Developmental Disabilities of Clark County, OH Provider Resource Board by Sarah Hess, Provider Liaison

PAWs - How to find them. How to read them.

shess52 — 2025-08-06 17:00:06 UTC

PRINTABLE PDF GUIDE: How to look up and read PAWs through DODD's MSS application.

Utilization Tracking Form

shess52 — 2025-08-06 17:00:06 UTC

TOOL: An Excel spreadsheet to track the number of units you have billed for and how many you have left for the span. This is called "utilization tracking." *This is not a required form, though tracking utilization is the responsibility of each provider to ensure authorized services are met, but not exceeded, without prior authorization except in emergent cases.

Provider Responsibilities and Checklist

shess52 — 2025-08-06 17:00:06 UTC

TOOL: This document explores the general role of a provider as a service team member. A compilation of ODM & DODD requirements that providers are responsible for on a regular basis has been created. This list MAY NOT BE EXHAUSTIVE. Providers are responsible for knowing and staying up-to-date on all current requirements. This is a tool that may be modified to fit providers' changing needs.

How to Bill Guide in Word Doc

shess52 — 2025-08-06 17:00:06 UTC

PRINTABLE PDF GUIDE: A deep dive into billing - what to know before you bill, how to complete billing, and resource links.

How to Bill: Youtube Video from Lostcreek Lab, LLC

shess52 — 2025-08-06 17:00:06 UTC

Lostcreek Lab, LLC shares three ways to submit billing, whether you're an Independent or Agency Provider

Monthly Rate Calculator Webinar - DODD

shess52 — 2025-08-06 17:00:06 UTC

MRC webinar via DODD's Youtube channel or visit https://dodd.ohio.gov/providers/monthly-rate-calculator/

How to find Rules in Effect for DD Waiver services

shess52 — 2025-08-08 15:17:51 UTC

SCREEN RECORDING: This recording walks through how to find the rules in effect, step by step.

Recertification: Independent provider

shess52 — 2025-08-08 16:18:39 UTC

Recertification: Agency provider

shess52 — 2025-08-08 16:19:00 UTC

Also visit 5123$0-2-08-Rule-AM.xml for agency recertification requirements and Appendix A for annual training requirements of Directors of Operations.

Demographic Changes: How to guide

shess52 — 2025-08-08 16:22:06 UTC

Comprehensive guide on the FOUR places you must update your information in the recommended order.

EVV- Getting Set up for Certified Providers

shess52 — 2025-09-11 18:54:44 UTC

Please follow these steps in the order listed to get started with EVV. *If you have not taken the initial EVV training, please see the Step 3 post under "How to Become an Independent Provider." This is required before you can proceed.

Finding Sandata EVV User Guides and Videos

shess52 — 2025-09-11 19:13:31 UTC

EVV Contact Information, Medicaid Help Desk

shess52 — 2025-09-12 17:48:45 UTC

EVV Main Page - Medicaid of Ohio

shess52 — 2025-09-12 17:51:08 UTC

This page features several helpful resources, particularly on the right-hand side.

Step 1 - Setting up your OH-ID Account

shess52 — 2025-09-12 18:04:00 UTC

If you already have an account linked to your PERSONAL email that you will be using as an Independent Provider, you may skip this step.

Step 2 - Initial Training

shess52 — 2025-09-12 18:06:07 UTC

*If you are currently an Agency DSP with 8 hours of training, many of those trainings will count toward your Independent Provider Training requirements. HOWEVER, there are a couple of trainings specific to Independent Providers that you still need to take to meet requirements.

Step 3: Electronic Visit Verification Training

shess52 — 2025-09-12 18:06:53 UTC

At the end of the training, download and save your training certificate as a PDF to upload into your DODD Application. You can also go to your profile by clicking on the large circle/sphere icon in the top right of the webpage, click profile settings, and click on transcript just above "My Profile".

Step 4: Fingerprinting

shess52 — 2025-09-12 18:08:47 UTC

Pay close attention to the required code for both the BCI and the FBI checks. The wrong code will cause you to have to do it over and pay the fee again. The report must be sent directly to the address provided.

Step 5: Setting up your Payer ID #

shess52 — 2025-09-12 18:09:35 UTC

Step 6: Applying for your National Provider Identifier (NPI) Number - Creating your account with NPPES

shess52 — 2025-09-12 18:11:03 UTC

PLEASE NOTE: The appearance of the application has recently changed from that pictured in the guide. The information is still the same. The pages you are allowed to skip are still the same.

Step 7, Part 1: Choosing your Taxonomy Codes

shess52 — 2025-09-12 18:13:35 UTC

You will need to enter taxonomy codes in your application based on the services you plan to provide. Some services have multiple codes that designate for an Agency only or for an Independent Provider only. Make sure you're selecting the correct one.

Step 7, part 2: NPI Number Application

shess52 — 2025-09-12 18:14:28 UTC

This walks you through actually applying for your NPI number. NOTE: There are a couple of pages to skip. These are denoted in the guide.

Part 8: Completing the Provider Application for Certification

shess52 — 2025-09-12 18:15:48 UTC

This guide walks you through the application to become certified through the Ohio Department of Developmental Disabilities.

INTRODUCTION and INSTRUCTIONS: Read this first

shess52 — 2025-09-12 18:24:22 UTC

The subsequent guides go along with these instructions and are named for each step of the process in the order that they are recommended.

Step 2 Cont'd: CPR and First Aid Training

shess52 — 2025-09-12 18:33:08 UTC

CPR and First Aid Training is offered at ClarkDD. Please visit our training calendar for dates, fees, and to register.
You may take it anywhere that offers the American Red Cross or equivalent CPR and First Aid trainings. The skills assessment MUST be done IN-PERSON.

*IMPORTANT* BLS or "Basic Life Saving Skills" is not a substitute or equivalent for First Aid. This is a common mistake. You will need to take a First Aid class separately if it was not given in conjunction with your CPR class.

EVV to DODD unit conversion

shess52 — 2025-09-26 13:16:50 UTC

EVV's parameters for rounding time up or down is different than DODD's. Please use this conversion chart when recording your time to ensure your units in EVV match units in your DODD billing claims to avoid payment interuptions due to claims denials.

FOR LICENSED NURSES applying for DODD certification

shess52 — 2025-09-26 13:21:26 UTC

Licensed nurses must follow a different application process REGARDLESS of whether you're applying to provide nursing services. ALSO make sure you have First Aid certification. BLS (basic life-saving) is not the same/not accepted as a substitute for First Aid certification. Most nurses have BLS.

Adding and Authorizing Recipients

shess52 — 2025-09-29 14:49:51 UTC

When you add a recipient, you must also go into the record, mark their status as active, add a payer, and authorize services for the person to fully set up to start visits.

Live-In Caregiver Exemption Request Form

shess52 — 2025-09-29 14:57:08 UTC

Requires both the caregiver and the Recipient to be active in Sandata. (must set up EVV, add recipient, authorize, and make active)

*Shared Living is already exempt from EVV.

Services Requiring EVV

shess52 — 2025-10-01 12:35:50 UTC

Services requiring EVV – (See pages 8-10 in the linked guide)

· HPC - Billed in 15-minute units

· On-Site-On-Call (OSOC) - is not subject to EVV

· PD – HPC

· Residential Respite – 15 Minute Billing Only

· Waiver Nursing

· Nursing Delegation

Linking Medicaid Number to EVV for Newly Certified Providers

shess52 — 2025-10-01 12:39:32 UTC

If you've already taken the training before you were certified, you will need to link your Medicaid Number to Sandata by following these steps.

EVV Training for CERTIFIED Independent Providers

shess52 — 2025-10-01 12:54:26 UTC

If you're already certified and have never taken the EVV Training, please follow these instructions.

EVV Training for Certified Agency Providers

shess52 — 2025-10-01 12:57:29 UTC

EVV Training for Certified Agency Providers who have never taken the training

DODD + EVV FAQ

shess52 — 2025-10-02 17:36:56 UTC

DODD Checklist for Independent Providers prior to applying for certification

shess52 — 2025-11-03 17:01:43 UTC

DODD-Prior to Applying for Certification

shess52 — 2025-11-03 17:03:02 UTC

shess52 — 2025-11-03 20:14:07 UTC

Common Issues and who to reach out to

shess52 — 2025-11-03 20:21:20 UTC

Resource Information and who to contact about common issues that arise for providers when billing

EVV Error messages and how to resolve them

shess52 — 2025-11-07 14:41:27 UTC

Guide with common EVV error messages and how to resolve them, with links to additional resources within the guide to help you resolve the issues.

Finding DODD's Documentation Templates

shess52 — 2025-11-07 15:19:30 UTC

A video walkthrough of how to find document templates on DODD's website.

DODD + EVV Frequently Asked Questions

shess52 — 2025-11-07 15:30:31 UTC

Aligning DODD Claims with EVV Units

shess52 — 2025-11-07 16:27:11 UTC

DODD and EVV define units a little differently. This guides helps you align your claims with EVV so your claims match and avoid claims being denied for mismatched units.

How to Assign a Designee in RDS

shess52 — 2026-01-22 16:01:23 UTC

You must assign a Designee in RDS once you get notification that you are due for a review, even if you're an Independent provider. You assign yourself as the Designee.

DODD Compliance Resources

shess52 — 2026-01-22 16:13:21 UTC

Outcome Documentation Template

shess52 — 2026-04-07 15:41:54 UTC

*Can be combined with other service doc (HPC, Shared Living, etc) as a single file while maintaining all required information.

Service documentation (HPC)

shess52 — 2026-04-07 15:46:29 UTC

You must still document outcomes if listed as responsible for outcome support in the OISP; see also the Outcome documentation sheet.

Shared Living documentation template

shess52 — 2026-04-07 15:47:02 UTC

New Transportation Sheet PER TRIP

shess52 — 2026-04-07 15:48:07 UTC

SINGLE PASSENGER-NMT Per Trip -

PER MILE Transportation template

shess52 — 2026-04-07 15:49:07 UTC

New template for Transportation/NMT per mile . Multi-passenger

Daily Inspection Form

shess52 — 2026-04-07 15:53:31 UTC

Modified Vehicles only

New Transportation Sheet. MULTI-PASSENGER

shess52 — 2026-04-07 15:56:14 UTC

formatted for Multi-passenger and multi-staff