4000, EVV System and Setup

Revision 26-1; Effective Jan. 30, 2026

Program providers and FMSAs, including those approved as a PSO, must implement and begin using an EVV system before submitting an EVV claim for reimbursement.

Program providers and FMSAs, including those approved as a PSO, must complete the following steps before using an EVV system.

Step 1: Select an EVV system. Refer to 4100 EVV System Selection:

• The state provided EVV System
• EVV Proprietary System

Step 2: Complete all EVV training. Refer to 4200 EVV Training:

• EVV System Training
• EVV Policy Training
• EVV Portal

Step 3: Complete EVV system Onboarding:

• Manually enter or electronically import identification data. Refer to 4400 Data Collection.
• Enter or confirm member service authorizations. Refer to 4500 Service Authorizations.
• Setup member schedules if required. Refer to 4600 Schedules.
• Create service provider or CDS employee profiles and credentials. Refer to 4300 Credentialing and 17020 CDS Employer Steps Prior to Using an EVV System.
• For FMSAs only, create unique CDS employer profiles and credentials depending on the option selected on Form 1722, Employer’s Selection for Electronic Visit Verification Responsibilities. Refer to 17020 CDS Employer Steps Prior to Using an EVV System.

4100 EVV System Selection

Revision 26-1, Effective Jan. 30, 2026

State and federal law require program providers and FMSAs, including those approved as a PSO, to use an EVV system for Medicaid services required to use EVV.

Program providers and FMSAs must complete the following:

• Select a single EVV system
• Note: A program provider or FMSA, including those approved as a PSO, may be associated with multiple EVV systems. They may not, however, collect visit transactions in more than one EVV system at a time.
• Complete the EVV system training, EVV policy training and EVV Portal training
• Complete the EVV system onboarding process
• Begin using the EVV system

Failure to use an EVV system to verify and document the occurrence of a service visit will result in the denial or recoupment of EVV claims by HHSC and MCOs.

Subcontracted providers must use the EVV system selected by the program provider, including a program provider approved as a PSO, directly contracted with HHSC or an MCO. CDS employers must use the EVV system selected by their FMSA, including an FMSA approved as a PSO.

There are two types of EVV systems:

• State provided EVV System
• EVV Proprietary Systems purchased or developed by a program provider or FMSA

4110 State Provided EVV System

Revision 26-1; Effective Jan. 30, 2026

The state provides a state provided EVV System at no cost to program providers, FMSAs or CDS employers. Information on the state provided EVV System is on the HHSC EVV website.

The state provided EVV System Vendor is HHAeXchange. Information about HHAeXchange is available on the HHAeXchange Texas webpage or by phone at 833-430-1307.

4120 EVV Proprietary Systems

Revision 25-2; Effective Sept. 2, 2025

An EVV proprietary system is an approved EVV system that a program provider or FMSA may use instead of the state provided EVV system that:

• Is purchased or developed by a program provider or an FMSA
• Is used to exchange EVV data with the EVV Aggregator
• Complies with HHSC EVV Policy as it relates to EVV Proprietary Systems
• Complies with HHSC EVV Business Rules for Proprietary Systems
• Complies with the requirements of Texas Government Code Chapter 532, Subchapter F

A program provider or FMSA must be approved as a proprietary system operator (PSO) before using an EVV proprietary system.

Refer to 2400 EVV Proprietary System Operator and 5000 EVV Proprietary System.

4130 Select an EVV System

Revision 25-2; Effective Sept. 2, 2025

State Provided EVV System Selection

To select the state provided EVV system, program providers or FMSAs must complete, sign, date and submit the EVV Provider Onboarding Form directly to the state provided EVV system vendor. The EVV Provider Onboarding Form must be signed by the program provider’s or FMSA’s signature authority.

The state provided EVV system vendor may offer add-ons to the state provided EVV system for a fee, such as billing solutions. HHSC does not require program providers or FMSAs to buy add-ons when selecting to use the state provided EVV system.

HHSC encourages program providers and FMSAs to review the state provided EVV system vendor’s business practices such as clock in and clock out methods, visit maintenance processes and training options before selecting the state provided EVV system.

Program providers or FMSAs may visit the TMHP EVV Vendors webpage to learn more about the state provided EVV system.

EVV Proprietary System Selection

Program providers or FMSAs interested in using an EVV proprietary system must visit the TMHP Proprietary System webpage to review the EVV PSO Onboarding Process and review Section 5030 Proprietary System Onboarding Process.

To begin the process to obtain approval to use an EVV proprietary system, a program provider or FMSA must submit an electronic EVV Proprietary System Request Form. The program provider’s or FMSA’s signature authority must sign the EVV Proprietary System Request Form.

Program providers and FMSAs must receive written approval from TMHP before using an EVV proprietary system. 

HHSC has no role in the contracting process between the program provider or FMSA and the EVV proprietary system vendor and cannot provide any assistance or guidance with these contracts.

Contact TMHP at EVV@tmhp.com with questions about EVV system selection.

4200 EVV Training

Revision 26-1, Effective Jan. 30, 2026

The HHSC EVV Training Policy requires all EVV system users who perform EVV system operations to complete all required EVV training:

• Before using the state provided EVV System or an EVV Proprietary System
• Yearly after the initial training

EVV system users include:

• Program providers, including program providers approved as a Proprietary System Operator (PSO)
• FMSAs, including FMSAs approved as a PSO
• CDS employers
• Service providers
• CDS employees
• Other staff whose duties require the use of the EVV system

Service providers and CDS employees are only required to take clock in and clock out training. Refer to 4240 Training Requirements for Service Providers and CDS Employees.

The state provided EVV System Vendor, an approved EVV Proprietary System Vendor, program provider, FMSA or PSO will not grant access to the EVV system until the EVV system user has completed the required EVV system training.

The payers may request proof of completed training. Do not submit proof of training completion to HHSC, an MCO or TMHP unless requested.

Proof of completed training must include the:

• Name of the training
• Name of the person completing the training
• Date of the training

Program providers, FMSAs, PSOs and CDS employers can review the EVV Training Requirements Checklists on the EVV webpage.

The state provided EVV System Vendor, an approved EVV Proprietary System Vendor, PSO or an entity on behalf of the PSO, HHSC, MCOs and TMHP may offer EVV training in different delivery methods, such as:

• Computer-based training (CBT)
• Instructor-led training (ILT)
• Webinars

Contact the state provided EVV System Vendor, approved EVV Proprietary System Vendor, PSO, HHSC, MCO or TMHP for details on specific training delivery methods.

Note: EVV policy training may vary if your payer is an MCO. Check with your MCO for information on EVV policy training and requirements.

4210 EVV Training Requirements for Program Providers

Revision 25-2; Effective Sept. 2, 2025

Program provider staff, including staff employed by a program provider approved as a proprietary system operator (PSO), who are EVV Portal and system users must complete the required EVV training in the table below.

EVV system users are staff who:

• have access to the EVV system
• perform EVV system operations
• perform visit maintenance in the state provided EVV system or EVV proprietary system

EVV Portal users are staff who:

• have access to the EVV Portal
• conduct visit or claim searches
• generate reports

Billing staff are staff who submit Medicaid claims for an EVV-required service.

Program providers must keep up-to-date training records for their staff.

Program providers who are approved to use an EVV proprietary system must train all users on the proper use of the EVV proprietary system. Program providers must train their service providers on the clock in and clock out methods.

The payer may take enforcement action if a program provider or program provider approved as a PSO does not make sure all system users complete the required EVV training.

4220 EVV Training Requirements for FMSAs

Revision 25-2; Effective Sept. 2, 2025

FMSA staff, including staff employed by an FMSA approved as a PSO, who are EVV Portal and system users must complete the required EVV training in the table below.

EVV system users are staff who:

• have access to the EVV system,
• perform EVV system operations, and
• complete visit maintenance in the state provided EVV system or EVV proprietary system.

EVV Portal users are staff who:

• have access to the EVV Portal,
• conduct visit or claim searches, and
• generate reports.

Billing staff are staff who submit Medicaid claims for an EVV-required service.

FMSAs must keep up-to-date training records for their staff. FMSAs may request training records from their CDS employers.

The payer may take enforcement action if an FMSA or an FMSA approved as a PSO does not make sure all system users complete the required EVV training.

4230 EVV Training Requirements for CDS Employers

Revision 26-1, Effective Jan. 30, 2026

CDS employers must take EVV system and EVV policy training to learn:

• EVV policy requirements;
• how to use the EVV system; and
• how to train CDS employees on the approved clock in and clock out methods.

CDS employers must complete applicable required EVV training based on the option selected on Form 1722, CDS Employer's Selection for Electronic Visit Verification Responsibilities. If the CDS employer has a designated representative (DR), the DR must also complete the required EVV training based on the option selected by the CDS employer. This information is in the table below.

CDS employers must make sure their CDS employees are trained on the clock in and clock out methods. They may request help from the state provided EVV System Vendor or the EVV PSO.

See details in table below for CDS employer required EVV training based on the delegation of visit maintenance on Form 1722, CDS Employer's Selection for Electronic Visit Verification Responsibilities.

• A CDS employer who switches their option by completing a new Form 1722 must take the proper training for that option before being granted greater access to the EVV system by the state provided EVV System Vendor or their FMSA, including an FMSA approved as a Proprietary System Operator (PSO).

Note: HHSC policy training is available in Spanish or English.

CDS employers who selected Option 1

The CDS employer agrees to complete all visit maintenance and approve their employee’s time worked in the EVV system:

CDS employers who selected Option 2

The CDS employer elects to have their FMSA complete all visit maintenance on their behalf. However, the CDS employer will approve their employee's time worked in the EVV system:

CDS employers who selected Option 3

The CDS employer elects to have their FMSA complete all visit maintenance on their behalf. The FMSA will confirm the employee’s time worked in the EVV system based on approval documentation from the CDS employer:

The CDS employer must keep up-to-date training records of their training completions and provide training records to their FMSA, HHSC or their MCO, if requested.

4240 Training Requirements for Service Providers and CDS Employees

Revision 25-2; Effective Sept. 2, 2025

Service providers and CDS employees must complete the required EVV training in the table below.

The state provided EVV system vendor or EVV proprietary system vendor will provide materials and resources.

Service Providers and CDS Employees:

Program providers, including program providers approved as a PSO, or their designee, must train service providers on clock in and clock out methods. CDS employers must train CDS employees on clock in and clock out methods.

Service providers or CDS employees may experience a delay in payment or inaccurate payments if the EVV system is not used correctly.

The CDS employer must use Form 1732, Management and Training of Service Provider, to keep up-to-date records of the training the CDS employee has completed. Form 1732 should be provided to the FMSA.

The payer may take enforcement action if a program provider, program provider approved as a PSO or a CDS employer does not provide Clock In and Clock Out Methods training to their service providers.

4250 EVV Training Registration

Revision 26-1, Effective Jan. 30, 2026

To register for EVV training:

• EVV System: Visit the state provided EVV System Vendor website or contact your EVV Proprietary System Vendor. CDS employers should contact their FMSA
• EVV Policy: Visit the HHSC or MCO EVV webpage
• Access the HHSC Learning Portal then create an account
• EVV Portal Training: Visit the TMHP website
• Access the TMHP Learning Management System (LMS) and create an account

For questions related to training contact:

CDS employers should contact their FMSA if they are not sure which EVV system their FMSA selected.

4300 Credentialing

Revision 25-2, Effective Sept. 2, 2025

Program Providers

The program provider, including program providers approved as a proprietary system operator (PSO), must create credentials such as username and temporary password for all program provider staff including service providers.

Consumer Directed Services

The FMSA must create credentials, a username and a temporary password for the CDS employer and the CDS employee. All references to FMSA in this section include FMSAs approved as a PSO.

For the CDS Employer

The EVV system or the FMSA will send credentials to the CDS employer based on the email account the FMSA entered in the EVV system. If a member is not the CDS employer, the FMSA will include the CDS employer's name in the member profile and provide credentials to the CDS employer. If the member also has a DR, the CDS employer and the DR will have their own unique credentials. The FMSA must make sure the DR is associated with the CDS employer and has the appropriate permissions and access based on Form 1722, Employer’s Selection for EVV Responsibilities.

The CDS employer uses the credentials to log in to the EVV system. After the CDS employer logs in to the EVV system, the temporary password can be changed and a new password can be created.

The FMSA can only see the CDS employer's username and email address in the EVV system. However, both the FMSA and the CDS employer can change the password.

There are two common reasons a CDS employer has not received their credentials and must contact their FMSA.

• The FMSA has not created credentials for the CDS employer
• The information entered by the FMSA was incorrect
  • The FMSA can correct the email address and resend credentials to the CDS employer

For the CDS Employee

The FMSA or the CDS employer provides the credentials to the CDS employee.

Contact the state provided EVV system vendor or your EVV proprietary system vendor to find out if the FMSA or the CDS employer will provide the CDS employee credentials.

4400 Data Collection

Revision 26-1, Effective Jan. 30, 2026

In alignment with Texas Government Code Chapter 532, Subchapter F and federal requirements, the EVV system must allow for verification of the following critical data elements about the delivery of Medicaid services:

• Type of service provided
• Name of the member to whom the service is provided
• Date and times the service provider began and ended the service delivery visit
  • The EVV system will use the local time zone of the member’s home
• Location, including the address and geolocation where the service was provided
  • If the geolocation is incorrect, the location can be corrected in the member’s profile in the EVV system
• Name of the service provider who delivered the service
• Other information HHSC determines is needed to ensure accurate Medicaid claims

Program providers, FMSAs and PSOs must make sure Texas Medicaid data as defined in 1600 is:

• stored within the United States
• not accessed or transmitted outside of the United States
• not used to perform any work outside of the United States

PSOs must make sure their EVV Proprietary System Vendor complies with data storage and access requirements listed above.

HHSC categorizes the other critical data elements needed to ensure accurate Medicaid claims as:

• Identification data
• Visit data

The EVV system:

• Electronically captures and verifies critical data elements to confirm service delivery
• Validates identification data against data received from the Texas Medicaid system

Once the EVV system verifies the identification data and visit data are complete and accurate, they are combined to create the EVV visit transaction.

Identification Data

Before using the EVV system, the program provider or FMSA, including a program provider or FMSA approved as a Proprietary System Operator (PSO), must enter or import the following identification data into the EVV system:

• Service authorization data, including the type of service provided
• Name of the member who received the service
• Name of the person who provided the service
• Other information HHSC determines is needed to ensure the accurate adjudication of Medicaid claims such as:
  • program provider
  • FMSA
  • CDS employer information

Program providers, FMSAs and PSOs must manually enter or electronically import identification data during the EVV system onboarding process or after the onboarding process for new members.

Once the program provider, FMSA or PSO has completed entry of all identification data, the service provider or CDS employee may begin to use the EVV system.

Program providers, FMSAs and PSOs must maintain the identification data as needed. They are solely responsible for maintaining accurate and up-to-date data within the EVV system. This includes information managed or maintained by a third party or subcontractor. If the program provider, FMSA or PSO identifies data errors, they must act to resolve the inaccuracy.

Visit Data

When the service provider clocks in and clocks out of the EVV system, the system captures the following visit data:

• Service authorization data, including the type of service provided
• Member data, including the name of the member who received the service
• Date and times the service provider began and ended the service delivery visit
  • The EVV system will use the local time zone of the member’s home
• Location, including the address and geolocation where the service was provided
  • If the geolocation is incorrect, the location can be corrected in the member’s profile in the EVV system
• Name of the service provider who delivered the service
• Electronic verification method used to clock in and clock out

Missing or incorrect identification data and visit data in the EVV system results in:

• Rejected EVV visit transactions
• Denied or recouped EVV claims
• Inaccurate EVV standard reports

Contact your payer for questions about the data elements.

Contact the state provided EVV System Vendor or your EVV Proprietary System Vendor for questions about entering data into the EVV system.

4500 Service Authorizations

Revision 25-2; Effective Sept. 2, 2025

Payers must authorize and document services a member is eligible to receive.

Program providers and FMSAs, including program providers and FMSAs approved as a proprietary system operator (PSO), may receive authorization for member services through one of the following, depending on the Medicaid program:

• Service authorization
• Prior authorization
• Individual plan of care (IPC)
• Individual service plan (ISP)
• Community care service notification

Service authorizations, when entered into the EVV system, must include at least the following when applicable:

• Payer
• Provider, which could be National Provider Identifier (NPI), Atypical Provider Identifier (API), Texas Identification Number (TIN)
• Member Medicaid ID
• Service group, service code or HCPCS and Modifier
• Authorization start date and end date

The EVV system will electronically retrieve the most recent service authorization from TMHP for the following HHSC programs:

• Community Living Assistance and Support Services (CLASS) Waiver
• Deaf Blind Multiple Disabilities (DBMD) Waiver
• Home and Community-based Services (HCS) Waiver
• Texas Home Living (TxHmL) Waiver
• Personal Care Services (PCS)
• Primary Home Care (PHC)
• Family Care (FC)
• Community Attendant Services (CAS)
• Youth Empowerment Service (YES) Waiver

The EVV system will alert program providers or FMSAs of a change in a service plan that was electronically retrieved from TMHP. The program providers and FMSAs must review the updated service authorization to confirm it is accurate.

Program providers, FMSAs and PSOs must confirm all electronically received service authorizations in the EVV system to ensure eligibility for each member.

Program providers, FMSAs and PSOs must manually enter service authorizations into the EVV system for the Home and Community-based Services – Adult Mental Health (HCBS-AMH) and all managed care programs. Contact your MCO for instructions on manually entering authorizations for managed care members.

Failure to enter the most current service authorization issued by the payer into the EVV system may result in the need for visit maintenance or the payer may deny or recoup related EVV claims. Program providers, FMSAs and PSOs may manually enter service authorization changes and updates into the EVV system at any time.

Contact your payer with questions about service authorization requirements. Contact the state provided EVV system vendor or your EVV proprietary system vendor with questions on the entry of service authorizations into the EVV system.

4600 Schedules

Revision 25-2; Effective Sept. 2, 2025

A schedule is planned frequency and duration of an EVV service entered in the EVV system.

EVV policy does not require program providers and FMSAs, including program providers and FMSAs approved as a proprietary system operator (PSO), to enter schedules in the EVV system. Service delivery can occur with or without a schedule.

Program providers, FMSAs and PSOs must follow their program requirements for schedules to find out if they are required to enter a schedule in the EVV system. Failure to follow program requirements may result in EVV claims being recouped.

Only EVV users with appropriate security access can enter a schedule in the EVV system. A complete service provider or CDS employee profile must exist in the EVV system before a program provider, FMSA or PSO can enter a schedule in the EVV system. Contact the state provided EVV system vendor or EVV proprietary system vendor for the scheduling process.

The program provider, FMSA or PSO must monitor service authorizations to make sure a schedule entered in the EVV system has enough units available for service delivery. Refer to 4500 Service Authorizations.

EVV visit transactions that do not match a schedule will require visit maintenance. The program provider, FMSA, CDS employer or PSO must use Reason Code 110 A, Service delivery differs from schedule, when it is allowable for the service provider to work at times other than the schedule in the EVV system. The program provider, FMSA, CDS employer or PSO must not complete visit maintenance to change schedule information after a visit is created, except for Weekly Variable Schedule information before the Weekly Variable Schedule End Date.

Refer to 6000 EVV Visit Transaction, 9000 Visit Maintenance and 10000 Reason Codes for more information.

Contact your program representative with questions about schedule requirements.

No Schedule

If a program provider, FMSA or PSO does not choose a schedule type in the EVV system, the default is no schedule.

Service providers and CDS employees can still clock in and clock out of the EVV system if the program provider, FMSA or PSO does not choose a schedule type.

An EVV visit transaction will match without a schedule if there are no other data errors.

State Provided EVV System

The state provided EVV system allows the program provider and FMSA to select from three schedule types when entering schedules in the EVV system:

• Daily Fixed
• Daily Variable
• Weekly Variable

A member can have one schedule type for one service and another schedule type or no schedule type for another service. Only one schedule type can be selected for a specific service at a time.

The state provided EVV system will alert the program provider or FMSA when:

• the service provider or CDS employee on the schedule does not have a complete profile in the EVV system
• a schedule is entered without a service authorization
• a schedule does not match an existing service authorization
• an updated service authorization is available in the EVV system
• a change to the schedule type is made

Visit Maintenance Reduction Features

Visit maintenance reduction features are available in the state provided EVV system vendor for program providers and FMSAs who enter Daily Fixed or Daily Variable schedule types in the EVV system. Visit maintenance reduction features help reduce visit maintenance.

Available visit maintenance reduction features in the EVV systems are:

• Optional Expanded Time for Auto-Verification
• Optional Automatic Downward Adjustment

Refer to 9090 Visit Maintenance Reduction Features.

EVV Proprietary Systems

HHSC does not require an EVV proprietary system vendor to offer schedule types in their EVV proprietary system. The EVV PSO is not required to but may choose to implement an alternate schedule type or follow EVV policy for Daily Fixed, Daily Variable or Weekly Variable schedule types.

Note: Even if the EVV proprietary system does not offer schedules, program providers, FMSAs and PSOs must follow their program requirements for schedules to find out if they are required to enter a schedule in the EVV system. Failure to follow program requirements may result in EVV claims being recouped.

Contact your EVV proprietary system vendor to learn about schedule types available in your proprietary system.

4610 Schedule Types

Revision 26-1, Effective Jan. 30, 2026

Daily Fixed Schedule

The Daily Fixed Schedule type is selected when service delivery must follow the member’s plan of care exactly.

A program provider or FMSA, including a program provider or FMSA approved as a Proprietary System Operator (PSO), can select this schedule type if the program requires the service provider deliver EVV services per the member’s plan of care.

Program providers, FMSAs or PSOs have the option to turn on or off visit maintenance reduction features as needed for each member and service in the EVV system.

Schedule Match Criteria – Daily Fixed Schedule

Daily Variable Schedule

The Daily Variable Schedule type is selected when service delivery allows for flexibility when scheduling EVV services based on the member’s plan of care.

A program provider, FMSA or PSO can select this schedule type if program requirements allow flexible service delivery within a day based on the schedule entered in the EVV system.

Program providers, FMSAs or PSOs have the option to turn on or off visit maintenance reduction features as needed for each member and service in the EVV system.

Schedule Match Criteria – Daily Variable Schedule

Weekly Variable Schedule

The Weekly Variable Schedule type is selected when the member’s plan of care allows for maximum flexibility in service delivery.

The program provider, FMSA or PSO can select this schedule type if program requirements allow service delivery throughout the week based on the needs and schedule of the member rather than the schedule entered in the EVV system.

All visit maintenance reduction features are turned off and cannot be turned on for this schedule type.

Schedule Match Criteria – Weekly Variable Schedule

4700 EVV System Transfer

Revision 26-1, Effective Jan. 30, 2026

A program provider or FMSA, including a program provider or FMSA approved as a Proprietary System Operator (PSO), may complete the following system transfer types:

• the state provided EVV System to an EVV Proprietary System Operator
• an EVV Proprietary System to the state provided EVV System
• one EVV Proprietary System to another EVV Proprietary System

Program providers and FMSAs who have not selected an EVV system must follow 4100 EVV System Selection.

A program provider, FMSA or PSO may not use a new EVV system before system transfer effective date.

When a program provider, FMSA or PSO requests a system transfer they must:

• Collect visit data in only one EVV system at a time
  • Document all EVV visits for dates of service before the system transfer effective date in the current EVV system
  • Document all EVV visits for dates of service on or after the system transfer effective date in the new EVV system
• Return all alternative devices supplied by the current EVV system vendor after the system transfer effective date with the new EVV system per the requirements of the state provided EVV System Vendor or EVV Proprietary System Vendor
  • the FMSA or FMSA approved as a PSO must make sure CDS employers return all alternative devices supplied by the current EVV system vendor after the system transfer effective date with the new EVV system

Data Transfer Requirements

The program provider, FMSA or PSO may, but is not required to, transfer data from the current EVV system to the new EVV system. The EVV Data Transfer Guide is on the TMHP EVV Proprietary Systems webpage and provides standardized templates for data transfer. The data transfer requirements are below.

• The program provider, FMSA or PSO must tell the current EVV system vendor which data elements they want exported from the current EVV system, if any.
• The program provider, FMSA or PSO must make sure the data transfer occurs correctly.
• The current EVV system vendor must export the data elements in the required format that the program provider, FMSA or PSO wants exported.
• The new EVV system vendor must import the data elements in the required format that the program provider, FMSA or PSO wants imported.

4710 How to Transfer to the State Provided EVV System

Revision 25-2; Effective Sept. 2, 2025

Proprietary system operators (PSOs) who wish to transfer to the state provided EVV system must request a transfer with TMHP at least 120 days before the desired system transfer effective date. The transfer may occur before the 120 days if a PSO and the state provided EVV system vendor agree on an earlier date.

The 120-day transfer time frame allows for:

• training on the state provided EVV system
• transfer of data if requested by the PSO
• completion of all tasks necessary to use the state provided EVV system

FMSAs approved as a PSO must tell CDS employers at least 60 days in advance of the planned system transfer effective date to allow time to retrain CDS employers and their CDS employees on the state provided EVV system.

PSOs must:

• Complete a Termination Form with their current EVV proprietary system 120 days before the desired system transfer effective date.
• Complete an EVV Provider Onboarding Form with the state provided EVV system vendor 120 days before the desired system transfer effective date:
  • Select transfer on the form.
  • Submit to the state provided EVV system vendor.

Transfer process:

• The state provided EVV system vendor will contact the signature authority or the EVV System Administrator within five business days of receipt to confirm the request to transfer and acknowledge receipt.
• The PSO will contact the EVV proprietary system vendor to discuss the transfer request and agree on a date to transfer data to the state provided EVV system.
• The EVV proprietary system vendor will communicate the date to transfer data to the state provided EVV system vendor and TMHP.
• The state provided EVV system vendor must import data within five business days of receipt on behalf of the PSO.
• The state provided EVV system vendor will tell the PSO and TMHP within five business days of completing the data transfer.
• The state provided EVV system vendor will provide further onboarding and EVV system training instructions.

PSOs transferring to the state provided EVV system:

• Must follow 4100 EVV System Selection and 4700 EVV System Transfer.
• Must make sure all staff, service providers and CDS employers complete EVV system training before using the state provided EVV system.
  • CDS employers must make sure their employees complete training before using the state provided EVV system.
• Will not receive a grace period for complying with EVV Policy.
• May have EVV claims denied or recouped if there are no accepted EVV visit transactions.

Contact the state provided EVV system vendor or email TMHP for questions about EVV system transfers to the state provided EVV system.

4720 How to Transfer to an EVV Proprietary System

Revision 25-2; Effective Sept. 2, 2025

If transferring to an EVV proprietary system from the state provided EVV system or another EVV proprietary system a program provider, including a program provider approved as a proprietary system operator (PSO), or an FMSA, including an FMSA approved as a PSO, must:

• Submit an electronic EVV Proprietary System Request Form through the EVV Portal.
• Submit a Termination Form to the state provided EVV system vendor or current EVV proprietary system vendor within seven days of TMHP accepting the program provider or FMSA into an Operational Readiness Review (ORR) session.
• Accept assignment to an ORR and complete all steps in 5000 EVV Proprietary System.

Transferring from the state provided EVV system to an EVV proprietary system or from one EVV proprietary system to another can only occur after:

• Successful completion of the PSO onboarding process.
• TMHP provides written approval of the EVV proprietary system.
• TMHP and the PSO agree on a system transfer effective date.

Program providers or FMSAs who transfer from the state provided EVV system to an EVV proprietary system or PSOs who transfer from one EVV proprietary system to another:

• Must make sure all staff, service providers and CDS employers complete EVV system training before using the new EVV proprietary system.
  • CDS employers must make sure their employees complete EVV system training before using the new EVV proprietary system.
• Will not receive a grace period for complying with EVV Policy.
• May have EVV claims denied or recouped if there are no accepted EVV visit transactions.

Refer to 5000 EVV Proprietary System.

Contact the selected EVV proprietary system vendor or email TMHP with questions about EVV proprietary system transfers.