CalEVV Bulk Upload

Using the provided excel file users can create an upload file containing either client and employee data. This file can be loaded into the Sandata EVV system to quickly add a large amount of Client/Employee records.

Please consider the following:

  • Including any employee or client in the Bulk Upload File that has already been manually entered into the system will overwrite their existing record.
  • Leaving any field blank in the Bulk Upload File will overwrite the existing value in the system.
  • Use Microsoft Excel to support the Database Admin Macro function.
  • Hover over any field to display tooltip information.

To prepare the Bulk Upload file:

  1. Click here to download the spreadsheet.

  2. Open the spreadsheet.

    1. Please ensure the document is a trusted source. Click here to learn how: Trusted documents - Microsoft Support

  3. Make sure you have macros enabled in Excel. To learn how to enable macros, click here: Run a macro in Excel - Microsoft Support

  4. Enter the Sandata assigned account number on the Account tab.

    1. This is going to be the STX number used to log into Sandata systems.

    Enter the Sandata assigned account number on the Account tab.

  5. Click the Client or Employee Tab.

  6. Enter all Client or Employee information.

    1. In this example, we will be entering Client data.

    Enter all client or employee information. Follow the requirements indicated by the tool tip.

  7. Click the Payer-Program-Service tab.

  8. Enter the Client service authorization information.

    1. This is the service that the client is authorized for related to their CIN or UCI (DDS only) and the Jurisdiction.

    Enter the Client Information. Follow the requirements indicated by the tool tip.

  9. Click the Account tab.

  10. Click Create Files.

    Click Create Files.

  11. If there are no issues with your data, you will be prompted to select a location to save the Upload File. Click OK.

    Select a location to save the Upload File. Click OK.

  12. If there are errors in your data, you will be presented with an error message.

    If there are errors in your data, you will be presented with an error message.

  13. Review the Client, Payer-Program-Service, and Employees tabs for errors, which are highlighted in red.

Error

 Possible Cause Solution

A Medicaid ID is highlighted red.

 Medicaid ID value does not meet validation rules. Make sure each Medicaid ID and Client Identifier match and are correctly formatted as a CIN (9 + 8 digits + capitalized letter) or UCI (7 digits)
The same Medicaid ID is listed more than once. Remove one of the duplicates .
One of the client Medicaid IDs listed does not have any corresponding entries in the Payer-Program-Service tab. All clients in the Client tab must have at least one entry in the Payer-Program-Service tab, and every entry in the Payer-Program-Service tab must correspond to one client in the Client tab. Remove the client from the Client tab or add an entry for the client in the Payer-Program-Service tab.
An Address Line field is highlighted red. The field value is too long. Address lines must be 30 or fewer characters. Consider abbreviating or moving apartment, suite, or unit numbers from Line 1 to Line 2.

Error

 Possible Cause Solution

A Medicaid ID value is highlighted red.

 The client is not listed in the Client tab. Every entry in the Payer-Program-Service tab must correspond to one client in the Client tab. Add the client to the Client tab or remove any entries for the client in the Payer-Program-Service tab.
A Program value is highlighted red. The payer and program do not align.

If the Program you select is HHCS, make sure to select the HHCS version of the payer name as well.

Examples:

If the Program you select is HHCS, make sure to select the HHCS version of the payer name as well.

A Jurisdiction is highlighted red. The incorrect jurisdiction has been selected. Several jurisdictions have similar names. Double-check that you have selected the correct jurisdiction.
A Service is highlighted red. The incorrect service has been selected. Several services use the same code but have different names. Double-check that you have selected the version of the service code appropriate for your payer and program.
The service is not available for the selected payer and program. Double-check your payer and program are correct and that you have selected the correct service.