In This Issue:
Beginning March 1, electronic visit verification claims matching requirements go into effect for home health private duty nurses, nurse assessment and consults, and waiver providers submitting claims to Next Generation MyCare Ohio health plans.
Virtual and on-demand training sessions and a variety of helpful resources are available, helping you meet claims validation requirements. Claims for services subject to electronic visit verification must have matching EVV data upon submission. Claims that do not match will be denied.
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Based on stakeholder feedback, HHA Exchange (formerly Sandata Technologies) is making it easier for direct care workers to log in to the Sandata Mobile Connect (SMC) app and access multiple Electronic Visit Verification (EVV) accounts.
Starting February 18, SMC OnePass will allow direct care workers to use one password for multiple EVV accounts. That means you'll have fewer passwords to remember, and fewer instances needing password resets, saving you time and effort.
Take advantage of SMC OnePass by following the steps outlined in Configuring Universal Passwords for Sandata Mobile Connect – SMC OnePass. You may also see login prompts encouraging you to activate the feature once it goes live.
NOTE: If you use only one EVV account, your login process will remain the same.
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March 19 Town Hall Designed Specifically for You
The Ohio Department of Medicaid and our EVV systems partner HHA Exchange will hold a virtual town hall for ODM-certified alternate EVV vendors. Join us online on March 19 at 11 a.m. Eastern.
The session will cover:
- EVV Background and Claims Validation
- Review of the Alt EVV Specifications and Services
- Alt EVV Vendor Options for Independent Providers
- April 1 Enforcement of Edit Reason Code 99 requirements
April 1 Edit Reason Code 99
As shared in the January EVV newsletter, any visit with a date of service on or after April 1, 2026, submitted from an alternate EVV vendor to the Sandata Aggregator must include Edit Reason Code “99” for manually edited visits. Visits submitted with any other Edit Reason Code will be rejected by Sandata. Refer to guidance outlined in the Alternate EVV Technical Specifications document.
Help Us Spread the Word
Providers using a certified alternate EVV system are strongly encouraged to ask your vendors to attend the March 19 town hall. Registration is open. Please urge them to sign up soon.
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To help providers work ahead when managing recipient records in the Sandata system, HHA Exchange has introduced automation to simplify record management when the recipient’s enrollment is changing!
For example, if you’re working with a Medicaid recipient newly eligible for MyCare beginning April 1, you can edit the recipient record in the Sandata EVV system today by adding the new MyCare program, services, and authorizations. The system will show the recipient’s newly added MyCare program status as “Pending” through March 30. When April 1 arrives Sandata will automatically update the status to “Active” eliminating the need for you to manually revise the status.
Please refer to How to Future Date Recipient Records to take advantage of this new system enhancement. These helpful guides are available on Sandata On Demand to assistant with adding services and recipient authorizations.
Providers who have changed electronic visit verification systems now have an easier way to manage the transition of multiple live-in caregiver (LIC) exemptions approved by Ohio Medicaid. Regardless of whether you’ve transitioned from the Sandata solution to an alternative EVV (alt EVV) vendor, or between alt EVV vendors, you no longer have to manually update each approval individually.
Check out the Streamlined System Transition Guide for LIC Exemptions to learn how to take advantage of this simplified process.
Ohio Medicaid hosts the EVV Stakeholder Workgroup meeting on February 23, 2:30-4 p.m. Please feel free to join us by registering here.
To catch up on our latest discussion see the January 26 Stakeholder Workgroup presentation.
Sandata regularly updates its EVV software via releases to ensure everything runs smoothly. Below are the changes you may have noticed in the Sandata system.
Date
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System
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Issue
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Description
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1/21/2026
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EVV
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Error when adding authorizations
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Whan creating multiple authorizations in the recipient record, an error occurred when using the “Save and Add New” button. This error has been fixed.
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1/21/2026
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EVV
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Enhancement – Time Zone Notation in Schedules
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Within the Schedules module, time zone notation is now standardized as a single letter inside brackets. For example, "Eastern" time zone is displayed as [E].
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1/21/2026
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EVV Aggregator
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Enhancement – Time Zone Display Option in Visit Maintenance and Visit Review
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A new optional column called Visit Time zone can be selected that displays the time zone stored on the visit.
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1/21/2026
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EVV
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Bug - Recipient Status Change
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Previously, when changing recipient status with a future status effective date, the status changed immediately. Now, the recipient status will change on the entered status effective date.
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1/21/2026
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EVV
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Updated System Timeout Limit
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Sandata EVV will now timeout if there is no activity logged for 15 minutes. Previously, the timeout limit was 30 minutes.
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Ohio Medicaid and HHA Exchange (formerly Sandata Technologies) are ready to assist providers and agencies in meeting claims validation requirements and more.
Click here to see who to contact for your specific needs.
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