Minnesota (MN) EVV
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      MN EVV Visit Review

      This article outlines steps to take to review EVV visits, check for rejections, and resubmitting rejected EVV visits.

       

      Table of Contents

      Schedules Approval
      Reports
            EVV Report
            Dynamic Report
      EVV Errors
      Resubmitting Rejected Visits
      Related Articles

      Schedules Approval

      Within the Schedules Approval page, 3 new fields — Billiyo Reason, Manual Reason, Action Taken — have been introduced for documentation purposes needed for EVV. These fields will appear and need to be filled out in cases such as:

      • The caregiver clocks in or out for a visit more than 24 hours after it was scheduled
      • Rejected visits
      • Anytime the worked date and time are edited

      To review schedules within the Schedules Approval page, navigate to: 

      Scheduling > Schedules Approval


      Within this page, fill in the filter criteria and refresh. 


      Once the table has refreshed, all worked visits for the client in the date range selected should appear. Visits that need review will be marked with an ! indicator. Hover your mouse over the indicator to learn more.



      To view a visit's information, click on the eye icon to the right of the visit in the table line. 

      Before editing, the already captured visit information will appear. On this screen, the Billiyo Reason that the caregiver selected at the time of clock in or out within their Billiyo app will also be displayed. 

      In a case like above, where a Billiyo EVV Reason was selected by the caregiver, you will need to edit the schedule and complete the Reason of edit and Action taken fields.

      If you have set up reason mapping within your account for the selection that was made by the caregiver in app, the Reason of edit field will auto-populate for you. See more about reason mapping here.

      Please note that even if you have mapping set up, you can still edit the Reason of edit field within the edit screen. 


      After updates have been made, make sure to use the Save button. 

      From here, schedules can then be approved and timesheets generated. 

      Reports

      Billiyo will automatically submit EVV visits to HHAeXchange once they have been completed. After visits are submitted, there are two report pages currently that they can be reviewed in — the EVV Report page and the Dynamic Report page. Utilizing these pages can help you to ensure that the visits were successfully submitted to HHAeXchange.

      The EVV Report is a stand report that all EVV visit submissions can be reviewed within. 

      If visits are rejected, once corrections have been made, the visits need to be resubmitted from the EVV Report page.


      The Dynamic Report page allows you to create your own custom report, that can be downloaded, to review EVV visit submissions and information.

      Click here to be taken directly to the section about the EVV Report page.
      Click here to be taken directly to the section about the Dynamic Report page.

      EVV Report Page

      To access the EVV Report page, navigate to:

      Billing > EVV > EVV Report

      On this page, a table with visits will appear. What displays within the table depends on what has been selected in the filter fields above it.


      As you review submitted EVV visits, it will be important to pay attention to the EVV Accepted and EVV Status columns. To see this information, click on the + sign to the left of each line item.

      Filter for rejected in the Select EVV Schedule Status filter to view only rejected visits.


      Once the EVV Status reason has been corrected, the visit will need to be resubmitted from this page.

      Click here to be taken directly to the section about EVV errors.
      Click here to be taken directly to the section about resubmitting rejected visits.

      Dynamic Report

      The Dynamic Report page allows you to create a custom report, that you can download, to review EVV visit information. 

      To access the Dynamic Report page, navigate to:

      Reports > Dynamic Report

      On this page, you will have the ability to create a new report that contains only the specific information you'd like to view or use a template that was already created.


      Categories and reports related to EVV within the dynamic report:

      Schedule > EVV Schedule Report

      Schedule > Missing EVV Setup

      Compliance and Audit > EVV Schedule Report

      To learn more about creating a dynamic report, review the video below.

       

      EVV Errors

      Below is a list of potential EVV Status' that you may encounter when reviewing rejected EVV visits.

      Note: You may need to contact HHAeXchange or the payer directly for resolution, the Billiyo team cannot do this on your behalf.

       

      Office is Not Found Based on Qualifier Value

      Issue: Information is missing in HHAeXchange (HHAX) portal.

      Who to Contact      : HHAeXchange, Payer

      MN DHS may ask to fill out MN DHS DSD Contact Form found here.

      Solution: 
      1. Review your NPI & UMPI information within your HHAeXchange portal.
      2. Resubmit the visit to HHAeXchange from within Billiyo.

      If you have multiple NPI & UMPI numbers — and you're not seeing all showing in your  HHAeXchange portal — HHAeXchange has provided this form to complete.

      Please reach out to HHAeXchange for any questions on filling it out and make sure to submit it to them through your HHAeXchange Client Support Portal.

       

       

      Member is Not Found Based on Qualifier Value

      Issue: Information may be missing in HHAeXchange (HHAX).
      Who to Contact: HHAeXchange, Payer

      MN DHS may ask to fill out MN DHS DSD Contact Form found here.

      Solution: 

      1. Review client and service authorization (contract) information in your HHAX portal.
      2. Work with HHAeXchange + the payer to ensure missing information is loaded into your HHAeXchange portal.
      3. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Member is Not Found Based on Qualifier Value

      Issue: Information may be missing in HHAeXchange (HHAX).
      Who to Contact: HHAeXchange, Payer

      MN DHS may ask to fill out MN DHS DSD Contact Form found here.

      Solution: 

      1. Review client and service authorization (contract) information in your HHAX portal.
      2. Work with HHAeXchange + the payer to ensure missing information is loaded into your HHAeXchange portal.
      3. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Invalid Payer ID Value

      Issue: Information is missing in HHAeXchange (HHAX)
      Who to Contact: HHAeXchange, Payer

      MN DHS may ask to fill out MN DHS DSD Contact Form found here.

      Solution: 

      1. Review the information within your HHAX portal
      2. Work with HHAeXchange + the payer to ensure missing information is updated in your HHAeXchange portal.
      3. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Procedure Code is Not Found

      Issue: Information is missing in HHAeXchange (HHAX) portal.
      Who to Contact: HHAeXchange, Payer

      MN DHS may ask to fill out MN DHS DSD Contact Form found here.

      Solution: 

      1. Review the information within your HHAX portal
      2. Work with HHAeXchange + the payer to ensure missing information is updated in your HHAeXchange portal.
      3. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Zip Code is Required When EVV Clock In/Out Time is Confirmed via EVV

      Issue: Missing information
      Who to Contact: Billiyo support
       
       

      Service Address is Required When EVV Clock In/Out Time is Confirmed via EVV

      Issue: Missing information
      Who to Contact: Billiyo support
       
       

      Invalid Zip Code Format

      Issue: Incorrect formatting
      Who to Contact: Billiyo support
       
       

      Schedule Duration is 0

      Issue: Scheduled hours are showing as 0

      Solution: 

      1. Update the scheduled time in Billiyo to be greater than 0.
      2. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Visit Duration is 0

      Issue: Worked hours are showing as 0

      Solution: 

      1. Update the worked time in Billiyo to be greater than 0.
      2. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Schedule Date Should Be the Visit Day or the Next Day of the Visit (Inclusive of EVV)

      Issue: The visit was submitted with a worked date that is different than what it was scheduled for.

      Solution:

      1. Update the worked date to match the scheduled date.
      2. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Visit End Time Cannot Be Greater Than Current Date

      Issue: The end time indicated is in the future.

      Solution: 

      1. Review visit start + end time and adjust.
      2. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      There Is No Active Contract for This Visit

      Issue: Information is missing in HHAeXchange (HHAX) portal.
      Who to Contact: HHAeXchange, Payer

      MN DHS may ask to fill out MN DHS DSD Contact Form found here.

      Solution: 

      1. Add or extend service contract information in HHAeXchange portal.
      2. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      External Invoice Number, Total Billed Amount, Total Units Billed, Contract Rate and Diagnosis Codes fields are required when visit is billed in the Provider's third party EVV System. 

      Issue: Diagnosis code is missing in the service authorization in Billiyo.

      Solution: 

      1. Review and edit the client's service authorization to ensure a diagnosis code has been selected.
      2. Resubmit the visit to HHAeXchange from within Billiyo.
       
       

      Can Occur if  There Is an Interruption in Service


      Issue      : HHAeXchange encountered an error while processing the data.

      Solution: Resubmit the visit to HHAeXchange from within Billiyo after 15-20 minutes.

       
       

      Worker Not Found

      Issue: Employee information is missing.

      Solution:

      1. Review the Missing Info for EVV tab within the View Employee page in Billiyo to check for any errors related to the employee.
      2. Review and update the employee's information in Billiyo within their employee profile. 
      3. Resubmit the visit to HHAeXchange from within Billiyo.
       

      Resubmitting Rejected Visits

      Once the reason a visit was rejected has been fixed, it's time to resubmit the visit to HHAeXchange. 

      To do this navigate to:

      Billing > EVV > EVV Report

      Within the EVV Report page, locate the rejected visit(s) and click the + sign to expand each line.


      Check the checkbox next to each visit that is ready to be resubmitted. Then, click on the Resubmit button.

      Related Articles

      MN EVV Resources Click here to open
      MN EVV Preparation Click here to open
      MN EVV Setup in Billiyo Click here to open
      MN EVV Caregiver Experience Click here to open