In This Issue:
Phase 5 of the electronic visit verification claims validation changes are live NOW! That means certain services dated on or after October 1 and billed to the Ohio Department of Developmental Disabilities (DODD) or to Ohio Medicaid for DODD waiver recipients now require a matching EVV visit.
We want to make sure you get all your questions answered, so we’ve increased the number of people allowed to register for HHA/Sandata Daily Office Hours. Now, there are 100 spots available for you to get one-on-one, provider-specific support - register here. You can also visit Sandata's Ohio trainings webpage to register for live training or view pre-recorded training sessions.
The Ohio Department of Medicaid (ODM) has been making constant updates to the EVV webpage, posting resources, quick links, and FAQs to help you navigate this change.
REMEMBER: In cases where a direct care worker lives in the same household as the person receiving care, you may be exempt from logging visits (see Ohio Administrative Code Rule 5160-32-02). You must submit the exemption form and receive ODM approval.
To confirm if your exemption has been approved, check the XREF section of your EVV account. This link provides instructions on how to view approved live-in caregiver exemptions in XREF. Once your exemption appears in XREF, you may stop logging visits for the recipient, payer, and service listed in the exemption.
Independent providers now have the option to choose an alternate EVV (Alt EVV) vendor, thanks to recent updates from the Ohio Department of Medicaid (ODM).
HHA/Sandata, the state’s EVV vendor, has updated its system to allow independent providers to select from a list of ODM-certified alternate EVV vendors. Previously, only agency providers were able to choose an alt EVV vendor, but ODM has proposed amendments to EVV rules (OAC 5160-32-02 and 5160-32-03) to formally allow this change. These rules are expected to take effect soon.
Here’s what you need to do:
- Register with Sandata as an independent provider via the EVV Provider Registration Page. This enrolls you as a Sandata user.
- Re-register to identify your selected alternate EVV vendor.
- For step-by-step help, refer to the ODM EVV website.
October EVV Stakeholder Workgroup
When: Monday, October 27
2:30 – 4 p.m.
How: Register here
You can also access September EVV training recordings:
If you’re just starting out with EVV or want to learn more about this process, check out this new video that can walk you through what EVV is and how it works.
Sandata regularly updates its EVV software via releases to ensure it runs smoothly. Below are the changes introduced in the Sandata EVV web portal and Sandata Mobile Connect app.
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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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9/16/2025
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EVV
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New Feature
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With this release, independent providers (IPs) with an existing Sandata EVV account can return to the provider self registration portal to create an Alt EVV account. The IP can select from a list of Ohio-approved Alt EVV vendors. The vendor will be notified that a request to use their system has been generated through the self-registration portal. The vendor can then retrieve credentials through the vendor registration portal to connect their system to the Sandata Aggregator for the IP.
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9/16/2025
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EVV
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New Feature
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A new “Live-In Caregiver Exemption Verification” report has been added to the Security Reports section of the Sandata Aggregator. This will allow users to query the Live-In Exemptions that have been approved for their provider account.
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9/16/2025
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EVV
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New Feature
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To accommodate claim validation for independent providers using a financial management services (FMS) entity, a new field is available to provide the IP's Medicaid to the Sandata Aggregator. The IP's Medicaid ID is now displayed in the Active DCW/Employee report. The FMS provider Medicaid ID will appear in reporting if there is IP Medicaid ID.
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Questions about releases or the system in general should be directed to the Sandata EVV Provider Hotline at 855-805-3505 or ODMCustomerCareemail@sandata.com.
Ohio Medicaid and Sandata Technologies are ready to assist providers and agencies in meeting claims validation requirements and more.
Click here to see who to contact regarding specific topics.
To stay updated on ODM EVV program communications, sign up for notifications by clicking Subscribe to Medicaid News on the Ohio Medicaid website.
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