Colorado: Configure EVV Aggregation

HHAeXchange is certified by the Colorado Department of Health Care Policy & Financing (CO HCPF) to submit Electronic Visit Verification (EVV) data on behalf of providers who offer Personal Care Services (PCS) and/or Home Health Care Services (HHCS). Providers must ensure that visits are recorded in the aggregator.

Listed below are the Colorado Department of Health Care Policy & Financing (CO HCPF) visit aggregation requirements:

  • PCS visits recorded via aggregation (effective 02/01/2022)

  • HHCS visits recorded via aggregation (effective 02/01/2022)

Providers must complete the steps below to configure HHAeXchange for EVV Aggregation. Failure to comply may result in no data sent to the aggregator. To configure EVV Aggregation,

  1. Go to Admin > Contract Setup > New Contract to create a contract.

    Note: Skip this step if a contract already exists in the system.

  2. Select the appropriate Contract Type value:

    COHCPF-HCPF or COHCPF-CDASS

    Contract Type Configuration
    Contract Type

    Payer Program/Waiver Name
    COHCPF-HCPF

    Health Care Policy & Financing
    COHCPF-CDASS

    Health Care Policy & Financing Consumer directed services

  3. If Contract Type is not found, go to Admin > Reference Table Management > Contract Type.

    Refer to the Reference Table Management topic for steps on how to add a Contract Type.

  4. Go to Admin > Reference Table Management > Contract Service Code to enter a valid Service Code in the HCPCS field.

    Repeat this step for each contract. Refer to the Reference Table Management topic for steps on how to add a Contract Service Code.

  5. Contract Service Code Configuration  
    Contract Type

    Applicable [HCPCS Export Codes]

    and Modifiers
    COHCPF-HCPF

    BHSVC

    HMKR

    IHSS

    PRSNL

    RSPT

    LST

    HHNUR

    HHBAS

    HHPT

    HHOT

    HHSLT

    PDRN

    HSPH

    HSPIP

    PEDPC

    PEDBT

    PT

    OT

    DME
    COHCPF-CDASS

    CDASS

    SLSHM

    		  

    If a HCPCS code is associated to an incorrect Contract Type, then the EVV visit data associated to the HCPCS code is not sent to the aggregator. Only the confirmed visits associated to the In-Scope Services Codes with the correct Contract Type are aggregated.

  6. Go to Admin > Reference Table Management > Visit Edit Reason to configure the valid Reason Codes.

    Refer to the Reference Table Management topic for steps on how to add Reason Codes.

    Reason Code Description Note Required?
    1 Member Santrax ID/Medicaid ID not entered. No
    2 Staff forgot to clock in/clock out. No
    3 Wrong service selected. No
    4 Wrong member selected. No
    5 Service not selected. No
    6 Member not home. No
    7 Member refused services. No
    8 Cell phone not charged. No
    9 Sandata mobile application problems. No
    10 No cell coverage. No
    11 TVV - Phone disconnected. No
    12 TVV - Phone in use by Member/family. No
    13 TVV – Client Known – Called from phone number not associated with client. No
    14 Other. No
    15 Location captured by MVV/TVV incorrect. Required Note must designate the client’s location (e.g. 123 Main Street Denver, CO 80203). Yes
    16 Manual entry of EVV. Required Note must designate the client’s location (e.g. 123 Main Street Denver, CO 80203). Yes

    A default value of Other is exported with the visit when the Reason Code differs from the table above.

  7. Review all Member profiles to ensure that the Member details are entered correctly.

    Members are identified by First Name, Last Name, , and Medicaid ID. Member Medicaid IDs must be entered in the Member Profile > Medicaid ID field. Medicaid ID must be 1 alpha character followed by 6-digits.

  8. Review all Caregiver profiles to ensure that the Caregiver details are entered correctly.

    Caregivers are identified by First Name, Last Name, Last 5-digits of the Social Security Number (SSN). Providers can enter the full 9-digit SSN or the last 5-digits using the following format: 000-0X-XXXX.

    Member and Caregiver names can consist of alpha letters, hyphens, periods, and apostrophes. All other special characters cause the record to reject.

  9. Open a support case to set up the Colorado EVV aggregation interface. If you already have an existing Support Case open, let your agent know through the existing case.

    Once confirmation is received, go to the Colorado State Aggregation Report topic to review exported EVV data.