This section contains important information for providers currently contracted for PASSPORT services with Council on Aging.
The Ohio Department of Aging (ODA) regulates the contract cycle for the PASSPORT and Assisted Living Waivers. The current contract cycle ends on 6/30/25 so this means it is time for contract renewals for PASSPORT and Assisted Living Medicaid Waiver certified entities. The new contracts are effective from 7/1/25 through 6/30/27. Starting 6/9/25, agreements will begin to be sent out for electronic signatures via DocuSign. Instructions for DocuSign
You will find more information regarding steps on how to renew your PASSPORT or Assisted Living Waiver Services Agreement in the appropriate links below.
PASSPORT Agency Providers Communication & Documents regarding Contract Renewal
- PASSPORT Agency Provider communication regarding next steps to renew the PASSPORT Services Agreement
- PASSPORT Agency Provider Contract Renewal Notice – fillable form
- PASSPORT Services & Rates Form – fillable form
- PASSPORT Agency Provider Contract Termination Notice – fillable form
PASSPORT – Choices Home Care Attendant Services (CHCAS) Individual Providers Communication & Documents regarding Contract Renewal
- PASSPORT-Choices HCAS Individual Provider communication regarding next steps to renew the PASSPORT Services Agreement
- PASSPORT-Choices HCAS Individual Provider Contract Renewal Notice – fillable form
- PASSPORT- Choices HCAS Individual Provider Contract Termination Notice – fillable form
Assisted Living Waiver Communication & Documents regarding Contract Renewal
- Assisted Living Waiver communication regarding next steps to renew the Assisted Living Waiver Services Agreement
- Assisted Living Waiver Provider Contract Renewal Notice – fillable form
Provider/COA Relations
In addition to serving COA clients, COA and its contracted providers work together on community initiatives designed to enhance the lives of older adults. These include emergency preparedness, advocacy, and projects related to health, wellness, safety, and transportation.
Expansions
If you are an existing Community-Based Long-Term Care Provider (PASSPORT or Assisted Living Waiver) operating outside of our five-county area and you wish to expand into our area, you must contact the Provider Services Department at Provider_Services@help4seniors.org.
Provider Changes
Current providers experiencing a major change in the agency’s information should immediately notify COA’s Chief Executive Officer in writing. Major changes would include, but are not limited to:
- Agency name change
- Change in federal tax ID number
- Change in ownership
- Change in legal structure
- Purchase by another entity
- A request to discontinue providing any service
- And/or a request to discontinue providing services in a specific geographic area
Provider Resources
The Council on Aging logos shown below are available for our contracted providers to use on their websites or print materials. Click on the preferred format (GIF or JPG) for one of the logos below. When the logo opens in a new window, right click on the image and select “Save As.”
Electronic Visit Verification (EVV) guidance for PASSPORT certified providers
The Division for Community Living has created a guidance document to aid providers in all the stages of Electronic Visit Verification (EVV). It provides answers to frequently asked question, visual aids, and contact information. The guidance document can be found here.
In addition, The Ohio Department of Medicaid (ODM) is excited to announce a new Zendesk Ticket Portal for the EVV program. Providers, alternate vendors and any other users who communicate with Sandata and the ODM EVV team will use the new portal.
The Zendesk Ticket Portal provides a single location for users to view current and past tickets submitted to the EVV Provider Hotline. Additionally, all questions and emails sent to ODM will go to the Zendesk portal; this means a user can review all their inquiries in one location. Users will now use the new portal to submit a new ticket or inquiry to Sandata and ODM. All Ohio EVV program users, including Alternate EVV system vendors, have access to the Zendesk Ticket Portal. Google Chrome is the preferred browser when accessing the ticket portal.
Users can begin to use the new Zendesk email (ODMEVV@sandata.com) for any questions relating to EVV.
In addition to addressing inquiries, the Zendesk portal links to the Sandata EVV Knowledge Center where users can find valuable information, such as:
- Getting Started Tips
- Product User Guides
- Training Videos
- Quick Reference Guides
- Release Notes
For directions on logging into the portal and how to use, click below:
How To Log On To The Zendesk Ticket Portal
How To Use The Zendesk Ticket Portal
The Ohio Department of Medicaid (ODM) continues to offer providers the opportunity for more personalized Electronic Visit Verification (EVV) system training and an EVV account review. This is a great opportunity for providers to work one-on-one with a Sandata EVV representative to review how to use EVV, or how to improve on issues related to EVV claims matching. Providers who have completed a one on one session have let ODM know they feel more confident in maintaining their visits. If you would like to work with an EVV Sandata representative in a one-on-one call, please visit the calendar of available dates and times to sign up, here: https://go.oncehub.com/ODMEVVHelp. Google Chrome is the preferred browser when accessing the calendar.
Register for as many virtual sessions as you like by visiting: https://go.oncehub.com/ODMEVVHelp. The content for each Topic session is the same. Registration is open until 5 minutes before the scheduled start time, so be sure to sign up early!
Updated EVV Error Resolution Guide
Beginning September 14, 2022 the Electronic Visit Verification (EVV) validation failed code messages on provider claims will be changing for each EVV exception. ODA has created a new EVV Error Resolution Guide to help providers, individuals, and case managers define and resolve when an exception may occur on a provider’s remittance advice. The EVV Resolution Guide lists each exception, has an exception description, and provides action steps to resolve the exception. You can find a copy of the new EVV Error Resolution Guide here.
Rules and Service Specifications for PASSPORT and Assisted Living
Administrative rules for Ohio Department of Aging’s PASSPORT and Assisted Living Programs click here
PASSPORT Code of Ethics updated April 2022 click here
Database Review and Criminal Records Check click here.
Applicants applying to the Ohio Department of Aging to be certified as a provider for the PASSPORT and Assisted Living Wavier Programs may request certification for the following services:
Service Specifications
- Adult Day Services
- Alternative meals
- Assisted Living Services
- Choices Home Care Attendant Services
- Community Integration
- Community Transition
- Home Care Attendant Service
- Home-delivered Meal Service
- Homemaker Services
- Home Medical Equipment and Supplies
- Home Modification
- Kosher option for Home-delivered Meals
- Non-Medical Transportation Service
- Out-of-Home Respite Services
- Personal Care Service
- Personal Emergency Response System
- Social Work or Counseling Service
- Waiver Nursing Service