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EVV Proprietary Systems

An Electronic Visit Verification (EVV) proprietary system is an HHSC-approved EVV system.

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EVV Proprietary Systems

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An Electronic Visit Verification (EVV) proprietary system is an HHSC-approved system that a program provider or financial management services agency (FMSA) may decide to use instead of the state-provided EVV vendor system and:

  • Is purchased or developed by a program provider or an FMSA.
  • Is used to exchange EVV data with the EVV Aggregator.
  • Complies with HHSC EVV Policy as it relates to EVV proprietary systems.
  • Complies with HHSC EVV Business Rules for proprietary systems.
  • Complies with the requirements of Texas Government Code Section 531.024172 or its successors.

An EVV Proprietary System Operator (PSO) is a program provider or FMSA that is approved to operate an EVV proprietary system.

Refer to the EVV Policy Handbook, including Section 5000, for more information.

EVV PSO Onboarding Process

Step 1: Submit a Request Form

Program providers and FMSAs must complete, sign, and submit the EVV Proprietary System Request Form located in the EVV Portal to start the PSO onboarding process. 

Note: EVV Portal access is required to submit a request form. Refer to the Accessing the EVV Portal for Program Providers and FMSAs job aid for more information. Request forms that are emailed to HHSC or TMHP will not be accepted.

When the request form is successfully submitted, program providers and FMSAs will receive a confirmation number (Request Form ID) and a confirmation date and time (Request Form Submission Date and Time).

Note: The submission of a request form does not guarantee an assignment to a PSO Operational Readiness Review (ORR) session. TMHP will review the submitted request forms and PSO ORR session requirements and notify program providers and FMSAs of their assignment status.

EVV PSO Onboarding Paths

On the request form, program providers and FMSAs must select an onboarding path based on the EVV system they have chosen:

  • The standard path is for requesting approval to use an EVV system that was not previously approved by HHSC.
  • The expedited path is for requesting approval to use an existing operational EVV system that HHSC previously approved.
    • Important: Program providers and FMSAs must contact the selected proprietary system vendor and confirm their availability to participate in an expedited path before submitting the request form.
    • Note: The EVV Proprietary Systems Approved by HHSC document lists the approved EVV proprietary systems for expedited onboarding.

Step 2: Complete the ORR Session

TMHP will assign an ORR session after reviewing the submitted request form. The ORR session is a validation process to determine approval for a PSO. ORR sessions are assigned after the request form is successfully submitted and does not require any additional revisions. Depending on availability, the program provider or FMSA may be added to a waitlist for the next open ORR session.

Note: TMHP may reach out to the program provider or FMSA for additional questions about the request form before assigning the ORR session.

EVV ORR Sessions

The following PSO Onboarding Process Overview and Timeline documents outline the steps and required timeframes for a program provider or FMSA to onboard their proprietary system in the Texas EVV operating environment managed by HHSC and TMHP.

PSO Onboarding Standard Process Overview and Timeline

PSO Onboarding Expedited Process Overview and Timeline

Providers will be contacted when they have been assigned to a Session. Session assignment is based on the final submission date of the Completed Request Form and availability of session slots.

If you have previously submitted a validated EVV Proprietary System (PS) Request Form and have received an invitation to participate in a scheduled Operational Readiness Review (ORR) session from TMHP, then you are not required to submit an additional form.

Here is the high-level schedule for the 2024 PSO Onboarding:

SessionPlanning Meeting DateORR Start DateSession Approval Date
2024-1: ExpeditedFeb. 5, 2024Feb. 19, 2024Mar. 8, 2024
2024-2: ExpeditedApr. 29, 2024May 6, 2024Jun. 3, 2024
2024-3: StandardMay 20, 2024Jun. 3, 2024Jul. 18, 2024
2024-4: ExpeditedAug. 12, 2024Aug. 19, 2024Sept. 24, 2024
2024-5: StandardSept. 2, 2024Sept. 16, 2024Oct. 30, 2024

Note: Please note that TMHP has a limited number of slots based on the available capacity and the schedule is subject to change.

A program provider or FMSA must have a developed and compliant proprietary system that meets all HHSC requirements by the ORR begin date.

Visit the PSO Business Rules to learn more about the compliance standards for proprietary systems in the Texas Medicaid EVV Program.

EVV Proprietary System Maintenance

Approved PSOs are fully responsible for the ongoing maintenance and compliance of the EVV proprietary system.

The PSO may not make changes to its approved EVV proprietary system that conflict with any state-defined EVV standards and requirements. The PSO must inform HHSC within two business days of discovery if the PSO is not compliant with any state-defined standards and requirements.

HHSC may periodically change or update EVV standards, policies, and requirements, including the HHSC EVV Business Rules for Proprietary Systems. HHSC will notify the PSO of updates to standards and requirements. When new standards or requirements occur, the PSO is responsible for making updates to the EVV proprietary system and securing HHSC approval.

HHSC will allow the PSO 90 calendar days to make the modifications necessary to comply with updated standards and requirements unless otherwise instructed by HHSC. If HHSC requires an emergency system or policy change, HHSC and the PSO will mutually agree on an earlier effective date.

The PSO must notify HHSC of any planned system changes that may alter a component of the system that was tested, demonstrated, or documented during the ORR. Based on the nature of the change, HHSC may require approval prior to the PSO implementing the change.

For any system changes that HHSC requires or approves, HHSC will specify the ORR steps that the PSO must complete prior to deployment.

TMHP will assist the PSO in resolving production problems in their EVV proprietary system that are related to data exchange with the EVV Aggregator as needed.