Ohio EVV Live-In Caregiver Checklist for Sandata EVV Exemption

Use this checklist to complete all required steps before applying for the Live-In Caregiver Exemption.

For Self-Directed Providers using a Financial Management Service (FMS), such as Public Partnerships LLC (PPL) or GT Independence (GTI), to complete your live-in caregiver exemption, please contact your FMS entity directly for the necessary information.

This topic helps you to:

Get your Provider ID.
Register in the Sandata EVV system.
Access your Sandata EVV account number.
Set up your Recipient.
Find and record required IDs from Sandata EVV.
Apply for the live-in caregiver exemption.

Step 1: Register with ODM as a New Provider Closed

Complete ODM Form 10376 Electronic Visit Verification Provider Training Requirement Exception Attestation Form and sign your name and date.
Download the form.
Upload your signed form into the PNM portal using your OH|ID. This is essential to kick off your application process. Learn how to upload the certificate here: Indicating EVV Training Completion – Quick Reference Guide

Once you receive your Ohio Provider Medicaid ID via email, proceed to Step 2.

Step 2: Register with Sandata as a New Provider Closed

Select Ohio Department of Medicaid for the EVV Program.
Enter your Provider Medicaid ID and EIN/TIN. As an independent provider, your Tax Identification Number (TIN) is your Social Security Number. Enter that in the EIN/TIN field.
Select Register.

Step 3: Register in eTRAC and Download Your Welcome Letter Closed

Register and log into eTRAC following these instructions.
Download your Welcome Kit Letter from eTRAC. Your EVV account number will be listed in the welcome letter. Look for: The EVV account number for ____________________________ is ___________________________

Step 4: Log into Sandata EVV Closed

Go to the Sandata EVV login page.
Sign in using your OH|ID.

Once you are signed in, your EVV account number appears in the top right corner of the screen.

Step 5: Set Up Recipient Record in Sandata EVV Closed

Create a new Recipient record for the person for which you are providing care. Watch the following video for instructions:

Creating a Recipient Record

3 min.

You must complete all of these steps in order for the Recipient Santrax ID to be validated. If you are unsure about your Recipient's service or program information, please contact their Care Manager/Payer.

Step 6: Find and record the Recipient ID Closed

In the module menu, go to Recipients then select Recipient Management.
Find the Recipient’s name and go to their profile page.
Just under the name, you will see the Recipient ID. This is the Recipient Santrax ID you will need for the form.

Step 7: Find and record your 6-digit Direct Care Worker Santrax ID Closed

Go to the DCW/Employees module, find your name and go to your profile page.
Record the Santrax ID. This is the DCW Santrax ID for the Live-In Caregiver Exemption Form.

Step 8: Apply for Live-In Caregiver Exemption Closed

Wait 1-2 business days after creating or updating the Recipient's record before completing the exemption form. This will ensure that forms are reviewed appropriately.

Go to the EVV Exemption Request Web Form to apply for exemption status.
You receive your exemption status via email within 10 business days. If you have questions or want a status update regarding a Live-In Caregiver exemption for that you have submitted, you can send an email to evv@medicaid.ohio.gov.

You can check to see if your approval has been uploaded to the system. Follow the instructions on this page: View Approved Live-In Caregiver Exemptions in the EVV System.