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Electronic Visit Verification | March 2024 Newsletter |
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 In this issue:
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Sandata hosted two different Alternate (Alt) Electronic Visit Verification (EVV) Town Halls; February 8 and March 13. You can find the PowerPoint presentations for each on the Ohio Department of Medicaid (ODM) Alternate Systems webpage and on the ODM EVV past webinars webpage. Items to note from the March 13 town hall:
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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Sandata will be hosting a webinar on April 16, providing a high-level overview of enhancements to its EVV system effective July 1. Below is a preview of some of the enhancements that will be covered during this webinar:
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Scheduling – this feature has been added to help direct care workers with capturing visits and will be
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Location – all visits will be required to include either “Home” or “Community” as the location at the start and end of the visit.
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GPS – Capturing GPS coordinates will be optional. Providers must have written approval from the recipient in order to capture GPS.
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New Services – new services have been added to align with the proposed EVV rule going through the rules clearance process.
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Logging into the Sandata EVV web portal, EVV Aggregator, and Sandata Zendesk – Sandata is integrating these portals/applications with Ohio’s identity management platform (OH|ID) for single sign-on (SSO) and multi-factor authentication (MFA). Note: this integration does not change how direct care workers log into Sandata Mobile Connect.
For more information about changes to Sandata’s enhanced EVV system going live on July 1, please sign up for this webinar; registration details are below:
- Date: Tuesday, April 16.
- Time: 3 - 4 p.m., ET.
- Zoom Link: Click here to register for the webinar.
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On July 1, Sandata Mobile, the original Sandata Electronic Visit Verification (EVV) application (app), will no longer be available for use. After this date, direct care workers must use the new Sandata Mobile Connect (SMC) app, launched in July 2023. The Sandata Mobile Connect app is indicated by the following icon and can be downloaded here from the Apple Store or Google Play.
If you have any questions or need assistance during this application transition, please submit a request through Sandata On-Demand. You may also call or email the Sandata EVV Provider Hotline at 855-805-3505 or ODMCustomerCareEmail@sandata.com.
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All Providers:
Question: I have heard the EVV is going to require single sign-on and multi-factor authentication. What does that mean?
Answer: Sandata EVV web portal, EVV Aggregator, and Sandata Zendesk users will be required to obtain a State of Ohio ID (OH|ID) and establish multi-factor authentication (MFA) via the state’s InnovateOhio Platform (IOP). The additional security aims to improve user connectivity and to prevent hacking or inadvertent exposure of sensitive data. To keep information secure, Sandata EVV web portal, Aggregator, and Zendesk can only be accessed by logging in with OH|ID credentials and successfully completing the MFA setup. The single sign-on (SSO) process is well documented and many providers already use it in production within other state systems such as ODM’s Provider Network Management module.
Providers Using an Alternate EVV Vendor:
Question: What date does ODM expect providers using an alternate vendor to use for the Patient Medicaid Effective Date?
Answer: After the second Alt EVV Town Hall, ODM received many questions on this field and after discussing with Sandata, determined this data field will be removed from the Alt EVV technical specifications. Only the recipient Medicaid ID and date of birth will be used for recipient validation against ODM’s eligibility system (effective in production July 1). ODM will be posting the updated technical specifications with that data field removed shortly.
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 to discuss your EVV questions. 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. If you cannot attend a session, please cancel in advance using the instructions on the confirmation email.
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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 February.
Electronic Visit Verification (EVV) Web Portal Releases
- There was an issue that allowed a security administrative user to create user roles with the same name as an existing role. An update was made to prevent user roles from having the same name.
Sandata Mobile Connect Releases
- There were no functionality updates to the SMC application in February.
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 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.
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., ET. 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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Responding Team
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Phone
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Email
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EVV provider hotline Technical assistance with devices, running reports, EVV Aggregator and EVV portal.
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Sandata Customer Support
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855-805-3505
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ODMCustomerCareEmail@sandata.com
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Alternate EVV support Technical assistance to vendors and providers on the Alternate EVV interface and testing with Sandata
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Sandata Customer Support
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844-289-4246
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OHAltEVV@sandata.com
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EVV inbox Help with general EVV questions or to report a problem or escalation.
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Ohio Department of Medicaid EVV Team
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Leave a voicemail at
614-705-1082
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ODMEVV@sandata.com
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ODM Integrated Helpdesk Help to change contact information, claims questions, etc.
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Ohio Department of Medicaid Provider Assistance
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800-686-1516
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