Tellus EVV Integration Guide for Agencies

This guide walks you through the steps to set up and integrate Tellus EVV with CareSmartz360.

Step 1: Register for a Tellus EVV Account

Agencies must request a username and password to access the Tellus EVV portal. Registration methods vary by state:

Florida (FL): Contact Ryan Kalinowski at rkalinowski@ntst.com
Virginia (VA – Anthem): Register here: VA-Anthem Registration
Georgia (GA), Kentucky (KY), Nebraska (NE), and Gateway (PA): Self-register online: Tellus Registration Portal

Once registered, please provide your credentials to CareSmartz360 so we can complete the technical setup.

Step 2: Notify Your Implementation Specialist

Ask your CareSmartz360 Implementation Specialist to submit a setup request to our development team. We will configure the Tellus integration on your behalf.

Step 3: Configure EVV Settings in CareSmartz360

Navigate to:
Admin Settings > Agency > EVV Configuration

You'll need the following details to complete your configuration:

NPI Number (only this is needed for Utah)
Business Medicaid ID
Tax ID
ZIP Code (including the +4 extension)
Provider EIN
Assigned Office (choose the office sending data to Tellus)

Step 4: Add Payers (MCOs)

Go to:
Admin Settings > Payers

Add all applicable payers. For Georgia, the following must be added individually:
- CCSP
- SOURCE
- ICWP
- GAPP
- NOW
- COMP
For each of these payers, be sure to enter the corresponding Medicaid ID Number.
After saving the payer:
- Go to the Main tab
- Enable EVV Integration
- Select Aggregator as "Tellus"
- Enter complete Contact Details: Country, State, and City (these are mandatory)
Go to the Billing tab of each payer profile and add all required HCPCS procedure codes.
⚠️ These codes are required for claims but are not flagged as mandatory in the system. Claims may be rejected if codes are missing.

Step 5: Complete Client Profiles

Under Client Profile > Main Tab, enter the client’s Medicaid ID.
In the Rates tab, assign the appropriate payer and add authorization details.
In the Schedule tab, ensure the Bill Type includes the Medicaid Authorization Number.
For Nebraska, make sure billing is done hourly.

Step 6: Begin Using Tellus Integration

Once setup is complete:

Create invoices for shifts that need to be submitted to Tellus.
Submit EVV data via:
Reports > EVV > Tellus Post Report

✅ Best Practice: Start by testing one client, one caregiver, and one schedule to ensure data flows correctly.

Before posting:

The shift status must be HOLD
The shift must be billed or partially billed

EVV Statuses in CareSmartz360

As shifts progress through EVV submission, their statuses will update:

Status Code	Meaning
NEWS	New shift created
INPR	Clock-in done, waiting for clock-out
HOLD	Shift complete, waiting for billing/post
COMP	Billing completed, data posted to Tellus
UNSR	Shift was cancelled
UNBL	Shift not completed (e.g., caregiver unavailable)
RESC	Shift time was changed/rescheduled

Handling Rejections

If your EVV data is rejected:

Go to Reports > EVV > Tellus Details Report
This shows the batch submission and the reason for rejection.
Review and correct the issue. Then:
- Resubmit through the Tellus Post Report, or
- Manually enter the data in your Tellus portal.

❗ Make sure the HCPCS service codes and ICD-10 diagnosis codes are entered. These are required for successful claim submission.