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Electronic Visit Verification | November 2022 Newsletter

In this issue:

• Meet the Electronic Visit Verification team
• Electronic Visit Verification devices fact sheet
• Updating a provider email in the Provider Network Management module
• January webinar: EVV Back to the Basics
• Deep Dive Sessions
• Individualized appointments
• November 2022 Sandata release updates
• Tip of the month
• Contact information

Meet the Electronic Visit Verification team

The Ohio Medicaid Electronic Visit Verification (EVV) team is reviewing data and reaching out to providers to assist with EVV visits and claims matching. The team will offer technical assistance and answer questions related to EVV. Communications are sent from the Ohio Department of Medicaid (ODM) EVV email address.

Below are the faces behind the pen!

Tom Parrott

Kristen Judd

Lakeisha Palmer-Yawn

Noori Morla

If you hear from our team, please know that we are here to help and we look forward to connecting! You can always reach out to directly by emailing odmevv@sandata.com.

Electronic Visit Verification devices fact sheet

The team recently created an EVV devices fact sheet. The document compares device options for service providers and direct care workers, including the EVV mobile application (app) available for download to your personal device or the EVV device available to be mailed to the member’s home. Direct care workers and the individuals receiving services should consider the differences between the two options when deciding which device works best for them to capture an EVV.

Updating a provider email in the Provider Network Management module

Providers using the state-provided Sandata EVV system have their account automatically created for them using provider enrollment information in ODM’s system. Having gone into effect October 1, the ODM system changed from the Medicaid Information Technology System (MITS) to the Provider Network Management (PNM) system. This means providers who need to update information on their Sandata EVV account will need to do so in PNM.

One item commonly needing updated is the provider’s email address. We have created a desk aid to walk you through updating “Email Address 1” under “Primary Service Address” within the PNM module. This email address will be your username in the Sandata EVV system.

Contact the ODM Provider Hotline at 800-686-1516 with questions about PNM.

January webinar: EVV Back to the Basics

Our December 1 EVV Back to Basics webinar has been rescheduled to January 19 from 10-11:30 a.m. If you registered for the December 1 webinar you should have received an email informing you of this date and time change with the option to add the updated appointment to your calendar. If you did not receive this email, please sign up for the January webinar below.

This webinar is for providers who are just getting started with EVV and anyone else who is interested in learning the basics. We will share and review EVV policy, data elements, claims impacts in the future, share resources, and much more.

Registration is now open for the January 19, 2023 webinar. It will take place from 10-11:30 a.m. The recording will be available at the registration link after the event has ended.

Access, Inclusion, and Reasonable Accommodation

ODM is committed to providing access, inclusion, and reasonable accommodation in its services, activities, programs, and employment opportunities in accordance with the Americans with Disabilities Act (ADA), Title VI of the Civil Rights Act, and other applicable laws. To request an interpreter, written information in a language other than English or in other formats (large print, audio, accessible electronic formats, other formats), or a reasonable accommodation due to a disability, please contact ODM’s Civil Rights/ADA Coordinator at 614-995-9981/TTY 711, fax 1-614-644-1434, or email: ODM_EEO_EmployeeRelations@medicaid.ohio.gov. Requests should be made at least three business days prior to the scheduled event.

If you believe ODM has failed to provide these services or discriminated in another way, you can file a grievance with ODM’s Civil Rights Coordinator and/or file a civil rights complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights. Further information on these processes and ODM’s compliance with civil rights and other applicable laws can be found in our Notice of Nondiscrimination.

Deep Dive Sessions

Sandata is offering EVV Deep Dive Sessions, available to providers who have their EVV training certificate. Each session is an instructor-led training tackling the following topics:

• System setup.
• Visit capture.
• Visit maintenance.
• Claims matching and reports.

Please visit Webinars and Deep Dive Sessions to access additional information about this new educational opportunity.

Individualized appointments

To schedule a one-on-one learning session with a Sandata team member via Zoom, sign up online. These appointments are private to allow the sharing of protected health information (PHI) and last up to 30 minutes. Feel free to schedule as many sessions as you need

November 2022 Sandata release updates

Sandata regularly updates its EVV software via releases to ensure it runs smoothly. Some of these updates may affect you. Below are the changes that you may have noticed in the Sandata system this month:

Implemented November 2:

• New layout to the client payer section of the portal added to remove the pop-up box when adding the new payer, allowing providers to enter data for individuals into the system more efficiently.
• Sandata's Alternate (Alt) EVV interface removed warning messages related to visit verification fields that are no longer required in Ohio.
• Fix to require reason code to be added into system when a provider clicks on “Do Not Bill.”
• Fix to correct issues where the Unknown Client Exception type filter in the Visit Maintenance page was not producing results.

Implemented November 17:

• Fix to only send one agency-created email out to a new user rather than two emails.

Questions about releases or the system should be directed to the Sandata EVV Provider Hotline at 855-805-3505 or ODMCustomerCareemail@sandata.com.

Tip of the month

The EVV Training Certificate is required when applying to become a Medicaid provider of services subject to EVV in the PNM portal. Converted providers who completed EVV training and received a certificate will see “Yes” marked in the portal.

Contact information

The Sandata EVV Provider Hotline hours of operation are Monday-Friday from 7 a.m.-8 p.m. and on Saturday and Sunday from 9 a.m.-5 p.m. You can give us a call or email anytime, and we will return your call during our hours of operation.

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