Time Tracking Ohio Electronic Visit Verification (EVV) FAQ

1. Do all providers have to complete the testing process with Sandata?
   Yes, all agencies must complete testing.
2. If I have more than one Medicaid Provider ID do I have to register and test each ID?
   Yes, each Provider ID requires registration, testing, and moving to production independently.
3. What happens if a staff disables GPS tracking on a device?
   Any time logged from this device will have the flag EVV Geo Missing, the approver will need to resolve this and follow-up with staff to enable GPS tracking again.
4. Can I use Sandata’s EVV option and an alternate EVV system?
   No, only one option can be chosen for each Medicaid Provider ID.
5. Where will any edits needed be made, in the Aggregator or Time Tracking?
   All edits will need to be made in Time Tracking and then these edits will be resubmitted to the Aggregator.
6. How will the testing get completed?
   Testing will be completed by Sandata, on behalf of your organization after your testing credentials are sent to us.
7. Does the employee have to use the same device for beginning and end time?
   No, the same device does not have to be used for beginning and ending a shift. Staff will just need to use a GPS enabled device for both.
8. Do you only need to report GPS coordinates at the beginning and the end of the day?
   You have to report it for all beginning and ending services for EVV required clients. So if an additional client (requiring EVV) was added to the group the GPS would need to be captured again for that client as well. This would be considered an update or switch in Time Tracking.
9. What types of users in Time Tracking can input service location data?
   This is dependent on your organizations security settings; you should confirm this with your system administrator to be certain. Service Location addresses are typically synced from ProviderPro Billing Cost Centers; however, there is additional set up needed in Time Tracking as well.
10. If we choose Time Tracking for EVV, can we still receive GPS devices from the state?
    It is our understanding that you can only receive and use the free devices if you are using their solution. To confirm this, we would suggest you reach out to them directly.
11. If we choose iPhones/iPads as the GPS enabled device, is there a Time Tracking app?
    There is not an app for Time Tracking, you would; however, have the option of creating a shortcut on screen to route your team to the Time Tracking website.
12. How is an addressed deemed to be an acceptable location for services to be provided?
    The comparison of an acceptable location will be based on the GPS coordinates for the beginning and ending of a service and the Client EVV Addresses.
13. Do you have a limit on the number of valid address that can be entered for each individual?
    There is no limit of the number of Client EVV Addresses that are entered.
14. What happens if we are tracking one client with EVV requirements and one that does not at the same time?
    The system will simply track the second client as being served at the same time for ratio purposes.
15. What is the cost of Alt EVV for current users?
    There is no additional charge for you to use Time Tracking as your alternate EVV vendor. However, if your agency decides to offer telephony as a backup option, there will be an additional fee for the telephone line and calls.
16. If the staff rejects geolocation tracking can the provider be dinged for no geolocation, and if so, should we recommend if they get the missing geolocation flag that managers "correct" the issue with their employee(s) that rejected tracking?
    We are uncertain if a provider will be “dinged” for any reason, but it would be our recommendation that if you learn an employee is not using a GPS enabled device that you work with them to correct this. Not having a GPS coordinate will require you to indicate a change reason.
17. We run a recreation program that starts at different locations in the community with different individuals each time. Do you have any ideas on how to handle this?
    It is our recommendation that you enter all potential valid locations for all clients. This will greatly minimizing the additional work when approving entries.
18. Is it considered a "ding" for editing time after the fact?
    We are not certain if there will be any “dings” but having to change an entry after the fact will result in the type changing to manual, letting Sandata know it has been modified.
19. If the internet is down what is in place for an alternate method?
    If the internet is down or there is some other reason staff cannot document in real-time, they can use on of the following backup options: Enter the entry through My Log when they have internet service again -OR- Complete the Backup EVV Data Collection form (found at the back of the Using Time Tracking with EVV the white paper) and give it to their manager to enter through Staff Log or Service Location Log -OR- implement our telephony system for an additional fee where the staff can use the phone to start and end EVV services.
20. How will I know that I have passed testing certification and can go live?
    You will receive a message through eTRAC and/or email from the Sandata Technologies team that your vendor testing was approved.
21. Does the order of setting up the EVV items in Time Tracking matter?
    Yes, please remember that turning on the Services for EVV should be the last step you complete. This is due to the fact that once a client and one service is turned on for EVV Time Tracking and is documented this data will be set to be sent to Sandata (if your organization is not live yet, it will hold this data until you are and send it all then).
22. If a correction has to be made to an EVV entry, is there a deadline on when we have to get the changes made?
    We are unsure if there is a deadline for the corrections to be made, we would however recommend that you correct them as soon as possible.
23. How often can we run the converting non-EVV log entries to EVV log entries?
    There is technically no “limit” on how many times you can run this, but it is our recommendation that you do it a single time for the entire period of your retroactive change.
24. You indicated that entries would submit every 15 minutes is that correct? If so, wouldn’t it be more beneficial to do it once every 24 hours to allow the most time to check an entry or make sure a correction isn't needed?
    You are correct that we could delay in sending them until later, but we decided to send them earlier to make sure they were submitted within the 24-hour-period requirement from the state.

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