EVV
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/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. ODM, ODA, DODD or their delegates may request proof of consent at any time.
Reserve your spot in one of our three remaining training sessions!
ODM is pleased to announce three additional opportunities to register for training on Electronic Visit Verification (EVV) documentation customized for Home Health and Therapy Providers. Please choose from one of the dates/times listed below.
Registration link:
After registering, you will receive a confirmation email containing information about joining the webinar.
Background:
This program is mandated through the federal 21st Century Cures Act, Public Law No. 114–255 (114th Congress). Ohio providers began using the EVV program in 2018. Throughout implementation and receipt of stakeholder feedback, changes are being made to the program, operations and requirements identified in Ohio Administrative Code Rule 5160-1-40 | Electronic visit verification (EVV).
Thank you in advance for your participation.
Good news! The Sandata mobile application is being replaced with a new and improved version. Updates to the existing application ended in April of this year and it will shut down in September. We recommend that direct care workers download the Sandata Mobile Connect app now so specific enhancements are available when they go live July 1. Use the links below to access the app specific to your smartphone.
Beginning July 1, 2024, 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.
Ohio Medicaid (ODM) is now accepting submission of the Electronic Visit Verification Exemption Request form. Please submit all required documents through an encrypted email 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, 2024.
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/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. Listed below are the recommended methods for capturing visits (not an all-inclusive list):
- New Sandata Mobile Connect app Apple Store (iPhone) / Google Play (Android)
- Phone call (Telephony)
Ohio's Electronic Visit Verification (EVV) program is undergoing changes that will become effective July 1, 2024. Agency providers using an Alternate EVV system and alternate vendors are impacted. In preparation for upcoming changes, the Ohio Department of Medicaid (ODM) in collaboration with Sandata Technologies has:
- Hosted two Alternate EVV focused Town Hall webinars for current Ohio certified vendors.
- Opened vendor testing on March 18 to allow vendors to test when ready.
- Implemented the new Ohio Alternate EVV Vendor Portal.
Additionally, ODM updated the following documents on the ODM Alternate EVV webpage.
- Proposed Technical Specifications in Production by July 1, 2024
- This is the technical specifications Ohio certified vendors use to send data to Sandata. The PatientMedicaidIDEffectiveDate field in the “Recipient (individual) General Information segment” has been removed from the specifications. The original enhanced system specification was posted February 9. During the first Alternate EVV Town Hall meeting, proposed changes reviewed included the addition of an optional field. Stakeholders requested ODM consider removing this field if it was not deemed as necessary or required. As a result, this optional field has been removed from the updated technical specifications that are now posted.
- Sandata and ODM are hosting a third Alternate EVV focused Town Hall webinar intended for certified Alternate EVV vendors and agencies at the end of May – additional information will be shared soon.
2. Alternative EVV System Checklist and Alternate EVV Business Requirements.
- The checklist and requirements apply to vendors seeking Alternate EVV certification in Ohio. Changes in the documents reflect updates that will be in effect by July 1.
Reach out to Sandata at ohaltevv@sandata.com for technical specification and testing questions. Questions on the Alternate EVV system checklist and business requirements should be directed to ODM at ODMEVV@sandata.com.
Join Ohio Department of Medicaid (ODM) and Sandata Technologies Tuesday, April 18, from 2-3 p.m. as we “simplify” Electronic Visit Verification (EVV). This webinar is for agency and independent providers who are interested in tips to simplify administrative EVV functions and achieve claims matching. Providers who use an alternate system can benefit from this webinar as well.
The webinar will cover:
- EVV background.
- Auto-verification.
- Recipient information setup and visits.
- Looking for patterns.
Helpful resources.
After registering, you will receive a confirmation email and instructions for joining the webinar. If you are unable to attend, a recording will be posted to the EVV webinars webpage after it takes place.
The EVV team aims to provide valuable and useful information during webinars. Please reach out to ODM and share the topics you want to hear about in 2023 by emailing odmevv@sandata.com. We look forward to hearing from you.
Access, inclusion, and reasonable accommodation
ODM is committed to providing access, inclusion, and reasonable accommodation in its services, activities, programs, and employment opportunities in accordance with the Americans with Disabilities Act (ADA), Title VI of the Civil Rights Act, and other applicable laws. To request an interpreter, written information in a language other than English or in other formats (large print, audio, accessible electronic formats, other formats), or a reasonable accommodation due to a disability, please contact ODM’s Civil Rights/ADA Coordinator at 614-995-9981, TTY 711, fax 1-614-644-1434, or email: ODM_EEO_EmployeeRelations@medicaid.ohio.gov. Requests should be made at least three business days prior to the scheduled event.
If you believe ODM has failed to provide these services or discriminated in another way, you can file a grievance with ODM’s Civil Rights Coordinator and/or file a civil rights complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights. Further information on these processes and ODM’s compliance with civil rights and other applicable laws can be found in our Notice of Nondiscrimination.
Join Ohio Department of Medicaid (ODM) and Sandata Technologies on Thursday, January 19, from 10-11:30 a.m. to learn the basics of Electronic Visit Verification (EVV). This webinar is open to anyone interested in learning more about EVV.
This introductory webinar will cover:
- What is EVV and who needs to use it?
- Why and when is EVV required?
- How does EVV work?
- Where can you get more information about EVV?
- Bonus content for providers: Helpful reports within EVV that are free and available for access.
Don’t wait – register today!
Register for Back to Basics Webinar
After registering, you will receive a confirmation email containing information on how to join the day of the webinar. If you are unable to attend, a recording will be posted to the ODM webpage shortly after the webinar’s conclusion.
The EVV team aims to provide valuable and useful information during webinars. Please reach out to ODM and share the topics you want to hear about this year by emailing odmevv@sandata.com. We look forward in hearing from you.
ODM is committed to providing access, inclusion, and reasonable accommodation in its services, activities, programs, and employment opportunities in accordance with the Americans with Disabilities Act (ADA), Title VI of the Civil Rights Act, and other applicable laws. To request an interpreter, written information in a language other than English or in other formats (large print, audio, accessible electronic formats, other formats), or a reasonable accommodation due to a disability, please contact ODM’s Civil Rights/ADA Coordinator at 614-995-9981/TTY 711, fax 1-614-644-1434, or email: ODM_EEO_EmployeeRelations@medicaid.ohio.gov. Requests should be made at least three business days prior to the scheduled event.
If you believe ODM has failed to provide these services or discriminated in another way, you can file a grievance with ODM’s Civil Rights Coordinator and/or file a civil rights complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights. Further information on these processes and ODM’s compliance with civil rights and other applicable laws can be found in our Notice of Nondiscrimination.
What is EVV (Electronic Visit Verification)?
Electronic Visit Verification (EVV) is used by caregivers for some home and community based services to document the time services begin and end. The Ohio Department of Medicaid provides an EVV system at no cost to all providers. Agency providers may choose to use an alternate EVV system.
EVV is a system that captures the following visit details:
- Identity of the direct caregiver.
- Identity of the individual receiving services.
- Service(s) rendered.
- Location where service is rendered.
- Start/stop times of service.
There are 3 ways to capture a visit:
- Mobile app: An application on a Sandata- provided device or a device owned by the caregiver or provider. This is the preferred option.
- Telephony: Uses a dedicated phone line providers call into from any phone.
- Manual visit entry: Uses a computer to directly enter a visit into the EVV system.
Getting Started Checklist – Providers using Sandata system
Complete EVV Training:
- Receive email with credentials to sign into Sandata eTRAC website.
- Sign in and download your unique Sandata Welcome Kit.
- Log into EVV Portal.
- Set up correct individuals, services, employees, etc., as applicable in EVV Portal.
- Start capturing visits when providing services to individuals.
Agency providers using an Alternate EVV system may require a different Getting Started process.
See the Alt EVV Enhancements and August 30 webinar below.
What does EVV mean for agency and non-agency providers?
- ODM is providing the Sandata EVV system at no cost to providers or individuals receiving services.
- Non-agency providers must use the Sandata system.
- Agency providers can choose to use the Sandata system or a certified alternative EVV system. Alternative EVV systems must comply with all technical specifications and business rules and complete a certification process with Sandata before going into production. Neither ODM nor Sandata are responsible for any costs related to the development, certification or use of an alternate EVV system.
- The claims submission process will not change due to the implementation of EVV.