Understanding the Ohio Medicaid Aggregator
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 does Ohio use an aggregator model?
The 21st Century Cures Act requires states to implement EVV for personal care services and home health services. 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.
Do Ohio providers have to use the free Sandata system?
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.
Some providers choose the free Sandata system because it has no added cost and connects directly to the aggregator. However, it is important to understand the limitations of the free state system.
While the Sandata platform fulfills the state’s minimum EVV requirement, it is not designed for agency operations. 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, billing, payroll, and caregiver management.
This can result in multiple disconnected systems, increased administrative work, and greater risk of EVV-to-claims mismatches.
What are the benefits of using an alternate EVV vendor?
Providers may use a third-party EVV platform as long as it is certified by the state and transmits data to the Ohio Medicaid Aggregator correctly.
Because the aggregator is tied to claims adjudication, having EVV and billing connected in one system reduces denials and delays. This eliminates the need for multiple disconnected systems and reduces administrative workload.
GEOH is built specifically for home care agencies and supports both compliance and business operations — including EVV, billing, scheduling, payroll, and caregiver management — all in one platform.
What happens if your data doesn’t pass through the aggregator?
The Ohio Medicaid Aggregator ensures visit validation — but it does not manage your agency. Regardless of which EVV system you choose, the aggregator plays a direct role in reimbursement.
If your visit data does not successfully pass through the Ohio Medicaid Aggregator, your claims may be denied or delayed. Using an integrated system like GEOH can help reduce discrepancies between EVV and billing.
Key takeaways
- Sandata operates the Ohio Medicaid Aggregator and validates all EVV visit data before claims payment.
- All EVV data must pass through the Ohio Medicaid Aggregator for reimbursement.
- 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.
Ready to get started? Book a meeting with one of our agency strategists today!