AHCA Behavior Analysis
Electronic Visit Verification

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Overview

The Florida Agency for Health Care Administration (AHCA) has contracted with Tellus to implement the AHCA Electronic Visit Verification (EVV) program for behavior analysis (BA) services for Medicaid Regions 9, 10, and 11 (Miami-Dade, Monroe, Broward, Indian River, Okeechobee, St. Lucie, Martin and Palm Beach) Counties starting September 1, 2019. The AHCA BA EVV program is powered by Tellus technology and uses Tellus EVV software to verify the utilization and delivery of BA services to deter fraudulent or abusive billing. The AHCA BA EVV program will also provide an electronic billing interface and requires the electronic submission of claims for BA services.

AHCA is providing Regions 9, 10, and 11 with the Tellus end-to-end EVV solution, which includes a Mobile Application, Administrator Console and Claims Console, at no charge. Providers may choose to use another vendor’s mobile application and/or management system if these systems meet the minimum requirements for integration with Tellus. AHCA does not reimburse costs for other vendor solutions. 

Along with EVV, the eQHealth prior authorization policy for BA services remains in effect to further ensure that BA services are medically appropriate and delivered as planned. All claims must be submitted using the Tellus Claims Console.

What is EVV?

EVV generates a digital file for every visit that is a permanent record of “who (client and provider), when, where, and what” BA services were provided. With EVV, BA providers use a mobile application on a smart device to check in for an appointment, check off tasks as they are completed, and check out when the appointment is complete. This information is then automatically available to administrative staff who can confirm that the care plan was followed and submit claims to Medicaid.

In addition to documenting visits, providers can check their schedules and receive updates as needed throughout the day. BA agencies and offices benefit through greater visibility of recipient needs and staff availability; more efficient documentation and billing; reduction in paperwork and fewer denied claims.

For more information, visit the Training and Resources tab above.

Recipients & Parents/Guardians

Effective September 1, 2019, behavior analysis (BA) service claims submitted to the Florida Agency for Health Care Administration (AHCA) Medicaid program in Regions 9, 10, and 11 (Miami-Dade, Monroe, Broward, Indian River, Okeechobee, St. Lucie, Martin and Palm Beach) Counties must be submitted via the Tellus Electronic Visit Verification (EVV) Claims Console.

This change will not affect the prior authorization process for BA services.

What will change? As of September 1, 2019, your BA provider(s) will use a mobile application on a smart device or laptop as they deliver services to recipients. This mobile application automatically records and sends necessary information back to the scheduling and billing entity, who in turn, submit the claims and use the data to improve scheduling. This technology will also help identify any providers who are not delivering contracted services as approved through the prior authorization process, or according to scheduled day/times.

What you will experience during a visit:

  • The BA provider will check in using the mobile application when they arrive.
  • The provider will check off services delivered using the mobile application or laptop.
  • Recipients, parents, or another responsible party will have the opportunity to provide a digital signature at the end of the visit to confirm the approved services were delivered.
  • The provider will also digitally sign to confirm the services were delivered.
  • The provider will check out when the visit is finished.

If there are issues or visit disruptions that prevent the data from being entered at the time of the visit, the provider can complete the entry of the information later with help from a scheduler or biller.

For questions about Medicaid support of BA services or the content of those services, or if you want to find a BA services provider, please visit the resources below.

Useful links for parents and providers

ARC
Florida Association for Behavior Analysis
Autism Resources
Behavior Analysis Certification Board
Medicaid BA policies, including prior authorization procedure
Medicaid BA service providers (download spreadsheet)

September 1, 2019, EVV Requirements

Ensuring access to behavior analysis services under Florida’s Agency for Health Care Administration (AHCA) Medicaid program requires consistent and reliable documentation to reduce fraud and increase efficiencies.

Effective September 1, 2019, under a new requirement from AHCA, all behavior analysis providers furnishing Medicaid services to recipients with a home address in Regions 9, 10, and 11 will need to transmit electronic visit verification (EVV) of service codes H2012-BA, H2014 BA, H2014 BA GK, and H2019 BA via the Tellus system. This technology offers additional benefits as well.

Tellus EVV enables BA providers to:

  • Confirm upcoming schedule and service locations.
  • Receive prompt updates about schedule changes.
  • Document all services provided by checking off care plan tasks.
  • Obtain the recipient’s digital signature as verification on the smart device.

The Tellus EVV mobile application is written in native Android and iOS and is designed to provide a friendly experience for the provider and the recipient. It can be downloaded on the Apple App Store or the Google Play Store. The Tellus eVV Administrator Console and Claims Console are web-based applications that can be accessed using virtually any web browser.

If you provide BA services in Regions 9, 10, and 11, please check back via this website in mid-July to register and get started with Tellus EVV so you are prepared for September 1, 2019. You will also receive news, updates, training information and support. The FAQ tab above is a good place to start.

You may also want to refer clients and families to the Recipients & Parents/Guardians tab above that explains EVV as they will experience it.

We look forward to working with you and your office toward safeguarding outcomes for you and your clients.

Schedulers & Billers

Scheduling and billing behavior analysis (BA) services using EVV technology has benefits for data transparency, claims filing, and efficiency for provider operations.

Using the new EVV system for BA services will help providers analyze patient needs, schedule services appropriately, communicate securely, and easily document, and file claims.

If you are already using EVV and want to continue with your current system, ask your vendor to contact Tellus at integrations@4tellus.com to begin the integration process so we can ensure you are ready by September 1, 2019.

Schedulers and billers will have administrative access to the platform via their web browsers. Providers will be added to the system using the Administrator Console. Once added, the provider will receive an email or text message, depending on the contact method provided, to set up an account. Please remind your BA providers to enroll in training using the Training & Resources tab above so your staff will be in compliance with the September 1, 2019, BA EVV effective date.

Contact Support

ahcabaevv@4tellus.com
833-6BA-AHCA (833-622-2422)


*Required fields

Training & Resources

Live In-Person Training — July

Live in-person training is available in the following locations for each Region:

  • Region 9 (Indian River, Okeechobee, St. Lucie, Martin, Palm Beach Counties)
  • Region 10 (Broward County)
  • Region 11 (Miami-Dade and Monroe Counties)

 

REGION 9 REGION 10
REGION 11
Location
(There is a parking fee at each location)
FAU Boca 777 Glades Road, Boca Raton, FL 33431 at the Live Oak Pavillion in the Student Union FAU Davie
Liberal Arts Building
Room 120
3200 College Avenue
Davie, FL 33314
FIU Main Campus
(Modesto A. Medique Campus — Wertheim Performing Arts Center- 170 Concert Hall)
10910 SW 17th Street, Miami, FL 33172
Date & Time

July 12
9:00 a.m. – 10:30 a.m.
1:00 p.m. – 2:30 p.m.

3:00 p.m. – 4:30 p.m.

July 11
9:00 a.m. – 10:30 a.m.
10:45 — 12:15 p.m.

1:30 — 3:00 p.m.

 

 

July 9

9:00 a.m. – 10:30 a.m.
1:00 p.m. – 2:30 p.m. (SPANISH)
3:00 p.m. – 4:30 p.m. 

July 10

9:00 a.m. – 10:30 a.m.
1:00 p.m. – 2:30 p.m. (SPANISH)
3:00 p.m. – 4:30 p.m.

Session Name Tellus eVV Administrator Console & Scheduler Tellus eVV Administrator Console & Scheduler Tellus eVV Administrator Console & Scheduler
Description Attendees will learn how to ensure their Agency has registered with Tellus, add users/provider to the Tellus eVV System (manually or via .csv file upload), schedule providers for recurring and ad hoc visits/appointments, document when a provider has forgotten to check in or check out from a visit/appointment, review the real-time Console, and a review of initial reporting. Attendees will learn how to ensure their Agency has registered with Tellus, add users/provider to the Tellus eVV System (manually or via .csv file upload), schedule providers for recurring and ad hoc visits/appointments, document when a provider has forgotten to check in or check out from a visit/appointment, review the real-time Console, and a review of initial reporting. Attendees will learn how to ensure their Agency has registered with Tellus, add users/provider to the Tellus eVV System (manually or via .csv file upload), schedule providers for recurring and ad hoc visits/appointments, document when a provider has forgotten to check in or check out from a visit/appointment, review the real-time Console, and a review of initial reporting.
Who Should Attend This session is targeted to BA EVV System Administrators (Agency) and to Lead Analysts that will be submitting their own claims directly for payment (independently from a BA Agency). This session is targeted to BA EVV System Administrators (Agency) and to Lead Analysts that will be submitting their own claims directly for payment (independently from a BA Agency). This session is targeted to BA EVV System Administrators (Agency) and to Lead Analysts that will be submitting their own claims directly for payment (independently from a BA Agency).
Register Now Register Now Register Now

  

Live Online Training — June

Session Name Description Who Should Attend
AHCA Behavior Analysis EVV: Tellus Registration Process | Orientation #2 System Administrators learn how to register their Agency with Tellus for Behavior Analysis EVV in the near future. At least EVV System Administrator (one from each Provider Agency or Lead Analysts who submit claims independently) Register Now

 

Live Online Training — July/August

 

Session Name Description Who Should Attend
Tellus eVV Mobile App Training Attendees will learn how to download the free Tellus Mobile Application onto their smartphone/tablet, view their scheduled visits on the Tellus App calendar, check in and check out for visits/appointments and schedule their own visits via the Tellus Mobile Application. This session is targeted to BA providers that will be checking in and checking out on the Tellus Mobile Application. System Administrators are also encouraged to attend to experience what direct providers are learning about the Mobile Application.

Register Now 

Register Now —**ESPANOL**

Tellus eVV Administrator Console & Scheduler Attendees will learn how to ensure their Agency has registered with Tellus, add users/provider to the Tellus eVV System (manually or via .csv file upload), schedule providers for recurring and ad hoc visits/appointments, document when a provider has forgotten to check in or check out from a visit/appointment, review the real-time Console, and a review of initial reporting. This session is targeted to BA EVV System Administrators (Agency) and to Lead Analysts that will be submitting their own claims directly for payment (independently from a BA Agency).

Register Now

Register Now — **ESPANOL**

Tellus eVV Claims Console Attendees will learn how to review the status of completed visits/appointments, remediate the visits/appointments when required, and mark the visits/appointments for submission to FMMIS and a brief overview of claims reporting. This session is targeted to BA EVV System Administrators (Agency) and to Lead Analysts that will be submitting their own claims directly for payment (independently from a BA Agency).

Register Now

Register Now — **ESPANOL**

 

Training Resources

 

Download the Orientation #1 presentation from the May sessions.

 

 

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