Arkansas Ready, Set, Go EVV Implementation Checklist - Providers Using Sandata EVV

On March 31, 2025, the Arkansas Department of Human Services (AR-DHS) opened access to a new Electronic Visit Verification (EVV) system for Home Health services. Your success in using EVV is our priority, whether you choose to use Sandata, the state-sponsored system or an alternate EVV vendor. We have tailored this checklist to help make your onboarding experience successful.

You can download a PDF of the checklist here.

The following are a list of resources available to help you understand the movement to an EVV system and the technical requirements needed to work with the Sandata system, either as your chosen EVV vendor, or through an Alternate EVV vendor.

  • Arkansas Department of Health Electronic Visit Verification (EVV) website

  • HHAeXchange University

  • Caregiver Training Toolkit — designed for administrative staff to help training caregivers

  • Mobile Help Topics — designed for caregivers in the field

  • Mobile Training Videos — designed for caregivers in the field

  • Alternate EVV Testing Specifications — This specification is intended to document the requirements for using the Sandata Real-Time Interface (part of the Open EVV Series of Interface) for receiving information from 3rd party EVV Vendors into the Sandata Aggregator. This interface is also referred to as the EVV Vendor Solutions Data Interface. A Third Party EVV Data Collection System will build one data pipe to the Aggregator and send synchronous data packages per defined provider agency. This interface includes clients, employees, visits, and their associated calls as well as the ability to send data related to visit modifications.

  • Town Hall Recordings:

    October 2024

    40 min.

    November 2024

    68 min.

    December 2024

    64 min.

    March 2025

    47 min.

To get started, you will need:

  • Your Medicaid ID(s)

  • An assigned primary user for the Sandata EVV system (i.e., an agency administrator or someone who will be regularly interacting with the EVV system). You will need an assigned primary user whether using Sandata EVV or the Sandata Aggregator with an Alternate EVV vendor.

Once you have obtained your Medicaid ID and identified a provider administrator, please complete the following steps in order:

  1. Register in the Sandata Provider Self-Registration Portal.

    You should use an email address that is unique to the provider administrator, not an agency email address used for multiple users. This individual email address is required to change passwords, etc., in the Sandata system.

    To register you will need:

    • EVV Program: Arkansas DHS

    • Provider Medicaid ID

    • Account name (name of your agency)

    • Doing Business As name, if applicable

    • Approximate # of clients served

    • Approximate # of agency caregivers/staff

    • Address and phone number

    • Which EVV system are you using? (Sandata or Alt EVV)

    • You are asked if you are an Agency Provider or an independent provider. Please select Agency Provider.

      If you support PASSE clients, you will be sent additional credentials with further instructions.

  2. Sign up for HHAeXchange University and complete EVV Agency Administrator Training. Once you complete Administrator Training, you will receive a Welcome Kit by email.

  3. Review HHAeXchange University learning paths and have staff sign up for the self-paced agency training courses in HHAeXchange University, available for them to take at their convenience.

  4. Develop training for your caregivers on Sandata Mobile Connect, the mobile app they will use to collect visit data. You can use the Caregiver Training Toolkit and Mobile Help Content and Video Library to assist with this.

  5. Log in to the Sandata EVV system.

    You will only be able to log in to the system after registering in the Sandata Provider Self-Registration Portal and completing EVV Agency Administrator Training. You will get your log-in credentials in the Welcome Kit you receive by email after training.

  6. In the EVV system, grant Sandata Mobile Connect app access to all current caregivers who need it.

    This will trigger an email to be sent to their email with a temporary password for them to sign into the app. Please let caregivers know they will receive this email and should open it from their mobile device after they have downloaded the SMC app.

  7. Log in to the Sandata EVV portal and begin review of visit data. The Visit Maintenance course in HHAeXchange University will be helpful in learning the points of review.

  • Ensure Sandata.com emails are not going to your junk folder. Speak to your IT administrator if you need help.

  • Read all Sandata emails for important information.

For general questions about the AR-DHS program, please email evvarkansas@dhs.arkansas.gov. You can also visit the AR-DHS EVV website for more information.

For technical help in using the EVV system, please contact Customer Support by clicking Submit a Ticket at the bottom of this page. You may also call the Customer Support Line at 844.618.7227.