CareSmartz360 EVV – Regulatory & Platform Updates
Release: Patch – Dec ’25
Effective for time‑bound changes: January 1, 2026
1. New Jersey – HHA Visit Edit & Manual Reason Codes
What’s changing?
New and updated reason codes are now available for New Jersey EVV programs.
a. Visit Edit Reason Codes (all MCOs) – available in Visit Edit Reason Codes:
224 – Retro-authorization for members with continuous Medicaid eligibility
225 – Retro-auth for members with eligibility gaps; manual entry required
226 – Acceptable visit overlaps per DMAHS policy; manual edit needed
227 – Overnight visits (e.g., Sunday to Monday)
228 – EVV system unavailable
b. CareBridge – New Jersey Manual Reason Codes – added and active:
MR2224, MR2225, MR2226, MR2227, MR2228
In the UI, CareBridge reason codes now show code + description (not just the code).
Action for agencies:
NJ providers using HHAeXchange / CareBridge should review internal workflows and training materials to include these new codes and their intended use.
2. Minnesota – HHAeXchange: Office Qualifier Now Uses Tax ID
What’s changing?
For Minnesota HHAeXchange Alt EVV connections:
Office qualifier updated to FederalTaxID.
The office identifier sent in EVV payloads is now the agency Tax ID, instead of UMPI/NPI.
Action for agencies:
If you have already configured and post using Tax ID, no change is required.
New MN HHAeXchange integrations should ensure the correct Tax ID is configured as the office identifier.
3. Illinois – HHA EVV New / Retired Service Codes
What’s changing?
For Illinois HHA EVV:
New Home Health Aide service codes have been added per state/HHA specifications.
Two existing codes are now retired and no longer required for production use:
T1002:CR
T1003:CR
Action for agencies:
Stop using the retired codes in live EVV submissions.
Update any internal cheat sheets or scheduling/configuration templates accordingly.
4. Iowa – CareBridge Care Plan Task Description Updates
What’s changing?
For CareBridge Iowa, the following Care Plan Task descriptions have been updated to match the latest specification:
CP1080 – N‑7 Essential Housekeeping: Grocery Shopping
CP1085 – N‑8 Essential Housekeeping: Laundry
CP1090 – N‑9 Minor wound care
CP1095 – N‑10 Financial and scheduling assistance
CP1100 – N‑11 Assistance in the workplace
CP1105 – N‑12 Communication
CP1110 – N‑13 Essential Transportation
CP1115 – N‑14 Medication assistance
Action for agencies:
No configuration change is needed; however, educate field staff and schedulers on the updated descriptions where relevant.
5. Ohio – Sandata ODM v4.3 Program Updates
What’s changing?
For Ohio Sandata EVV (Alt Data Collection Interface v4.3):
Added end dates for all Aetna and UHC MYC programs (deprecated from 2025‑12‑31).
Added new payer programs effective January 1, 2026, as per Sandata v4.3 specification.
Action for agencies:
When posting to Sandata (Ohio), ensure visits are mapped to valid payer programs effective for the service date.
If you receive “invalid/expired program” errors, verify the program is not among those deprecated as of 12/31/2025.
6. Kentucky – Therap Aggregator API v2.2 Reason Codes
What’s changing?
For Kentucky providers using Therap Aggregator:
New exception reason codes recognized:
0013 – Task Data Updated/Unavailable
0014 – Signature/Voice Verification Unavailable
Task validation now expects:
0003 (Other), 0013 (Task Data Updated/Unavailable)
Verification validation now expects:
0003 (Other), 0009 (System Unavailable / Maintenance), 0014 (Signature/Voice Verification Unavailable)
Action for agencies:
When resolving validation errors in Therap KY, use the newly accepted exception codes where appropriate.
7. ProviderOne Aggregator – Support for Multiple Provider IDs
What’s changing?
For agencies using Washington ProviderOne Aggregator (example: Amicable Health):
EVV configuration now supports multiple Provider IDs per office.
Under EVV Configuration → Additional Information, users can:
Add multiple Provider IDs with a Profile Name.
Edit existing Provider IDs from the grid.
During export, users select which Provider ID/Profile to use:
The chosen Provider ID is used in the exported file name and contents.
Action for agencies:
If you submit to ProviderOne with more than one Provider ID, configure each ID under Additional Information and select the appropriate profile at export time.
8. EVV & EDI – “Exclude EVV Data in EDI” Default Behavior
What’s changing?
To prevent accidental loss of EVV data in EDI submissions:
When a new payer is linked to a client, the “Exclude EVV data in EDI file” setting is now OFF by default.
The UI toggle state, label, and backend payload (evvEdi) have been aligned so there is no mismatch between what you see and what is sent.
Action for agencies:
No change needed to your normal workflow.
If you intentionally want to exclude EVV from a specific EDI, you must explicitly turn this option ON.
Notes for All EVV Clients
All changes above are already deployed to Production in line with the stated go‑live dates.
These updates are primarily to align with state/vendor compliance (HHAeXchange, CareBridge, Sandata, Therap, ProviderOne) and to reduce EVV/EDI submission errors.
Key actions for agencies only
New Jersey – HHA & CareBridge
Review and train staff on the new Visit Edit Reason Codes (224–228) and CareBridge Manual Reason Codes (MR2224–MR2228).
Update any internal cheat sheets / workflows to include:
When to use “retro‑auth” codes (224, 225)
When to use overlap / overnight / system‑unavailable codes (226–228, MR codes).
Minnesota – HHAeXchange
Check your MN HHAeXchange configuration to confirm:
Your Tax ID is correctly configured as the office identifier.
If you already use Tax ID today, no change in daily workflow is required.
Illinois – HHA
Stop using retired codes in live EVV submissions:
T1002:CR
T1003:CR
Update service code reference lists and training material so staff don’t select the retired codes.
Iowa – CareBridge
Inform schedulers and field staff that the Care Plan Task descriptions (CP1080–CP1115) have been updated.
No setup change needed, but ensure staff understand the new wording when selecting tasks.
Ohio – Sandata
For visits on or after 01‑Jan‑2026, verify program mapping:
Don’t use Aetna or UHC MYC programs that were ended as of 12‑31‑2025.
If you see “invalid/expired program” errors, remap to a valid program from the updated list.
Kentucky – Therap Aggregator
When resolving validation issues in Therap KY, start using the new exception reason codes where applicable:
0013 – Task Data Updated/Unavailable
0014 – Signature/Voice Verification Unavailable
Washington ProviderOne / Agencies with Multiple Provider IDs
If you submit to ProviderOne with multiple Provider IDs:
Configure each Provider ID under EVV Configuration → Additional Information, with a clear Profile Name.
At export time, select the correct Provider ID/Profile for the file you are sending.
All EVV Agencies – EVV/EDI Option
When linking a new payer to a client:
The system will now include EVV in EDI by default.
If you actually want to exclude EVV from a specific EDI, you must manually turn ON “Exclude EVV data in EDI file.”