Before you begin with these steps, you will need your Production Credential Information which is provided by Sandata. If you already have your Production Credentials, you can skip this box and move on to the step-by-step instructions.
If you do not yet have your Production Credentials, you can begin the process by filling out this FSSA form here. Please note that it could take several days before you receive your Production Credentials.
In this article, we cover:
As a visual aid, there will be images throughout this article to indicate 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.
In ShiftCare, navigate to your Account Settings using the left-side menu.
Scroll to the bottom of the Settings page 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.
Remaining on the Account Settings page, scroll up to the Time and Attendance section. We advise completing as much information as you can in this section, however below is the necessary step for EVV purposes (click here for more information about the fields in the Time and Attendance section).
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 your clients provide updated information to include a Service Code that is on the list of Sandata-accepted Service Codes for the state of Indiana.
In ShiftCare, navigate to the Prices page using the left-side 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 INFSSA
Program: In this field, you will enter Indiana
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.
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 synching 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.
✅ 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!
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.