Sandata

Electronic Visit Verification (EVV) / Electronic Visit Verification (EVV) / Sandata How to Omit Sandata Visits

Visits can be omitted from the Sandata portal without deleting billing entries. Please note, omitting visits does not delete or modify billing entries.

To omit a Sandata visit:

  1. Navigate to the Billing module and select Visit Verification
  2. Click the right arrow on the left-hand side of an entry to view the most recent activity made to the visit
  3. Click Omit
    • Or, click View full visit history to view all activity made to the entry
    • In the “Visit History” modal, click Omit Visit

    • Click Omit in the “Omit History” modal

Electronic Visit Verification (EVV) / Sandata How to Send Visits to Sandata

Sandata recommends sending visits daily, at least 24 hours prior to submitting a claim to Medicaid.

To send claims to Sandata:

  1. Navigate to the Billing module and select Visit Verification
  2. Select the checkbox next to unsent claims
  3. On the upper right-hand side, select one of the two options:
    • Send to Sandata: sends visits to Sandata based on the billing provider in the billing entry
      • The credentials for the billing provider of the visit pull from the “1D Medicaid Provider Number” qualifier in the billing provider’s claim settings. If the “1D Medicaid Provider Number” qualifier is missing from the claim settings or does not match the set of credentials in the “Visit Verification Settings,” an error will display when sending visits to Sandata.
        • Please note, to view or edit the billing provider and other claim information in timesheets, users must have the (Billing > Manage Timesheets) permission enabled.
    • Send As: allows users to select a single set of credentials when sending visits to Sandata.
      • In the “Send As” modal, billing provider credentials are sorted by state. Users can only view the states they have credentials in. Select the billing provider and then click Send to Sandata

      • To meet EVV requirements, visits must be sent with the same Medicaid ID the user will be billed under.
  4. Billing entries will show as pending until they are accepted, rejected, or error. Once they are accepted by Sandata, continue the billing process. Click here to learn more about the status of visit verification data.

Electronic Visit Verification (EVV) / Electronic Visit Verification (EVV) / Sandata How to View Sandata Visit History

The “Visit History” section allows users to view all activity related to visits sent to Sandata, such as the most recent status of the visit, when the entry was sent to and received by Sandata, any changes made to records, the Sandata transaction key (UUID) used to send requests about particular visits, and any reasons the visit has been rejected.

To view the history of a Sandata visit:

  1. Navigate to the Billing module and select Visit Verification
  2. Click the arrow on the left-hand side of an entry to view the most recent activity made to the visit
  3. Click View full visit history to view all activity made to the entry
  4. In the “Visit History” modal, users can view all activity made to the entry and omit visits

Electronic Visit Verification (EVV) / Sandata Sandata and CR Mobile Checklist

To utilize Sandata with CR Mobile, users need to complete the following steps:

  1. Contact Sandata to register your request to use CentralReach as your “Provider Choice System” for EVV. Click here to learn how to register for Sandata.
  2. Contact your Account Manager to turn on the CentralReach integration to Sandata EVV.
  3. In CentralReach:
    • Clients’ addresses need to be geolocated.
    • In the “Payors” section of clients’ profiles, set up their Medicaid “Insured ID” under the “Patient” tab.
    • In the organization’s “Accepted Insurances” section, identify the payor as Medicaid (select the “Medicaid” checkbox).
    • Billing Providers need to have their Medicaid ID entered in the “Claim Settings” of their profile. This needs to be completed for each billing provider contact.
      • Please note, the “billing provider” is the entity billing information that is populated in box 33.
    • Employees need to have their SSN and e-mail entered in the “Claim Settings” of their profile.
    • Ensure the appropriate staff have the necessary CR Mobile and billing permissions, including the (Billing > Visit Verification) permission.
  4. In the organization account, navigate to Visit Verification > Credentials to input your Sandata production credentials, which should have been emailed to you from Sandata. 
    • The email should state it contains “Production Credential Information” with a user ID consisting of a mix of alphanumeric characters.
  5. Complete all EVV appointments in CR Mobile. This includes telehealth appointments.
  6. Complete draft timesheets by inputting EVV reason codes, adding session notes, or addressing any other next steps. 
  7. Submit visit verification data in the Billing module.
    • If records are accepted, complete the normal billing process. If records are not accepted, review errors and contact CR support.

Electronic Visit Verification (EVV) / Sandata Using an Alternative EVV Vendor for Sandata

For organizations using an alternative Electronic Visit Verification (EVV) vendor for Sandata:

  1. To ensure organizations receive important information on the EVV process, providers affected by the EVV requirement need to confirm the contact information (telephone numbers and email addresses) in their provider profile to ensure it is up to date. To view the “Updating Contact Information” reference guide in the Provider Healthcare Portal:
    • Arizona: Click here.
    • Colorado: Click here.
    • Hawaii: Click here.
    • Indiana: Click here.
    • Maine: Click here.
    • Pennsylvania: Click here.
  2. Organizations should notify the state and Sandata that they will be using an ALT. EVV vendor with the “Agency” and “Vendor” information below, and request testing credentials. The organization’s dedicated CSL should be copied on the email.
  3. CentralReach, as the ALT. EVV vendor, receives a testing checklist for states that we have not been approved for.
  4. Providers should complete the self-paced training, which is free and mandatory for Medicaid Provider Agencies using a “Provider Choice System” to receive Aggregator login credentials. Aggregator login credentials are provided by Sandata via email within two days of training completion.
    • To register in the Learning Management System (LMS) and take the Aggregator training, click here.
  5. Users will receive an email confirmation with a certificate when the training has been successfully completed. The organization should send Sandata a copy of the certificate and request production credentials, which will be used to log in to Sandata. Email the following:

Electronic Visit Verification (EVV) / Sandata Viewing the Status of Visit Verification Data

After the Sandata EVV feature is enabled, users with billing permissions can access the “Visit Verification” section of the Billing module to check the status of visit verification data. 

To view the status of accepted or rejected visit verification data:

  1. Navigate to the Billing module and select Visit Verification
  2. Select the desired date range and add any filters, such as by payor and state, or labels to filter the screen.
  3. Click ALL, PENDING, ACCEPTED, REJECTED, ERROR, or UNSENT to display the status of billing entries.
    • Pending: The visit has been sent, but Sandata has not reviewed it.
    • Accepted: The visit is correct. The detail line will display the time it was accepted.
    • Rejected: There is an error/missing information that needs to be corrected. The detail line will contain the information that should be reviewed. For rejected billing entries, make the necessary adjustments and resend to Sandata.
    • Error: There is an error/missing information that needs to be corrected. The detail line will contain the information that needs to be reviewed.
    • Unsent: The visit has not been sent to Sandata.

Click here to learn how to send claims to Sandata.