Creating a New Recipient

Some state programs provide a file feed to Sandata to bring in client information. This usually comes from the Medicaid Management Information System (“MMIS”). This means you cannot add your own Recipient information but will either receive it directly into your account or need to search for a Recipient to add them.

1. Select Recipients, then select Recipient Management.

2. Select Create Recipient.

3. A popup appears. Complete all required fields, then select Search.

Notable Exceptions: 
•    If this is an Ohio Department of Aging (ODA) Recipient without a Medicaid ID, turn on the ODA Only / No Medicaid ID switch. 
•    If the ODA Only / No Medicaid ID switch is turned on, the Medicaid ID field is not required, but the Client Payer ID is required. 
•    The Client Payer ID is where the PASSPORT Information Management System (PIMS) number would be entered. 
•    If the ODA Only / No Medicaid ID switch is turned on, no Recipient will be found when you select “Search”. 
•    All visits for ODA Only Recipients will be in an incomplete status with a 'Missing   Medicaid ID' exception.  
 

After the Recipient’s Medicaid ID number has been assigned, the Medicaid ID number must be added to the Recipient’s Record. Open the Program tab and add the Medicaid ID under the Payer Details. Visits will remain in an incomplete status until the Recipient’s profile has been updated with their Medicaid ID number. 

4. If a matching Recipient is found, the screen will refresh and include Recipient details. Select Create Recipient.

5. The Recipient record loads in a Pending status. There are required fields in the Personal and Program tabs. All required fields will have an asterisk (*).

6. In the Personal tab, scroll down to the Addresses | Phone Numbers tile, and select Add.

7. Complete all required fields, then select Save.

8. In the Program tab, select Add Service.

9.  Complete all required fields, then select Save.

10. Select Add Authorization.

11. Complete all required fields, then select Save.

a. The Format selection must match the selection made when creating a schedule for the Recipient. For example, if units are selected in the authorization, the schedule must be created in units.

b. Authorization Limitations can be added to restrict the amount of time recorded within a specific range of days, weeks, months, or years.

12. Select the status drop-down in the upper right corner of the screen, then select Active.