Maine: Configure EVV Aggregation

Complete the Maine DHHS Alternate EVV New Provider Registration Form (Page 1 of 2) to inform the state aggregator of the decision to use AltEVV. Refer to the following AltEVV/3rd Party Vendor Selection and Information table for Vendor Information to be added to the form.

Complete the following steps in HHAeXchange to create a contract.

1. Navigate to Admin > Contract Setup > New Contract.

   Skip this step if the contract already exists in HHAeXchange.

2. Complete the required fields.

   • For the NPI Number field: enter the appropriate NPI for each Contract or Office. Providers are identified by their 10-digit National Provider ID (NPI) in the state aggregator. Providers can be configured at the Contract or Office level. If your agency will be using a unique Provider Identifier per payer/contract, complete the Contract Configuration steps in the General Tab for Admin Contract Setup topic. If your agency will be using a unique Provider Identifier per office, and all respective contracts in that office will use the same Provider Identifier, complete the Office Configuration steps in the Set Up or Edit a New Office > General* topic.

   

   • For the Contract Type field: select the appropriate contract type. Refer to the General Tab for Admin Contract Setup topic for steps on adding the Contract Type to a Contract. Refer to the Contract Type Configuration table below to view a full list of Contract Payers and Programs.

     If a Contract Type is not found in HHAeXchange, go to Admin > Contract Setup > Contract Type. Refer to the Reference Table Management topic for steps on how to add a Contract Type.

     Contract Type Configuration
     Contract Type	Payer Program/Waiver Name
     MEDHHS-18	Brain Injury Waiver
     MEDHHS-19	HCBS Elders & Adults with Disabilities Waiver
     MEDHHS-20	HCBS for Adults with Other Related Conditions
     MEDHHS-21	HCBS for Members with Intellectual Disabilities
     MEDHHS-28	Rehab & Community Support Services for Children
     MEDHHS-29	Support Services for Adults with Intellectual Disabilities
     MEDHHS-40	Home Health Services
     MEDHHS-43	Hospice
     MEDHHS-96	PDN & Personal Care Srvs

   • Select the Save button.

Go to Admin > Reference Table Management and select Contract Service Code. Select the View button, select the contract link, and enter a valid Service Code in the HCPCS Code field. Repeat this step for each contract. Refer to the Maine Contract Service Code Configuration table on this page for a full list of valid/in-scope Service Codes. For steps on adding a Contract Service Code and HCPCS Code, refer to the following video on the Reference Table Management page:

• How to Create a Service Code

If a HCPCS Code is associated with an incorrect Contract Type, then the EVV visit data associated with the HCPCS Code is not sent to the aggregator. Only the confirmed visits associated with the below valid/in-scope Service Codes and the correct Contract Type are sent to the aggregator.

Navigate to Admin > Reference Table Management and select Visit Edit Reason to configure the valid Reason Codes. Select the View button, select the reason ID link, then enter the Reason Code.

A default value of ‘Other’ is exported with the visit when the Reason Code differs from the reasons in the Visit Edit Reason Codes table below. Excessive use of the Reason ‘Other’ can result in potential compliance issues and/or audit.

Review all Member Profiles and ensure the Member details are entered correctly. Members must be identified by first name, last name, and Medicaid ID. Member Medicaid IDs must be entered in the Member’s Profile in the Medicaid Number field. Medicaid ID must be a 9 characters long, including letters and numbers and leading zeros. A Member address is also a required.

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

Review all Caregiver profiles to ensure that the Caregiver details are entered correctly. Caregivers must be 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: 000-00-XXXX.

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

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

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