Sandata Agency Management Manage System Setup
To add a new company:
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Go to the Companies window under Main Menu > Admin > System Setup > Companies.
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Select the Add icon.
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Use the fields to enter all required company information across all tabs.
A time must be entered in the Workday Begins field on the Payroll tab in order to complete the process.
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Select the Save button.
To add a new security group to the system:
To find location information:
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Go to the Zip Codes window under Main Menu > Admin > Lookup > Zip Codes.
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Enter the terms in the search filters.
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Select Refresh.
To update a Holiday in Sandata Agency Management:
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Go to the Company window under Admin > System Setup > Company.
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Double click on the Company to open up company profile.
- Go to the Holidays tab.
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Locate and right click on the Holiday to be added.
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Select the Copy Holiday to Next Year button. This will create a new line with the holiday.
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Update the Holiday’s title, begin, and end dates if necessary. To update the date, click on the date and a calendar will appear. Update the dates from the calendar.
The Begin Date will begin on the holiday date, with Begin Time set to 00:00:00. The End Date will follow the day AFTER the holiday, filled with End Time of 00:00:00. This is to capture the full 24 hours.
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Select the Global check box.
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Select the Save button.
To remove an invalid or out of date value item:
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Go to the Value Items window under Admin > System Setup > Value Items.
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Select the section with the value item.
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Select the value item.
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Select Delete.
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Select the Yes button to confirm the change.
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Select Save.
To set up No-Show Alerts:
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Select the Email Alerts checkbox under Features Management > Admin > System Setup > Email Alerts.
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Set the Warning Threshold Time in the Warn when calls have not been received within minutes field under Main Menu > Admin > System Settings > Santrax.
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Select Services under Main Menu > Admin > System Setup > Services.
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Select the Do not send alerts for this Service checkbox for all services not requiring e-mail alerts.
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Confirm all Coordinators have phone numbers and e-mails listed under Staff > Personal > Phone Numbers, Etc. > E-mail.
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Confirm Clients are assigned a Coordinator under Main Menu > Client > Chart > General > Coordinator.
With the recent federal mandate of COVID-19 vaccinations for frontline workers who interact with Medicaid and Medicare Clients, Sandata Agency Management can be used to track, report, and manage all requirements/compliance items for your Caregivers. This applies to both onboarding and annual certifications.
This topic explains how to use the Compliance feature of Sandata Agency Management for tracking COVID-19 vaccine compliance.
To add COVID-19 compliance items:
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Go to the Compliance window under Main Menu > Admin > System Setup > Compliance.
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Select Add.
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Enter the tracking information for vaccine #1.
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Select the Comment Required checkbox so a manufacturer can be added.
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Add a Declined result code.
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Select the Save button.
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Go to the Compliance window under Main Menu > Admin > System Setup > Compliance.
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Select Add.
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Enter the tracking information for vaccine #2.
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Select the Comment Required checkbox so a manufacturer can be added.
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Select the Is Result Code checkbox.
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Select the Savebutton.
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Go to and open the vaccine #1 compliance item.
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Add Complete in the Result field.
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Enter COVID-19 Vaccine 2 in the Result Code field.
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Enter 30 in the Exp In field.
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Select Days from the Exp Period dropdown.
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Select Yes in the Stop Recurringdropdown.
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Select the Savebutton.
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Go to and open the position under Main Menu > Admin > System Setup > Positions.
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Select the position requiring the compliance item.
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Select the Add icon.
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Select vaccine #1 and vaccine #2.
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Select the Savebutton.
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Go to and open the staff member’s profile and compliance documents under Main Menu > Staff > Search Staff > Compliance.
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Select the Add icon.
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Select Vaccine #1 as the Item.
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Select Complete or Refused from the Complete dropdown. Selecting Complete auto populates the Vaccine #2 item with a renewal date 30 days from the completed date. Selecting Refused closes the item.
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Select the manufacturer from the Comment dropdown.
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Select the Savebutton.
When vaccine #1 is completed, vaccine #2 remains compliant until the renewal date has passed, at which point it can be updated and completed.
































































