For Ohio Medicaid home care providers, Electronic Visit Verification (EVV) compliance is not optional — and understanding how the Ohio Medicaid Aggregator works is critical to getting paid.
In Ohio, Sandata serves as the state aggregator, the state’s official EVV data collection and validation system. While many providers associate Sandata with the free state EVV system, the aggregator plays a broader and more important role in claims payment and compliance.
This guide explains what the Ohio Medicaid Aggregator does, how it impacts reimbursement, and what options providers have — including using an alternate EVV vendor like GEOH.
Why Ohio Uses an EVV Aggregator
The 21st Century Cures Act requires states to implement EVV for:
- Personal care services (PCS)
- Home health care services (HHCS)
EVV systems must electronically verify:
- Type of service
- Individual receiving the service
- Date of service
- Location of service delivery
- Time the service begins and ends
- Individual providing the service
To meet these federal requirements, Ohio Medicaid implemented an aggregator model. Instead of forcing all providers onto one platform, the state uses the Ohio Medicaid Aggregator to collect and validate visit data from multiple EVV systems.
This approach allows provider choice while maintaining compliance oversight.
What Is the Ohio Medicaid Aggregator?
The state aggregator is the centralized EVV data repository operated by Sandata on behalf of Ohio Medicaid.
The Ohio Medicaid Aggregator:
- Receives EVV visit data from all Medicaid providers
- Validates required EVV data elements
- Applies Ohio Medicaid business rules
- Flags visit exceptions
- Confirms visit data prior to claims adjudication
In practical terms:
All required EVV visit data must successfully pass through the aggregator before Medicaid claims can be paid.
Even if you use a third-party EVV system, your data must still be transmitted.
The Free EVV System Requirement
Federal law requires states to provide a free EVV system to Medicaid providers.
Ohio fulfills this requirement through Sandata.
That means:
- Ohio must offer a no-cost EVV option.
- Sandata provides that free EVV system.
- Providers may choose to use it.
However:
Ohio Medicaid home care providers are NOT required to use the free Sandata EVV system.
The state must offer a free option — but providers retain the flexibility to choose a certified alternate EVV vendor.
Your Two EVV Options in Ohio
Option 1: Use the Free Sandata EVV System
Some providers choose the free Sandata system because:
- There is no licensing cost
- It connects directly to the aggregator.
- It satisfies basic EVV compliance requirements
However, it is important to understand the limitations of the free state system.
Why Many Agencies Do Not Choose the Free System
While the Sandata platform fulfills the state’s minimum EVV requirement, it is not designed for agency operations.
Common challenges providers experience include:
- Limited functionality beyond EVV data capture
- No built-in payroll processing
- No full-service billing support
- Limited scheduling tools
- No comprehensive agency management features
- Reduced operational reporting compared to full agency software platforms
Because the Ohio Medicaid Aggregator is focused on visit validation and not business management, agencies using only the free system often need additional software for:
- Scheduling
- Payroll
- Claims submission
- Credential tracking
- Reporting and compliance management
This can result in multiple disconnected systems, increased administrative work, and greater risk of EVV-to-claims mismatches.
Option 2: Use a Certified Alternate EVV Vendor
Providers may use a third-party EVV platform as long as it:
- Captures all federally required EVV data elements
- Meets Ohio Medicaid technical requirements
- Successfully integrates with the Ohio Medicaid Aggregator
- Transmits visit data in the required format and timeframe
This option allows agencies to choose a more robust operational system while remaining fully compliant with the requirements.
Why Many Providers Choose an Alternate EVV Vendor Like GEOH
While the free state system satisfies the minimum EVV requirement, many agencies need more than just basic visit verification.
GEOH is an approved alternate EVV vendor that integrates directly with the state aggregator while providing a comprehensive agency management solution.
In addition to EVV compliance, GEOH offers:
1. Integrated Billing Services
- EVV-to-claims alignment
- Medicaid billing support
- Claims monitoring and reconciliation
- Revenue cycle support
Because the aggregator is tied to claims adjudication, having EVV and billing connected in one system reduces denials and delays.
2. One System for EVV, Payroll, and Scheduling
Unlike the free state system, GEOH provides:
- Caregiver scheduling
- Real-time EVV capture
- Payroll integration
- Overtime and compliance tracking
This eliminates the need for multiple disconnected systems and reduces administrative workload.
3. Full Agency Management Software
GEOH goes beyond EVV by offering:
- Client management tools
- Caregiver credential tracking
- Documentation management
- Operational reporting
- Compliance dashboards
The Ohio Medicaid Aggregator ensures visit validation — but it does not manage your agency. GEOH helps agencies manage operations, compliance, and growth in one platform.
4. Operational Efficiency and Support
Agencies using GEOH benefit from:
- Streamlined workflows
- Fewer manual processes
- Improved visit reconciliation
- Dedicated support tailored to Ohio Medicaid providers
Because GEOH is built specifically for home care agencies, it supports both compliance and business operations.
How the Ohio Medicaid Aggregator Impacts Claims
Regardless of which EVV system you choose, the Ohio Medicaid Aggregator plays a direct role in reimbursement.
If required EVV visit data:
- Is missing
- Contains errors
- Is not transmitted
- Does not align with billed services
Your claims may be denied or delayed.
This is why providers must:
- Monitor visit exceptions daily
- Confirm successful transmission to the Ohio Medicaid Aggregator
- Ensure claims match validated EVV data
Using an integrated system like GEOH can help reduce discrepancies between EVV and billing.
Key Takeaways for Ohio Medicaid Home Care Providers
- Sandata operates the Ohio Medicaid Aggregator.
- The aggregator validates all EVV visit data before claims payment.
- Ohio must provide a free EVV system.
- Providers are not required to use the free system.
- Agencies may choose a certified alternate EVV vendor like GEOH.
- All EVV data must pass through the Ohio Medicaid Aggregator for reimbursement.
Final Thoughts
The Ohio Medicaid Aggregator is mandatory — but your EVV system choice is not.
While the state provides a free EVV option, many Ohio Medicaid home care providers choose an alternate EVV vendor like GEOH for greater operational control, integrated billing, payroll, scheduling, and full agency management tools.
No matter which system you choose, one thing remains true:
If your visit data does not successfully pass through the aggregator, your claim will not be paid.
Choosing the right EVV partner can make the difference between simply staying compliant and building a stronger, more efficient agency.
Looking to get started? Book a meeting with one of our agency strategists today!
