Ohio EVV Live-In Caregiver Checklist for Sandata EVV Exemption

NOTE: For Self-Directed Providers using a Financial Management Service (FMS), such as Public Partnerships LLC (PPL) or GT Independence (GTI), to complete your live-in caregiver exemption, please contact your FMS entity directly for the necessary information.

Use this checklist to complete all required steps before applying for the Live-In Caregiver Exemption. You can use the link at the bottom of this page to download a printable checklist. 
This guide will help you:

1. Get your Provider ID.
2. Register in the Sandata EVV system.
3. Access your Sandata EVV account number.
4. Set up your Recipient.
5. Find and record required IDs from Sandata EVV.
6. Apply for the live-in caregiver exemption.

Step 1: Register as a New Provider.

☐ Read this checklist completely.

☐ Complete ODM Form 10376 Electronic Visit Verification Provider Training Requirement Exception Attestation Form and sign your name and date. Download the form.
☐ Upload your signed form into the PNM portal using your OH|ID. This is essential to kick off your application process.  Learn how to upload the certificate here: Indicating EVV Training Completion – Quick Reference Guide.

Once you receive your Ohio Provider Medicaid ID via email, proceed to Step 2.

Step 2: Register as a New Provider.
☐ Register in the Sandata EVV Provider Registration Portal.  Choose Ohio Department of Medicaid for the EVV Program, then enter your Provider Medicaid ID and EIN/TIN. As an independent provider, your Tax Identification Number (TIN) is your Social Security Number. Enter that in the EIN/TIN field.

Then select Register.

Step 3: Register in eTRAC and download your welcome letter.

☐ Register and log into eTRAC following these instructions.
☐ Download your Welcome Kit Letter from eTRAC.
Your EVV account number will be listed in the welcome letter. Look for: 
The EVV account number for ____________________________  is ___________________________

Step 4: Log into Sandata EVV.

☐ Go to the Sandata EVV login page.
☐ Select "Log in with OH|ID" and sign in using your OH|ID.
Once you are signed in, your EVV account number will appear in the top right corner of the screen. Record this number.

Step 5: Set Up Recipient Record in Sandata EVV.

☐ Create a new Recipient record for the person for which you are providing care. Watch the entirety of this video to complete all the steps: Creating a New Recipient start to finish. You must complete all of these steps in order for the Recipient Santrax ID to be validated.

Note: If you are unsure about your Recipient's service or program information, please contact their Care Manager/Payer. 

Step 6: Find and record the Recipient ID.

☐ In the module menu, go to Recipients then select Recipient Management. Find the Recipient’s name and go to their profile page. Just under the name, you will see the Recipient ID. This is the Recipient Santrax ID you will need for the form.

Step 7: Find and record your 6-digit Direct Care Worker Santrax ID.

☐ Go to the DCW/Employees module, find your name and go to your profile page.

☐ Record the Santrax ID. This is the DCW Santrax ID for the Live-In Caregiver Exemption Form.

Step 8: Apply for Live-In Caregiver Exemption.

Important! Wait 1-2 business days after creating or updating the Recipient's record before completing the exemption form. This will ensure that forms are reviewed appropriately.

☐ Go to the EVV Exemption Request Web Form to apply for exemption status.
☐ You will receive your exemption status via email within 10 business days. If you have questions or want a status update regarding a Live-In Caregiver exemption for that you have submitted, you can send an email to [e-mail].

You can check to see if your approval has been uploaded to the system. Follow the instructions on this page: How to View Approved Live-In Caregiver Exemptions in the EVV System.

• Live in Caregiver Checklist for OH EVV Exemption Rev2.pdf300 KB