This article walks you through how to use the EVV Report in ShiftCare to review and send completed visits to your state EVV aggregator (Sandata).
Important: To be able to view and send EVV reports, please make sure you’ve already completed your EVV setup:
Clients and staff members are synced
EVV price books have been created
Clock-in location tracking is enabled
Here are the steps to successfully review and send visits to your aggregator:
Schedule and Complete EVV-Compliant Shifts
Create shifts as usual in the Scheduler.
Ensure an EVV Price Book is selected for each shift.
Assigned staff and client must be synced with EVV.
Staff should clock in and out via the mobile app with location tracking enabled. Clock-in location check is essential for EVV compliance.
Access the EVV Report
Navigate to Reports > EVV in the sidebar menu.
Select your date range (e.g., Today, This Month, or Custom date). You can also use optional filters to narrow your report view.
Filter by client (you can choose more than one client):
Filter by staff member:
Filter by Status (All visits, Accepted, Pending, etc.):
Review the list of visits:
Verified: Visit is valid and ready to send.
In Violation: Visit has issues (e.g., missing clock in/out times, profiles not synced to EVV).
Pending: Visit has been sent to the aggregator and is awaiting response.
Rejected: Visit was previously sent and not accepted by the aggregator.
Click the 'View' button on the visit you want to review.
This will open the shift's details page and will display the cause/s of the violation (for In Violation visits).
Review and Resolve Violations
For any visit marked as In Violation, you must correct the issue before it can be sent.
ShiftCare automatically checks visits for common issues (such as manually entered clock-in/out times or missing GPS data) and flags them up front so you can address them right away before submission.
You can now edit In Violation visits directly from the EVV Report page if the issue is 'missing clock in/out time'. In Violation visits due to sync issues must be addressed by syncing the client/staff profile page. Find your state-specific guide here to understand how to sync profiles.
Click 'Edit' on the corresponding shift.
Fill out the necessary fields with correct information. You can edit the clock-in and clock-out times, choose the reason for change from the dropdown menu (required by the aggregator), and add optional comments.
To save you time and reduce data-entry mistakes, the system will automatically suggest and pre-fill the most likely reason code for your change. You can easily override these suggestions by selecting a different option from the dropdown menu if needed.
Click 'Update' when the necessary changes have been made.
Note: The resolution reasons are mandated by Medicaid and submitted with your EVV data.
Bulk Resolve Option
You can now resolve multiple visit changes at once:
Tick the checkboxes beside the visits you want to resolve.
Click 'Bulk Resolve Changes' located at the top of the page.
Choose the reasons for changing from the dropdown menus (required) and add explanation comments if necessary (optional).
Click 'Resolve'. A pop-up message will appear to confirm your changes.
Send Visits to the Aggregator
Once your visits are Verified:
Tick the checkboxes beside the visits you wish to send, then click the 'Upload' button in the upper right of the screen.
A pop-up window will appear with a summary of the planned upload. Click 'Upload' after reviewing the summary.
The selected visits will change to Pending.
You’ll receive confirmation of successful or failed visits from the aggregator. If any visit is rejected, view the visit details for the error explanation and address the issue based on the information provided.
Please contact ShiftCare Technical Support for clarification on errors if necessary.
Automatic Submission of Verified Visits
To further streamline your workflow, you can utilise the Automatic Submission feature.
When this feature is enabled, any visit with a Verified status will automatically be submitted to the aggregator 24 hours after the visit is completed. This ensures that clean, compliant data is sent without requiring manual action every day.
Best Practices
Submit EVV reports daily or weekly, depending on the Medicaid program's policy.
Avoid excessive manual edits. Frequent manual entries and resolution reasons may trigger audits or affect Medicaid reimbursement.
Troubleshooting Common Issues/Errors
Here are some common errors and their solutions.
“Visit in violation. Please fix and log your changes. A visit row exists in stx.visits table (by account/visit_id) and no changes are specified in current import of account/visit_id”
This message is a false alarm and usually means Sandata already has this visit recorded. This can happen if the ‘Resubmit’ button was clicked while the visit was still in Pending status, or if there was a brief data transfer delay.
Check your Sandata portal to confirm that the visit is already recorded. You should see the visit already listed there.
"Visit in violation. Please fix and log your changes. Cannot handle import due to 'Invalid Provider Qualifier: null'"
This error occurs when the payer, program, and HCPCS code combination in the shift’s price book does not match a valid combination listed in the Sandata EVV Vendor Specification document.
For Sandata Pennsylvania, each valid combination has a corresponding provider qualifier. If the combination entered in ShiftCare isn’t recognized, a blank (null) provider qualifier is sent to Sandata.
Check the payer, program, and HCPCS code combination in your price book and verify it against the approved list in Sandata’s Vendor Specification document. Update the price book with a valid combination and retry the submission.
For further assistance with EVV Reporting, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support.northamerica@shiftcare.com.