Sandata EVV Integration Guide for Agencies
If your agency operates in a state using Sandata for EVV (Electronic Visit Verification), follow the steps below to complete your setup and ensure smooth claims submission.
✅ Step 1: Request Sandata Credentials
To begin, your agency must request credentials from Sandata. Send an email to Sandata with the subject line - CareSmartz360 - Alt. EVV Registration.
In the body of the email, indicate that you require credentials and include the below details:
· Provider Name - Your Agency Name
· Provider Contact and email address - Your Agency Contact and email address
· NPI and State ID (Medicaid ID)
EVV Vendor Details
• Vendor: Caresmartz360
• EVV Vendor Contact Name: Pritish Ahluwalia
• EVV Vendor Contact Number: 585-348-7975
• EVV Vendor Contact Email: pritish.ahluwalia@caresmartz360.com
• EVV Product Name – Caresmartz360
State | Email Address |
Arizona | |
California | |
Colorado | |
Connecticut | |
Delaware | |
Hawaii | |
Idaho | |
Illinois | |
Indiana | |
Maine | |
Massachusetts | |
Missouri | |
Nevada | |
North Carolina | |
Ohio | |
Pennsylvania | |
Wisconsin |
📞 Sandata Support: 1-844-289-4246
✅ Step 2: Notify Caresmartz360
Once you receive confirmation from Sandata that your credentials are ready:
Notify your Caresmartz360 representative. If you are in Onboarding/Training, this is your Onboarding Specialist. If you have been live for some time, this may either be Support or Customer Success.
They will submit a ticket to request your account setup.
Include your state and agency’s CS360 URL in the request.
Make sure you are able to log into the account and save the username and password details.
✅ Step 3: Caresmartz360 Setup
Caresmartz360's development team will complete the technical setup. Once that’s done, your onboarding or support specialist will walk you through the next steps.
⚠️ If your agency uses multiple Sandata accounts (e.g., for different programs or MCOs), extra configuration will be required. Let us know early.
✅ Step 4: Configure Settings in CS360
To connect Sandata and CS360:
Enable Sandata Integration:
Go to Payer Profile.
Under the Main tab, scroll down to EVV Integration.
Select Sandata from the Aggregator dropdown.
Repeat this step for every state or MCO where you’ll submit through Sandata.
Set Checkout Status:
Navigate to Office Settings.
Set Checkout Status to Approved.
This is especially important in states with manual edit thresholds.
✅ Step 5: Map Tasks (If Required by State)
Some states require you to map care tasks before creating schedules.
Go to Admin Settings > DDM Client Management > Companion Care Tasks Management.
Edit each task and map it to the appropriate Sandata task.
Repeat for:
Personal Care Tasks Management
Transportation Needs Task Management
✅ Step 6: Set Up Payer Programs
In each Client Profile, under the Billing Info & Settings tab:
Enter the Parent Payer Program and Parent Program.
Set Start and End Dates (these are mandatory).
Check the box for Primary, even if only one program is listed.
🛑 For Ohio (Passport): You must also enter the EVV PMSID.
✅ Step 7: Sync Payer & Post Historical Schedules
Once setup is complete:
Click Update & Sync Payer to include previous schedules in your EVV data if needed.
Caregivers should clock in and out through the mobile app.
After approval, shifts will appear under EVV Reports > Sandata Data Post.
✅ Step 8: Handle Exceptions
Visit exceptions prevent data from being posted. To resolve them:
Go to the Exceptions tab in the EVV Report.
Click the icon to view details.
Apply reason codes for any exceptions:
Visit without In/Out Call (manual or telephony clock-in/out)
Service Verification (task not marked complete)
Use Reason Code 50 in Ohio
Client Signature Missing
Location Required (manual schedule change after clock-in)
Missing Service
For each exception:
Select a reason code.
Enter a description.
Check the attestation box.
⚠️ One visit may have multiple exceptions. All must be cleared.
✅ Step 9: Post Data to Sandata
Once exceptions are resolved:
Go to Not Posted tab to send records manually.
Post data in this order:
Clients (Patients)
Caregivers (except in Wisconsin, where they are posted automatically)
Schedules (Visits)
✅ Post test files first (1 client + 1 caregiver + 1 schedule) to confirm everything is working before proceeding.
🔁 Future Posts
Going forward, only new records need to be posted:
New Clients
New Caregivers (except Wisconsin)
New Visits
Filter by “Not Posted” to identify these.
🛠️ Troubleshooting Errors
After posting:
Go to Posted tab.
✅ Blue check = Success
❌ Red X = Error
Click the eye icon to view error details.
Common Errors:
Error | What It Means | What to Do |
Visit Date Out of Range | Visit date is earlier than the account setup date | Adjust the visit date |
UUID Error | Server can’t process volume | Wait, then go to Posted Visits > check boxes > click Sync |
❗ DO NOT repost the visit — this will cause duplicate errors |
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If you need help at any point, reach out to your CS360 support contact. We’re here to make sure your EVV data flows smoothly!