This article explains how to set up clients and staff for EVV in Brittco. Once Brittco has been certified by Sandata as your Alternate EVV provider, this information will be sent to the Sandata Aggregator.
Setting Up Clients
Follow these steps to send client information to the Sandata Aggregator. This allows you to track "visits" (HPC Activities in Brittco) for ODM to verify.
Go to the Client Information screen and select the individual that needs to be added to the Aggregator.
Applies to the following services: Individual Options (IO) Waiver Nursing and IO/Level 1 Homemaker/Personal Care (HPC).
Does not apply to on-site/on-call HPC and services billed using the daily billing unit (DBU).
In the Services & Add-On’s section, check the Requires EVV box.
Click Save.
If you receive warnings, you must fix them before the client will be sent to the Aggregator.
Required Client Information for EVV
Medicaid Number (12-digit ID assigned by the state)
First and Last Name
Date of Birth
At least one address where services may be provided
The location must include address, city, and zip code, and click Save.
You may add multiple addresses if needed.
Home Phone or Cell Phone (required if using Telephony)
Tip: Run Report 324 – Client EVV Setup or check the EVV Dashboard to verify which clients are set up successfully.
Setting Up Staff
Follow these steps to send staff information to the Sandata Aggregator. A staff person cannot send visit information until they are set up for EVV.
Go to the Staff Setup screen and select the staff person.
Under Options, check the EVV box.
Click Save.
If you receive warnings, you must fix them before the staff person will be sent to the Aggregator.
Required Staff Information for EVV
First and Last Name
Social Security Number
PIN number
Tip: Run Report 325 – Staff EVV Setup or check the EVV Dashboard to verify which staff are set up successfully.
EVV Dashboard
Admins can now monitor EVV setup directly from the Dashboard.
The EVV Setup Status widget displays whether EVV is enabled, along with counts of clients and staff who are:
Successfully linked with Sandata
Needing attention (EVV box checked but issue prevented linking)
From the widget, click View EVV Dashboard to access the full EVV Dashboard.
Here, you can link clients and staff and view detailed lists of successful and pending setups.
Common Errors when linking clients
Client Not Found. Clients must have been previously received from Payer to be updated via Alt-EVV.
What it means: Sandata could not find a match for the client when checking against Ohio’s Medicaid eligibility system. Sandata matches clients using Medicaid ID and Date of Birth. If either does not match, the record will be rejected.
How to fix it: Verify that the client’s Medicaid ID and Date of Birth in Brittco match what is in Ohio’s eligibility system. If the information is incorrect in Brittco, update it and resend the client record. Otherwise, you'll need to reach out to the state to determine why that client's information is not currently available in the Sandata system.
The PatientFirstName (or PatientLastName) format is incorrect. Value found='XXXXXX'. The record is being rejected.
What it means: There are characters in the first name or last name field that Sandata does not allow. The most common characters are parenthesis, double quotes and numbers.
How to fix is: Remove the characters from the first or last name and re-submit.