Program Rules

PASSPORT/Assisted Living/Choices

Current PASSPORT, Assisted Living and Choices Provider Rules may be found on the Ohio Department of Aging website.

On the Ohio Department of Aging Rules web page, go to the Providers menu, then Rules & Forms, then Currently Effective Rules, and then click the link to rules in Section 173 or click https://codes.ohio.gov/ohio-administrative-code/173.

Ethical Standards form for Agency Providers

Title III Program

Ohio Administrative Code Rules and Specifications and Senior Community Services Block Grant Funding These rules cover the proposed application for funds and take effect upon the start of the contract period. They may differ from those in effect at the time of the release of the notice of funding. Title III, State Block Grant, Ombudsman and current OAC rules may be found at the following link to the Ohio Department of Aging (Non-Medicaid Rules): http://aging.ohio.gov/information/rules/current.aspx

Additional Documents:
COAAA Supportive Services
COAAA Legal Services
COAAA Health Services

Electronic Visit Verification (EVV)

Electronic visit verification (EVV) means using the Ohio Department of Medicaid (ODM) approved EVV system to verify the provision of any service required by ODM, pursuant to 5160-1-40 of the Administrative Code. The use of an approved EVV system is also included in Ohio Administrative Code 173-39-02.

EVV is an electronic system that verifies key information about the services provided. The system implemented by ODM records the date of the service, the time the service started and ended, the individual receiving the service, the person providing the service, and the location of the service. Both agency and non-agency providers are impacted by EVV.

More information can be found via the Ohio Department of Aging's website: https://medicaid.ohio.gov/INITIATIVES/Electronic-Visit-Verification.

Beginning in October, Sandata is offering virtual EVV deep-dive sessions. The EVV deep-dive sessions are available to providers who have their EVV training certificate. Each session will be offered on a monthly basis and includes more in-depth Sandata instructor-led training tackling the following topics: 

TOPIC

DATE/TIME

INTENDED AUDIENCE

System Setup

Tuesday, October 4, 2022, 12:00 pm – 2:00 pm
Tuesday, November 1, 2022, 12:00 pm – 2:00 pm
Tuesday, December 6, 2022, 12:00 pm – 2:00 pm

Agency Providers;
Independent Providers;
Alt EVV Agency Providers

Visit Capture

Tuesday, October 11, 2022, 12:00 pm – 2:00 pm
Tuesday, November 15, 2022, 12:00 pm – 2:00 pm
Tuesday, December 13, 2022, 12:00 pm – 2:00 pm

Agency Providers;
Independent Providers

Visit Maintenance

Tuesday, October 18, 2022, 12:00 pm – 2:00 pm
Tuesday, November 22, 2022, 12:00 pm – 2:00 pm
Tuesday, December 20, 2022, 12:00 pm – 2:00 pm

Agency Providers;
Independent Providers

Claims Matching and Reports

Tuesday, October 25, 2022, 12:00 pm – 2:00 pm
Tuesday, November 29, 2022, 12:00 pm – 2:00 pm
Tuesday, December 27, 2022, 12:00 pm – 2:00 pm

Agency Providers;
Independent Providers;
Alt EVV Agency Providers

Register for as many virtual sessions as you like by visiting: https://go.oncehub.com/ODMEVVHelp. The content for each Topic session is the same. Registration is open until 5 minutes before the scheduled start time, so be sure to sign up early!

EVV Error Resolution Guide (September 2022)

EVV Fact Sheet (March 2022)

Electronic Visit Verification (EVV) Guidance for ODA Providers: Training for New Zendesk Ticket Portal (June 2021)

Electronic Visit Verification (EVV) Guidance and Frequently Asked Questions for ODA Providers (updated April 2021)

EVV Provider Sessions

May 5, 2021: Ohio Department of Medicaid (ODM) continues to offer providers the opportunity for more personalized Electronic Visit Verification (EVV) system training and an EVV account review. This is a great opportunity for providers to work one-on-one with a Sandata EVV representative to review how to use EVV or how to improve on issues related to EVV claims matching. Providers who have completed a one-on-one session have let ODM know they feel more confident in maintaining their visits. If you would like to work with an EVV Sandata representative in a one-on-one call, please visit the calendar of available dates and times to sign up: https://go.oncehub.com/ODMEVVHelp.

If you click on the link and there are no available sessions, please check back again soon. We are continuously opening up more sessions. Google Chrome is the preferred browser when accessing the calendar.

Additional Online Resources

The following resources are available on the EVV page of the ODM website.

Agency Provider Training Manual
https://medicaid.ohio.gov/Portals/0/Initiatives/EVV/Trainng/P2-AgencyProvider_ParticipantGuide.pdf

Non-Agency Provider Training Manual
https://medicaid.ohio.gov/Portals/0/Initiatives/EVV/Trainng/P2-Non- AgencyProvider_ParticipantGuide.pdf 

Video to help caregivers learn to use the EVV device
https://www.youtube.com/watch?v=idx1vwyAZTk&feature=youtu.be 

Frequently Asked Questions (FAQ)
https://medicaid.ohio.gov/Portals/0/Initiatives/EVV/FAQforEVV.pdf

Provider Refresher Training – Visit Maintenance and Reports
https://www.youtube.com/watch?v=ovYewP31gS0