What's New: Sandata EVV Enhanced 8.57 Release Notes

Complete Audit History for Client Contacts

What's New: Administrators can now rely on the History section to see every change made to a client's contact information. Whether a phone number was updated, a relationship type was changed, or a contact was removed entirely, the system now captures these actions accurately. This eliminates the guesswork when trying to understand why a contact record looks different than it did previously.

Why It Matters:This update ensures full accountability and traceability for client contact information, which is critical for both operational coordination and regulatory compliance. By fixing gaps in the audit trail—such as missing logs for Date of Birth updates or contact deletions, the system provides a reliable "paper trail" that can be used during audits to verify who changed sensitive contact data and when.

Advanced Search for Client History

What's New: Finding specific changes in a client's record is now faster and more intuitive. You are no longer limited to searching by the person who made the change; you can now filter the history log by Field Name (e.g., "Address" or "Phone") and Timestamp. Whether you need to see all changes made on a specific date or track every time a particular field was updated, these new filters allow you to cut through the noise and find the exact audit record you need in seconds.

Managing employee audit logs is now much more efficient. You are no longer restricted to searching by username alone; you can now search the History tab by Field Name (such as "Last Name" or "Email") and use a Date Range picker to find changes within a specific timeframe. This allows you to quickly track the evolution of an employee's profile and identify exactly when and where specific updates were made.

Why It Matters: This update significantly improves the efficiency of internal audits and compliance reviews by expanding the search capabilities within the Client History tab. By moving beyond a simple username search, agencies can now pinpoint specific data changes instantly. This reduces the administrative time spent on manual record reviews and ensures that compliance officers can quickly respond to audit inquiries with precise, filtered data.

This update streamlines the auditing process for employee records by introducing multi-field search capabilities within the Employee History tab. By allowing administrators to filter audit logs by field name and date range, the organization can significantly reduce the time required to investigate specific data changes or verify compliance. This ensures that HR and compliance teams can maintain high data integrity with minimal administrative effort.

Traceability for Employee Records

What's New: This update ensures regulatory compliance and data integrity by closing critical gaps in the system's audit trail. By capturing sensitive changes—such as passcode updates and status toggles—the organization reduces security risks and remains "audit-ready" for state or internal reviews, protecting the business from liability related to untracked administrative actions.

Why It Matters: Administrators and HR managers can now work with full confidence, knowing that every significant change to an employee's profile is automatically documented. This eliminates the manual effort of tracking changes outside the system and provides a clear, reliable history to resolve discrepancies or verify when and why an employee's access was modified.

Advanced Search for Scheduling History

What's New: Managing and auditing schedule changes is now significantly more efficient. You are no longer limited to searching the History tab by username alone; you can now filter results by Field Name (such as "Start Time" or "Service Code") and use a Timestamp range to find specific modifications. This allows you to quickly track the lifecycle of a schedule and identify exactly when and why a change occurred, providing a clearer picture of your agency's scheduling activity.

Why It Matters: This update enhances the auditability and operational oversight of the scheduling process by introducing multi-field search capabilities within the Scheduling History tab. By allowing users to filter audit logs by field name and timestamp, agencies can rapidly investigate schedule changes, verify visit authorizations, and ensure compliance with state-specific PHI audit requirements. This precision reduces the time spent on manual log reviews and improves overall data accountability.

What's New: Case managers and intake staff can now trust that a client’s status in the UI accurately reflects their actual eligibility. You no longer have to worry about the system "resetting" a client to Active or changing an "As Of" date to the past during a background sync. This reduces manual cleanup work and provides a reliable timeline of when a client’s status truly changed.

Why It Matters: This update ensures the "Source of Truth" for client records remains accurate across all integrated systems. By preventing the system from automatically or incorrectly activating client records, we eliminate data discrepancies that could lead to billing errors, unauthorized service delivery, or compliance failures. It ensures that client eligibility dates and statuses are driven by official state data, protecting the agency from operational risk.

What's New: When you schedule a client to become inactive on a future date, you can now be confident that their current eligibility information will remain untouched. Previously, the system would incorrectly reset the "Eligibility Begin Date" to a future year (like 2027), which caused confusion and required manual correction. This fix ensures that status changes and eligibility dates remain independent, as they should be.

Why It Matters: This update prevents critical data corruption within client records by ensuring that future-dated status changes do not inadvertently overwrite eligibility information. By maintaining the integrity of the "Eligibility Begin Date," the system ensures that claims and service authorizations remain valid and aligned with official MMIS data, preventing potential billing rejections or compliance issues caused by incorrect dates.

What's New: When creating a new schedule or visit, the Event Code field will now be blank by default. You will no longer have to manually clear out the "None" selection if it doesn't apply to your visit. This change ensures that you are prompted to select the correct code for every visit, leading to cleaner data and fewer corrections needed later in the billing cycle.

Why It Matters: This update ensures data accuracy and compliance by removing automatic "default" selections during visit creation. By requiring users to manually select an Event Code rather than defaulting to "None," the system prevents accidental misreporting and ensures that every visit is categorized intentionally. This reduces the risk of billing errors or audit flags caused by placeholder data being submitted as a final value.

Improved Page Structure for Clients

What's New: Users who utilize screen readers or other assistive technologies will now experience a more logical and predictable navigation flow on the Clients page. The addition of proper level-one headings and a semantic hierarchy allows these tools to accurately describe the page content, making it easier for all users to find information and complete tasks efficiently.

Why It Matters: This update ensures the Homecare 2.0 platform remains compliant with WCAG 2.1 Level AA accessibility standards. By correcting the programmatic heading structure (H1-H6 hierarchy) on the Clients page, we reduce legal and compliance risk while ensuring the software is inclusive and usable for all individuals, including those who rely on assistive technologies like screen readers.

Enhanced Navigation for Client Schedules

What's New: Users relying on screen readers will now find the Schedules tab much easier to navigate. We have added descriptive text to previous "silent" links and corrected the underlying code (ARIA attributes) so that assistive tools can accurately announce the purpose of every button and field. This ensures that all staff, regardless of how they interact with the software, can manage client schedules with the same speed and accuracy.

Why It Matters: This update further strengthens the platform's commitment to WCAG 2.1 Level A and AA compliance by remediating accessibility barriers on the Client Schedules tab. By fixing missing link names and correcting ARIA attributes, we ensure that the system is fully navigable for users with disabilities, reducing compliance risk and ensuring a consistent, professional experience for all agency staff.

Active Session Management & Login Confirmation

What's New: You now have better control over your active sessions. If you attempt to log in (via standard login or SSO) while you already have an active session open on another device or browser, the system will display a confirmation modal. This modal gives you the choice to either terminate your other active sessions and proceed with the new login or cancel the process. This ensures you are always aware of where your account is active and helps prevent accidental duplicate sessions.

Why It Matters: This update enhances platform security and session integrity by preventing unauthorized concurrent logins. By introducing a confirmation modal when a user attempts to log in while another session is already active, the organization can ensure that each user account is being used by only one person at a time. This reduces the risk of credential sharing and ensures that audit logs accurately reflect individual user activity, which is critical for maintaining compliance and data security.

Enhanced PHI Access Tracking in Client Module

What's New: Administrators and Compliance Officers can now use the existing Member Access Report to see a complete history of who accessed specific client records. Previously, views within the Client Module were not captured in this report; now, every time a staff member opens or modifies a client's profile, that activity is logged with a timestamp and user ID. This ensures that your agency has full visibility into data access patterns without needing to learn a new reporting tool.

Why It Matters: This update closes a critical compliance gap by ensuring that all user interactions with sensitive Protected Health Information (PHI) within the Client Module are fully audited. By logging every "View," "Create," and "Edit" action, the organization meets stringent CMS and HIPAA requirements for Arkansas and other states. This transparency reduces legal risk and provides a robust audit trail for internal security reviews and external regulatory inspections.

What's New: When creating a new user, the system will now consistently check that the email address entered is in the correct format (e.g., name@domain.com). Previously, if the "Mobile User" toggle was turned off, the system would allow invalid text to be saved in the email field. This fix ensures you are alerted to typos immediately, preventing the frustration of having to go back and fix incorrect contact information later.

Why It Matters: This update improves system data quality and security by enforcing strict email format validation during user creation. By ensuring that every user record contains a valid email address—regardless of whether they are a mobile user or not—the organization prevents communication failures, reduces the risk of account lockout issues, and maintains a clean, professional database for administrative reporting.

What's New: Reviewing visit and call details in the Aggregator is now more straightforward. You will now see the Time zone field clearly displayed on both the Client and Call Log tabs within the Visit Review screen. This addition provides the necessary context for call times, ensuring you can accurately verify visit durations and start/end times without having to cross-reference other screens or guess the local time context.

Why It Matters: This update ensures data consistency and operational clarity by aligning the Aggregator Visit Review interface with the standard Visit Maintenance EVV experience. By displaying time zone information directly on the Client and Call Log tabs, the system eliminates ambiguity during visit audits and payroll reviews. This reduces the risk of timing errors and ensures that agency staff have a unified view of visit data across different modules.

What's New: Reading and managing notes is now more intuitive. When you open the Notes modal on any edit screen, you will see all timestamps displayed in a familiar 12-hour format with AM/PM (e.g., 07:32:51 PM instead of 19:32:51). This change applies to both the list of notes and the specific note details, making it easier to quickly identify when a note was added without having to mentally convert 24-hour time.

Why It Matters: This update improves the user experience and ensures visual consistency across the platform by standardizing time displays. By switching from a 24-hour format to a 12-hour (AM/PM) format in the Notes modal, we align the interface with standard business expectations and reduce the cognitive load on staff. This consistency helps prevent confusion during record reviews and ensures that all user-facing timestamps are intuitive and easy to read.

What's New: You will notice a small but helpful change in the Find Client and Find Employee screens. The column previously labeled "Last Active Date" has been renamed to “Last Activity Date”. This update makes it clearer that the date shown represents the most recent activity associated with that client or employee, helping you make more informed decisions when creating visits or managing your workforce.

Why It Matters: This update ensures terminology alignment with payer requirements and improves clarity across the platform. By renaming the "Last Active Date" field to "Last Activity Date," we provide a more accurate description of the data being presented, which reflects the most recent interaction or update rather than just a status. This standardization helps agencies maintain consistent reporting and communication with payers, reducing the potential for administrative confusion.

What's New: Managing and auditing schedule changes is now significantly more efficient. You are no longer limited to searching the History tab by username alone; you can now filter results by Field Name (such as "Start Time" or "Service Code") and use a Timestamp range to find specific modifications. This allows you to quickly track the lifecycle of a schedule and identify exactly when and why a change occurred, providing a clearer picture of your agency's scheduling activity.

Why It Matters: This update enhances the auditability and operational oversight of the scheduling process by introducing multi-field search capabilities within the Scheduling History tab. By allowing users to filter audit logs by field name and timestamp, agencies can rapidly investigate schedule changes, verify visit authorizations, and ensure compliance with state-specific PHI audit requirements. This precision reduces the time spent on manual log reviews and improves overall data accountability.

The following updates have been made for Ohio to ensure alignment with state terminology:

What's Changed? Ohio users will now see a more consistent interface when navigating the platform. When you are working in the Recipient or Employee modules, your browser tab titles will now correctly reflect the localized terms used in your state. For example, instead of seeing "Clients" in your browser tab, it will now correctly display "Recipients." This small but important change makes it easier to manage multiple open tabs and ensures the application feels tailored to your specific state's needs.

Why It Matters? This update enhances the professional branding and user experience for Ohio-based agencies by ensuring that terminology is consistent across all parts of the application, including the browser interface. By aligning the browser tab titles with state-specific terminology (using "Recipients" instead of "Clients"), we provide a more cohesive and intuitive environment that matches the language used in daily agency operations and state regulatory requirements.