Operations During COVID-19

VAIL’s goal is to support the health and safety of our employees as well the individuals we serve and work with the Commonwealth to curb the spread of COVID-19. Thank you for your patience and understanding during this challenging time where plans and information are changing by the minute.

For the week of March 16-March 20, 2020:
• VAIL staff will be working from home and the office will be closed.
• All face-to-face visits are suspended. If you had a visit scheduled with a VAIL staff member, you will be contacted by phone at the scheduled time.
• We will be checking the office voicemail periodically throughout the day and respond as soon as possible. Please feel free to contact VAIL employees on their cell phones.

Again, thank you for your understanding as we take an abundance of precaution to protect everyone during this time. We will continue to keep you updated as we have additional information.

Getting Help with CCC Plus

The Virginia Department for Aging and Rehabilitative Services (DARS) and the Office of the State Ombudsman Long-Term Care have published a guide to “ensure Commonwealth Coordinated Care (CCC) Plus members can get help from a source independent of the health plan providing the services.” Advocates can “provide confidential assistance to help beneficiaries resolve problems and obtain information about grievances and appeals”, “whether in a nursing facility, assisted living facility or through community-based services”.

VAIL can provide you an electronic copy of this guide or you can call the Office of the State Ombudsman at 1-8000-552-5019 [TTY – 804-464-9950].

EVV Training Town Halls

Dear Employer of Record and Attendant,

Electronic Visit Verification (EVV) is coming!  Federal mandates require that all personal care attendants, respite providers, and companion providers clock in and out electronically for every shift.  This will begin no later than October 1, 2019, for the Commonwealth of Virginia.  Each Fiscal Agent (PPL, CDCN, and ACES$) has chosen the EVV system for their program.  All EVV systems will be demonstrated during the Town Hall events being sponsored by the Department of Medical Assistance Services (DMAS or Medicaid). 

For individuals enrolled in the CCC+ waiver:

If your insurance is: Then your fiscal agent is: And you will use this EVV System:
Aetna PPL Time 4 Care
Anthem PPL Time 4 Care
Magellan ACES$ CellTrak
Optima PPL Time 4 Care
Magellan PPL Time 4 Care
United PPL Time 4 Care
Virginia Premier CDCN CellTrak

Individuals enrolled in a DD waiver and individuals who are enrolled in HIPP: your fiscal agent is CDCN and the EVV system will be CellTrak.

EORs and attendants will need to be trained in how to use the EVV system.  Service facilitation agencies have limited information regarding these systems.  It is urgently important that you make plans to go to one of the Town Hall events to receive your training.  There is limited seating at each event, so register as soon as possible.  You should have received information from DMAS regarding these events but VAIL wanted to ensure that you had, so we are enclosing the information here.

Due to space constraints, each Employee of Record and attendant must pre-register. If you do not register, you will be unable to attend the town hall session. DMAS will use WebEx™ for the on-site registration process only. The Town Hall sessions will take place on-site at the locations identified in the letter, NOT ONLINE.

To register for the Town Hall event, go to:

  • Click here: DMAS notification
  • Click on the Registration Link for Verona.  If you are unable to attend the event in Verona, click on the registration link for the location and date you are able to attend.
Location DATE
Abingdon Thursday, July 9, 2019
Wytheville Wednesday, July 10, 2019
Roanoke Friday, July 12, 2019
Lynchburg Wednesday, July 17, 2019
Verona Thursday, July 18, 2019
Fredericksburg Thursday, July 25, 2019
Woodbridge Friday, July 26, 2019
Norfolk Wednesday, July 31, 2019
Virginia Beach Friday, August 2, 2019
Petersburg Wednesday, August 7, 2019
Richmond Friday, August 9, 2019

If you have additional questions, concerns, or if you would like to make a special accommodation request, you may contact the Office of Community Living by email at: EVV@dmas.virginia.gov.

We are highly encouraging all EORs and as many attendants as possible to register and attend Town Hall events so you can get training directly from the source.  Please see the attached schedule and register as soon as possible.

Electronic Visit Verification (EVV) is approaching!

What is EVV?

Electronic Visit Verification (EVV) uses technology to electronically record when attendants begin and end providing services to Medicaid members.  These systems require a device like a mobile phone or landline to collect the attendant’s start and end times.

Who is affected by EVV?

EVV affects all attendants providing consumer-directed personal care, respite care, and companion services to Medicaid members.  Effective October 1, 2019, DMAS will no longer accept paper timesheets.  This change is required by a new federal rule.

For more information about EVV, please join one of the informational sessions below.  To access the sessions, go to:  https://www.dmas.virginia.gov/#/longtermprograms,

The click on “Electronic Visit Verification session dates for Employers and Attendants” and then hold down theur control key on the keyboard and click on the desired link.

June 18, 2019 2:00 – 3:00 PM
June 19, 2019 10:00 – 11:00 AM
June 20, 2019 4:00 – 5:00 PM
June 25, 2019 2:00 – 3:00 PM
June 26, 2019 10:00 – 11:00 AM
June 27, 2019 4:00 – 5:00 PM