EVV

We encourage all providers to familiarize themselves with the new features and functionalities by registering in Sandata Learn for EVV enhancement self-paced trainings:    

EVV 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.  

Scheduling Training  

Description: Scheduling is an optional feature for agency providers and is available to help direct care workers capture visits. This course will show how to create and manage schedules.  

Intended Audience: Agency provider administrative staff intending to use the Sandata scheduling solution.

Additionally, Sandata is offering for providers who have questions or need clarification on the enhancements. Office hours are available twice a day through August 31.

Office Hour – 10:30 a.m. ET sessions

Office Hour – 2:30 p.m. ET sessions

The August 1, 2024 EVV webinar slides can be found on the ODM EVV websiteExternal Link, and the FAQ can be found ODM EVV FAQs.

The Ohio Department of Medicaid (ODM) is hosting a webinar to review the recent policy updates and system enhancements to the electronic visit verification (EVV) program. For more information about these changes and the services they impact please see Ohio Administrative Code Chapter 5160-32 and the ODM EVV Program and Service Code Guide. 

This webinar will take place on August 1, from 12-1 p.m. ET. Please register for the webinar using the link below: 

Webinar takes place on August 1, from 12-1 p.m. Please register for the webinar here.

While the webinar will not include a live Question and Answer session, we do encourage you to submit your questions to HCBSPolicy@medicaid.ohio.gov  by end of day on Monday, July 29. We will do our best to respond to your questions with additional information during the webinar. If your question is not answered during the webinar, ODM will respond via updates to the EVV FAQs found on the ODM EVV homepage. 

The Ohio Medicaid EVV website has been updated with important resources for providers. 

A revised Frequently Asked Questions (dated 7/23/2024) document has been posted to the landing page.

The Ohio Medicaid EVV website has been updated and it is important that providers are using the correct link to access the most up to date information about the EVV program. 

An updated Frequently Asked Questions (dated 7/5/2024) document has been posted to the landing page.

Sandata EVV web portal, EVV Aggregator, and Sandata Zendesk users are now required to obtain a State of Ohio ID (OH|ID) and establish multi-factor authentication (MFA) via the state’s InnovateOhio Platform (IOP). Please refer to the OHID MFA Job Aide for assistance in creating an OHID and setting up MFA.

The following resources and assistance are available to you:

• For technical help with the Ohio Department of Medicaid EVV system or an alternate EVV, please call the EVV Customer Call Line at 855-805-3505 or submit a request on Sandata On-Demand. When calling or submitting a request, please provide specific details around the issue you are encountering.
• Training for the EVV solution enhancements and optional scheduling module is still available through self-paced courses in Sandata Learn.
• If you need help logging in, visit the Ohio Medicaid Learner Access to the Sandata Learn page.
• For a list of Frequently Asked Questions, please visit EVV FAQs.

Visit Ohio Medicaid’s Electronic Visit Verification webpage to find the latest news and updates on Ohio’s Electronic Visit Verification program.

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: 

• Wednesday June 26, 1:00pm
• Thursday June 27, 10:30am
• Tuesday July 2, 9:00am

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. 

Sandata Mobile Connect - Google Play Store 

Sandata Mobile Connect - Apple Store 

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): 

1. New Sandata Mobile Connect app Apple Store (iPhone) / Google Play (Android) 
2. 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.

1. 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.

Register Here

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.