For questions regarding PASSPORT billing including the following:

  • To check the status of an invoice
  • To check the status of a payment
  • Logging into the DDE portal
  • Any other Passport billing issues

Please contact our fiscal staff: This email address is being protected from spambots. You need JavaScript enabled to view it.

PASSPORT Billing Staff

David Tapp
Billing Supervisor

Jackie Williams
Billing Specialist

Disclaimer:This software is to be used for PASSPORT Billing Purposes ONLY by contracted PASSPORT Providers. Other use can lead to legal ramifications.


PASSPORT DDE Training Videos

MyCare Ohio Billing

Title III Billing


Provider Relations Overview

Provider Relations staff certify and monitor COAAA service providers to ensure that they remain in compliance with each program's conditions of participation, standards and service specifications. Provider Relations monitors programs including PASSPORT, Assisted Living and Title III. Some of our providers are large corporate entities who provide home health care, and some provider agencies are run by small business owners who offer very specialized services such as housecleaning and wheelchair ramp installation.

Provider Relations Contacts

Brenda Lynne
Director of Program Eligibility and Provider Relations

Teresa Shane
Provider Relations Manager

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Provider Relations Specialist

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Provider Relations Specialist

Erika Cowles-West
Provider Relations Specialist

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Provider Relations Specialist

Easter Keller-Dixon
Provider Relations Specialist

Jessica Lutjens
Provider Relations Specialist

Jackie Marchan-Rish
Provider Relations Specialist

Amelia McKeever
Provider Relations Specialist

Carol McLeister
Provider Relations Specialist

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Provider Relations Specialist

Cheryl Wilson
Provider Relations Specialist

Kim Johnson
Supportive Service Staff

PASSPORT/Assisted Living/Participant Direction

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

Code of Ethics 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):

Title III Service Specifications (updated 8-3-23):

Assistive Technology
Financial Navigator Services
Grocery Delivery Service
Housing Assistance Counseling
Legal Services
Material Aid and Assistance
Medical Assessment
Mental and Behavioral Health Services
Recreation/Intergenerational Programming
Supportive Services
Volunteer Placement

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:

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:

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

Non-Agency Provider Training Manual AgencyProvider_ParticipantGuide.pdf 

Video to help caregivers learn to use the EVV device 

Frequently Asked Questions (FAQ)

Provider Refresher Training – Visit Maintenance and Reports 

New Provider Applicants

2023 Application Fee Increase Notice (posted 1-3-23)

The Application fee for providers applying to become a certified PASSPORT agency or an Assisted Living Waiver provider has increased for calendar year 2023. The new application fee is $688.

You may review the change at the Federal Register, first page, second column.  If you have any questions, please let us know. 

IMPORTANT UPDATE: Changes in the Provider Application Process (posted 7-25-22)

Effective July 22, 2022, the Ohio Department of Aging has suspended the application process for PASSPORT and Assisted Living waiver applicants.

Providers who were in the process of applying but did not submit a complete application by July 22, 2022 will have to reapply in October 2022 when the new application system is in place (see below).

What is PNM?
The Ohio Department of Medicaid (ODM) is introducing a Provider Network Module (PNM), a single point of entry provider portal giving providers one front door to manage enrollment administration. The PNM module streamlines the enrollment and revalidation processes and simplifies the user experience.

When will PNM be implemented?
ODM will roll out the new PNM system for all new and existing Ohio Medicaid Providers this fall. In the coming weeks ODM will share insight into the change, provide timelines, resources, and instructions for PNM through email notifications to providers and stakeholders of the upcoming PNM implementation plan.

How does PNM impact new ODA provider applicants after the PNM go-live date?
Instead of an ODA provider starting at the ODA electronic application system, the Provider Certification Wizard (PCW), the providers will now sign in through the PNM portal, select which state agency they want to apply: ODA, DODD, or ODM. Based on the provider’s selection, the provider will be redirected to the appropriate agency’s system to complete the application process.

Provider questions?
Please use ODM’s dedicated PNM email box at: This email address is being protected from spambots. You need JavaScript enabled to view it. for questions related to the new PNM system. Providers may also review information on ODM’s website:

For application questions, providers may continue to email This email address is being protected from spambots. You need JavaScript enabled to view it..

Provider Types

Long Term Care Agency Provider: The provider is a legally-organized entity that employs staff, is registered with the Ohio secretary of state and has been operating, furnishing services, and being paid for the same services for which certification is being applied for at least two adults in the community for a minimum of three months at the point of application.

Non-Agency Provider: The provider is a legally-organized entity that is owned and controlled by one person and that does not employ a staff.

Consumer Directed Individual Provider: The provider is a person that a consumer directly employs and supervises to furnish a choices home care attendant service (CHCAS). The provider must already have a consumer for whom they will provide service.

Assisted Living Waiver Provider: The provider shall be licensed as a residential care facility by the Ohio department of health under rules 3701-17-50 to 3701-17-68 of the Administrative Code.

COAAA Provider Orientation

   • Provider Orientation Video

Ohio Department of Aging Provider Certification

   • Creating an Account – a step-by-step guide to successfully creating an new account.
   • Creating an Additional Account – a step-by-step guide for applicants already certified through DODD.
   • BCI-FBI Info Sheet – provides a list of approved PASSPORT reason codes and the address where those background checks need to be sent.

Providers wishing to service MyCare Ohio Waiver Consumers must first be certified by the Ohio Department of Aging or the Ohio Department of Medicaid.

Ohio Department of Aging Provider Certification Section