17/2020
PSO Monthly Progress Report (274.13 KB) Effective Date: 2/17/2020
EVV Proprietary System Compliance Method - Documentation (864.41 KB) Effective Date: 6/23/2020
EVV Proprietary System Compliance Method - Demonstration (190.68 KB) Effective Date: 7/20/2020
PSO EVV Test Scenarios (162.82 KB) Effective Date: 7/23/2020
EVV PS Readiness Review Overview Summary-Template (88.16 KB) Effective Date: 2/17/2020

To view archived PSO Onboarding Process documents, click here.

For questions, please send an email to TMHP at EVV@tmhp.com.