Before you begin with these steps, you will need your Production Credential Information, which is provided by Sandata. You cannot use Production Credentials previously acquired before using ShiftCare, a new set of credentials must be acquired through a ShiftCare representative.
If you do not have your Production Credentials yet, please contact your Customer Success Manager or send an email to ShiftCare USA support at support.northamerica@shiftcare.com .
In this article, we will cover:
As a visual aid, images will be included throughout this article to illustrate the steps.
Part 1 - Sync your Account for EVV
In this part, you'll need to have your Sandata Production Credentials ready to input them in your ShiftCare Settings.
Navigate to Account > Feature Settings from the sidebar menu.
Scroll to the EVV section. Select Edit and toggle on the Enable EVV setting.
Enter your Provider ID in the appropriate field.
Enter your Sandata Production Credentials information in the appropriate fields. This information can be found in the Production Credentials: Alternative EVV Data Collection Interfaces section of the Production Credentials sheet given to you by Sandata.
📝 Note that the User ID and Password are case-sensitive and should be entered exactly as shown on your Production Credentials sheet from Sandata.
Select 'Save' to sync your account for EVV.
Still on the Account Settings page, scroll up to the 'Time and Attendance' section. We recommend completing as much information as possible in this section (click here for more information about the other fields in this section), but here are the necessary steps for EVV purposes:
Select 'Edit'.
Toggle on the 'Clockin Location Check' setting. This is crucial to EVV as it will confirm the location of your staff via GPS when they clock in using the ShiftCare mobile app.
Select 'Save' to complete this section.
✅ You've now completed Part 1 of setting your account up for EVV!
Part 2 - Create your EVV Price Books
In this part, you will need to have your Service Code information ready. This information can be found in the NOA you receive from your clients. It's important to ensure that your clients provide updated information, including a Service Code that's on the list of Sandata-accepted Service Codes for the state of either Ohio or Colorado.
In ShiftCare, navigate to Account > Prices from the sidebar menu.
On this page, select Add Price Book to begin setting up a Medicaid Service.
Enter information into the appropriate fields:
Name: Enter a name for your price book. It is recommended to use a name that is easy for you to remember, such as a name that is relevant to the Service Code itself (ie. "Attendant care services (agency)", or "Respite care", etc.)
External ID: This field is irrelevant for EVV purposes but is a required field for our system to accept the Price Book. We recommend entering '000' or any number you wish.
Xero Invoice Prefix: Leave this field blank.
Check the EVV Required box
Enter information into the appropriate fields. Note that this information is case-sensitive and should be entered exactly as instructed below.
Payer: In this field, you will enter the service payer. ie. ODM, Aetna, AmeriHealth Caritas, etc.
Program: In this field, you will enter the service program. ie. SP, OHC, OHCPD, etc.
HCPCS Code and Mod fields: Enter the Service Code and appropriate modifiers for the specific Service that you are setting up.
Select Create to save this Service information.
(This step is optional) The Service you just created should be at the top of the list now. You will need to create 3 line items for the Service price book.
The first line item should already appear partially populated, complete it as follows:
Day of the Week: Weekdays - Mon Tue Wed Thu Fri
Time: 12am - 12am
Per Hour: Enter the amount you are paid out for the Service in the field, based on the Service Code.
📝 Note that even if the Service you are entering is paid out in 15-minute units, enter the sum equivalent to 1 hour for this Service.
(ie. If you are paid out $8.60 per 15min unit for the Service, multiply this amount by 4 to get the total for 1 hour amount - $34.40. Enter this total into the field)
Select Copy twice to create the second and third required line items.
Complete the second line item as follows:
Day of the Week column: Saturday
Time column: Ensure you have 12am - 12am in the fields
Per Hour column: Ensure you have the same amount here as you entered in the first line item
Complete the third line item as follows:
Day of the Week column: Sunday
Time column: Ensure you have 12am - 12am in the fields
Per Hour column: Ensure you have the same amount here as you entered in the first line item
Select Save to complete the price book for this Service.
Repeat step 2 of this section if you require multiple EVV Service Codes.
✅ You've now completed Part 2 of setting your account up for EVV!
Part 3 - Add Staff Members and Sync for EVV
In this part, you will need to have your staff member's SSN numbers ready to input before syncing them for EVV.
In ShiftCare, using the left-side menu, navigate to Staff and select New from the sub-menu.
On the New Staff page, enter information about the staff member you wish to create. You can enter as much information as you wish here, but the most important information is:
Name
Email (the address you enter here will receive any future email correspondence from ShiftCare, including the invitation to set up their account for the Mobile App)
Contact Number
User Type
Select Carer for staff members who are caretakers.
Select Office User for users who will use ShiftCare on an administrative basis. Note that an Office User does require a paid subscription to your account. Click here to learn more about managing your subscriptions.
Select Create to complete the staff member's basic profile.
You should now have been redirected to the newly created staff member's profile page. The first thing you will do here is complete their Demographic Details section.
Select Edit.
Enter a First Name.
Enter a Last Name.
Select Update to save the information.
Here you will scroll down to find the Payroll Settings section.
Select Edit.
Enter the staff member's Social Security Number in the appropriate field
Select Update to save this information.
Remaining on the staff member's profile page, scroll up to the Settings section.
Select Edit.
Toggle on the Sync to EVV setting.
Select Update.
A status should now appear in the Settings section.
The status will remain as Connecting until it is fully synced to Sandata, which in some cases can take an extended amount of time.
The status will appear as Synched once the staff member is successfully synced.
Repeat step 1 of this section to add each additional staff member.
When syncing staff and clients to EVV, you'll be able to see all required fields upfront in a single validation pop-up.
✅ You've now completed Part 3 of setting up your account for EVV!
Part 4 - Add Clients and Sync for EVV
In this part, you will need to have your client's Medicaid ID numbers ready to input before synching them for EVV.
In ShiftCare, using the left-side menu, navigate to Clients and select New from the sub-menu.
On the New Client page, enter information about the client you wish to create. You can enter as much information as you wish here, but the most important information is:
First Name
Last Name
Contact Number: If there is only a single contact number for the client, please input the same number in both the Mobile Number and the Contact Number fields.
Address: The address you input here should be where the client will receive care and must be accurate since this is the address where the staff clock-in will be accepted for this client by default.
Select Create to complete the client's basic profile.
You should now have been redirected to the newly created client's profile page. The first thing you will do here is assign the appropriate price book for this client.
Scroll down to the Price Books section and select Assign Price Book.
Locate the appropriate price book in the list and check the Select box next to it.
Select Assign to complete this step.
Remaining on the client's profile page, scroll up to the Settings section.
Select Edit.
Enter the client's 12-digit Medicaid ID number in the appropriate field.
Toggle on the Sync to EVV setting.
Select Update to complete the Settings section.
A status should now appear in the Settings section.
The status will remain as Connecting until it is fully synced to Sandata, which in some cases can take an extended amount of time.
The status will appear as Synched once the staff member is successfully synced.
Repeat step 1 of this section to add each additional staff member.
✅ You've now completed Part 4 of setting your account up for EVV!
Read this guide for complete steps on how to manage, resolve, and send visits using ShiftCare’s EVV Reporting feature.
Live-In Caregiver Support (Colorado EVV)
In Colorado's EVV program, Live-In Caregivers permanently reside with the client, so traditional real-time clock-in and clock-out workflows are often impractical.
To ensure compliance without forcing unrealistic real-time clocking, ShiftCare natively supports Live-In Caregiver relationships.
How it Works:
Live-in shifts do not require real-time GPS clock-ins.
The system uses the scheduled shift times as the actual attendance times.
Shifts are auto-approved and automatically formatted with the required manual entry reason codes to ensure EVV compliance.
Step 1: Mapping the Live-In Relationship
To trigger this automated workflow, you must first link the caregiver and the client in the system. You can do this from either profile.
Because the profiles are linked, you only need to set up the live-in relationship from either the staff profile or the client profile (not both). Any assignments or changes made on one profile will automatically and instantly update the other.
Option 1: Via the Client Profile
Navigate to Clients > List and select the client.
Click 'Edit' in the Teams section.
In the Live In Staff dropdown menu, select the caregiver who resides with this client and click 'Update'.
In the EVV section, turn the 'Visit Verification Agent' toggle on. This automatically reviews and approves shift attendance based on verification data. This feature can also be managed from Account > AI Settings.
Option 2: Via the Staff Profile
Navigate to Staff > List and select the caregiver.
Click 'Edit' in the Teams section.
In the Live In Client dropdown menu, select the client they reside with and click 'Update'.
In the EVV section, turn the 'Visit Verification Agent' toggle on. This automatically reviews and approves shift attendance based on verification data. This feature can also be managed from Account > AI Settings.
Step 2: Automatic Shift Tagging
Once the relationship is mapped, you do not need to do anything special when creating the roster. Whenever you create a 1:1 shift between that specific client and caregiver, ShiftCare will automatically tag it as a 'Live-in Shift' in the background and apply the specific Colorado EVV rules.
Note: If a caregiver no longer lives with the client, simply remove the relationship from their profile. Any future shifts will immediately have the 'Live-in' tag removed and will require standard EVV clock-in/out procedures.
Step 3: Shift Auto-Approval
Because live-in caregivers do not clock in and out, ShiftCare automatically approves the shift times based on the roster.
A live-in shift will automatically be approved under the following conditions:
If the shift has mandatory tasks or signatures: The shift will auto-approve as soon as the caregiver completes the final mandatory task or captures the required signature in the mobile app.
If the shift has NO mandatory tasks or signatures: The system will automatically approve the shift overnight via a scheduled nightly batch.
Mobile App Functionality
Live-in shifts have a dedicated screen that clearly indicates to carers that completed shifts are auto-approved.
Here, they can also manually adjust their attendance times (see below).
Manual Attendance Adjustment (Mobile App)
If a caregiver's actual working hours differed from their scheduled rostered times, they must manually adjust their attendance via the ShiftCare mobile app to ensure accurate billing and compliance.
How Caregivers Adjust Their Time:
Open the specific shift in the ShiftCare mobile app.
Tap 'Adjust Attendance'.
Enter the correct Clock-in and Clock-out times.
Select a Reason for adjustment (required for EVV auditing).
Add an optional attachment (photo, note, or document) if necessary.
Tap 'Save'.
Important Audit Rules for Adjustments
Adjustments must be made before the shift is auto-approved and submitted to the EVV aggregator. Once a visit is submitted and accepted, the app will no longer allow manual adjustments.
When an adjustment is saved, ShiftCare preserves the original scheduled times in the history logs and timestamps the edit for strict EVV audit compliance.
Should you need more help, feel free to get in touch with your Customer Success Manager or our North American Support team through chat or email us at support.northamerica@shiftcare.com. We’re always just a message away.