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.
    • Maine: 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. Please note, Sandata recommends sending visit information every day. It must be sent prior to submitting a claim to Medicaid.

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

  1. Navigate to the Billing module and select Visit Verification
  2. Select a 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 should be reviewed.
    • Unsent: The visit has not been sent to Sandata.
  4. Select the checkbox next to unsent claims and click SEND TO SANDATA in the upper right-hand corner.
  5. Billing entries will show as pending until they are accepted or rejected. Once they are accepted by Sandata, continue the billing process.