Action Required: Fix Required EVV Data in Order to Send to Sandata

If you have received an email from ActionRequired@caretime.net with the subject Action Required: Fix Required EVV Data in Order to Send to Sandata, it means that a required piece of information was missing from a client profile or visit.

Sandata collects information for visits and clients separately, but visit information is linked to the client. Therefore if any required client information is missing, the visit will not be sent.

Each hour, all completed visits, edited visits, newly added clients, and edited clients are synced with Sandata.

If any necessary information is missing, the data will not be sent to Sandata and you will need to enter the missing data in order for it to be sent. 

Please keep in mind that any other required fields as specified on the Setup document you were provided needs to be entered as well. If you need to be sent the Setup requirements document again, please reach out to support@caretime.net. 

 

Typical Issues and How to Fix Them: 

  • Client is missing their Medicaid ID
    • How to fix this: In the client's profile, in the Advanced tab, the client's Medicaid id needs to be entered in External Code 1. This may be labeled something else, according to your agency settings. Once that has been entered, save the client profile changes. 
  • Client is missing their Payer Program
    • How to fix this: In the client's insurance tab, a Program from the dropdown list must be selected. Once that has been entered, save the client profile changes. 
  • No CPT Code on Visit 
    • How to fix this: Depending on how you are linking CPT codes to visits - either activity code based or with a default billing code - you will want to set that up in the client's profile. More information on that can be found here. If you need assistance with this, please contact support@caretime.net.
    • Save any changes made to the client profile.
    • You will then need to locate the timecard of the visit that was not sent in Edit Timecards and add the activity code if using activity code based billing, or the CPT code if using default billing. 
    • Then click Save. This will send the visit to Sandata. 
  • Both CPT Code and Medicaid ID or Payer Program are Missing For the Same Visit 
    • If a single visit was not sent due to a missing Medicaid id or Payer Program and a missing CPT code, you will need to first fix the Medicaid id or Payer Program. 
      • To enter the Medicaid id: In the client's profile, in the Advanced tab, the client's Medicaid id needs to be entered in External Code 1. 
      • To enter the Payer Program: In the client's Insurance tab, a Program from the dropdown list must be selected.
    • Depending on how you are linking CPT codes to visits - either activity code based or with a default billing code - you will want to set that up in the client's profile. More information on that can be found here. If you need assistance with this, please contact support@caretime.net.
    • Save any changes made to the client profile.
    • You will then need to locate the timecard of the visit that was not sent in Edit Timecards and add the activity code if using activity code based billing, or the CPT code if using default billing. 
    • Then click Save. This will send the visit to Sandata.

If you have questions at any time, please do not hesitate to email support@caretime.net.

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