Minnesota EVV - Start Here

Minnesota EVV - Start Here

EVV data in Minnesota is to be submitted now. The articles below show how EVV works within SETWorks and how to configure your system so the EVV data is captured and submitted successfully.

If you are not submitting EVV data in Minnesota successfully, please contact support@setworks.com to get additional support with configuration. 

This 1 hour webinar reviews EVV in SETWorks from start to finish. 





About the Submission Process:

Minnesota-specific Configuration Notes

There are several privileges and settings that need to be enabled in order for EVV to work properly. Please review the Electronic Visit Verification (EVV) Services article for a full description of all settings. The most important things to enable are:
1. Enable the EVV Experience so that users can access the SETWorks EVV Experience. 
2. Enable Check-In and Check-Out for all roles that will be using the EVV Experience. 
3. Ensure any services that require EVV are set as "EVV Services".
4. Review access to the Manage Batches and Submit Billing page, which is where SETWorks administrators will submit EVV data to HHAeXchange. 
5. Enable Primary Location on activity record. 
6. Enable EVV Exception Codes. NOTE: SETWorks updates these.
7. Enable EVV Exception Action Codes. NOTE: SETWorks updates these.

OTHER NOTES: 
- Consumer diagnosis/disability description and code are required. 

MN Identifiers 

Ensure that the following Identifiers are configured:
NOTE: There are three identifying numbers that need to be in your SETWorks system for the integration to be successful. 
1. Consumer's Medicaid number in the Consumer's Profile.
To add:
a. Navigate to the individual profile, Individual Details tab
b. Click “Edit Record”
c. In the “Identifiers” field enter the “Recipient ID” number into the “Medicaid” field

Medicaid number in Consumer Profile

2. Provider's Tax ID in Provider Profile (9-digits) - Company Tax ID (EIN)
To add:
a. Navigate to the “Settings” index  
b. Click on the “Provider Build” tab
c. On the “Provider Profile” live click “Update Provider Profile”
d. In the Tax ID (EIN) field enter the company’s Tax ID number

DMH & Tax ID Provider Profile 


NOTE: EVV claims get submitted to HHAeXchange; continue to submit billing directly to the funder through existing methods. 

3. Individual Primary Disability
To add:
a. Navigate to the individual profile, Individual Details tab
b. Click “Edit Record”

4. Payer IDs need to be added to the contracts in the “Funding Source” Utility.
To add:
a. Navigate to the “Settings” index  
b. Click on the “Provider Build” tab
c. In the utilities field, locate the “Contract / Funding Source / Funding Source Contacts” utility.
d. Click on a “Contract” and enter the appropriate “Payer ID” into the “Contract Number Field”.
e. You will need to enter a code to “update” the record; enter the description in this field
f. Click “Update”

Employee (Staff/User) Profiles

1. Ensure that employee profile is set up including their date of birth (DOB).
NOTE: within HHAexchange you must ensure you add all check-in/checkout address locations via the “Patient” tab, Search for the individual, click on profile, click edit (bottom of the page)

Common Errors that will prevent EVV submission 

If the below errors appear on EVV Reconciliation report, follow these steps to resolve.

Payer ID is required.
Navigate to the individual profile “Authorizations” tab to verify current SAs and follow number 4 above relating to entering Payer IDs

Invalid Payer ID value
Navigate to the individual profile “Authorizations” tab to verify current SAs and follow number 4 above relating to entering Payer IDs

Caregiver is not found based on Qualifier value.
The employee profile is missing information; navigate to the employee profile and ensure all information is entered including a date of birth

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