Ohio Department of Medicaid; Mike DeWine, Governor; Jim Tressel, Lt. Governor; Scott Partika, Director

Electronic Visit Verification Newsletter - September 2024

Ohio Department of Medicaid sent this bulletin at 10/03/2024 03:26 PM EDT

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Electronic Visit Verification Newsletter | September 2024

In this issue:

Important Update to Expected Electronic Visit Verification Claims Adjudication
Electronic Visit Verification Frequently Asked Questions
August 2024 Sandata releases
Who to Contact with Questions

Important Update to Expected Electronic Visit Verification Claims Adjudication

The Ohio Department of Medicaid (ODM), to meet the best interests of stakeholders, providers and the program, wants to ensure external entities are aware of upcoming changes to the Electronic Visit Verification (EVV) claims adjudication process. ODM plans to conduct phone outreach to targeted providers impacted by changes to provide technical assistance as needed. Please complete the below form so that ODM has the appropriate contact information for your agency.

ODM EVV Claims Adjudication Provider Contact Information Form

REMINDER: The first phase of the claims adjudication process begins with home health service claims billed through the State Plan fee for service (FFS) program in which ODM is the payer. Claims for these services only will require complete EVV visit data to receive payment. These changes will occur in phases and will not impact claims with a date of service before January 1, 2025.

For a list of services subject to EVV, please find the ODM EVV Program and Service Code Guide here. Look for information from ODM in the coming months with updates on this process.

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Important Update to Submitted Live-in Caregiver Exemption Forms

As of September, ODM has received more than 2,500 Live-in Caregiver Exemption Request forms. Due to an unexpected IT issue, we have been unable to formally approve these determinations for entry into the EVV Aggregator system. ODM is working closely with our vendor to determine a resolution as soon as possible, and before claims adjudication changes begin. We will communicate with providers when determinations start to be entered. ODM continues to process each submitted form we receive and reach out directly to providers if more information is required. Please do not resubmit forms unless directed by ODM to do so, as it will cause delays in processing. ODM will respond to each request by email when determinations start to be entered into the system. We understand the importance of these exemptions and appreciate your patience and understanding. Direct Care Workers must continue to log all services subject to EVV until the submitted EVV exemption request is approved by ODM.

Please note: If an agency is completing the form on behalf of a Direct Care Worker, please select only the services that are provided to the individual by the live-in caregiver.

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Electronic Visit Verification Frequently Asked Questions

The Ohio Medicaid EVV website has been updated with important resources for providers including a frequently asked questions document (dated August 30, 2024) that has been posted to the landing page.

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Electronic Visit Verification Enhancements Training Opportunities for Providers

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 Training

Description: This two-hour course will guide agencies and independent providers through 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.

Please note: Trainings are not intended for agency-employed direct care workers or participant-directed only providers who receive payment through a financial management service.

Office Hours

Receive help with your EVV system in a group setting from a Sandata trainer. Select the Events tab to view all sessions.

Past Webinar Presentations

A wealth of information on the Ohio EVV program is available in webinars previously presented. Each slide deck 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.

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August 2024 Sandata releases

Sandata regularly updates its EVV ensure it runs smoothly. Below are the changes introduced in the Sandata EVV web portal and Sandata Mobile Connect app in August.

Release Date	System	Issue Type	Description
8/5/2024	EVV	Production Support	Sandata updated historical independent provider worker records, so Sandata looked at the correct account for claims validation.
8/7/2024	EVV	Feature Enhancement	The Zendesk chat pop-up was missing on the EVV portal user interface “Reports” and “Manage Users/Roles” pages. This fix allows the Zendesk support chat to display correctly on those pages.
8/7/2024	EVV	Feature Enhancement	In the EVV Visit Maintenance portal, the number symbol of # appeared on the numeric field labels of the Employee ID and Santrax ID in the EVV page. The symbol was removed for these numeric field labels.
8/7/2024	EVV	Bug	In the EVV Visit Maintenance portal, if a provider reviewed a visit and selected the GPS tab to show the map, then switched to another tab, when they returned to to the GPS tab, the map was no longer displayed. In the EVV Visit Maintenance portal, if a provider reviewed a visit and selected the GPS tab to show the map, then switched to another tab, when they returned to the GPS tab, the map was no longer displayed. The fix allowed the GPS map to display on the GPS tab after the provider navigates away from the tab and returns.
8/7/2024	EVV	Bug	When a provider navigated to the scheduling module of EVV and clicked on the service drop-down field, the services were duplicated. This fix allowed the services to be shown only once in the drop-down field.
8/7/2024	Alt EVV Vendor Portal	Feature Enhancement	In the Alternate EVV Vendor Portal, when a vendor sent an employee, client, or visit test record to Sandata and received a “Failed” status, the message of the failed record was not captured or displayed for most scenarios. This fix allowed the vendor to see additional details when receiving a “Failed” message.
8/14/2024	Alt EVV Vendor Portal	Production Support
8/20/2024	Sandata Mobile Connect	Bug	Sandata Mobile Connect was reconnected to the SMC schema to address concerns with data not being available in the application. SMC

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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Who to Contact with Questions

Electronic Visit Verification Contact Information

Focus Area	Question Topics	Resource	Contact Information
General EVV and Devices	EVV devices Getting started with EVV EVV visit maintenance  Sandata and alternate EVV  Technical support Claims matching Live-in Caregiver Exemption form and process  Services subject to EVV  EVV and claims matching logic  Alternate EVV requirements  OAC rule questions GPS consent form EVV policy questions	Sandata EVV Provider Hotline	ODMCustomerCareEmail@Sandata.com 855-805-3505 The EVV Provider Hotline is available 24/7.
Alternate Vendors and Providers	Vendors and providers using alternate EVV interface and testing with Sandata	Alternate EVV Support	OHAltEVV@Sandata.com 844-289-4246
Single sign-on, OHID, and Provider Network Management Module	Single sign-on, OHID, or portal password support Ohio Medicaid Enterprise System submitted claims, prior authorization, and other administrative tasks General Medicaid member eligibility questions Provider Network Management module	ODM Integrated Help Desk	800-686-1516
Managed Care Entity Claims	Medicaid managed care or MyCare Ohio claim questions	Provider Managed Care Entity (MCE) Resources	Please visit the ODM Provider MCE webpage

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