EVV in Wisconsin: Aggregator, Approved Vendors, Reason Codes and Deadlines (2026)
Wisconsin Medicaid EVV explained for home care agencies: the Sandata state system and aggregator, alternate EVV certification, which services need EVV, hard launch dates, reason codes and how to fix a denied claim.
Short answer. Wisconsin’s Department of Health Services (DHS) provides Sandata as a free EVV system and uses it as the aggregator every alternate system must feed. Hard launch was May 1, 2023 for personal care and supportive home care, and October 1, 2024 for home health and personal care code 99509. Check a visit before billing with the EVV visit checker.
At a glance
| Topic | Details |
|---|---|
| Aggregator | Sandata |
| Model | Open: the DHS-provided Sandata system, or a certified alternate EVV system |
| State system | Sandata, with the Sandata Mobile Connect app, landline phone (TVV) and fixed device (FVV) |
| Alternate vendors | Must meet DHS business requirements, complete certification with Sandata and submit the alternate EVV attestation |
| Services that require EVV | Medicaid personal care, supportive home care and home health |
| Key dates | Hard launch May 1, 2023 (personal care, supportive home care); October 1, 2024 (home health, personal care code 99509) |
| Who to call | Wisconsin DHS EVV Customer Care; Sandata |
Which vendors are approved in Wisconsin?
DHS doesn’t publish a list of certified vendors. To use an alternate system, review DHS’s business requirements (P-02663), complete the certification checklist (P-02663A) with Sandata, submit the attestation (F-02659) and build to the technical specification. Plan for up to three months, less if your vendor is already certified for Wisconsin, and use the DHS-provided system until yours is ready.
Open or closed model, and what it means for you
Open: caregivers clock in and out in Sandata or a certified alternate, the visit goes to the Sandata aggregator, and the claim is matched against it. Under hard launch, a claim without a matching verified visit denies.
The six elements every visit must carry
Type of service, individual receiving the service, individual providing the service, date, location, and start and end time. Missing any one is a rejected visit. The usual failures: a missing clock-out, a caregiver not linked to the agency on that date, and a check-in away from the home with no reason recorded.
Rounding and units
Personal care is usually billed in 15-minute units. Wisconsin’s fee schedule and provider manual set the unit and the rounding rule for each service code, so check them for the codes you bill. Convert minutes with the units calculator.
Reason codes
Wisconsin’s exact reason codes and their wording are set in Sandata EVV. These are the kinds of reasons it asks for:
| Reason | When to use it |
|---|---|
| Missed clock-in or clock-out | The caregiver forgot to check in or out; the visit is entered manually |
| Device or app problem | Phone, app or battery failed during the visit |
| No signal at the home | Location could not be captured |
| Member refused or unavailable | The member would not use the phone or device |
| Service in the community | The visit took place away from the home |
| System outage | A confirmed outage of the state or vendor EVV system |
Use the most specific reason. Payers audit free-text “Other” and repeated manual entries by the same caregiver.
Grace window
We did not find a set grace period for late clock-ins in Wisconsin’s EVV guidance. Small differences from the schedule usually pass; the EVV visit checker flags visits more than 15 minutes off schedule so you can add a reason first. Your health plan contract may set a tighter threshold.
Deadlines and the correction window
Hard launch was May 1, 2023 for personal care and supportive home care, and October 1, 2024 for home health and personal care code 99509. Correct the visit so Sandata shows it verified, then submit the claim to ForwardHealth or the health plan.
If a claim denies for EVV
- Find the visit in your EVV system and read the rejection reason.
- Fix the element (member ID, service code, times, location) and attach the reason code.
- Confirm the aggregator shows the visit as accepted or verified.
- Resubmit the claim. Do not resubmit before step 3; it denies again.
How Caregiver Scheduling handles Wisconsin EVV
Caregiver Scheduling captures the six elements with geofenced GPS check-in, logs an override reason when GPS can’t confirm the location, and flags late and missed check-ins for the office. In Wisconsin, an alternate system has to complete DHS and Sandata certification before it counts, so ask us how that works for your agency. GPS check-in and EVV.
Sources
Last reviewed November 6, 2026. General information, not legal or billing advice; confirm current rules with Wisconsin’s Medicaid agency.