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Electronic Visit Verification (EVV) Website

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:

  • Type of service performed
  • Individual receiving the service
  • Date of the service
  • Location of service delivery
  • Individual providing the service
  • Time the service begins and ends
What Stays the Same What Will Change
Members have choice of provider Paper timesheet will be eliminated
Availability of services EVV devices will be used to verify service delivery
Members have choice of individual direct care worker How member/representative signature is collected
How services are provided Verification will be required by member/representative at the end of every visit/shift
Where services are provided

Originally, AHCCCS was required to start EVV by January 1, 2020. The timeline is in the federal regulation and is the timeline for AHCCCS to comply without incurring penalties. AHCCCS sets the compliance timeline for providers. On November 27, 2019 AHCCCS submitted a request and justification to the Centers for Medicare and Medicaid Services (CMS) to extend the timeline for compliance. A copy of the request can be found here:

On December 5, 2019, CMS approved AHCCCS’ request to extend the timeline for compliance through December 31, 2020. A copy of the approval letter can be found here:

The following is a general outline of the EVV compliance timeline requiring all providers to start using EVV beginning January 1, 2021.
EVV Timeline
*Sandata EVV Provider Training and device information are specific to those providers using the Sandata EVV system.

AHCCCS will be providing a series of FAQs to help provide information on EVV including new information or updates on the timeline, outreach, training and basics on how the system will function. If you have a question that you would like to see in a future FAQ installment, please email it to evv@azahcccs.gov.

As of January 1, 2021 and in response to a federal mandate known as the 21st Century Cures Act, the AHCCCS program will begin using an Electronic Visit Verification (EVV) system for selected home and community-based services. The legislation outlines key data points that must be collected and electronically verified, but states create their own systems and decide how to gather and report data, as well as whether to include additional compliance rules.

AHCCCS is using EVV to help ensure, track and monitor timely service delivery and access to care for members. This means AHCCCS wants to use EVV to make sure members get the service that they need when they need them. AHCCCS’ contracted vendor, Sandata Technologies LLC, will deliver the EVV system and associated devices, as well as provide system orientation and training to providers.

Many agency providers will use the EVV system provided by Sandata. However, some agency providers may choose to use an alternate EVV system, which is permissible if they meet the business requirements and alternate data collection specifications found in the following documents:

AHCCCS and Sandata hosted two webinars to answer questions providers have on the requirements and technical specifications for alternate EVV systems. The webinars were recorded and are available below:

  • Alternate EVV Power Point Presentation
  • Alternate EVV Webinar Recording recorded July 15, 2020. This session was a more general alternate EVV overview including business requirements.

  • Alternate EVV Technical Deep Dive recorded July 29, 2020. This session was a held to answer specific alternate EVV technical questions.

The following are some highlights about training:

  • The training content is modular, which allows staff to be assigned and to take training that is needed based on their role within the agency. For example, certain topics, such as Visit Capture, can be attended/viewed by caregivers. While other sessions may be attended or viewed by office staff such as the scheduling module.
  • Live interactive (web-based) training is available at numerous days/times beginning October 19th through December 9th. Please note that each webinar seats 100 users.
  • Please reference the Training Course Curricula Worksheet Sample to help you decide which courses will be needed for staff. We recommend that all users take the EVV System Overview course that serves as a solid introduction to the system to help them understand the workflow of EVV from beginning to end.
  • Individuals do not have to take the live interactive (web-based) training and have the flexibility to take part of their training through e-Learning AND live interactive (web-based) training OR only take e-Learning supported training.
  • E-Learning videos will be accessible 24/7 and throughout the life of the EVV program. These can be viewed as many times as necessary by an unlimited number of staff.
  • Each time an agency worker signs up for a webinar, the following information is needed:
    • Agency worker’s first and last name
    • Agency name
    • Agency’s AHCCCS Provider ID (only one Provider ID is needed)
    • Agency worker’s email address
    • Agency worker’s phone number (optional)

Additional Training Resources:

Course Course Description Duration Format
** EVV System Overview Overview of all modules in Sandata EVV, login requirements, common elements, functionality, modules, smart device ordering, reports. 1 hour eLearning
** Security Administrators ONLY. Search, create, modify, delete agency user records, password resets, security roles, privileges. 45 minutes eLearning
Client/ Employee Search, creation/editing/inactivating employee (caregiver), Authorizations, Contingency Plans, Plan of Care, FVV devices 45 minutes eLearning, webinar
Scheduling Create, edit, cancel schedules, individual schedules, and recurring schedules. 75 minutes eLearning, webinar
Visit Capture Starting and completing a visit using the mobile, telephonic, fixed visit verification methods. 75 minutes eLearning, webinar
Visit Maintenance Review visit data, visit exceptions, how to clear/resolve each one, manually creating & adjusting visits 2 hours eLearning, webinar
Group Visits for Caregivers Starting & completing a group visit using mobile & telephonic visit verification methods. Viewing group visits in Visit Maintenance 45 minutes eLearning, webinar
Group Visits for Agencies Starting & completing a group visit using mobile & telephonic visit verification methods, viewing & editing a Group Visit in Visit Maintenance 45 minutes eLearning, webinar

**Items in GREEN are the EVV contact pre-requisite training that must be completed to prior to the release of the Welcome Kit materials and system access.

  • Persons with a disability may request a reasonable accommodation for training. Requests should be made as early as possible to allow time to arrange the accommodation. Please make your request by emailing EVV@azahcccs.gov. NOTE: Sandata is already scheduled to provide American Sign Language Interpreters and captioning for the following live interactive (web-based) training. E-Learning videos are also equipped with captioning.
Date Webinar Class Time of the class (all Mountain Time)
October 29 (Thursday) Visit Maintenance 12:00 pm – 2:00 pm
Client and Employee 2:30 pm – 3:15 pm
Group Visit Agency 4:00 pm – 4:45 pm
October 30 (Friday) Visit Capture 9:00 am – 10:15 am
Scheduling 11:00 am – 12:30 pm
November 5 (Thursday) Group Visit Caregiver 10:30 am – 11:15 pm
  • We are using EVV to make sure that you get the services that you need when you need them. These services may be provided by different provider agencies, including:
    • Attendant Care, Personal Care, and Homemaker
    • Companion Care
    • Habilitation
    • Home Health
    • Respite
    • Skills Training and Development
  • We are configuring the system to fit all types of lifestyles including whether or not you mostly stay at home or you are out in the community when you get your services.
  • We are designing the system to support how you manage your care including scheduling your services and monitoring your service hours.
  • You will have the option to choose which device is used to verify that you have received a service.
  • Your provider agency has the choice to use AHCCCS’ EVV System or use an alternate EVV system approved by AHCCCS.

AHCCCS understands the need to have timeline details available to all stakeholders regarding what to expect and when to expect it. The following provides a general timeframe to help stakeholders plan for the type of information and when it can be expected.


EVV Timeline
*Sandata EVV Provider Training and device information are specific to those providers using the Sandata EVV system.

Stay Informed

Subscribe to the HCBS email notification list to receive updates on the EVV initiative, including outreach and traning information. Click this button to subscribe:

Updated October 7, 2020

What is YOUR Plan for EVV?

To support providers in making an informed decision about an EVV system, AHCCCS hosted a provider agency webinar (demonstration) of the Sandata system. Providers are able to see the flow of the Sandata system from authorization to billing along with a high level description of forthcoming Arizona-specific configuration to track and monitor timely service delivery and access to care for members.

The provider webinar was held on November 7th, 2019 and was recorded:

Providers and Services Subject to EVV

AHCCCS is using EVV to help ensure, track and monitor timely service delivery and access to care for members. We are also using EVV to help reduce provider administrative burden associated with scheduling and hard copy timesheet processing. Below are the provide types, services and places of services subject to EVV:


EVV Timeline

Open-Vendor Model

  • We are employing the system as an Open Vendor Model with one statewide EVV contractor. AHCCCS has chosen Sandata Technologies as the statewide contractor.
  • Providers and Managed Care Organizations (MCOs) will be able to continue to use existing EVV systems or choose an alternate EVV vendor. If a provider is interested in using an alternate EVV vendor, please refer to the tab entitled “Alternate EVV System Requirements and Technical Specifications.”

Funding for EVV

AHCCCS will provide funding for the development and initial implementation of the statewide EVV system and additional funding options are currently being explored to compensate for ongoing vendor maintenance costs (e.g. devices and transaction fees) of the statewide EVV vendor for Medicaid members receiving services subject to EVV. Funding considerations include financial constraints, administrative and programmatic costs and provider assurances of cost neutrality.

Timeline

AHCCCS understands the need to have timeline details available to all stakeholders regarding what to expect and when to expect it. The following provides a general timeframe to help stakeholders plan for the type of information and when it can be expected.


EVV Timeline
*Sandata EVV Provider Training and device information are specific to those providers using the Sandata EVV system.

Additional information can be found in the EVV System Model Design document.

Updated October 7, 2020

AHCCCS has created a Constant Contact email notification list to communicate updates on recent developments for initiatives such as the EVV initiative. AHCCCS encourages anyone (members, families, advocates, service providers, etc.) interested in the EVV initiative, such as outreach and training information, to sign up to receive communication directly from AHCCCS. To subscribe, click on the sign up button below:



AHCCCS recognizes the importance of sharing timely information about the EVV initiative, and our goal is to post material and communicate developments on an ongoing basis. In an effort to keep the public informed about the EVV design and implementation process, AHCCCS has posted extensive information on its website. This information includes updates along with information that has not been finalized and is subject to change. In the near future, AHCCCS intends to issue formal guidance regarding EVV. To sign up to receive these communications, click on the Stay Informed tab. Providers are encouraged to evaluate all relevant information, including the formal guidance, before making business decisions regarding the EVV initiative.