Providers are responsible for delivering services according to the client’s approved authorization and care plan.

Providers must:

• Follow the authorized number of service hours.
• Monitor monthly authorized hours and avoid exceeding the monthly allotment.
• Only perform and bill for approved CHCAS services and tasks.
• Follow all service limitations outlined in the client’s service plan.
• Contact the client’s Case Manager (CM) or Waiver Service Coordinator (WSC) if changes are needed.

Maintaining accurate and complete documentation is essential for billing, compliance reviews, and client care.

Recommended Documentation

Document the following during each shift:

• Tasks completed
• Service dates and times
• Client condition or notable observations
• Any changes, incidents, or concerns

Documentation may be maintained:

• Within the PPL system when available
• Through a separate electronic tracking system
• Using paper records

Maintain Backup Records

Backup documentation is strongly recommended because it:

• Supports billing if PPL experiences technical issues.
• Verifies dates and times of service.
• Provides evidence of tasks performed.
• Supports annual reviews, SCR audits, and ODM requests.

Security Requirements

Electronic records should be:

• Password protected
• Securely stored

Paper records should be:

• Stored in a locked file cabinet or secure location

Providers are responsible for ensuring all contact and credentialing information remains current.

Updating Contact Information

If your phone number, email address or mailing address changes:

• Submit an updated Provider Information Form (PIF) and/or update demographics through the COA Provider Portal.
• Update your information in:
  • Provider Network Management (PNM)
  • National Provider Identifier (NPI) system

Keeping information current ensures COA, AGE, and ODM can contact you regarding:

• Structured Compliance Reviews (SCR)
• Revalidation
• Policy updates
• Program communications

Name Changes – If your name changes, provide:

• Marriage certificate or court documentation
• Updated driver’s license or government-issued photo identification
• Updated Social Security card

Submit documentation through Provider Services or the Provider Portal.

Medicaid Waiver Services Only

CHCAS providers may only bill for Medicaid Waiver services.

State Plan home care services:

• Cannot be billed by a CHCAS provider.
• Are typically billed through an agency provider.

Weekly Hour Limits

A CHCAS provider may bill:

• Up to 40 hours per week for one client.
• Up to 56 total hours per week across a maximum of five Medicaid Waiver clients.

Clients Requiring More Than 40 Hours

When a client requires more than 40 hours per week:

• Additional approved caregivers may share the authorization.
• Services may be provided through an agency.

Important:

• Each caregiver must be properly certified and approved.
• Agency authorizations cannot be shared with CHCAS providers.
• Multiple CHCAS providers may share hours under the same authorization.

Travel Time

Travel Code may only be used when:

• Traveling directly between two Medicaid Waiver clients’ homes on the same day.

Travel Code cannot be used when:

• Traveling to a client’s home from your own home.
• Transporting a client.

Client Transportation

If transporting a client to:

• Medical appointments
• Grocery stores
• Community activities
• Personal errands

The time is billed under the CHCAS service code, not the Travel Code.

Providers must have:

• A valid driver’s license
• Current automobile insurance
• A completed Transport Attestation on file

Transportation must also be authorized in the client’s service plan.

Obtaining Clients

Providers may receive referrals through:

• COA Certified CHCAS Provider Lists
• Case Manager referrals
• Waiver Service Coordinator referrals
• Client and family inquiries

Providers may advertise themselves as:

“Certified Choices Home Care Attendant Service (CHCAS) Providers serving Council on Aging Medicaid Waiver participants.”

Providers may not represent themselves as employees of Council on Aging.

Best Practice: Do not begin providing or billing for services until the provider has received the Good-to-Go Letter from PPL and all enrollment requirements have been completed.

For technical issues related to:

• Time4Care
• EVV
• PPL login issues
• Website functionality

Contact: PPL Customer Service, Phone: 833-202-6174

Frequent Error: “No Service for This Consumer”

Try the following steps:

1. Log in to Time4Care.
2. Select the Gear icon in the upper-left corner.
3. Choose Settings.
4. Select Update User Data.
5. Return to the dashboard.
6. Attempt to clock in again.

If issues continue, contact:

• PPL Customer Service
• The client’s Medicaid Waiver line
• The client’s Case Manager or Waiver Service Coordinator

SCRs are conducted annually by COA auditors through the Provider Portal or email.

Required Documentation

Provider Forms

• Provider Identification Form (PIF)
• Provider Training and Education Attestation

Identification

Submit updated copies of:

• Driver’s license and auto insurance (if transporting clients)

OR

• Government-issued photo ID
• Will Not Transport Attestation

Continuing Education

Providers must complete:

8 hours of training every 12 months

Training should:

• Prioritize client-specific training requests when applicable.
• Relate to caregiving, aging services, health, safety, or similar topics.

Acceptable proof includes:

• Certificates of completion
• Transcripts
• Attendance reports

Documentation must show:

• Training title
• Training date
• Hours completed

EVV Verification

Provide a screenshot demonstrating active use of the PPL EVV system.

Service Delivery Records

PASSPORT Providers:

• Submit PPL time/task sheets.

MyCare Providers:

• Follow plan-specific requirements outside of COA’s review process.

Revalidation is required every five years through the Ohio Department of Medicaid’s Provider Network Management (PNM) system.

Requirements

Providers must have:

• Active CPR certification
• Current background check (BCI)

The BCI results must:

• Be sent to ODM for revalidation purposes.
• Also be provided to the Provider Engagement Coach as instructed.

Refer to:

• C-HCAS Revalidation Instructions
• BCI Request Form

for detailed guidance.

Providing Authorized Care

Always:

• Follow the approved service plan.
• Perform only authorized tasks.
• Bill only for approved services.
• Stay within authorized monthly hours.

Transportation Requirements

Transportation may only be billed if:

• The task is authorized in the service plan.
• A valid driver’s license is on file.
• Current automobile insurance is on file.
• A Transport Attestation is on file.

Maintaining Service Records

Purpose:

• Support accurate billing
• Demonstrate services provided
• Meet SCR requirements
• Prepare for audits or reviews

Documentation options include:

• Notes within PPL
• Electronic tracking systems
• Paper records