Syncing with Sandata

How to Manage the Sandata Sync Process

First start by going to the Sandata Sync Status: 

Main Rosemark window >  File >  Sandata Sync Status.

 

The Sandata Sync window will appear:

 

First let’s define some buttons:

• Sync Now at the top of each page.  Use this to upload shifts and EVV to Sandata.  This should be done, at minimum, daily.

 

• Clear Sync Errors at the bottom right.  Clears the error log until you sync again.

 

• Refresh at the bottom right.  Use this after fixing some errors to verify they are complete.

 

The labels of each column:

• Sandata Caregivers, Sandata Clients, Sandata Shifts
  • Up to date – Data that has already been synced with Sandata.
  • To be Added – Data that is ready to go with no errors.  Will be sent to Sandata when you next sync. 
  • In Process and To be Updated are shifts currently being synced to Sandata.
  • INVALID – These are the errors that must be fixed before data is synced.

 

Caregiver Error Tab

Most errors will be fixed while you are using Rosemark.  A few that Medicaid requires and you have omitted will be contained in the list.  Rosemark gives you an idea of where the errors are that need to be fixed.  As examples:

Duplicate SSN - means that the Caregiver has a SSN that is identical to another Caregiver

EmployeeIdentifier, Employee SSN - the Caregiver’s SSN is totally missing on the Caregiver's profile

To fix these errors, click on the tab marked Caregivers in the center of the Sandata Sync Status page.  

If you double click on the Caregiver name, the Rosemark caregiver profile screen will pop up and you can make changes.

Once you have corrected the errors in Rosemark - Return to the Sandata Sync screen and refresh the page from the right bottom tab and the “error” will disappear.

 

Client Error Tab 

Most errors will be fixed while you are using Rosemark.  A few that Medicaid requires and you have omitted will be contained in the list.  Rosemark gives you an idea of where the errors are that need to be fixed.  As examples:

• Client Medicaid I.D. - The Medicaid number is either missing or incorrect.
• Missing Service - Service provided for is not specified.
• Unauthorized Service - This happens when a Client service does not match their Medicaid authorization
• GPS Distance Exception - When the call-in/call-out exceeds the allowable distance tolerance from the client’s home or other address associated with the client

When you click on the client name the Rosemark client profile window will appear and you can fix any changes here.

 

Shifts Error Tab

Double click on the Reason error entry or View Problems button (this will show the total type of errors and can be more than 1 - our example says 14)

This will bring up the list of errors.

Double click on any Caregiver and choose the Medicaid Status tab.

 

Below is a list of possible shift exceptions:

Client Address (invalid GPS coordinates and missing fields required: client address line 1, client city, client state, client zip)

The client profile has an incorrect or missing address field. In the event you have an invalid GPS coordinate this likely means the GPS coordinates are outside of the state.

Client Identifier

See client Other ID.

Client Medicaid ID

The client profile has an incorrect or missing Medicaid ID.

Client Other ID

The client profile is missing the client number.

Employee Identifier

See Employee Other ID

Employee Other ID

The Caregiver is missing their professional license number (the Family Care Safety Register Number).

Error: Error during update of the clients tables.

This error most often displays when the Sandata servers are under maintenance. Clearing the sync errors will resolve this error but if the servers are still under maintenance these will populate again. You might need to wait an hour for this to clear. 

Missing or Invalid Fields

A catch all error for missing profile information.

Sandata Client has no address with GPS coordinates

The GPS coordinates are not generated from MapQuest or Google. This happens most commonly in new construction. Entering custom coordinates will resolve the issue.

Sandata Caregiver is not valid to sync

A caregiver is missing information. Refer to the caregiver tab for the exact error.

Sandata Client is not valid to sync

A client is missing information. Refer to the client tab for the exact error.

Sandata Shift has unresolved Medicaid Exceptions (Missing Clock In /Missing Clock Out)

The shift is missing a click in, clock out, or both. If you do not have an EVV event that can be linked you will need to create a manual event. 

Sandata Shifts needs completed task(s)

Tasks have not been completed on the shift. Have the Caregiver enter the task information in either the CMA or Web Portal. 

Sandata Shift is too long (duration > 24 hours)

EVV events indicate the shift duration is longer than 24 hours. Normally this happens when a Caregiver forgets to clock out on the date of their shift and clocks out the following day. When this EVV event is linked it causes this problem. A manual EVV event should resolve the issue after you ignore the existing EVV event.

Sandata Shift has EVV events out of order.

The clock in or clock out EVV events are not in the expected order. The clock in event must be before the clock out. Creating a manual event resolves the issue. 

The Change Reason Memo cannot be null. The record is being rejected.

When entering a reason or action code the state is requiring you to enter a note. Go to the Medicaid status tab on the shift in question and enter information in the note field.