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Important EVV Information for Providers:

Training Opportunities Included!

The Ohio Department of Medicaid (ODM) is making policy updates and system enhancements to the Electronic Visit Verification (EVV) program for providers required to participate in the program, effective July 1, 2024. The changes include Ohio Medicaid rule updates and system enhancements to Sandata devices and the mobile application.

This communication contains several updates and pieces of helpful information. Use the links below to navigate to a specific topic:

• New Options for Home Health and Therapy Specific Training
• Reminder: Provider Training Opportunities
• Instructions for Accessing Sandata Learn
• Ask a Trainer
• System Enhancements to Sandata Devices and the Mobile Application
• Ohio Medicaid Proposed Rule Updates
• Getting Help with EVV – Contact Information

New Options for Home Health and Therapy Specific Training

Home Health Therapy services are required to use EVV, effective July 1. ODM is pleased to announce three opportunities to register for training on EVV documentation customized for Home Health and Therapy Providers.  Please choose from one of the dates/times listed below; registration links are included in this list: 

• Thursday, June 27, 10:30 a.m.
• Tuesday, July 2, 9 a.m.    

After registering, you will receive a confirmation email containing information about joining the training webinar.

Reminder: Provider Training Opportunities

EVV Enhancement System Training: Register for the Ohio Department of Medicaid (ODM) Electronic Visit Verification (EVV) Enhanced System training. This training will guide you through EVV system enhancements that will become available to ODM provider agencies and independent providers effective July 1. We highly recommend attending training to help you effectively use the enhancements.

There are two ways to take the training: 

1. Register for and attend live, virtual webinar sessions. 
2. Complete self-paced training through Sandata Learn, the new learning management system (LMS). 

Note: To access Sandata Learn, you will have to complete a log-in process and update your Sandata Learn profile. If you are new to Sandata Learn, you will need to enroll using the Profile Form under Sign Up.  

Sandata Bridge Training: This course will guide agencies and independent providers through the enhancements made to the EVV system. We recommend that all current Sandata EVV system agencies and independent providers attend this two-hour training. Intended audience: Agency administrative staff and independent providers using the Sandata system. This training is not intended for agency-employed direct care workers or participant-directed only providers who receive payment through a financial management service.

Aggregator Bridge Training: This one-hour course will guide agency providers using an alternate EVV vendor through the changes that will be coming to reporting and sign-in.  Intended Audience: Agency provider administrative staff using an alternate EVV vendor.

Scheduling: This optional scheduling feature for agency providers will be added to help direct care workers with capturing visits. This course will show how to create and manage schedules. Intended Audience: Agency provider administrative staff intending to use the Sandata scheduling solution.

Register here.

Instructions for Accessing Sandata Learn

Instructions for Those Already in Sandata Learn

1. Visit the new Sandata Learn.
2. Select Forgot Password. Do not enter your email address, password, or click on the Sign In
3. When prompted on the next screen, enter the email address you currently use for Sandata Learn and click Send Password Reset Instructions.
4. If your email exists in our system, you will receive an activation email. In your email, click on Activate Account.

Note: If your email does not exist in the new learning management system (LMS) platform, use the Profile Form to create your account. After you have done that, click Save Profile.

5. You will arrive at the new LMS dashboard. Take the short Mastering Your Learning Journey course to explore the new platform.
6. Sign up for your available self-paced training and start learning!

Instructions for Those New to Sandata Learn

1. Go to Sandata Learn. Make sure to update your bookmarks to save this site for quick access.
2. On the Create an Account screen, fill in your name and email address. Create a password and select Sign Up.
3. Complete the Profile Form with your Agency Name, Agency ID number (optional), and your Provider ID number.
4. Click Select a Role and choose from the dropdown menu. Only Agency Admins should select the first option, Agency Admin/Manager.
5. Select the State out of which your agency is based. Note: This may not be the state in which you work.
6. Select Agency EVV, Non-Agency EVV, or Alt EVV Aggregator.
7. After you have done that, click Save Profile.

Ask a Trainer

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. During the session, training materials and resources will be shared and all your EVV questions can be addressed. 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 to request an alternate time.

The following topics are addressed in the sessions:

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

There is no limit to the number of sessions you can attend. If you schedule a session and need to cancel, please do so in advance using the instructions on the confirmation email.

System Enhancements to Sandata Devices and the Mobile Application

Sandata is updating its devices and applications to align with these changes that go into effect on July 1, deactivating the original mobile application and maintaining the improved version that was launched in 2023. Updates to the original application ended in April of this year and it will shut down in September.  Direct care workers must download the newer Sandata Mobile Connect app now so specific enhancements are available when they launch on July 1. Use the links below to access the app specific to your smartphone:

Sandata Mobile Connect - Google Play Store Sandata Mobile Connect - Apple Store

Ohio Medicaid Proposed Rule Updates

ODM strongly encourages you to review Ohio Administrative Code chapter 5160-32 to ensure you remain up to date on programmatic requirements. Currently, the requirements for EVV are in OAC Rule 5160-1-40. Ohio Medicaid is separating the comprehensive rule into four focused rules:

• OAC Rule 5160-32-01 EVV program.
• OAC Rule 5160-32-02 EVV data collection.
• OAC Rule 5160-32-03 Alternate EVV vendor.
• OAC Rule 5160-32-04 EVV program provider requirements.

To stay updated on OAC rule activity, please create an account here. To view previous, current, and proposed OAC rule update activity, visit the Register of Ohio website here. Once effective, rules will be available to view in Ohio Laws.

Live-in Caregiver Exemption

Beginning July 1, Ohio Administrative Code rule 5160-32-01, Electronic Visit Verification (EVV) program, permits an exemption to visit capture requirements when the direct care worker is a resident of the same household as the individual receiving services.  

ODM is now accepting submission of the Electronic Visit Verification Exemption Request form. Please submit all documents using encrypted email (your email program should have an encryption button) to evv@medicaid.ohio.gov or fax to 614-318-4956. ODM will not accept requests through any other submission method. Decisions regarding approval will be sent via email after July 1.    

Prior to submitting the exemption request form, the provider must ensure the direct care worker/employee record and recipient record are in the Sandata EVV system. For those providers using an Alternate EVV vendor and/or Fiscal Management Service (FMS) entity, the direct care worker or employee record and recipient record must be documented in the State’s Aggregator system. The provider and their administrative staff, when applicable, have access to data within the EVV system and can verify the worker, recipient, and live in exemption checkbox themselves.

Direct care workers must continue to log all services subject to EVV until the submitted EVV exemption request is approved by ODM.

Electronic Visit Verification and Global Positioning System (GPS): Consent from Medicaid Recipient Required

In accordance with OAC rule 5160-32-02, effective July 1, Global Positioning System (GPS) functionality of any application or device may be used only upon obtaining the signed consent of the individual receiving the service. Agency, Independent, and Self-Directed providers are responsible for obtaining and maintaining consent in the individual’s service record. Consent will be effective from the date of recipient’s signature on the consent form for a period of one year (365 days). An individual who has provided consent for GPS functionality may revoke that consent at any time. When a recipient does not provide consent to capture GPS for purposes of EVV, then the provider must have the capability to turn GPS off.

Ohio Medicaid is providing a GPS Consent Form as an option for providers. Although use of the ODM form is not required, it is highly recommended. Providers have the option to utilize alternative consent forms as long as elements identified in the rule are met. Providers are responsible to demonstrate consent has been obtained and maintained. Ohio Departments of Medicaid, Aging, and Developmental Disabilities, or their delegates, may request proof of consent at any time.

For the latest on EVV in Ohio, visit https://medicaid.ohio.gov/resources-for-providers/special-programs-and-initiatives/electronic-visit-verification.

Getting Help with EVV – Contact Information

The Sandata EVV Provider Hotline hours of operation are Monday-Friday from 7a.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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