EVV (Electronic Visit Verifcation) Integration
What is EVV?
Electronic Visit Verification (EVV) is a federal and
state requirement to electronically verify home-care service visits.
ALOHA integrates with the SanData EVV to
electronically transmit:
- Staff (Caregiver) records
- Client (Member) records
- Visit (Appointment) records
These records are transmitted via secure API
communication from ALOHA to SanData.
EVV Integration Set-Up
In SanData:
Providers (Aloha Customers) must register in the Sandata Registration Portal.
For additional guidance on registering with SanData, please view this Registration Help Center Article
After registration, SanData provides:
- UAT/Test credentials
- UAT integration URL
Forward the email to support@alohaaba.com
In Aloha: Completed by Aloha Support
This piece must be completed by Aloha Support. As a provider, you can skip this section.
Navigate to: ALOHA > Settings > System Settings > EVV Integrations
Click Add (+) and select SanData from the vendor dropdown.
Fill in SanData credential info:
Match the information provided by SanData to Aloha:
Field | Description |
Account Number | Organization identifier in Sandata |
Provider ID | Unique provider identifier |
Username | Name of the user |
Password | Password |
Configure Payers
Once the connection is established, under payer profile EVV Payer ID must be configured based on the state (Ex. Colorado).
Payer → Click on Payer → Edit Payer Profile → Add EVV Payer ID
Payer ID is always COHCPF for Colorado region
Enable Clock In/Clock Out
The Clock In & Out setting must be enabled. Navigate to Settings → System Settings → Appointment Settings → Enable Clock In & Out
EVV Hub Overview
Once an integration is completed, a new component EVV Hub appears in the left navigation menu, and it opens in a new window with the following tabs. EVV Hub is the monitoring and resubmission center for all EVV data transmitted to SanData.
Staff Tab
Displays
staff records transmitted to Sandata.
Column | Description |
Staff Name | Displays the staff member’s name in Last
Name, First Name format. |
Date Sent | Displays the most recent date the staff
record was transmitted to SanData (MM/DD/YYYY). |
Status | Displays the latest status returned by
SanData for the transmitted staff record. |
Rejection Reason | Displays the rejection reason provided by
SanData when the record fails validation. |
History Tracking | Opens the transmission history for the
selected staff record, including: • Initial transmission date, time, and user/system that sent the record • Subsequent transmission events after edits or resubmissions • Complete chronological audit trail of all transmissions |
Client Tab
Client data is transmitted to Sandata when:
- Client has an Authorization in ALOHA
- Authorized payer contains EVV Payer ID
Column | Description |
Client Name | Displays the client’s name in Last
Name, First Name format. |
Date Sent | Displays the most recent date the client
record was transmitted to Sandata (MM/DD/YYYY). |
Status | Displays the latest status returned by
Sandata for the transmitted record. |
Rejection Reason | Displays the rejection reason provided by
Sandata when a record fails validation. |
History Tracking | Opens the transmission history for the
selected record, including: • Initial transmission date, time, and user/system that sent the record • Subsequent transmission events after edits or resubmissions • Full chronological audit trail of all transmissions |
Payer Tab
Displays
payers that have EVV Payer ID configured in the payer profile. Payers must belong to a supported state.
At this time AlohaABA only supports Colorado payers.
Column | Description |
Payer | Displays the payer name configured in the
Payer Profile. |
Payer Type | Displays the payer type as defined in the
Payer Profile. |
Clearing House | Displays the clearing house value
configured in the Payer Profile. |
EVV Payer ID | Displays the EVV Payer ID configured in
the Payer Profile. |
Appointment Tab
Displays
completed appointments eligible for EVV submission.
Appointment
data is transmitted when:
- Appointment status becomes Completed
- Staff and Client records exist in SanData
Column | Description |
Date | Displays the appointment date. |
Time | Displays the appointment start and end
time. |
Client | Displays the client associated with the
appointment. |
Service | Displays the service delivered during the
appointment. |
Payer | Displays the payer associated with the
appointment. |
Date Sent | Displays the most recent date the visit
record was transmitted to Sandata (MM/DD/YYYY). |
Status | Displays the latest status returned by
Sandata for the visit record. |
Rejection Reason | Displays the rejection reason provided by
Sandata when the visit fails validation. |
History Tracking | Opens the transmission history for the
selected visit record, including: • Initial transmission date, time, and
user/system that sent the record • Subsequent transmission events after edits
or resubmissions • Complete chronological audit trail of all transmissions |
Filter by Staff, Client, Payer or Appt Date or multi-select to resend rejected or unsent visits. From here you can manually send and resend (resend multiple records using multiselect), track status and view rejection reasons and transmission history!
Workflow
- Add a New Service Appointments Schedule → Add New (+ button) → Appointment radio button
- Complete Appointment and update Start/End Time in Verification Tab. This will be considered the Clock In/Clock Out Time.
- Send to SanData. The system checks SanData every 10 seconds for response updates.
- Response from SanData
- Success = Accepted
- Rejected = Failed Validation
- Result not Ready = Processing
- Rejection Logic: If Staff or Client are rejected, the visit will be rejected
- Resend Rejected Appointments
- GeoCoordinates Sharing: To support visit verification and prevent fraudulent visit reporting, the system automatically shares visit location information with SanData.
- Client Timezone & Location Sharing
- System will use Office Timezone as Client Timezone
- When client information is sent to SanData, the system also shares the client’s location.
FAQ
It seems my integration is not connected, what should I do?
Reach out to support@alohaaba.com. They can check your settings.
Why are my staff not sending to SanData?
Possible Causes & Resolutions
- Staff record is missing required data; check client profile
- EVV integration is not correctly configured; verify EVV integrations are saved
- Appointment isn't completed; confirm staff is assigned and complete the appointment
Try resending the record from EVV Hub > Staff Tab
Why are my clients not sending to SanData?
Possible Causes & Resolutions
- Client does not have authorization; add auth to client
- Payer does not have EVV payer ID attached; Add Payer ID in Payer Profile
Try resending the record from EVV Hub > Client Tab
How often is data sent to SanData?
Data is sent automatically when appointments are
completed.
Can users manually send records?
Yes. Users can resend records from the EVV Hub when
status is Blank or Rejected.
Why was my visit rejected?
Common Reasons:
- Staff not found in SanData
- Client not found in SanData
- Invalid service/Payer Mapping
Resolutions:
- Check rejection reason in EVV Hub
- Correct the data in Aloha
- Resend
How long does Sandata take to respond?
ALOHA checks for responses every 10 seconds after transmission.
What happens if a visit is rejected?
The rejection reason is displayed in EVV Hub. After
correcting the data, the visit can be resent.
Do we need to send staff and client data manually?
No. ALOHA automatically sends required staff and
client data before sending visit data.
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