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Electronic Visit Verification Newsletter | February 2024

In this issue:

• Alternate EVV Town Hall Meetings
• Are you looking for a recipient or provider?
• REMINDER: Old Sandata Mobile EVV application
• Common EVV questions
• Ask a trainer
• January 2024 Sandata Releases
• Contact information

Alternate EVV Town Hall Meetings

On February 8, Sandata and Ohio Department of Medicaid (ODM) hosted an Alternate (Alt) Electronic Visit Verification (EVV) Town Hall meeting to review proposed changes to the Alt EVV technical specifications which are used by vendors to send EVV data to Sandata. The following was highlighted:

• Alternate EVV technical specification updates and impacts to vendors.
• Next steps for vendors and testing timeline.
• Resources for help.

Slides from the February Town Hall are now posted online.

The March Alternate EVV Town Hall Meeting is now scheduled. Sandata will provide more information regarding Alt EVV integration and implementation of the Ohio Alternate EVV Vendor portal.

Intended audience?

Current Alt EVV vendors and their agency providers transitioning to the enhanced EVV system later this year. 

What will be covered?

1. Proposed changes to the EVV program.
2. Alt EVV integration changes.
3. Testing overview with Sandata.
4. New Ohio Alt EVV Vendor Portal.
5. Next steps and opportunity for questions.

When?

Wednesday, March 13, 10:30 a.m.-12 p.m. ET

Sign up at: Zoom Link (https://sandata.zoom.us/webinar/register/WN_UEj9tVEyQJ2TRR6f7OBAUA)

To be notified on proposed changes and Medicaid news, you can receive information in several ways.

• To receive news and information from the Ohio department of Medicaid, use the Subscribe Form to sign up for topics posted on our website.
• For 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

Are you looking for a recipient or provider?

ODM has partnered with Public Consulting Group (PCG) to help improve the delivery of home- and community-based waiver services through enhanced provider recruitment, training, and support.

In January 2023, the firm launched PCG Match, a provider and individual matching system that helps facilitate connections between in-home service providers and individuals receiving Ohio Home Care or MyCare Ohio waiver services and/or Medicaid State Plan services.

Click here to learn more about PCG Match and join more than 850 providers, individuals, and case managers who have registered for an account. We also invite you to share the factsheet below with those who may be interested in learning more about how PCG Match can help them.

Please note: The PCG Match can be used to help identify providers who may be able to support individuals' service needs. It does not replace any existing processes used to vet and/or authorize providers prior to rendering services. Only the data PCG Match users choose to share through PCG Match, including personal information and personal health information, will be made available to view by other authorized PCG Match system users. Please see our full privacy statement here.

REMINDER: Old Sandata Mobile EVV application

Original app unavailable after July 1

On July 1, at 10 a.m. ET, the original Sandata EVV application (app), Sandata Mobile, will no longer be usable. After this time, all mobile app users must use the Sandata Mobile Connect (SMC) app, launched in 2023. Below are the application icons for the two distinct applications:

Sandata Mobile App Icon (old). App no longer usable after July 1.

Sandata Mobile Connect App Icon (new). App must be in use by July 1 and after

More information about the new SMC application can be found on Sandata On-Demand.

For questions regarding downloading and using SMC, contact the EVV Provider Hotline: 855-805-3505.

Common EVV questions

All Providers:

Question: Will Sandata be hosting webinars to review proposed changes to the EVV program and system?

Answer: Yes. Sandata will be revising the EVV required training to align with the enhancements. For providers who have already taken the EVV required training, a Bridge training to highlight the enhancements is being developed. Additionally, Sandata and ODM will be hosting informational webinar sessions to review proposed changes to EVV, and you will have the opportunity to ask questions.

Please stay tuned to the EVV newsletters and ODM EVV webpage for webinar announcements.

Question: I provide residential respite care through Ohio Department of Developmental Disabilities. Am I required to log this service in EVV?

Answer: Residential respite does not require EVV for claim verification at this time and should not be logged under a different service in EVV. This service is one of the proposed changes to the OAC EVV rule. A full list of services subject to EVV can be found on the ODM EVV Tools and Help Documents webpage. This document will be updated later this year to reflect final OAC rule changes.

Providers Using an Alt Vendor:  

Question: Will Alt EVV vendors get notified of the planned changes to the Alt EVV technical specifications? Or is it the provider’s responsibility to let their vendor know of any specification changes? 

Answer: Existing vendors should receive communications regarding EVV Town Halls and ODM newsletters. However, the provider who is billing for the Medicaid service is ultimately responsible for ensuring EVV program compliance.  

Ask a trainer

Do you have questions about EVV?

Do you have questions about EVV? You can schedule a session by clicking EVV Help to reserve a private Zoom call with a Sandata trainer. Sessions are available Monday-Friday at 11:30 a.m. and 3:30 p.m., ET. If these times do not work for your schedule, please reach out to odmevvtraining@sandata.com and a Sandata trainer will get back with you.

The following topics are addressed in the sessions:

• Improving EVV claims matching.
• Solving reoccurring exceptions.
• Getting started with EVV.

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. As a courtesy, if you cannot attend a session, please cancel in advance using the instructions on the confirmation email.

January 2024 Sandata Releases

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 January.

Electronic Visit Verification Web Portal Releases

• There were no Sandata EVV portal release items in January.

Sandata Mobile Connect Releases

• Sandata Mobile Connect users provided feedback that some app buttons were too close to their phone's on-screen home button, causing accidental navigation away from and logging out of the app. This change creates more space between SMC app buttons and the phone's navigation buttons at the bottom of the screen.

You can access Sandata Release Notes here, but need a Zendesk EVV account to view. Please sign up at the link if you do not have a Zendesk account already.

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

Contact information

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

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