The following exceptions are the only allowances given by AHCCCS in order to support those who may not be able to utilize traditional EVV utilizing a smart device. The following information has been taken directly from the AHCCCS (Arizona Health Care Containment System) website (located at: https://www.azahcccs.gov/AHCCCS/Initiatives/EVV/)

The provider shall explain the EVV device options available to the member.  EVV device options will vary depending on the EVV system the provider utilizes.

Per AMPM Policy 540, paper timesheets may be allowable under the following circumstances:

a.       Individuals for whom both the DCW and the member live in geographic areas with limited intermittent or no landline, cell, and internet service,

b.      Individuals for whom the use of electronic devices would cause adverse physical or behavioral health side effects/symptoms,

c.       Individuals electing not to use other visit verification modalities on the basis of moral or religious grounds, and

d.      Individuals with a live-in caregiver or caregiver accessible on-site 24 hours and for whom the use of other visit verification modalities would be burdensome.

e.       Individuals who need to have their address and location information protected for a documented safety concern (i.e. witness protection or domestic violence victim).  

This attestation shall be reviewed at least annually to ensure the member’s circumstance and EVV device decision has not changed.  The member can make a change to begin using a different EVV device at any time without waiting for the annual review.  

The member/designee and provider agency are required to sign a standardized AHCCCS attestation statement to document the allowance for the use of paper timesheets.

These are currently the only exceptions being given by AHCCCS.

Some individuals may be able to, but within certain guidelines set by AHCCCS (Arizona Health Care Containment System). The following information has been taken directly from the AHCCCS (Arizona Health Care Containment System) website (located at: https://www.azahcccs.gov/AHCCCS/Initiatives/EVV/):

• If a provider meets the exemption qualifications, they can utilize a “token” device that is fixed within the client home and displays a random number when a button is pushed. This number is then written on a paper timesheet. The timesheet must be signed by the guardian of the member and then submitted for payroll and verification. 
  • Please take note that parent providers cannot sign for themselves. A designee must sign their timesheets. 
• The provider utilizes the SpokeChoice program as is but the guardian does not have access to technology so they cannot electronically sign via the SpokeChoice program. In this situation, the provider can print a timesheet from the SpokeChoice program, the guardian can sign and then the timesheet is submitted for payroll and verification.

EVV (Electronic Visit Verification) is the process of verifying in some fashion that the caregiver physically arrived at their scheduled shift for a client. For a more detailed explanation, please see the following information that has been taken directly from the AHCCCS (Arizona Health Care Containment System) website (located at https://www.azahcccs.gov/AHCCCS/Initiatives/EVV/):

Pursuant to Section 1903 of the Social Security Act (42 U.S.C. 1396b), also known as the 21st Century Cures Act, in order to prevent a reduction in the Federal Medical Assistance Percentage (FMAP), AHCCCS is mandated to implement Electronic Visit Verification (EVV) for non-skilled in-home services (attendant care, personal care, homemaker, habilitation, respite) by January 1, 2020* and for in-home skilled nursing services (home health) by January 1, 2023.

*AHCCCS has received a one year approval to implement by January 1st, 2021.

The EVV system, must at a minimum, electronically verify the:

1. Type of service performed
2. Individual receiving the service
3. Date of the service
4. Location of service delivery
5. Individual providing the service
6. Time the service begins and ends

No! The EVV (Electronic Visit Verification) mandate only requires a snapshot of the provider’s geolocation at the time of clock-in and clock-out. No other GPS information will be taken by the SpokeChoice program.

Any device that can be connected to the Internet.

AutoVisit is the name of the EVV (Electronic Visit Verification) solution being utilized within SpokeChoice.

Preferably shifts are reviewed and approved daily. We understand that this is not always possible. At a minimum, all shifts clocked by a provider must be approved by the 16th and 1st of every month to ensure the provider is paid on time. If the guardian fails to approve the providers shifts, the provider will not be paid on the originally scheduled date.

Yes, you can. The first time you clock in at a new location, your supervisor will confirm with the guardian that the location is an approved and appropriate location. After that, it will be saved within the SpokeChoice database and will appear as an approved location for all future shifts.

You select the “Forgot Clock in/Out” button on the AutoVisit page you will be able to enter in your shift information.

DDReports.com as a program was not able to meet the AHCCCS EVV guidelines. Hence, SpokeChoice was created and is in full AHCCCS compliance.

This is a requirement of EVV (Electronic Visit Verification) being upheld by AHCCCS.

You can fix this and clock hours. The initial training videos for utilizing SpokeChoice cover how to do this. If 2 days pass from your worked hours, SpokeChoice will not allow you to enter the hours and the hours will have to manually be entered by your supervisor. This can only happen on occasion. If it is a continuous issue, the provider will receive counseling as this is an essential job duty.

No, we do not have the authority to pay you. Ensure the guardian has approved your hours. We are suggesting that the guardian does this daily to ensure their provider is paid.

This process is not changing. Please reach out to your supervisor for information on travel time.

The application is a PWA (progressive web application) which means one of the features of that is that it can operate independently from the internet. It stores data locally and as such acts like an installed app. As long as you originally logged into the app while on the internet for up to 9 hours they will remain logged in and can operate the app. When you come back online again it will transfer all data.

Unfortunately, no. AHCCCS will not allow parent providers to approve their own working hours. A designee must be assigned that lives in the same household to approve hours.  If there is no available designee, there is an exception we can work through with.