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Electronic Visit Verification Newsletter | April 2024

In this issue:

• Electronic Visit Verification July 1 enhancements
• Upcoming training opportunities
• In case you missed them - 2024 presentations
• Download the new Sandata mobile application
• Common questions about proposed EVV changes
• Ask a trainer
• March 2024 Sandata releases
• Contact information

Electronic Visit Verification July 1 enhancements

This newsletter contains important updates and information for Electronic Visit Verification (EVV).

Upcoming training opportunities

Ohio's EVV program is undergoing changes, and as a result, the EVV system will feature updated functionality in July. Starting today you can enroll in the following training sessions hosted by Sandata Technologies.

Sandata EVV Bridge Training

This course will guide agencies and independent providers through the enhancements made to the EVV system. ODM and Sandata recommend that all current Sandata EVV system agencies and independent providers attend this two-hour training.

Who should attend? Agency administrative staff and independent providers using the Sandata system. This training is not intended for agency-employed direct care workers.

Scheduling

This optional scheduling feature for agency providers will be added to assist direct care workers in capturing visits. This course will demonstrate how to create and manage schedules.

Who should attend? Agency provider administrative staff intending to use the Sandata scheduling solution.

Aggregator Bridge Training

This one-hour course will guide agency providers using an alternate vendor through the changes that will be coming to reporting and sign-in.

Who should attend? Agency provider administrative staff using an alternate vendor.

Convenient Participation Options

Two options for training will be available the week of May 13:

1. Live webinar sessions are offered May 13 - June 15. Sign up for the new courses at ODM EVV Enhanced System Training.
2. Self-paced training will also be offered. More information will be shared soon.

In case you missed them - 2024 presentations

Beginning in January 2024, ODM and Sandata began sharing important information for stakeholders. The webinars provide overviews of proposed enhancements to systems and updates to the program. Stakeholders can access this information through the EVV website and with the links below:

EVV Webinars

1. January 2024 Electronic Visit Verification Program

2. April 2024 Proposed Policy Updates and System Enhancements

Download the new Sandata mobile application

For users of the old Sandata Mobile app, it has been removed from the app stores as of April 1. It is no longer available for download and will not be updated with new functionality. 

You should now upgrade to the new Sandata Mobile Connect (SMC) app to access all system enhancements going live in Ohio in July. Download it today to ensure continued service and support.

**If you do not use a personal device, please work with your agency to download the new application.

Apple Store (iPhone) / Google Play (Android) If you have any questions or need assistance during this transition, please contact the Provider Support Hotline at 855-805-3505 or submit a request through Sandata On-Demand.

Common questions about proposed EVV changes

Question: Why is GPS being turned off?

Answer: ODM recognizes privacy is very important to those receiving services. Based on feedback received and stakeholder discussions, the following is proposed:

Limited use of GPS technology:

• Persons receiving services choose and give written permission for GPS use in their home.  
• Selection of the visit location, either in the individual’s home or community will be required for all visits.
• EVV devices will no longer be kept at the home of persons receiving services. EVV devices will be managed by providers.

Question: My agency uses an EVV vendor. How can I prepare for these changes?

Answer: Agency providers using an Alternate EVV system and alternate vendors are encouraged to visit the ODM webpage Alternate System | Medicaid (ohio.gov).

• Technical Specifications through June 30, 2024.
• Proposed Technical Specifications in Production by July 1, 2024.
• Alternate EVV Business Rules, effective July 1, 2024.
• Alternate EVV System Checklist, effective July 1, 2024.

Please Note: On March 13, Sandata hosted the second of three Alt EVV Town Hall webinars for the enhanced EVV system. The slides from the town halls can be viewed here. Be sure to check back often for future Alt EVV Town Hall details.

Question: On the Alternative EVV town hall, ODM talked about an optional field called “PatientMedicaidIDEffectiveDate” being added to the Alternative EVV specifications. Is that field still going to be included?

Answer: During the first Alternate EVV Town Hall meeting, proposed changes reviewed included the addition of an optional field. Stakeholders requested ODM consider removing this field if it was not deemed as necessary or required. As a result, this optional field has been removed from the updated technical specifications that are now posted.

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 to discuss your EVV questions. Sessions are available Monday-Friday at 11:30 a.m. and 3:30 p.m., Eastern time. 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.

March 2024 Sandata releases

March 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 March.

Electronic Visit Verification web portal releases

• The Visit Log Date Range Report was previously returning no results when a specific Recipient (Client) Medicaid ID was entered in the report filters. This has now been fixed.
• When creating a call in EVV Visit Maintenance, if a user selected a Recipient (Client) or Employee and then clicked to the next page in the Recipient or Employee list, the radio button for the selected Recipient or Employee would not remain checked. This has now been fixed.

Sandata Mobile Connect releases

• Sandata fixed an issue where the Group Visit pop-up did not appear when an unknown recipient was added following a known recipient.

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. 

Contact information

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. You can call or email anytime, and Sandata will return your call during hours of operation. 

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