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California - EVV Aggregation

California - EVV Aggregation

Electronic Visit Verification (EVV) tracks and monitors timely service delivery and access to care for members. EVV applies to all providers of these services, including paid family direct care workers. EVV is a federal requirement and is a mandatory program. These services are provided in California through programs managed by the Department of Health Care Services (DHCS), the California Department of Social Services (CDSS), the Department of Developmental Services (DDS), the California Department of Public Health (CDPH), and the California Department of Aging (CDA). Note: Hospice and Behavioral Health Treatment (BHT) are not subject to EVV requirements.

Programs impacted

  • DHCS

  • CDSS

  • CDA

  • CDPH

  • BHT

Important Websites

Important Updates

New Aggregation Script Update and Edited Visit Errors

  • In June 2025, we updated our aggregation script to comply with Sandata California (CA) specifications related to edited visits. As a result of this change, you may encounter new error messages:

    • “AdjInDateTime cannot be greater than the Call Out”

    • “AdjOutDateTime cannot be less than the Call In”

  • These errors occur when a previously aggregated visit is edited in a way that violates Sandata’s data validation rules. Specifically:

    • AdjInDateTime refers to the adjusted (edited) time in

    • AdjOutDateTime refers to the adjusted (edited) time out

  • Per Sandata CA guidelines:

    • AdjInDateTime must not be later than the Call Out

    • AdjOutDateTime must not be earlier than the Call In

  • Please refer to the grid below for guidance on addressing these errors.

    image-20250730-165902.png

If you receive one of these errors, we recommend reviewing both the original and edited entries to ensure no fraudulent activity is present. If the edit is valid and necessary, please cancel the original entry and re-enter the visit as a manual entry to ensure compliance with Sandata’s requirements.

Provider Best Practices

  • Identify team member(s) responsible for EVV visit maintenance

  • Log in to your aggregator portal daily

  • View EVV visits and aggregation status in the aggregator portal

  • Triage EVV errors with your state and/or aggregator as a first point of contact

  • Review DCI EVV Aggregation reports that are emailed to you daily

  • Perform visit maintenance in DCI to correct visit errors

  • Review all six required aggregation requirements

  •  

    • Type of service performed

    • Individual receiving the service

    • Date of the service

    • Location of the service

    • Individual providing the service

    • Time the service begins and ends

  • Review Social Security ID is required and the toggle button is selected Yes for “Allow SSN Retrieval” on the employee profile

  • If the error in DCI can not be resolved independently, submit a help desk ticket (Zendesk) for DCI

If you have not already started, please begin these activities. Please be advised the aggregator portal is the source of truth for whether a visit is accepted or rejected.

State Specific Aggregation Topics

EVV Locations

EVV locations are a required aggregation element for aggregation in CA. In DCI, clients (members) can have multiple EVV Locations created for their profile and available for employees to select at time of clock in and clock out via the mobile app or web portal. View the EVV Locations article in the DCI help center for information on how to create and manage in DCI. Allowable EVV Locations (service locations) for CA are as follows: Home or Community.

Jurisdictional Entity

This is the identifier for the Jurisdictional Entity. CA Jurisdictional Entities include MSSP Sites, Counties, Regional Centers, and Waiver Agencies. In DCI this is often managed via a custom field on the Region. The jurisdictional ID often differs by payer, so this can be managed via a custom field on any level separated by payer.

Common EVV Aggregation Failure Results

Failure Reason

Sandata Field

DCI Field

Reasons why aggregation is failing

Steps to Update/Correct

Failure Reason

Sandata Field

DCI Field

Reasons why aggregation is failing

Steps to Update/Correct

Employee SSN Failed

EmployeeIdentifier

Employee Profile:

SSN & Verify SSN > needs to be entered

Allow SSN Retrieval > Select Yes



  • Short version (4 digits) of SSN is being aggregated - full SSN required

  • Employee SSN is not entered into DCI

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Employees on the sub menu

  4. Use the filter to search for the employee, select the employee by clicking anywhere on the line in the table

  5. Click the Actions button

  6. Click Edit Employee in the Actions dropdown

  7. The Edit Employee form wizard will open

  8. On the Basic Demographics tab verify/update the following fields

  9.  

    1. SSN and Verify SSN - enter SSN for employee

    2. Allow SSN Retrieval - select Yes

  10. Click Save

  11. Click Yes in the confirmation alert window

Procedure Code Failed

ProcedureCode

Service Code:

Default HCPCS Code 



  • Missing default HCPCS code

  • Default HCPCS code incorrect

  1. Log in to DCI

  2. Click Settings on the main menu

  3. Click Funding on the sub menu

  4. Use the filter to search for the funding source, select it by clicking anywhere on the line in the table

  5. Scroll down and select the Service Code tab

  6. Select the Service Code with the error from the table

  7. Click the Actions button

  8. Click Edit Service Code in the Actions dropdown

  9. The Edit Service Code form wizard will open

  10. Update the Default HCPCS Code field

  11. Click Save

  12. Click Yes in the confirmation alert window

Client Address Value or Format Failed

ClientAddressLine1

Client Profile:

Address

  • Client address value incorrect (length should be between 1-30)

  • Client address format incorrect (can not contain special characters)

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Clients on the sub menu

  4. Use the filter to search for the client, select the client by clicking anywhere on the line in the table

  5. Click the Actions button

  6. Click Edit Client in the Actions dropdown

  7. The Edit Client form wizard will open

  8. On the Basic Demographics tab verify/update the following fields

  9.  

    1. Address

  10. Click Save

  11. Click Yes in the confirmation alert window

Reason Code Missing (can't be null)

ChangeReasonMemo

Funding Source:

Require Reason Code for Manual Entries > Select Yes

  • Reason code required for manual entries setting on the funding source needs to be turned on

Add Reason Code and Require Free Text Note

  1. Log in to DCI

  2. Click Settings on the main menu

  3. Click Funding Source on the sub menu

  4. Use the filter to search for the funding source, select it by clicking anywhere on the line in the table

  5. Click the Actions button

  6. Click Add Reason Code in the Actions dropdown

  7. Fill out the Reason Code form wizard

  8.  

    1. Select Yes for the field Requires Free Text Note

  9. Click Save

  10. Click Yes in the confirmation alert window

Edit Reason Code and Require Free Text Note

  1. Log in to DCI

  2. Click Settings on the main menu

  3. Click Funding Source on the sub menu

  4. Use the filter to search for the funding source, select it by clicking anywhere on the line in the table

  5. Scroll down and select the Reason Codes tab

  6. Select the Reason Code from the table 

  7. Click the Actions button

  8. Click Edit Reason Code in the Actions dropdown

  9. The Edit Reason Code form wizard will open

  10. Update the Requires Free Text Note field to Yes

  11. Click Save

  12. Click Yes in the confirmation alert window

Live In Caregiver

N/A

Employee Service Account:

Relationship Type > Select Live In Caregiver from the dropdown

  • The relationship type live in caregiver is not selected

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Employees on the sub menu

  4. Use the filter to search for the employee, select the employee by clicking anywhere on the line in the table

  5. Scroll down and select the Accounts tab

  6. Select the Account from the table 

  7. Click the Actions button

  8. Click Edit Service Account in the Actions dropdown

  9. The Edit Service Account form wizard will open

  10. Verify/update the Relationship Type field to Live In Caregiver by selecting it from the dropdown

  11. Click Save

  12. Click Yes in the confirmation alert window