Sandata Agency Management Manage System Setup

To add a new company:

1. Go to the Companies window under Main Menu > Admin > System Setup > Companies.

   

2. Select the Add icon.

   

3. 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.

4. Select the Save button.

   

To remove a company that is out of date or inactive:

1. Go to the Company window under Main Menu > Admin > System Setup > Companies.

   

2. Double click on the company to be opened.

3. Select the Delete option.

   

4. Select the Ok button.

   

To add a new location to the System:

1. Go to the Locations window under Main Menu > Admin > System Setup > Locations.

2. Select Add.

   

3. Use the fields to add the required location information.

4. Select Save.

   

To remove an invalid or out of date location:

1. Go to the Locations window under Main Menu > Admin > System Setup > Locations.

2. Double click on the location to be removed.

   

3. Select Delete.

   

4. Select Ok.

   

To add a new admission type to the system:

1. Go to the Admission Types window under Main Menu > Admin > System Setup > Admission Types.

2. Select the Add .

   

3. Enter the required admission type information into the fields.

4. Select the Save button.

   

To remove an invalid or out of date admission type from the system:

1. Go to the Admission Types window under Main Menu > Admin > System Setup > Admission Types.

2. Double click on the admission type to be removed.

3. Select Delete.

   

4. Select the Ok button.

   

To add a new attribute to the system:

1. Go to the System Attributes screen under Main Menu > Admin > System Settings > Attributes.

2. Select Add New Attribute.

   

3. Use the fields to enter the required attribute information.

4. Select the Save button.

   

To remove an invalid or out of date attribute from the System:

1. Go to the System Attributes window under Main Menu > Admin > System Settings > Attributes.

2. Double click on the attribute to be removed.

3. Select Delete.

   

4. Select the Ok button.

   

To add a new security group to the system:

1. Go to the Security Groups window under Main Menu > Admin > System Setup > Security Groups.

2. Select the Add option to add a new group.

   

3. Enter the name of the group.

4. Select the Ok button.

   

5. Use the fields to enter the Security Group information.

6. Select the Save button.

   

To remove an invalid or out of date group from the system:

1. Go to the Security Group window under Main Menu > Admin > System Setup > Security Groups.

2. Double click on the selected Security Group.

   

3. Select Delete.

   

4. Select the Ok button.

   

To add a new service to the system:

1. Go to the Services screen under Main Menu > Admin > System Setup > Services.

2. Select the icon for Add New Service.

   

3. Enter the service information in the fields.

4. Select the appropriate setting check boxes.

5. Select the Save button.

   

To update or make changes to an existing service in the system:

1. Go to the Services window under Main Menu > Admin > System Setup > Services.

2. Double click on the service needing updating.

   

3. Make any changes to the service as needed.

4. Select the Save button.

   

To remove an invalid or out of date service from the system:

1. Go to the Services window under Main Menu > Admin > System Setup > Services.

2. Double click on the service needing deletion.

   

3. Select Delete.

   

4. Select the Ok button.

   

To create a new position in the system:

1. Go to the Staff Positions window under Main Menu > Admin > System Setup > Staff Positions.

2. Select Add.

   

3. Use the fields to enter the position information as needed.

4. Select the Save button.

   

To make revisions or changes to an existing position in the system:

1. Go to the Staff Positions window under Main Menu > Admin > System Setup > Staff Positions.

2. Double click on the position that needs updates.

   

3. Use the fields to enter the position information as needed.

4. Select the Save button.

   

To remove an invalid or out of date position:

1. Go to the Staff Positions screen under Main Menu > Admin > System Setup > Staff Positions.

2. Double click on the position needing removal.

   

3. Select Delete.

   

4. Select the Ok button.

   

To add a new topic for training:

1. Go to the Topic Master screen under Main Menu > Admin > System Setup > Topic Master.

2. Select Add.

   

3. Use the fields to enter the topic information as needed.

4. Select the Save button.

   

To update or revise a topic in the system:

1. Go to the Topic Master window under Main Menu > Admin > System Setup > Topic Master.

2. Double click the topic that needs editing.

   

3. Update the fields as needed.

4. Select the Save button.

   

To remove an out of date or invalid topic:

1. Go to the Topic Master window under Main Menu > Admin > System Setup > Topic Master.

2. Double click the topic that needs to be removed.

   

3. Select Delete.

   

4. Select the Ok button.

   

To find location information:

1. Go to the Zip Codes window under Main Menu > Admin > Lookup > Zip Codes.

   

2. Enter the terms in the search filters.

3. Select Refresh.

To update a Holiday in Sandata Agency Management:

1. Go to the Company window under Admin > System Setup > Company.

   

2. Double click on the Company to open up company profile.

   

3. Go to the Holidays tab.

4. Locate and right click on the Holiday to be added.

   

5. Select the Copy Holiday to Next Year button. This will create a new line with the holiday.

   

6. 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.

7. Select the Global check box.

8. Select the Save button.

   

To add a new value item to the system:

1. Go to the Value Items window under Admin > System Setup > Value Items.

2. Select the section to add the value item.

   

3. Select Add.

4. Use the fields to enter the value item information as needed.

5. Select Save.

To make changes or update a value item in the system:

1. Go to the Value Items window under Admin > System Setup > Value Items.

2. Select the section with the value item.

   

3. Edit the value item information as needed.

4. Select Save.

To remove an invalid or out of date value item:

1. Go to the Value Items window under Admin > System Setup > Value Items.

2. Select the section with the value item.

3. Select the value item.

4. Select Delete.

   

5. Select the Yes button to confirm the change.

   

6. Select Save.

   

To set up No-Show Alerts:

1. Select the Email Alerts checkbox under Features Management > Admin > System Setup > Email Alerts.

   

2. Set the Warning Threshold Time in the Warn when calls have not been received within minutes field under Main Menu > Admin > System Settings > Santrax.

   

3. Select Services under Main Menu > Admin > System Setup > Services.

   

4. Select the Do not send alerts for this Service checkbox for all services not requiring e-mail alerts.

   

5. Confirm all Coordinators have phone numbers and e-mails listed under Staff > Personal > Phone Numbers, Etc. > E-mail.

   

6. 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:

1. Go to the Compliance window under Main Menu > Admin > System Setup > Compliance.

2. Select Add.

3. Enter the tracking information for vaccine #1.

4. Select the Comment Required checkbox so a manufacturer can be added.

5. Add a Declined result code.

6. Select the Save button.

   

7. Go to the Compliance window under Main Menu > Admin > System Setup > Compliance.

8. Select Add.

9. Enter the tracking information for vaccine #2.

10. Select the Comment Required checkbox so a manufacturer can be added.

11. Select the Is Result Code checkbox.

12. Select the Savebutton.

    

13. Go to and open the vaccine #1 compliance item.

14. Add Complete in the Result field.

15. Enter COVID-19 Vaccine 2 in the Result Code field.

16. Enter 30 in the Exp In field.

17. Select Days from the Exp Period dropdown.

18. Select Yes in the Stop Recurringdropdown.

19. Select the Savebutton.

    

    

20. Go to and open the position under Main Menu > Admin > System Setup > Positions.

21. Select the position requiring the compliance item.

22. Select the Add icon.

23. Select vaccine #1 and vaccine #2.

24. Select the Savebutton.

    

25. Go to and open the staff member’s profile and compliance documents under Main Menu > Staff > Search Staff > Compliance.

26. Select the Add icon.

27. Select Vaccine #1 as the Item.

28. 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.

29. Select the manufacturer from the Comment dropdown.

30. 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.