EVV Aggregator Integration

Most states use an EVV aggregator to collect visit data from all providers. Whether your state uses Sandata, HHAeXchange, or another aggregator, understanding how this integration works helps you stay compliant and troubleshoot issues.

What Is an EVV Aggregator?

An EVV aggregator is a centralized system that collects electronic visit verification data from all providers in a state. Think of it as a hub that receives data from many different EVV systems and provides the state with a unified view of all home care visits.

Common aggregators include:

• Sandata: Used by many states including Indiana, Colorado, and others
• HHAeXchange: Used in New York, Arizona, and other states
• FirstData (Fiserv): Used in some state programs
• State-built systems: Some states developed their own aggregators

How Integration Works

The typical data flow looks like this:

1. Caregiver clocks in/out using your EVV system
2. Your EVV system captures the six required data elements
3. Data transmits to the state aggregator via API or file transfer
4. Aggregator validates the data and returns acknowledgment or errors
5. State uses aggregator data to match with billing claims

Data Elements Transmitted

Your EVV system sends these elements to the aggregator:

• Member/participant identifier (Medicaid ID)
• Caregiver identifier
• Service type/procedure code
• Date of service
• Start and end time
• Location verification data

Open vs. Closed Model

Open Model: Providers can use any EVV system that integrates with the state aggregator. Your choice of EVV software.

Closed Model: State mandates a specific EVV system. All providers must use the state's chosen vendor.

Most states have moved toward open models, giving providers flexibility while ensuring data flows to a central aggregator.

Common Integration Issues

Data Validation Errors

The aggregator may reject data due to:

• Invalid member Medicaid ID
• Caregiver not registered in aggregator system
• Service code not recognized
• Dates outside valid range

Transmission Failures

Data may not reach the aggregator because of:

• API connectivity issues
• Authentication/credential problems
• File format errors
• Timing issues (trying to send during maintenance windows)

Matching Issues

EVV data may not match billing claims when:

• Times differ significantly between EVV and claim
• Service codes don't match
• Member or provider IDs are inconsistent

Best Practices

• Verify member IDs: Ensure Medicaid IDs in your system match what the state has
• Register caregivers: Make sure all caregivers are registered with the aggregator before they work
• Monitor transmission: Check daily that data is flowing successfully
• Review rejections: Fix rejected records promptly
• Coordinate with billing: Ensure EVV and billing systems use consistent data

Choosing an EVV System

When selecting EVV software, verify:

• It integrates with your state's aggregator(s)
• Integration is certified/approved by the state
• Vendor handles the technical integration (you shouldn't have to build APIs)
• Transmission status is visible in your dashboard
• Errors and rejections surface for easy correction