Video: EVVStatus - YouTube
|EVV Status Descriptions|
A) The visit started and ended at the patient's home using the Care Champ app or telephony.
B) The visit was manually keyed into the EVV Visits screen and was verified for completeness.
|The payer on the visit is not required to send to an aggregator.|
|The visit was verified as complete using Care Champ, but the location service was not turned on.|
|The visit was verified as complete using Care Champ, but the starting and/or ending location was not captured |
due to location service turned off.
|The visit is pending to be sent to an aggregator. It will show flagged issues as well. |
Non-MCO visits are to Sandata nightly.
|Any starting with Send Failed means the visit failed to send to the aggregator due to incorrect patient, |
employee or visit information. A short description of the error will follow. You can see the article for resolving
Sandata errors for full details.
|Status Icon Description|
|The patient is scheduled for a visit. The employee has not clocked in yet for the visit.|
|The employee has clocked in via Care Champ or Telephony. The Actual column will show you the time the |
employee clocked in.
|A) The employee has clocked out via Care Champ or Telephony. |
B) An office staff manually keyed information using the EVV Visits screen.
|The employee forgot to clock out of their previous visit. If they clock in for another visit within 48 hours then the visit |
will automatically clock out, capturing the GPS coordinates.
|Each agency decides if they want to use the Late Clock In. You will be able to set the number of minutes considered |
as a late clock in. This icon will show up if the visit has not been started yet.
EVV Status: You no longer have the option to check 'Show EVV Status'. The status will automatically load when selecting the EVV Visits screen. The status will show the verification date if verified successfully. If the visit has been sent multiple times it will only show the most recent date.
Only EVV Payers: Check this box to remove payers that are NOT straight Medicaid where the visits go directly to Sandata. This will remove payers like MCO Medicaid, private insurance, and VA, so that you can focus on straight Medicaid only.
Double-click will send pending visits / resend already verified visits: We have activated the option so that you can send a visit to Sandata with double-clicking. This works a little different than previously. Double-click a visit and you'll see a status on the visit line showing you it is sending (see GIF below). Stay on the EVV Visits screen (do not change dates or patients) until you receive the green verified status or orange Send Failed.
Verify All: This feature has been removed from EVV Visits.
Edit a visit already verified: After modifying the visit and clicking on the Update Visit button, the verify process will run to send the visit to Sandata.
Other Verify Information
Barnstorm is set up to send visits to Sandata nightly. The weekdays will go back 30 days to pick up visits in the pending, send failed or verified visits that were modified.
The weekend verification will go back 60 days in case of older visits were completed late or modified.
|Sandata Error Type||What to do |
|ClientFirstName||Verify invalid characters are not in the patient referral for their name. |
*Characters allowed: A-Z ‘ . – space
Invalid Medicaid ID
|If the Medicaid HIC number starts with a number other than 9, this is an old Medicaid number. |
Contact the patient or NC DHHS to get the new Medicaid ID.
*Ignore If payer is non-Medicaid, or does not need to be sent to Sandata aggregator.
*Client Medicaid ID value FORMAT: 10 CHAR ALPHANUM.
*Do not use dashes
*HIC# field is blank or invalid.
|ClientPhone format |
orInvalid Patient Phone#
|Number listed for patient or contact needs to have area code plus 7 digits. You can list phone numbers in home, cell, |
or contacts, so if you don't see the incorrectly formatted number in Referral, check Contacts.
*Make sure invalid characters are not used; ie. Letter O instead of number zero.
*Only use dashes, no other characters. Do not use parenthesis around the area code.
*Do not add 1 in front of the phone number.
|ClientAddressLine||Referral, check for invalid characters in the address in the Referral. |
*Characters allowed: Alphanumeric _ . ‘ - # , / space
*Max of 30 characters
|Client Not Found - |
Must have been previously
received from payer to be
updated via ALT-EVV
|Try double clicking the visit from the EVV Visits screen. If that does not work then proceed with the following... |
Check the Sandata Aggregator Active Client report to see if the patient has been loaded.
This is the guidance from NC DHHS for any of your patients that have this error when validating:
If you are experiencing any issues with your clients loading into Sandata or missing clients and have already contacted Sandata Customer Support Team you may send an email to Medicaid.EVV@dhhs.nc.gov.
Include: Patient Medicaid ID and service (CAP or PCS, for example)
** You will need to open a ticket with Sandata related to this issue. Please provide Barnestorm with the date and chart so that we can provide Sandata with a JSON file.
|Employee SSN||Add nine digits to the employees SSN setup. You can use four 0's plus the last five numbers of the SSN as well. This is located under Codes > Other Basic Codes > Employee. |
Go back to the EVV Visits page and double click on a single entry that did not send.
You can send all employee summary entries or wait for them to get picked up on next scheduled batch.
|Worker not found |
Employee Send Failed
|Double click on the entry from the EVV Visits screen to see if it will send successfully. |
If so, you can send all employee summary entries or wait for them to get picked up on next scheduled batch.
Codes > Other Basic Codes > Employees: If the employee has credentials in their title,
delete credentials and save then try to send the entry from the EVV Visits screen by double clicking.
|Verify invalid characters are not used in the employee name; Codes > Other Basic Codes > Employee |
*Characters allowed: A-Z ‘ . – space
|Error during retrieving service service_id entered|| |
Compare the job code HCPCS on the EVV Visit to what has been approved for the client.
The service code must match what was approved from the state.
*Find the job code used on the EVV Visit. Go to Codes > Rates > Job Codes, enter the program number and job code.
Verify the HCPCS code matches the approved service code for the patient.
|ProcedureCodeFormat||Verify a valid job code is attached to the visit by previewing the note. |
This can be due to no job code or visit code keyed in or a COVID call used.
|The call in cannot be greater than |
the call out.
|Edit the visit to verify and correct the started and finished time.|
|If CallType = Telephony (IVR), TelephonyPIN and OriginatingPhoneNumber will be required.||Go to the Referral > Start screen to add a valid phone number to the Home Phone field and save information. Go back to EVV Visits and double click the visit with Send Failed error.|
EVV Visit: EVV Visit in Barnestorm refers to the appropriate documentation for Electronic Visit Verification based on the 21st Century Cures Act. When your agency opts to use Barnestorm as the selected alternate EVV vendor, you agree to use POC with location services to be compliant with EVV requirements.
Monitor EVV Visits Screen: Video
EVV Compliance Report: Article
Audit your EVV info in EVV Visits. This is what gets sent to HHAeXchange (not charges!). So, if there are any missed visits that were actually done, complete them in EVV Visits. If any staff forgot to clock out of EVV, complete those. Make sure all of your EVV Visit information is cleaned up and complete before you do the process below. As needed, use the following report to verify all EVV Visits are complete and not missing: Reports > Audit > 17.37 EVV Compliance. Select the billing dates and the option for EVV Pre-Billing Audit. Make any corrections before proceeding.
HHAeXchange will need to receive EVV Visits file for importing into their system and forwarding to Sandata. This process includes MCOs: Amerihealth, Carolina Complete, United Healthcare, Wellcare, ECBI (as well as any new MCOs added).
Note: The HHAeXchange password may need updated every 90 days. You will update your password through HHAeXchange and then update it in Barnestorm, from Barnestorm from Billing > HIPAA Transactions > HHAeXchange/CareBridge > Edit HHAeXchange SFTP Credentials.
Note regarding authorizations: most Medicaid MCOs require authorizations. Provider is responsible for contacting MCO, obtaining authorization, putting authorization number into Barnestorm, and asking MCO to transmit authorization to HHAeXchange.
EVV - Add Authorization Dates and Hours (barnestorm.biz)
HHAeXchange PDF with common errors: Click here
Follow Claim Status on MCO Portals
Once the electronic claims(s) are sent to Change HealthCare, they are processed and sent to the MCO. You will follow the progress of the claim status on the MCO portal. If you have questions about your MCO claims, please contact the MCO. Barnestorm is not involved in MCO claim processing and is unable to give you updates on that. If you need help with the MCO portal, please contact the MCO.
Providers have reported that United HealthCare and Carolina Complete are paying claims normally, but that Amerihealth and Healthy Blue are much slower. MCOs will pay you directly using the method you set up with them when you registered.
CareBridge will need to receive EVV Visits file for Healthy Blue. This is the only MCO using this method.
CareBridge PDF with common errors: Click Here
Note regarding authorizations: each Healthy Blue patient must have authorization number keyed in on Authorizations in Barnestorm.
If one patient is missing a valid authorization, then check the box 'Exclude Patients With Missing Authorizations' before proceeding with steps. EVV - Add Authorization Dates and Hours (barnestorm.biz)
EVV data sent to CareBridge will be converted to claims and forwarded by CareBridge to Healthy Blue. Use Availity to access the Healthy Blue info to see if CareBridge actually created a claim and sent it to Healthy Blue; and if so, get the 835 electronic remittance from Availity (which can take up to 30 days). If EVV data sent to CareBridge does not generate a claim, please contact CareBridge for support.
To re-send visits that were sent incorrectly: Pull up the dates, click the Prepare the Import File, click Yes to send (re-sending overwrites, there is no need to mark as replacement).
If you need to void a visit because it shouldn't have been sent, pull it up, check the box to Select One Visit to Void, and select the visit by clicking on it.
Our understanding is that CareBridge creates the 837 from the EVV Visits you upload and sends them to Healthy Blue. However, this is for providers to verify with CareBridge and Healthy Blue, as Barnestorm is not involved in that part of the process.