PHCS - Policies and procedures

EVV - How To

What and Why

What is EVV and why does PHCS use it?

Get the App and Register

Download the Sandata Mobile Connect app, and register your account.

Sign in and Setup

How to complete and submit your visits

Start a Visit
How to start a visit with SMC EVV App.
End a Visit
How to complete and submit your visit.
Help!
Questions and troubleshooting

EVV - What and Why

What is EVV and Why Do We Have to Use It?

EVV (electronic visit verification) is part of a federal law that requires direct care workers (DCW) who provide certain personal care and home healthcare services to electronically report six items to make sure individuals are receiving the services they need.

The six items are:
  • The type of service performed
  • The individual receiving the service
  • The date of the service
  • The location of service delivery
  • The DCW providing the service
  • The time the service begins and ends
Location is recorded in real time at both the start and end times of the visit. It is reported as either occurring in the individual’s home or community. When appropriate, the location reported at the start time may be different than the location at the end time of the service. If the service is not being provided at the individual’s home of record, then the DCW documents the location as occurring in the community. For example, if an individual service plan allows for services to take place somewhere other than the individual’s home, such as their parent’s house, that qualifies as community for documentation purposes.
Note:  Taken directly from the Ohio Department of Medicaid Website: https://medicaid.ohio.gov/resources-for-providers/special-programs-and-initiatives/electronic-visit-verification

Who or What is Sandata ?

Sandata is the vendor chosen by the State of Ohio to provide EVV maintenance and solutions statewide.  There are others that are possible to use however, Sandata is the official record and any alternate system would need to integrate within their operations regardless. Here's a little about what they do: 
Streamlining Agency Operations: Utilizing Sandata EVV Visit Maintenance for Clean and Organized Records
In the realm of home healthcare agencies, maintaining accurate and organized records is not just a best practice but a regulatory requirement. With the advent of Electronic Visit Verification (EVV) systems, such as Sandata's EVV Visit Maintenance, agencies can significantly enhance their efficiency and compliance. This article explores how agencies can leverage Sandata EVV Visit Maintenance to streamline operations and ensure meticulous record-keeping.
Importance of EVV Visit Maintenance

Sandata EVV is designed to electronically capture key data points during caregiver visits, ensuring transparency and accuracy. This technology not only facilitates compliance with state and federal regulations but also enhances operational efficiency by automating the documentation process.

Key Features of Sandata EVV Visit Maintenance

  • Real-Time Data Capture: Sandata EVV Visit Maintenance allows agencies to capture visit data in real-time, providing immediate visibility into caregiver activities. This feature minimizes the risk of errors and delays associated with manual documentation.
  • Comprehensive Visit Verification: The system verifies caregiver visits through GPS tracking, timestamp verification, and caregiver identification, ensuring the authenticity and accuracy of visit records.
  • Integration Capabilities: Sandata EVV Visit Maintenance integrates seamlessly with existing agency management systems, allowing for smooth data flow and eliminating duplicate data entry. This integration promotes consistency and reduces administrative burden.
  • Customizable Reporting: Agencies can generate customizable reports through Sandata EVV Visit Maintenance, providing insights into visit patterns, caregiver performance, and compliance metrics. These reports not only aid in decision-making but also support audits and regulatory requirements.
  • Compliance Assurance: By automating visit verification and documentation, Sandata EVV Visit Maintenance helps agencies comply with Medicaid and other regulatory guidelines. This reduces the risk of compliance-related penalties and audits.

Source: https://sandata.zendesk.com/hc/en-us/articles/33364796399507-Streamlining-Agency-Operations-Utilizing-Sandata-EVV-Visit-Maintenance-for-Clean-and-Organized-Records

Getting Started with Sandata Mobile Connect App for EVV

Download the Sandata Mobile Connect App

To download Sandata Mobile Connect®, you can find it on either the Google Play store or Apple's App store, depending on your mobile device. Simply tap on the application store icon on your device, and then search for 'Sandata Mobile Connect®' . Once you find it, you can download the application.

Use the links below for Google and Apple’s official instructions on how to download and install applications for Android and iOS devices.

    How to Register in EVV

    We will enter your required information into the EVV system and mark you as a "mobile user" with your email address on file with PHCS. Once that's done, you'll get two emails. 
    One will be an introduction to EVV from PHCS with some basic information and instructions. Second, you'll get an email from Sandata directly. 
    The email from Sandata will have a temporary password that you will use to log in the first time.   See below for more detailed instructions.

    First Time Sign In

    Follow the steps below to learn how to log into your account for the first time using the SMC App.  Click the slider arrows to either side of the images to move through the instructions. 

    1. Tap the Sandata Mobile Connect icon on your phone to launch the application.

    2. Enter username and password.

    3. Tap Sign In

    4. Enter or select your agency. PHCS is: 23106

    If you work for more than one agency, select the agency from the drop-down menu.

    When agency is selected, the ID will appear with an extra "2-" at the front.PHCS will appear as: 2-23106


    5. Tap Sign In.

    Initial Security Setup

    For initial log-in, you may be asked to set up a series of security questions. Users must keep the answers to these questions, as they are required to complete the reset password process.  

    After logging in, you may be directed here to set up security questions before resetting your temporary password.

    1. Select and answer the security questions.

    2. Tap Continue.

    3. Enter the temporary Password you were given in the email where it asks for "Current Password"

    4. Enter and re-enter you new password.

    *Note - it must meet all the requirements listed on screen to be accepted.

    You can follow on-screen steps to re-set your password yourself.

    PHCS can also re-set your password on request if you are really locked out!

    5. Tap Settings on the Navigation Menu,


    Usually found as three stacked lines near the top left or right of the screen.

    6. Within the menu, turn on Fingerprint by moving the toggle.
    6. Within the same menu, turn on Face ID if available and desired.


    (usually apple phones)

    PHCS EVV How-To

    Starting a Visit with Sandata EVV

    Using the app to capture visits is just a few simple steps. 

    1. Open the app and login

    Use the method you set up earlier. Enter password, use fingerprint, etc.

    2. Select Client for Visit

    There are two approved ways to locate your client and start:

    1. Searching for them using their Sandata ID
      • Use the Search tab in the Recipients section to find the client.
      • You will need to enter a client identifier such as a Santrax Client ID or Medicaid ID.
      • When you find your client follow the prompts to start the visit.
    2. Select from your list of scheduled clients
      • If your client is scheduled, you will find your client in the Visits Screen.
      • You will see a list of Upcoming visits.
      • Tap on the client in the Upcoming tab and follow the prompts to begin the visit.
    3. There is a third option "Start an Unknown Visit"
      1. DO NOT USE THIS OPTION.
      2. If you cannot locate the client using either method, call PHCS On-Call Line for help ASAP.

    3. Enter the services you're providing and choose the location

    This is usually only required when using the "Search" option for locating clients.

    If you choose an already scheduled visit from the list, this information is already entered for you.

    4. Confirm and Begin

    Confirm the correct client, service, time, and location have been selected. Then start the visit.

    The app will close or time out. This is as designed and the visit is still being recorded. You will be asked to login again when it's time to end the visit.

    1. Search for your client ... 

    1. Open the App

    It should open right to the "Clients" or "Recipients" menu.

    2. Enter the Sandata ID

    Enter the client's Sandata or Medicaid ID into the window then press "Search"

    Note: The Santrax or Medicaid ID are usually found on the client's work report. If you don't have it, contact PHCS right away.

    3. Start your Visit

    Once the client has been located, click on their name to see the screen above. Then, click on "Start Visit".

    4. Choose a Service

    Select the service you will provide from the list.

    Note: It is is always on your work report AND can be found in your When I Work schedule. It is VERY important to choose the correct one.

    5. Select Location

    • "Home" 
      • if providing care in the home
      • (this is almost always the case)
    • "Community" 
      • if providing care in approved setting outside the home.
      • (Ex: doctor's appointment, school, etc.)

    6. Confirm and Start

    Confirm the right client, service, and location have been chosen, then click on "Start"

    2. Select from Scheduled Visits

    1. Go to the Side menu

    Access the additional settings menu by clicking on the "hamburger" icon.

    2. Select VIsits

    Click on "Visits" to open the Visits menu in the app.

    3. Select from the list

    Choose your client's scheduled visit from the listed options in the "Upcoming" tab.

    Note: If you have nothing here, and prefer to use this option, contact PHCS .

    4. Start the Visit
    Confirm you have the right client and time, then click on "Start Visit".


    Note: You can also use the directions and call functions here as well if allowed by your phone settings.

    PHCS EVV How-To

    Complete a Visit in Sandata EVV

    See the step by step images below for how to correctly end your visit in the Sandata EVV Mobile App. Click the arrows to go left or right through the images and instructions. 

    Remember:

    • Documentation is part of your paid visit time!  
    • The times within EVV MUST match the in and out times recorded within your work documentation AND your schedule. 
      • If this is not the case, please call PHCS right away to inform and make adjustments as needed. 
    • Ending your visit in EVV should be the very last step you take before leaving the client's home. 
    • If you forget to clock out, call PHCS as soon as you realize. The visit is INCOMPLETE without an end time. 

    1. Open the App

    Log into the Sandata Mobile App again.

    2. Go to Menu

    Click on the settings menu icon to open the slider and change views.

    3. Go to Visits

    Choose "Visits" from the menu

    4. Open the Visit in Progress

    Click on the "Visit in Progress" from the "Upcoming" tab in the Visits menu.

    5. Complete Visit

    Click on "Complete Visit"


    Important: Notes added here are NOT visible to PHCS. This is NOT the same as your work report or visit note. Please do not enter client information here.

    6. Select Location

    Verify the location where services are ending. Then, click "Continue".

    7. Review and Confirm

    Review the client, service, time, date, and location. If it all looks correct, click on "Confirm".


    Remember: The time worked here MUST match your scheduled working hours AND your visit documentation. If not, call PHCS to notify.

    Well Done!

    Make sure your visit notes and forms all have required client signatures before leaving!


    Digital forms are due at the end of the visit!

    PHCS EVV How-To

    Help!!

    Common questions and answers on EVV and the Sandata Mobile App. 

    Sandata EVV Troubleshooting

    The Sandata Mobile Connect app is not owned or managed by PHCS. These instructions and options may change over time.


    Here are common problems we've learned of so far. Take a look, if your question is not answered here - give us a call!

    I can't log in! 
    If you can't get into the Sandata Moible App you have a few options:

    • Try using the "Reset Password" option on the log in screen.
      1. You will be asked to confirm your user name or email address.
      2. A pop up will appear saying a reset link was sent to your email
      3. Open the email with a subject like "Sandata Mobile Connect Reset Password"
      4. Click on the link to reset your password
      5. Enter your new password twice in the new screen and click on "submit"
      6. The screen will say "Password changed successfully" - you can close this window now.
      7. You will get another email saying the password has been changed
      8. Go back to the app and login now using your new password.
        • The fingerprint and faceID options, if selected, will work again after you have successfully logged in.
      9. For a more detailed walk-through, go here:  https://sandata.zendesk.com/hc/en-us/articles/20198024228115-Reset-Password-In-App-Unlock-Password-Reset-Email 

    • Contact PHCS right away. While we can't change it for you, we can have the system send you an email to reset the password directly.

    What if I have to use a different email account?
    Contact PHCS as soon as possible if you need to change your primary email account. It is likely you may be locked out of your old account or no longer have access to EVV.  

    I forgot to clock in
    There will be no record in EVV of your visit at all and your documentation for this visit is incomplete. Medicaid may decline to pay for the visit! 


    When this happens, call PHCS as soon as you realize you haven't clocked in. We may be able to go back into the visit and adjust the record if we are notified in a timely manner. 

    I clocked in annd...  forgot to clock out
    EVV will keep tracking your visit as if you are still working and you will not be able to start a new visit. Your visit documentation is also incomplete since the time in and out will not match your reports.  

    1. Contact PHCS as soon as possible so we can adjust the record.  
    2. Follow these steps in the EVV Mobile App to "Abandon the Visit"
        1. Click on the Visit In Progress in the Upcoming tab of the Visit section
        2. Click on the trash can icon in the upper right corner of the visit window
        3. Click on "Abandon Visit" if prompted
        4. Click "Yes" to confirm you want to abandon the visit 
        5. For more detailed instructions, go here:  https://sandata.zendesk.com/hc/en-us/articles/19469800877331-Abandoning-a-Visit 

    I just can't use the evv sandata mobile app... 

    There is another way!! 

    Call PHCS and ask for the TVV (telephone visit verification) option!! We will set up the information needed and send you an email with detailed instructions on how to use TVV to record your visits instead. 

    For more on TVV go to:  How to Get and Use TVV for EVV Visits

    Registration of visits in the EVV system is mandated on the State and Federal levels. So, while it's a little more work for all of us (ok, a LOT more work) - the purpose is to provide better clarity of care provided to clients and ensure they are recieving the care the really need. We'll have to work together and adjust - knowing we all really just want the best care possible for clients. 


    I need better instructions or more help!

    No problem!  This app stuff can get a little confusing and things seem to change all the time! There are a few more options for you to learn more: