Virginia Tellus
  • 27 Oct 2022
  • 14 Minutes to read
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Virginia Tellus

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If you have not already done so, tell Generations Support that you are going to be using Tellus  so we can assign a trainer to work with you. 

Implementation consists of several parts:

  • Contacting Tellus
  • Preparing Generations 
  • Tellus Interface in Generations. 
  • Daily Operations
  • Log File
  • Errors
  • Billing

Contacting Tellus

Contact Tellus and set your account up. If you already have a Tellus account, we still recommend contacting them to ensure they know that your account will be utilizing an interface from a third party; they may have some special instructions for your agency.

  • We strongly suggest you start on this immediately as it can take several business days for Tellus to respond. We recommend you work on setting up your Tellus account and preparing the Generations database at the same time.
  • Step 1: Complete subscription agreement with Tellus
  • Step 2: Register for Tellus EDI process by sending an email to VAEVVSupport@Conduent.com, with agency name, address, contact name, email, phone #, EIN & NPI combinations, and the name of your EVV vendor (Generations.)
  • Step 3: Tellus sends a secure email with the EDI URL, User Name, and Password.

Specifications, error codes, and more can be viewed on the Tellus website.

Two Generations Database Preparation

To be ready for the Tellus interface, work with Company Settings, Payors, Service Codes, EVV Reasons and Resolutions, Caregivers, Clients, and Schedules.

Company Settings

Review the Time / Task Signature settings in Admin > Company Settings and be sure that:

  • Time / Task Signature is checked.
  • Actual Times is selected.
  • Enable Voice Signature is checked.
  • For each client covered under Tellus, put a checkmark in "Require Caregiver Signature" and "Require Client Signature." This is done either here in Company Settings or on the Client's personal data page.

Payors

For each payor associated with state EVV, add Payor ID, State, Payor Program and check the State EVV box. 

  • See below for list of Tellus Payer IDs and Payor Programs. 
  • Make sure to enter the information exactly as it appears in the list below, including what is in the parenthesis. 
  • For the EDI portion, contact your Tellus on what to enter.


Service Codes

The recommended best practice is to create separate Service Code descriptions for state programs. For example, for state personal care services your service code description might be "Personal Care" or "Personal Care T1019."  You must also add the correct HCPCS Procedure Code in the Alt Description field of the Service Code (i.e., T1019).  You do not need to check the box for State EVV.

Caregiver Information

Several fields are required to meet the Tellus requirements:

  • First Name
  • Last Name
  • Email Address
  • SSN/SIN. The SSN is required by Tellus, and we send the full SSN.
  • (Optional) State License #

Client Information

On the Client's Personal Data page:

  • All Clients must have a EVV ID.
  • Client Medicaid number must be entered into the Medical Record # field located in the client's profile under the Personal Data tab. If Payor uses a specific ID for the client in place of the Medicaid ID, enter the specific ID in the Client-Payor Master list found under the Client tab.
  • Client address and geocode is mandatory.
  • Client time zone is mandatory.
  • Client diagnosis is mandatory. This should be entered in the Diagnosis/Code field located in the client's profile under the Personal Data tab. Diagnosis code needs to be entered with no periods, spaces, colons, or extra characters. For example, diagnosis code R29.6 should be entered as R296.
  • Client name can only be a name, and it cannot include special characters. For example, Suzanne "Susie" Smith is not acceptable.
  • Client phone number can only be a phone number and cannot include special characters. For example, 654-854-1254 daughter is not acceptable; 654-854-1254 is acceptable.
  • Client data is uploaded with visits.  

Schedules

Add schedules as normal. 

  • Be sure shifts for State EVV have payors assigned. 
  • Only schedules with assigned Tellus payors will be sent to Tellus.
  • If all of these things have been completed, be sure you have your production credentials and Go Live date from Tellus before proceeding,

Tellus Interface in Generations

Click the Interfaces dropdown menu at the top of the Generations Home screen and select Tellus. Then select the Main tab. 

  • Set the Begin Schedule Processing date.
  • Add checkmarks for each Payor associated with Tellus. Assigning a payor tells Generations to assign tasks to the client automatically; you only see the Tasks on the Schedule. After you add a checkmark to a Payor, you see two pop-ups. Agree to both. The first lets you know that any schedules assigned to the selected Payor after the start date will be updated to the Medicaid task list. The second confirms that this was completed.
  • Enter in the Medicaid ID, NPI, and optional NPI Taxonomy..
  • Click save.

Item

Description

Begin Schedule Processing Date

The date Generations begins to interface with Tellus.

Manual Upload Date Range

Used with visits to determine the length of time for the manual upload.

Payor List

Place a checkmark next to the payors to be used with Tellus.

Visit Last Export

The date and time of the last schedule export.

Update VisitID Date Range

Used to update the visit ID assigned to schedules. You should only need to use this when instructed to do so by Generations Support

Verify Visits

Keep watching the log and let us know when you start seeing things in that log file that indicate it's working - watch for a "success" or even and "error."

Daily Operations

Ever five (5) minutes, Generations sends confirmed schedules with no exceptions to Tellus; it takes about an hour for Tellus to return a response. On a daily basis, we strongly recommend that you:

  • Review EVV schedules. Resolve Exceptions and Confirm Schedules.
  • Review the Log File in the HHAX Interface in Generations and correct errors.
  • (Optional) You can manually export clients, caregivers, and visits as desired. Manual exporting is not normally required, but may be used if directed to do so by Generations support.

Caregivers and Schedules

Caregivers can obtain signatures either via the app or a phone call. Either way, the client has the ability to confirm or deny the service. If the service is denied, Generations creates an exception that the agency has to document.

On the phone, EVV asks the client to press 1 to confirm service or 2 to deny service, and then to "sign" with their voice.

The signature, service approval, and time/task approval appear on schedules.

Exceptions

For shifts to be eligible to go to Tellus, you must acknowledge all exceptions and give reason and resolution for the exception. 

  • Once all exceptions are acknowledged, then the shift is ready to send. To help identify exceptions, show the Exceptions Alert in EVV Schedules(click the column chooser and select Exceptions Alert.) Best practice when in EVV Schedules is to have the following columns displayed in the EVV Schedule view: 
    • Exception Alert
    • Schedule ID
    • Payor
    • Service
  • If you make any change to the schedule after it is signed or confirmed, you are prompted to explain the exception with a reason and resolution.
  • For example, let's say that you notice on Monday there is a schedule from Friday with a missing logout exception. You add a manual logout which confirms the schedule and resolves the exception. The schedule can now be sent to Tellus; it cannot be sent unless it is a completed visit with both a login and logout.

Exceptions

ID

Exception

Setting

Parameter

39

Client Signature Exception

Acknowledge

n/a

25

GPS Distance Exception

Acknowledge

5,280 feet

40

Service Verification Exception

Acknowledge

n/a

15

Unmatched Client ID/Phone

Acknowledge

n/a

28

Visit Verification Exception

Acknowledge

n/a

Reasons

Reason Code

Description

Comments

105

Services provided outside of the home

When the GPS collected does not match the expected location 105 should be used.

115

Individual/member agreed or requested attendant or assigned staff not work schedule

If the visit start time is greater then the time allowed by the payor (i.e. the schedule time is 9a.m. but the EVV actual start time is 11:30a.m.), but this was acceptable to the recipient, 115 should be passed. Currently, this error will generate if the actual start time is greater then 2 hours past the scheduled start time.

200

Small Alternative Device has been ordered

If the assigned staff is unable to check in and/or out because an alternative device is ordered but not arrived, code 200 should be passed.

205

Small Alternative Device Pending Installation

If the assigned staff could not check in and/or out because and alternative device was pending installation, code 205 should be passed.

210

Missing Small Alternative Device

If the assigned staff is unable to location the alternative device in order to check in and/or out, code 210 should be passed.

300

Phone Line not working- Attendant or assigned staff not able to call in

When telephony is the designated method for EVV for a recipient, but the phone lines are not working at check in and/or out, code 300 should be passed.

305

Malfunctioning small alternative device or invalid small alternative device value

When a small alternative device is the designated method for EVV for a recipient but the device malfunctions or returns an invalid value, therefore the assigned staff is unable to check in and/or out. code 305 should be passed.

310

Malfunctioning Mobile Application

When an assigned staff is unable to check in and/or out because the mobile device malfunctions, code 310 should be passed.

400

Indivdidual/Member does not have a home phone

If there is no home phone available and IVR is the method of EVV, code 400 should be passed

405

Phone unavailable- Verified services were delivered

When IVR is the method of EVV but the phone is unavailable, code 405 should be passed.

410

Individual/Member refused attendant or assigned staff use of phone- verified services were delivered

When IVR is the method of EVV but the member refused to allow the assigned staff to use the phone, code 410 should be passed

800

GPS Coordinates Not Matched

If the GPS coordinates are not matched to the expected location, the code 800 should be passed.

900

Attendant or Assigned Staff failed to call in or called in early/late- verified services were delivered

If the assigned staff fails to check in with EVV or checks in late, but checks out with EVV, and the services were delivered, code 900 should be passed. (This is rare and most EVV systems do not allow an assigned staff to check out without first checking in). The reason code is necessary as the invoiced start time will be different then the actual start time or there is no actual start time collected by the EVV system.

905

Attendant or Assigned Staff failed to call out early/late- verified services were delivered

If the assigned staff failes to check out or checks out early or late, but the services were delivered, code 905 should be passed. The reason code is necessary as the invoices end time will be different then the actual end time or there is no actual end time collected by the EVV device.

910

Attendant or assigned staff failed to call in and out- or both the in and out times were late/early-- verified services were delivered

If the assigned staff failes to call both in and out or both the actual start and actual end will be different from the invoiced start and invoiced end, but the services were delivered, code 910 should be passed.

915

Wrong phone number- verified services were delivered

If IVR is the EVV method but the number collected is the wrong number, code 915 should be passed.

9098

Caregiver: Forgot to Check-Out. Verified Services Performed

If a shift is completed by an alternative caregiver and the services were delivered, code 9098 can be passed.

9104

Caregiver: Forgot to Check-In. Verified Services Performed

If the assigned staff fails to check in with EVV but checks out with EVV, and the services were delivered, code 9104 or 900 should be passed. (This is rare as most EVV systems do not allow an assigned staff to check out without first checking in).

9106

Caregiver: Forgot to Check-Out. Verified Services Performed

If the assigned staff fails to check but the services were delivered, code 9106 or 905 should be passed.

9112

Caregiver: Scheduling Mistake. Verified Services Performed

If the assigned staff checks in or out from a location other than the scheduled location, for example, they forget to check out at the client home and do so at another location, the code 9112 can be passed to explain the location discrepancy.

9114

eVV Device: Device Lost or Stolen. Verified Services Performed

If the assigned staff is unable to check in or out due to a device that is lost or stolen, code 9114 can be passed.

9116

eVV Device: Device Not Yet Operational. Verified Services Performed

If the assigned staff is unable to check in or out because their device is not yet operational, code 9116 can be passed.

9118

eVV Device: Malfunctioning Device. Verified Services Performed

If the assigned staff is unable to check in or out because of a device malfunction, code 9118 can be passed.

9120

eVV Device: No Phone/Device/Verification Method Available. Verified Services Performed

 

9122

eVV Device: Recipient Would not Allowed Caregiver to use their Phone. Verified Services Performed

 

9124

eVV Device: Telephone/Telecommunications Unavailable or Failure. Verified Services Performed

 

9126

General: Disaster or Emergency. Verified Services Performed

 

9134

General: Services Provided at Alternate Location. Verified Services Performed

 

9168

Telemedicine

** This code is used only for ACHA BA (Florida) when telehealth services are provided as the recipient home address is different than the GPS location of the practitioner.

9170

Acceptable per Payor Rule

 

Log

This log shows you any issues that need to be addressed. We strongly suggest you review this log daily. Contact Tellus for assistance with errors.

Item

Description

Date Range

The date range defaults to today. Select a date range as desired and click filter to view a different range of days.

Status Dropdown

There are three types:

  • Success: The type was sent to Tellus successfully.
  • Error: Tellus returned an error to Generations.

Visit Status Dropdown

There are five status types:

  • Newly Scheduled:Sending data for the first time and the visit does not have EVV data yet.
  • Rescheduled:Sending updates to schedules that have already been successfully sent to Tellus. The schedule does not have EVV data yet.
  • In Progress: Sending a  Visit that has a login but no logout yet (includes visits sent for the first time or updating existing visits)
  • Completed: Sending a visit that has both a login and logout
  • Canceled:Cancelling a visit that has been successfully sent to Tellus.

Visit ID

The ID number associated with the Caregiver (EVV ID) or Schedule (Schedule ID automatically assigned by Generations.) The Schedule ID can be found in the EVV Schedules screen or via Report Writer.

Scheduled Date

Date of the schedule

Filter

Select a date range then click the filter button to view a different range of days.

Resubmit

Resubmit to Tellus selected schedules in the log. (place a checkmark in the box to the left of the schedules in the log).

Errors

Errors from Tellus. Read more below.

View Request

Click on XML Request to see what was sent to Tellus

XML Validation

Click on XML Validation to see the cause of an error

View Response

Click on XML Response to see the response from Tellus

Errors

Errors are returned from the Tellus system. You may need to contact Tellus to determine issues. A full list of errors is available on the Tellus website under the Alternate EVV Vendor Integration. Here are some of the errors we have seen and the resolution in Generations.

ErrorResolution
MRTH SRVC 000 Invalid Visit-Already-Completed-In-SystemThe visit is already in the Tellus system. Make any corrections in Tellus.
MRTH SRVC 001 Invalid Recipient-Does-Not-Exist-in-SystemThis is saying that the client does not exist in the Tellus system. Check the Medicaid number and date of birth. Make sure the payor program is correct (and matches what is above in Help.)
MRTH SRVC 1000 Invalid Diagnosis Code 1Check the diagnosis code in the client's file.
MRTH SRVC 1060 Invalid ScheduledStartDateTimeReview the schedule start time.
MRTH SRVC 1070 Invalid ScheduledEndDateTimeReview the schedule end time.
MRTH SRVC 750 Invalid ProgramReview the program on the payor.
MRTH SRVC 1099 Invalid StartDateTime-After-EndDateTimeReview the schedule start and end dates.
MRTH SRVC 1190 Invalid ReasonCodeReview the reason code on the schedule.
MTH SRVC 1251 Invalid MissedVisitReasonUpdate the missed visit (cancelled) reason in the schedule.
MRTH SRVC 1282 Invalid Caregiver TypeReview the caregiver's Classification.
MRTH SRVC 1310 Invalid ReferringPhysicianNPIReview the physician's NPI.
MRTH SRVC 1315 Invalid ReferringPhysicianNPITaxonomyReview the physician's taxonomy code.
MRTH SRVC 1355 Invalid Recipient GenderReview the client's gender.

Billing

Billing for claims occurs via the CMS1500/837p. Contact Virginia Medicaid for full details. 

Key points

  • Visits must exist in Tellus for the date of service on the 837p.
  • Review visits in Tellus to ensure that they have all required information. For example, if there are outstanding exceptions for a visit, the visit status will be Incomplete.
  • To be eligible for claims, visit status must be Verified. We recommend that only claims that are Verified in Tellus are submitted.
  • Claims should only be submitted once all exceptions are resolved.
  • Generations produces output of both the 837p and 837i for electronic billing.

Regarding Fractional Units

To meet Tellus VA payor requirements, Generations bills whole units when using the 837p for Tellus VA enabled payors.

  • Create Schedules as normal. The Schedules must be associated with payors and services as designated in the Tellus Interface. If they are not associated with Tellus payors and services fractional units are not applied.
  • Create Timesheets as normal. You do not see the billing override for fractional units on the Timesheets at this point.
  • Generate the 837p and be sure to check the box to mark Timesheets as billed. Marking Timesheets as billed is what triggers the fractional carryover functionality.

Once you have generated the 837p, you can:

  • See the billing override whole units in Edit Timesheets.
  • Run the Banked Time Remaining Report that shows what time has been banked to use in the future and what has been used to make shifts have whole units. 
  • Submit your 837p Claim File.
  • Run the 837p Billing Reconciliation Report to help reconcile billing with your remittance. 

After The Claim Is Submitted

Once your claim is submitted, Virginia Medicaid checks the Tellus EVV system for the visits on the claim based on Provider Medicaid ID, Client Medicaid ID, date of service, procedure code, and visit units.

  • If a visit in Tellus matches a claim, the status in Tellus changes to Processed. This means the claim matched, not that it will be paid.
  • If you submit a claim and receive an EOB notice that there was an issue with the EVV information check visit information in Tellus and/or Generations against the claim.
  • Contact the Virginia Medicaid for further details about how claims are processed.

While the majority of payor requirements are met by the built in configuration options provided by Generations, some payors may have unique requirements that require us to make programming changes in order to accommodate those requirements.  If programming changes are needed, most can be accommodated within 2 weeks. We are committed to ensuring agencies can bill to any payor electronically from Generations using the 837p and 837i forms.


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