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The Ohio Department of Medicaid (ODM) is adjusting the effective date of changes to the Electronic Visit Verification (EVV) claims adjudication process to meet the best interests of stakeholders, providers and the program.
The changes originally planned to go into effect on October 1, will not take place any earlier than January 1, 2025.
Look for information from ODM in the coming months with updates on this process.
The Sandata Mobile Connect application is the preferred method to log EVV visits.
Users are strongly encouraged to download the Sandata Mobile Connect application to log and manage client visits that require electronic verification.
Direct care workers or employees who try to log in to the older Sandata Mobile app after September 4 will receive the following message:
"This version of Sandata Mobile is no longer supported. Please go to the App Store and download the latest version."
 Where to find the new Sandata Mobile Connect app
Direct care workers or employees can find the latest app by clicking on the link below that supports your device. Please reference the image when downloading the app to your smartphone.
The Ohio Medicaid EVV website has been updated with important resources for providers including a frequently asked questions document (dated August 7, 2024) that has been posted to the landing page.
The Ohio Department of Medicaid and Sandata are committed to ensuring that providers have the information needed to successfully use the Electronic Visit Verification (EVV) enhancements.
We encourage all providers to familiarize themselves with the new features and functionalities by registering in Sandata Learn for EVV enhancement self-paced trainings:
Electronic Visit Verification Enhancement
Description: This two-hour course will guide agencies and independent providers through the enhancements made to the EVV system.
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 Training
Description: This one-hour course will guide agency providers using an alternate vendor through the recently implemented changes to reporting and sign-in.
Intended Audience: Agency provider administrative staff using an alternate vendor.
Optional Scheduling Training
Description: Scheduling is an optional feature in the Sandata EVV system. This one-hour course will show users how to create and manage schedules for direct care workers. Using this feature reduces the need for direct care workers to enter the client or recipient ID for each participant and allows them to see their schedule directly in the Sandata Mobile Connect application.
Intended Audience: Agency administrative staff and independent providers who use the Sandata EVV system to capture visits.
Additionally, Sandata is offering office hours for providers who have questions on EVV.
Office Hour - 10:30 a.m. ET sessions
Office Hour – 2:30 p.m. ET sessions
Past Webinar Presentations
Slide decks for past webinars can be reviewed here. The information presented on each slide deck is accurate as of the date of the live presentation. We recommend providers visit and review the ODM EVV Website for the most up to date information.
Live-in Caregiver
Ohio Administrative Code 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 has received many exemption requests, and we ask for your patience as we process the submitted forms. There is no need to contact ODM to inquire about your request. Decisions regarding approval will be sent via email.
A simplified, updated version of form ODM 10374, has been posted to Medicaid forms. We strongly recommend that providers use the updated form when submitting requests. Forms already submitted that are awaiting a determination from ODM do not need to be resubmitted on the new form. However, if a determination is provided by ODM indicating that a new request is needed, we encourage providers to use the simplified, updated form.
Forms should be filled out with all requested information. Missing elements such as the Medicaid ID, payer, and EVV account number will cause processing delays. Please submit all required documents through an encrypted email to evv@medicaid.ohio.gov or fax to 614-318-4956. Forms should not be sent to any other email. ODM will not accept requests through any other submission method.
Prior to submitting the exemption request form, the provider must ensure the direct care worker or employee record, and recipient record are in the Sandata EVV system. For those providers using an Alternate EVV vendor, Fiscal Management Service entity, or both, the direct care worker or employee record and recipient record must be documented in the state’s Aggregator system.
Direct care workers must continue to log all services subject to EVV until the submitted EVV exemption request is approved by ODM.
Any change in residential status, payer, or service will require the Electronic Visit Verification Exemption Request Notification of Change form to be submitted. If the DCW no longer resides with the recipient, this form must be submitted. Any change that occurs will require visits to be logged in to the EVV system from the effective date of change until approval from ODM is received.
Telehealth Exemption
Ohio Medicaid state plan home health and nursing services provided through telehealth and billed with a place of service code indicating it is a telehealth visit are not required to be logged for EVV.
Home health agencies can export a bulk upload template that can be completed by the subcontracted entity for the purpose of adding multiple DCW or employees into Sandata's system at the same time. This can be helpful to agencies who subcontract therapists. Please review the bulk upload sample document on the EVV website for further clarification.
All Sandata system support tickets from a single provider are linked together. If you previously submitted a ticket through phone, email, chat, or Zendesk for a certain issue, there is no need to open a new ticket. Instead, please respond to the most recent communication you received via email, and your ticket will be reopened.
If you are having difficulty submitting a claim within the Provider Network Management Module (PNM), inquiries should be directed to the ODM Integrated Helpdesk at 800-686-1516, choose option #2.
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 July.
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Release Date
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System
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Issue Type
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Description
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July 3
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Alternate EVV Vendor Portal
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Feature Enhancement
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Edits were made to the provider notification sent from the portal after successful Alt EVV certification. Edits included spacing and punctuation corrections.
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July 3
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Alternate EVV Vendor Portal
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Configuration Change
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Visit exception acknowledgement test cases were removed from the Alt EVV vendor portal for integration testing.
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July 10
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EVV Portal
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Bug
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Visit maintenance update to display exceptions based on date filters in Visit Maintenance.
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July 10
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EVV Portal
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Bug
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Change to EVV Visit Maintenance Visit Details to not expose visit key as an editable field.
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July 17
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EVV Portal
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Feature Enhancement
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Allow search for recipients with two characters in the name.
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July 17
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EVV Portal
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Production Support
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Display the label "Recipient" instead of "Client" in the Auto Verification Details report in EVV Visit Maintenance.
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July 17
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Alternate EVV Vendor Portal
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Bug
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Update to Vendor registration portal to update all scenarios when successfully validated.
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July 31
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Provider Registration Portal (new providers only)
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Implementation
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Update to Provider registration portal to allow the correct error message to display in the portal for providers that already have existing accounts.
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Sandata Release Notes are available but require a Zendesk EVV account to view.
Questions about releases or the system should be directed to the Sandata EVV Provider Hotline at 855-805-3505 or ODMCustomerCareemail@sandata.com.
To stay updated on ODM EVV program communications you can sign up for notifications by clicking Subscribe to Medicaid News on the ODM website.
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Focus Area
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Question Topics
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Resource
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Contact Information
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General EVV and Devices
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EVV devices
Getting started with EVV
EVV visit maintenance
Sandata and alternate EVV
Technical support
Claims matching
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Sandata EVV Provider Hotline
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ODMCustomerCareEmail@Sandata.com
855-805-3505
The EVV Provider Hotline is available 24/7.
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Single Sign On, OH ID and Provider Network Management Module
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Single Sign-On, OH ID, or portal password support
Ohio Medicaid Enterprise System submitted claims, prior authorization, and other administrative tasks
General Medicaid member eligibility questions
Provider Network Management (PNM) module
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ODM Integrated Helpdesk
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800-686-1516
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Managed Care Entity Claims
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Medicaid managed care or MyCare Ohio claim questions
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Provider Managed Care Entity Resources
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Please visit the ODM Provider MCE webpage.
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EVV Operations
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Live in exemption form and process
Services subject to EVV
EVV and claims matching
Alternate EVV requirements
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ODM EVV Program Operations
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ODMEVV@Sandata.com
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Alternate vendors and providers
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Vendors and providers using alternate EVV interface and testing with Sandata
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Alternate EVV Support
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OHAltEVV@Sandata.com
844-289-4246
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Policy
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OAC rule questions
GPS consent form
EVV policy questions
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ODM EVV Policy
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HCBSPolicy@medicaid.ohio.gov
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