On the HPC screen, Admins can see an EVV Status column for each entry.
A check mark means the visit was successfully submitted to Sandata.
A clock icon means the visit is queued and will be transmitted within the next 10 minutes.
A yellow warning means the visit was successfully sent but Sandata returned a warning message.
A red exclamation means there was an issue.
A blank EVV status means that this entry wasn't sent to the aggregator. Here are some of the reasons this may occur:
The staff member hasn't clocked out yet
The client and/or staff associated with the entry isn't linked to the aggregator
The service associated with the entry does not require EVV submissions (i.e. HPC OSOC)
The location is marked as "Not EVV" on the Setup screen
Re-Submitting a Failed Entry
To re-submit a failed entry, click on the red exclamation to open a pop-up with the error message from Sandata, along with guidance on how to resolve the issue. If a fix is required, you will see a Resend button to attempt to re-submit the record to Sandata. Within 5 minutes, you will see the response in regards to whether there is still an error.
Note: EVV statuses are only displayed for HPC entries dated October 1 and later.
Common Errors and How to Resolve Them
Client not found
The client associated with this record has not yet been linked to the Sandata Aggregator.
Action: Go to the EVV Dashboard page to link the client.Worker not found
The staff associated with this record has not yet been linked to the Sandata Aggregator.
Action: Go to the EVV Dashboard page to link the staff.Adjusted Out times must be in the past.
The end time was entered in advance (future time).
Action: Wait until the end time has passed, then resend the record.The call out time must be greater than the call in time.
The end time is equal to or earlier than the start time.
Action: Correct start and end times so the call-out time is at least one minute after the call-in time, then resend.The adjusted out time must be greater than the call in time.
The record was edited and resubmitted with an end time before the start time.
Action: Verify and correct start/end times, then resend.The call date and time must be in the past.
The call times were entered ahead of time (future date).
Action: Wait until after the call date/time has passed, then resend.The CallType cannot be null. The value 'Other' is being used.
The Call Type field was not populated correctly.
No Action Needed: The record was transmitted successfully.A visit row exists in stx.visits table (by account/visit_id) and no changes are specified in current import of account/visit_id
The record was sent a second time to Sandata without any changes.
No Action Needed: The record was transmitted successfully.WARNING: The ChangeMadeByEmail format is incorrect. It should be between 1 and 64 characters.
A staff member who edited the record does not have a valid email address.
Action: The record was transmitted successfully, but update the staff account with a valid email address to prevent future warnings.