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Electronic Visit Verification | January 2024 Newsletter |
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 In this issue:
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On January 19, Ohio Department of Medicaid (ODM) hosted an EVV stakeholder meeting to review proposed changes to the Ohio EVV program. The following was highlighted:
- Rule and requirement simplification.
- Privacy considerations.
- Reducing administrative burden.
- Alignment to federal requirements.
If you were unable to attend the stakeholder meeting, or would like to reference the PowerPoint slides, ODM has the Stakeholder meeting slides on our website.
To be notified on proposed changes and Medicaid news, you can receive information in several ways. See below:
- If you would like to receive communications and updates for Ohio Medicaid News, click Subscribe Form to sign up for topics posted on our website.
- If you would like to receive Ohio Administrative Code (OAC) rule filing activity notifications, create an account through RuleWatch Ohio.
- To view previous, current, and proposed OAC rule update activity, visit the Register of Ohio.
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Sandata, in cooperation with the ODM, will host the first in a series of informational Alternate Electronic Visit Verification (Alt EVV) town hall meetings for provider agencies and vendors.
Who should join?
Current Alt EVV vendors and their agency providers transitioning to the enhanced EVV system later this year.
What will be covered?
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- Proposed changes to the EVV program.
- Planned Alt EVV technical integration changes.
- Next steps and opportunity for questions
When? Thursday, February 8, 1-2:30 p.m. Eastern time.
How? Sign up using the Zoom Link.
Information on future Alt EVV town hall meetings will be announced in the coming months. Be sure to check for updates in future newsletters.
For technical assistance using the EVV system or Alt EVV integration questions, please contact the Sandata Customer Support team at 855-805-3505, email ohaltevv@sandata.com, or submit a request via Sandata On-Demand.
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.
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For providers that use the Sandata EVV solution: The new Sandata Mobile Connect (SMC) app continues to be available for download to your personal smart device in the Apple App Store and Google Play! With an upgraded login experience and streamlined visit capture workflow, agencies and direct care workers should download and become familiar with this new application for your device now. When logging into the new SMC application for the first time, you will be asked to set a new password.
IMPORTANT NOTE: After June 30, SMC application versions older than v3.0 can no longer be used to collect EVV visits.
As of January 2024, the most recent version of the application is v3.1.7. Additional resources for the new SMC Application can be found on Sandata On-Demand.
Sandata Old App Sandata New App
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Terminations resumed in January for failure to complete Medicaid Agreement Revalidations in the Provider Network Management (PNM) module.
If you are currently due for a revalidation in the Provider Network Management module, it is imperative that you take immediate action to complete and submit your revalidation application to renew your Ohio Medicaid Provider Agreement. ODM has begun terminating providers who failed to complete their revalidation prior to their specified deadline, starting January 23.
For additional information, please contact ODM Provider Enrollment at: 800-686-1516 (option 2, option 2).
All Providers:
Question: I have completed my ODM EVV required training course and have my certificate. What do I do with it? Where do I upload it for my Medicaid provider revalidation?
Answer: Download the EVV training certificate from Sandata’s Learning Management Software and upload the certificate into the ODM Provider Network Module.
Providers Using Sandata:
Question: I created my log in for the Sandata system, but I cannot log in to the portal or the Sandata Mobile Connect application with my credentials and temporary password. How can I sign in?
Answer: See the following “quick tips” to consider when signing in.
Sandata Mobile Connect Login Tips
- The new Sandata Mobile Connect application is designed to help you with the sign-in experience. In the new app, you enter your email, then select the company ID from a dropdown list, instead of having to type in the company ID manually.
- If you are using the original SMC app, remember to enter the number 2 followed by your agency number. For independent providers, the company ID is 2-10086.
- The Agency field is required. If you are a non-agency provider, enter STX10086.
- The sign in for Sandata EVV is not connected to the sign in found in Sandata Mobile Connect. You will want to reset and maintain each password independently. The following Sandata On-Demand articles describe how to reset each password.
Help is available! If you are a provider locked out of your account, call the Sandata Provider Hotline at 855-805-3505. If you are a direct care worker at an agency, contact your agency administrator.
Providers Using an Alternate EVV Vendor:
Question: I received an email from ODM saying my agency is not logging EVV services, however my agency is using an alternate EVV system and some of the visits aren’t showing in the Sandata Aggregator. Why?
Answer: It is the provider’s responsibility to ensure your Alt EVV vendor is sending your EVV data to Sandata. Verification can be done by logging into your EVV account within the Sandata Aggregator. Anytime data in the Sandata Aggregator does not match what is in your Alt EVV system, you should work with your contracted Alt vendor to find out why. If the Alt vendor is not able to identify the issue, they should email OHAltEVV@sandata.com for assistance.
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Do you have questions about EVV? You can schedule a virtual Zoom meeting using this link: EVV Help. Sessions are available Monday-Friday at 11:30 a.m. and 3:30 p.m. If these times do not work for your schedule, please reach out to odmevvtraining@sandata.com and a Sandata trainer will setup a time that works best for you.
Topics covered include:
- Improving EVV claims matching.
- Solving reoccurring exceptions.
- Getting started with EVV.
- Answer general EVV questions.
We will also share helpful training materials and resources based on the conversation. There is no limit to the number of sessions you can attend. If you cannot attend a session, please cancel in advance using the instructions on the confirmation email.
Sandata regularly updates its EVV software via releases to ensure it runs smoothly. Below are the changes you may have noticed in the Sandata EVV web portal and SMC app in December:
Electronic Visit Verification Web Portal Releases
- Previously, when a user made changes to only the View/Add Addresses section for a client, they did not get a Save/Cancel confirmation pop-up prior to navigating away from the Edit Client page. This change adds the confirmation pop-up to make sure Address edits are saved before navigating away from the page.
- Previously, when a user modified Adjusted In/Out or Service on a Visit with a service but no Payer and/or Program, the Payer and Program dropdowns are not automatically updated. This change will now attempt to automatically populate the Payer and Program when the user updates the Adjusted In/Out or Service.
Sandata Mobile Connect Releases
- Previously, when a user selects the service on a resume visit, the service selected does not appear in the "visit in progress" page. This fix will display the service selected on the "visit in progress" page.
- For Android users, the password becomes visible for a couple of seconds after the user logs out of SMC. This fix prevents the password from being visible after logging out of SMC.
- Previously, a user could take screenshots while using the SMC application in iOS devices, this fix has now prevented the user from taking any screenshots while using the SMC app.
You can access Sandata Release Notes here. You need to have a Zendesk EVV account to view. Please sign up at the link if you do not have an account already.
Questions about releases or the system should be directed to the Sandata EVV Provider Hotline at 855-805-3505 or ODMCustomerCareemail@sandata.com.
Sandata
The Sandata EVV Provider Hotline hours of operation are Monday-Friday from 7 a.m.-8 p.m. and Saturday and Sunday from 9 a.m.-5 p.m. Eastern time. You can call or email anytime, and Sandata will return your call during hours of operation.
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Contacts and Type of Assistance
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Phone
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Email
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EVV Provider Hotline
Provide technical assistance with devices, running reports, EVV Aggregator and the EVV portal.
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855-805-3505
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ODMCustomerCareEmail@sandata.com
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Alternate EVV Support
Provide technical assistance to vendors and providers on the Alternate EVV interface and testing with Sandata.
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844-289-4246
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OHAltEVV@sandata.com
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Ohio Department of Medicaid
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Contacts and Type of Assistance
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Phone
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Email
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EVV Inbox
Help with general EVV questions or to report a problem/escalation.
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Leave a voicemail at
614-705-1082
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ODMEVV@sandata.com
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ODM Integrated Help Desk
Help to change contact information, claims questions, and more.
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800-686-1516
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