1. We can be independent when we do it together.
EVV powered By
how to Download, Register and use EVV

2. Agenda What is EVV? What will EVV Impact?
EVV Mobile App: How to Download and Register
How to use the Mobile Application
Demo
When and How to use IVR (EVV Landline)
Timeline
Resources
FAQ
Agenda

3. What is EVV? EVV stands for Electronic Visit Verification
EVV electronically captures when and where an employee provided the agreed-upon point-of-care service for an assigned individual.

4. Now that we know what EVV is…. Why are we talking about it?

5. EVV Federal and State Requirements
Federal Level: The 21st Century Cures Act, signed into law on December 13, , includes the requirement for Medicaid personal care and home health services to use EVV. EVV will be required for these services effective January 1,
Virginia General Assembly has determined, in order to ensure compliance with Federal regulations, that EVV will be implemented for personal care / home health services provided under Medicaid Self-directed programs by October 1,
The EVV requirement applies to the Commonwealth Coordinated Care Plus program. All Members and their Attendants participating in the program will have to use EVV.

6. EVV - What information does it collect?
EVV is required to collect the following data elements:
1. The type of service performed.
2. The individual receiving the service.
3. The date of the service.
4. The location of the service.
5. The individual providing the service.
6. The time the service begins and ends.

7. A Tool - Making EVV work for you!
As an Employer, it can be used as tool to improve the process of submitting and approving timesheets
As an Attendant, the EVV process can improve timesheet approval and payroll efficiencies

8. How will this impact how I currently self-direct my services?
EVV will not impact:
Your budget
The number of service hours
The types of services you receive
Who can provide services for you
EVV will impact:
How Employers and Employees complete, submit and approve time worked

9. What will the system look like?
With ACES$, there are two options for EVV:
A Mobile Application (CellTrak Mobile EVV Application) used on a smart phone
Members and Attendants should use this method by default.
IVR – A telephonic process that is implemented with the Members landline telephone
May be used if the mobile application is not an option.

10. EVV Mobile Application
Does not tie the Member or Attendant to their home. Check in/out can be performed easily at home or in the community.
Either the Member or Attendant must download the CellTrak Mobile EVV app to their smart phone.
When the Attendant logs in to start their shift the mobile application takes a GPS snapshot of their location, along with:
The type of service performed.
The individual receiving the service.
The date of the service.
The individual providing the service.
The time the service began
At the end of their shift the Attendant logs in, the mobile application takes a GPS snapshot of their location, records the time the service ended and then the Attendant finishes the visit. (Location is only recorded during start and end of shift.)
The Member/EOR then approves the Attendants activity. Once approved it populates the Activity Summary Report followed by the timesheet.

11. EVV IVR Process
Using a landline telephone in the Members home, the Attendant places a phone call at the start of their shift, enters their Attendant code and the services being provided.
At the close of their shift for the day, the Attendant places a second call to “clock out” and end their shift.
Each check in/out creates an entry on the timesheet.
Member approves the shifts in the portal for the Attendant and the timesheet is approved.

12. Mobile Application – How to Download and Register

13. Downloading the CellTrak Mobile Application for IOS/iPhone
Step 1. Setting Up An iTunes Account
Step 2. Finding and Installing the CellTrak App
Step 3. Creating a Shortcut
Step 4. Enabling GPS
Note: The mobile application will be available for download on September 3rd.

14. Step 1. Setting up an iTunes Account
Each device needs an iTunes account, which is typically part of the initial setup of each device. If you already have an iTunes account, this step is complete.
Otherwise, complete the following:
Open the iTunes app
Go to the menu at the top of the iTunes screen, select Account, then select Sign In
In the Sign in dialog box, select Create New Apple ID
On the Create Apple ID screen, enter your address and a password to use with your new Apple ID account

15. Step 2. Searching and Installing CellTrak
Select App Store
Search for CellTrak
Select CellTrak * Do not select CellTrak 1.7
Install/Download the CellTrak app
Open the CellTrak App
Tap ‘Allow’ so CellTrak can send
you notifications

16. Step 3. Creating a Shortcut
For ease of time entry, it’s recommended to move the CellTrak Icon to your home screen
Locate the CellTrak icon
Press and hold the icon until it wiggles
Drag/move the icon to the home screen
Tap the home button to save

17. Step 4. Enabling GPS *GPS must be enabled
After the user has registered with CellTrak, the iOS device asks for permission to use the Location Services
Tap Allow

18. Downloading the CellTrak Mobile Application for Android
Step 1. Setting Up a Gmail Account
Step 2. Setting the Device for Auto-update
Step 3. Finding and Installing the CellTrak App
Step 4. Creating a Shortcut
Step 5. Enabling GPS
Note: The mobile application will be available for download on September 3rd.

19. Step 1. Setting up a Gmail Account
Each device needs a Gmail account to access the Google Play Store.
Go to Settings
Go to Accounts & Sync
Add ‘Google’ Account

20. Step 2. Setting the Device for Auto-Update
Tap on the Play Store
Tap on the Menu
Locate Settings
Locate Auto-update apps
Select Auto-update apps at any time
Use the Back arrow to return to the main screen

21. Step 3. Searching and Installing the CellTrak App
Search and Install CellTrak
Do not select ‘CellTrak 1.7’ or ‘CellTrak Demo’
Accept Permissions
CellTrak will be in the Application List, as well as the Notification Bar

22. Step 4. Creating a Shortcut
From the Applications List, tap and hold the CellTrak icon
Drag the icon to the home screen

23. Step 5. Enabling GPS Go to Settings
Find and Select Location Services (part of Privacy and Safety for Samsung) and toggle ON
Note: CellTrak uses the GPS Satellite function to determine location for Electronic Visit Verification. This information is captured only at the times of shift start and shift end.
There are additional Permission Settings that must be toggled
Settings > Applications > Application Manager > CellTrak > Permissions

24. EVV Mobile Application: How to Register
Next, it’s time to register you and your mobile device with CellTrak.
Note: Only one mobile device can be registered per user.

25. To begin the process you will need to open the application
Step 1. Open Application Step 2. Enter Information to Acquire Mobile Device License  
The first time the CellTrak application opens you will need to enter the following:
License ID
Authentication Code
Phone Number
Note: Your user License ID and Authentication Code will be given to you during enrollment as a new Member, or through a mailing during EVV implementation.
When complete click “Acquire License”

26. Step 3. Register Yourself as a User
Enter your User ID and your Last Name.
Note: Your User ID was given to you during enrollment as a new Member, or through a mailing during EVV implementation.
Your Last Name and User ID are case sensitive; enter them exactly as they were given to you.

27. Step 4. Create a Password
Once you have entered your Last Name and User ID, you must set your password and create security challenge questions.
For your security, create a unique but complex password.
Note: Passwords are case sensitive.
Re-enter the password to verify it.

28. Step 5. Security Questions
Select and Answer two security questions.
Step 6. Complete User Registration
Click the Register User button to complete the registration process.

29. Mobile Application – How to Start and Finish a Shift

30. How to Start a Shift Step 1. Login Step 2. Run Visit
Step 3. Select Member
Step 4. Select Service Being Provided
Step 5. Start Shift

31. Step 1. Log In
After you have downloaded the mobile application and registered (see Downloading and Registering User Guide) you are ready to begin your first shift.
Tap the CellTrak icon on your screen to open
Once the CellTrak Application is open, the login screen appears
Attendant enters their password
Click “Login”
Note: If the password is forgotten, click “Forgot Password” - the challenge questions the Attendant set up during the registration process will pop up to begin password reset.

32. Step 2. Run Visit Step 3. Select Member
Tap “Run Visit” to start the check-in process
Step 3. Select Member
Select Member you are serving
Tap blue arrow to advance
Note: If the Attendant only serves one Member, only that Member will appear on the list.

33. Step 4. Select Service Being Provided
Select Service Being Provided (Attendant or Respite)

34. Step 5. Start Visit Tap blue start button at bottom of screen
Your visit has begun!
Close the application and begin your shift tasks

35. How to Finish a Shift Step 1. Login Step 2. Authorization Signatures
Step 3. Provide Signatures
Step 4. Finish Visit Confirmation
Step 5. Home Screen
Step 6. Activity Summary Report
Step 7. Review Activity Summary Report

36. Step 1. Log In Tap the CellTrak icon on your screen to open
Once the CellTrak Application is open the Login screen appears
Attendant enters their password
Click “Login”
Note: If the password is forgotten, click “Forgot Password” - the challenge questions the Attendant set up during the registration process will pop up to begin password reset.

37. Step 2. Authorization Signatures
Screen will show when shift started in blue
Next, select who is available to provide an authorizing signature
If Employer is available to sign off on shift select ‘Yes’, if not select ‘No’
Note: If the Employer is not available to sign off on shift now, they will need to do so within the ACES$ Online™ Portal.
Attendant should select “Yes” when asked about providing their own signature
Tap “Finish” when selections are made

38. Step 3. Provide Signatures
Using finger or stylus to sign signature areas
Tap “Finish”

39. Step 4. Finish Visit Confirmation
You will be prompted to confirm you want to finish the activity. Select “OK”

40. Step 5. Home Screen Once finished, the “Home” screen appears
If you would like to review your activity summary, tap “Run Activity Summary Report”
Otherwise, Log out until your next shift check-in

41. Step 6. Activity Summary Report
If you would like to review a summary of your shifts tap “Run Activity Summary Report”
Select the date range you want the report to show and tap “Show Report”

42. Step 7. Review Activity Summary Report
The report will show all activity for the date range selected.
If there is an error, the Employer may go into ACES$ Online™ portal and modify the entry, then enter the reason for the modification.

43. Mobile Application Demonstration

44. When and how to use IVR (Landline EVV)

45. IVR - Landline EVV
IVR is only available in the event the mobile solution will not work for the Member.
If you do not have a mobile phone, Magellan will work with the Member to obtain one for EVV purposes.
Magellan’s mobile phone program is through SafeLink. Please contact your Care Coordinator to assist you.
Visit: members/my-plan/safelink-wireless-phone/

46. IVR - How to Start a Shift
STEP 1: Call the ACES$ EVV software from the Members landline phone at XXXX.
STEP 2: Enter your Attendant ID followed by the # sign when prompted.
STEP 3: When prompted enter your pin number followed by the # sign.
STEP 4: Select the Member you are serving from the list when prompted.
STEP 5: Select the Service Type when prompted.
STEP 6: To confirm the start of this activity, press 1 then hang up.

47. IVR - How to End a Shift
STEP 1: Call the ACES$ EVV software from the Members landline phone at XXXX.
STEP 2: Enter your Attendant ID followed by the # sign when prompted.
STEP 3: When prompted enter your pin number followed by the # sign.
STEP 4: Select the Member you are serving from the list when prompted.
STEP 5: To confirm the end of this activity press 1 then hang up.

48. Timeline

49. Timeline for EVV Implementation
Town Hall Events: July 9th – August 9th
ACES$ letters to Members mailed with instructions to download and register on EVV Mobile app, and Mobile app training dates: mid-August
Mobile app available for download: September 3rd
Member and Attendant Training on Mobile Application: Multiple training dates through September (dates will be listed on website and in August letter)
EVV Go Live: September 26th as a new pay period begins. This is the EVV Go Live for Magellan Members.

50. Resources

51. Resources
Training resources available by calling customer care or downloading from
EVV Mobile App User Guide- Downloading and Registering Mobile Application
EVV Mobile App User Guide- How to Start and Finish Shift
EVV Landline Instructions
Recorded Mobile App Demonstration
Training Events

52. Frequently Asked Questions

53. EVV Frequently Asked Questions
What if my Attendant doesn’t have a mobile phone or cell phone connection isn’t available where I live?
If your Attendant doesn’t have a mobile phone the application can be downloaded to the Member’s phone. If the Member needs a phone they should contact their Magellan Care Coordinator who can work with them to get one through SafeLink.
If there is not cell phone connection available where you live the Attendant can still check in/out on the mobile application. The application will store the information until the Attendant is in an area with cellphone or wifi connection. The application will then upload the data.
Does the mobile app use my location?
The mobile app only collects your location data at the time the shift starts and finishes.

54. EVV Frequently Asked Questions
What if my Attendant and I are traveling out of state?
The mobile app will still gather your location at shift start/end without a problem.
What happens if my Attendant forgets to check in or out?
The Attendant should complete the check in/out process when they remember or at the end of their shift or start of their next shift. The Member/EOR is then able to correct the shift to reflect the correct date/time through the ACES$ Online™ portal.
What if a correction needs to be made to an EVV entry?
The Member/EOR is able to correct the shift through the ACES$ Online™ portal.

55. EVV Frequently Asked Questions
How do I check or review Attendant shifts?
Attendant shifts can be reviewed through the mobile app Activity Summary Report or through the ACES$ Online™ portal as part of their timesheet history or current timesheet.
When will EVV training for Service Facilitators begin?
EVV information and training is provided as part of the monthly service facilitator calls.
When will EVV training for Members and Attendants begin?
EVV information and training will begin as part of the townhall series and will also be provided throughout September.
What if I have questions or need help?
Please reach out to ACES$ Member Care or

56. Questions? supportVA@mycil.org
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