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Electronic Visit Verification Newsletter | December Issue |
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2022 Electronic Visit Verification (EVV) Webinars – We want to hear from you!
EVV informational webinars are offered each month. We need your help to identify which topics you will find most useful. Some of your colleagues are already providing feedback and now is your chance!
Please take this brief survey to tell us what you want to hear about in 2022.
In January, we will be holding two webinars for new providers. The webinars will be a high-level overview of EVV, how to request training, getting started with the system, and tips for success. If you are a new provider and want help getting started, this is the webinar for you. Click on the registration link below to attend the live webinar. If you are unable to attend the live sessions and want to listen to the recording, you can click on one of the registration links after the event has ended.
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Dates
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Times
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Registration Link
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Jan. 13, 2022 |
10-11:30 a.m. |
Register |
Jan. 19, 2022 |
2:30-4 p.m. |
Register |
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EVV Service Codes and Why They Are Important
When setting up a client (individual) in EVV, be sure the client record in EVV is set up correctly. This means the payer, program, and service in EVV should match what you are billing. If you find the client (individual) is already in EVV, you may need to update the payer details to reflect the service you are providing. This often occurs when an individual changes their managed care plan or gets enrolled on a Medicaid waiver.
Some codes are specific to participant-directed services. Please be sure to enter the appropriate service code into EVV. You may need to work with your employer(s) and the case management agency to identify the payer, program, and service to be entered into EVV.
See below codes for the various participant-directed services in EVV.
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Payer |
Program |
EVV Service Code |
Ohio Department of Aging |
PASSPORT Participant-Directed |
Passport Consumer Directed Personal Care (T1019) |
Ohio Department of Aging |
PASSPORT Participant-Directed |
Passport - Waiver Choices HCAS (T2025)
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Department of Developmental Disabilities |
Participant-Directed Homemaker-Personal Care |
Participant-Directed Homemaker-Personal Care
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Ohio Department of Medicaid |
Ohio Home Care Participant-Directed |
OHCW - Choices HCAS (T2025) |
Aetna, Buckeye, CareSource, Molina, UHC |
MyCare Participant-Directed |
My Care - Waiver Consumer-Directed PCA (T1019) |
Aetna, Buckeye, CareSource, Molina, UHC |
MyCare Participant-Directed |
My Care - Waiver Choices HCAS (T2025) |
Below are screenshots showing how you can choose the various participant-directed services in the Sandata EVV System:
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If you have questions or need assistance with knowing which payer, program, or service to choose, please reach out to the payer you are billing. You can contact the Ohio Department of Medicaid Provider Hotline (800-686-1516) if you are unsure of which payer to contact for the individual(s) you are serving.
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Disabling the Unmatched Client ID/Phone - Update
In response to stakeholder feedback, ODM disabled the Unmatched Client ID/Phone exception from the EVV system on Oct. 6, 2021. This exception was to be removed for all services. However, it was reported that it was still happening for HPC services in EVV. We also learned from providers that the Unmatched Client ID/Phone exception in EVV could no longer be acknowledged. Instead, the exception was inappropriately requiring providers to make a data change to resolve the exception.
Sandata fixed the exception in the Dec. 15 EVV release. You should not see the Unmatched Client ID/Phone exception on any visits dated Oct. 6 or after. The Unmatched Client ID/Phone exceptions that occurred before Oct. 6 should be able to be acknowledged. Moving forward, please review your EVV data in Visit Maintenance as you should not be seeing the Unmatched Client ID/Phone exception on new visits.
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Sandata EVV Releases
Sandata is regularly updating their EVV software to ensure it runs smoothly. Some of these updates may affect you and cause parts of the EVV system to be unavailable while the updates are completed. There are 3 different types of Sandata updates:
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Sandata Mobile Connect (SMC): Updates the mobile application used on personal smart devices/phones and Sandata devices.
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Interactive Voice Response (IVR): Updates the telephone visit-capture method.
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Electronic Visit Verification (EVV): Updates EVV visit maintenance functions and reporting on www.evv.sandata.com.
Below are tentative releases that are scheduled for January 2022. Please note that a release may be canceled if there are no updates needed in the system.
Product
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Release Date
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SMC (MVV) |
1/13/2022 |
IVR (TVV) |
1/19/2022 |
EVV |
1/26/2022 |
SMC (MVV) |
1/27/2022 |
Sandata sends out emails for each release to all providers on file before and after the scheduled release time/date.
Starting in January, we will highlight Sandata system updates from each release.
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Getting Started with EVV – A Preview of the January Webinars (Using the State-Provided Sandata Solution)
If you are a provider new to EVV, it is important your EVV account and records are set up correctly in the system. See the steps below to set up your EVV account in the Sandata system provided by the state. If you have already completed a step, you can skip to the next step.
Definitions
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Client: An individual who receives services subject to EVV requirements.
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Employee: A person who is employed by an agency provider to provide care to one or more clients (individuals).
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eTRAC: The online portal used to access Sandata EVV Welcome Kit materials.
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Sandata EVV: The online portal used by agency and non-agency providers to update Sandata EVV visits and records.
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Sandata Mobile Connect (SMC): Sandata’s mobile visit-capture option; an application that can be downloaded onto a personal smart device/phone or used on an Sandata EVV device.
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Telephony: A telephone visit-capture option; providers dial into a phone line and answer questions to record a visit.
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User: A person with a unique login and password to the Sandata EVV portal.
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Welcome Kit: PDF documents that provide directions on how to log into Sandata EVV and record visits.
Steps to setup an EVV account in Sandata EVV:
- Complete the required training.
- Register in eTRAC.
- As a new user in eTRAC logging in for the first time, click Register.
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- Enter your Provider Medicaid ID, which is 7 digits long.
- Once you are registered and signed into eTRAC, click the “Welcome Kit” tab at the top of the screen. Download the Welcome Kit Letter, which has your login details for EVV.
- Use the login details from your Welcome Kit to log into the EVV portal.
- TIP: Remember to use “STX” before the agency number when completing the “AGENCY” field.
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Agency providers only: Create your user records. The user record creates logins for other staff to access the EVV portal and manage visits and records.
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Agency providers only: Create your employee records.
- Be sure to checkmark the “mobile user” box in the “Employment” section. This will send a password to caregiver emails so they can begin using Sandata Mobile Connect.
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Agency providers only: After saving the employee record, note the Santrax ID. If you are using Telephony to capture visits, the Santrax ID identifies the employee when they are starting or ending a visit.
- Create your client (individual receiving services) record.
- After saving, note the client ID number, which identifies the individual when capturing visits during Sandata Mobile Connect and/or Telephony calls.
- If needed, you can request a Sandata EVV device after creating the client record. Just click “request MVV device.”
For additional assistance with training registration or system support, please call the EVV Provider Hotline at 855-805-3505 or email ODMCustomerCareEmail@sandata.com.
Click here to schedule a one-on-one help session with a Sandata EVV trainer. The help session is an online meeting using Zoom. This allows you and a Sandata EVV trainer to share computer screens with each other while working to answer your EVV questions. It provides a personalized experience to better answer your specific questions about the Sandata EVV system.
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Tip of the Month
Be sure to clear your exceptions in EVV so you have a “Verified” visit status before billing your payer. After billing, your visit should change to a “Processed” status. This means your claim matched to the visit!
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Contact Us
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Sandata Provider Hotline: for technical assistance with a device or EVV portal |
855-805-3505 |
ODMCustomerCare email@sandata.com
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Hours of Operation |
Monday - Friday |
7 a.m. - 8 p.m. |
Saturday - Sunday |
9 a.m. - 5 p.m. |
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Sandata Integration Alternate EVV Support |
844-289-4246 |
OHAltEVV@Sandata.com |
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ODM EVV Support: for general EVV questions to the Ohio Department of Medicaid or to report a problem |
Leave a voicemail at 614-705-1082
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ODMEVV@sandata.com |
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ODM Provider Assistance Hotline: to change contact information, claims questions |
800-686-1516 |
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