Sandata EVV Training — Free Caregiver & Office Staff Guides

Published 2026-07-20 · Visiting Systems

If your agency uses Sandata for electronic visit verification, the hardest part is rarely the software itself — it's getting every caregiver to check in and out correctly, and getting your office staff comfortable clearing exceptions before they become billing problems. We put together a set of free, plain-English training materials to make that faster. Read the summary below, or download the guides to share with your team.

These are independent training aids. Menus and exception names vary by state program and agency configuration. Not affiliated with or endorsed by Sandata. Last verified July 2026.

For caregivers: check in, check out, get paid

The whole job on the Sandata Mobile Connect app comes down to a short, repeatable routine:

• Start a visit: Log in (a good habit is logging in about an hour before your first visit so everything loads), tap the visit on the My Visits screen, tap Start Visit, confirm — then provide care. You can close the app during the visit.
• Complete a visit: Log back in, tap Resume Visit, enter the tasks you performed, tap Complete Visit, review, and Confirm. On the Client Verify screen, hand the device to the client, who picks a language, confirms the service and time, and signs or records voice consent.
• When something goes wrong: No signal? The app still works — it saves the visit and syncs later, so never skip checking in. Visit not on your list? Use Search Client with the Client ID. Forgot your password? Use Forgot Password and your security questions — no need to wait on the office.

The golden rules: always check in and out (a mistake can be corrected; a missing visit is much harder), check in at the client's location since GPS is captured only at check-in and check-out, and when in doubt, call your office — never guess, never share your login.

Downloads for caregivers:

• Sandata Caregiver Quick Reference (one-page cheat sheet, PDF)
• Sandata Caregiver Visual Walkthrough (screen-by-screen, PDF)

For office staff: keep every visit heading toward "Verified"

Caregivers live in the app; your coordinators live in the Sandata EVV Portal. Every module points at one goal — every visit ending up Verified, because only verified visits support clean claims. A simple daily rhythm keeps the backlog from building:

• Morning (15 min): Open the Dashboard. Unknown Client and Unknown Employee counts are the loudest alarms — usually an ID typo or an offline visit missing its info. Clear those first.
• Midday (10 min): Scan Visit Maintenance for Visits Without In-Call — a morning visit with no check-in may be a no-show. Call the caregiver now, not at 5 PM.
• End of day (15 min): Work the day's red dots down to only those needing next-day follow-up.
• Weekly (30 min): Run the exception report. Repeat patterns — same caregiver, same client, same exception — are training conversations, not data entry.

The key mental model is fix vs. acknowledge: some exceptions get corrected with real data (a missing call gets the true time entered), others are simply acknowledged as known-and-explained — but either way, the exception only clears when you act on it and record the reason code.

Download for office staff:

• Sandata Office Staff Guide — exceptions, visit maintenance & reason codes (PDF)
• Sandata EVV Training Deck (PowerPoint, for staff sessions)

Want to test comprehension after training? Try our free EVV scenario quiz — realistic situations for both Sandata and HHAeXchange.

A note for private-pay agencies

Sandata and HHAeXchange exist because state Medicaid programs mandate EVV through an aggregator. If your agency is private-pay, you're generally not required to use an aggregator at all — you can run GPS-verified visit tracking without that dependency. That's what Visiting Systems is built for. And if you serve both Medicaid and private-pay clients, these guides help on the Medicaid side while a simpler tool covers the rest.