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Common EVV Aggregation Failure Results
Failure Reason | Sandata Field | DCI Field | Reasons why aggregation is failing | Steps to Update/Correct |
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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
| - Log in to DCI
- Click Home on the main menu
- Click Employees on the sub menu
- Use the filter to search for the employee, select the employee by clicking anywhere on the line in the table
- Click the Actions button
- Click Edit Employee in the Actions dropdown
- The Edit Employee form wizard will open
- On the Basic Demographics tab verify/update the following fields
- SSN and Verify SSN - enter SSN for employee
- Allow SSN Retrieval - select Yes
- Click Save
- Click Yes in the confirmation alert window
|
Procedure Code Failed | ProcedureCode | Service Code: Default HCPCS Code | - Missing default HCPCS code
- Default HCPCS code incorrect
| - Log in to DCI
- Click Settings on the main menu
- Click Funding on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Scroll down and select the Service Code tab
- Select the Service Code with the error from the table
- Click the Actions button
- Click Edit Service Code in the Actions dropdown
- The Edit Service Code form wizard will open
- Update the Default HCPCS Code field
- Click Save
- 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)
| - Log in to DCI
- Click Home on the main menu
- Click Clients on the sub menu
- Use the filter to search for the client, select the client by clicking anywhere on the line in the table
- Click the Actions button
- Click Edit Client in the Actions dropdown
- The Edit Client form wizard will open
- On the Basic Demographics tab verify/update the following fields
- Address
- Click Save
- 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
| Require Reason Codes for Manual Entries - Log in to DCI
- Click Settings on the main menu
- Click Funding Source on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Click the Actions button
- Click Edit Funding Source in the Actions dropdown
- The Edit Funding Source form wizard will open
- Update the Require Reason Code for Manual Entries field to Yes
- Click Save
- Click Yes in the confirmation alert window
|
Reason Code Memo Needed (can't be null) | ChangeReasonMemo | Reason Code: Requires Free Text Note > Select Yes | - Free text note needs to be entered and required for specific reason codes
| Add Reason Code and Require Free Text Note - Log in to DCI
- Click Settings on the main menu
- Click Funding Source on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Click the Actions button
- Click Add Reason Code in the Actions dropdown
- Fill out the Reason Code form wizard
- Select Yes for the field Requires Free Text Note
- Click Save
- Click Yes in the confirmation alert window
Edit Reason Code and Require Free Text Note - Log in to DCI
- Click Settings on the main menu
- Click Funding Source on the sub menu
- Use the filter to search for the funding source, select it by clicking anywhere on the line in the table
- Scroll down and select the Reason Codes tab
- Select the Reason Code from the table
- Click the Actions button
- Click Edit Reason Code in the Actions dropdown
- The Edit Reason Code form wizard will open
- Update the Requires Free Text Note field to Yes
- Click Save
- 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
| - Log in to DCI
- Click Home on the main menu
- Click Employees on the sub menu
- Use the filter to search for the employee, select the employee by clicking anywhere on the line in the table
- Scroll down and select the Accounts tab
- Select the Account from the table
- Click the Actions button
- Click Edit Service Account in the Actions dropdown
- The Edit Service Account form wizard will open
- Verify/update the Relationship Type field to Live In Caregiver by selecting it from the dropdown
- Click Save
- Click Yes in the confirmation alert window
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