Regulatory watch
Indiana EVV requirements under the IHCP
- The IHCP EVV page alongside the IHCP EVV FAQs (version 6.1, October 31, 2025)
- Bulletins BT2023145 (October 26, 2023), BT202422 (February 27, 2024), BT202444 (April 11, 2024) and BT202060 (May 7, 2020)
- Banner BR202130 (July 27, 2021), on GPS
- The Home Health Services provider reference module (March 10, 2026)
- The alternate EVV interface specification with the 2026 IHCP Works EVV seminar deck
Indiana EVV milestones
Home health followed personal care by three years; a month of trial denials in 2023 came before the final ones in 2024.
| Step | Date | What changed | Indiana text |
|---|---|---|---|
| Personal care on EVV | Jan. 1, 2021. | Personal care under select HCBS benefit plans comes under EVV. | IHCP EVV page |
| GPS distance exception ends | Aug. 6, 2021. | For records submitted on or after this date, a mobile GPS reading away from the member’s address no longer flags them. | Banner BR202130 |
| Home health on EVV | Jan. 1, 2024. | Home health services join personal care. | IHCP EVV page |
| Temporary personal care denials | Nov. 15, 2023. | A trial run of claim denials for personal care, through Dec. 15, 2023. | Bulletin BT2023145 |
| Final personal care denials | Apr. 1, 2024. | Claim edits switch on for personal care. | Bulletin BT202422 |
| Home health denials | July 1, 2024. | Edits reach home health, fee-for-service and managed care. | Bulletin BT202444 |
On a phone, swipe the table sideways to reach the Indiana text column; every row cites the document it comes from, each read November 2, 2026.
The IHCP in its own words
The Indiana Medicaid EVV page names the state system in one line: “The IHCP is using Sandata as the state-sponsored system for implementing federal EVV requirements.” On money, the FAQ of October 31, 2025 says: “There is no fee for agencies opting to use the Sandata state-sponsored EVV system.” And on location, banner BR202130 of July 27, 2021 dropped the old match check: “the IHCP will remove the EVV record exception for GPS Distance.”
A free state system, and room for others
Indiana runs an open model. The Home Health Services provider reference module of March 10, 2026 describes the Sandata system as doubling as an aggregator that takes in visits from other EVV products, and the alternate EVV interface specification, written by Sandata for the Family and Social Services Administration, sets out the file those products send. The IHCP EVV page adds that, in partnership with Gainwell Technologies, the Core MMIS claims system has been configured to integrate with Sandata.
The visit record
Six facts make up an Indiana visit on the IHCP EVV page: the date, where the service happened, who gave it, what type it was, who received it, and when it began and ended. Task lists are optional for a complete record, per the FAQ of October 31, 2025. Indiana Medicaid bulletin BT202060 of May 7, 2020 asked providers to log where a service starts and stops, whether that is the member’s home or somewhere in the community.
Location and GPS
Indiana lets a visit be logged three ways: a mobile app, a call from the member’s phone line, or a manual entry in the Sandata Portal. The GPS duty attaches to the first of these. Indiana Medicaid banner BR202130 of July 27, 2021, echoed in the Indiana Medicaid FAQ of October 31, 2025, says mobile visit verification still has to capture the location through GPS, and the alternate interface specification asks for a latitude and longitude only on calls typed Mobile. For records submitted on or after August 6, 2021, a reading that does not line up with the member’s address no longer forces an edit; the 2026 seminar deck warns that skipping geolocation can invite audits.
Edits, reason codes and the original times
The Indiana Medicaid FAQ of October 31, 2025 lets an agency create a visit by hand when the worker used neither the app nor the phone, or when a service authorization arrives late, and adds, on rounding billing units, that the clock-in and clock-out captured at the visit go to the Sandata aggregator unchanged. Every visit maintenance change in Sandata carries a reason code, from caregiver error to service outside the home. Indiana has not published a numeric ceiling on manual edits that this reading found.
What this reading left out
No Indiana Administrative Code rule or statute on EVV surfaced, though the state’s rule register was not searched directly. The provider reference module for home- and community-based services and the list of service codes under EVV were not read. The 2026 seminar deck points providers to HHAeXchange for a welcome kit; no state text read here explains that line, so this page draws nothing from it.
Where LockProof fits in Indiana
Indiana visits go to Medicaid through Sandata or an agency’s chosen vendor. A LockProof photo goes to a different audience: family members, or a client footing the bill personally who wants evidence of the visit. Two related pages: how a photo record sits beside an EVV vendor; the fields in a LockProof visit record.
Reading date
These Indiana texts were read on November 2, 2026, and an IHCP bulletin issued after that day could change the picture. The full set of states sits on the EVV hub by state, and Illinois, across Indiana’s western border, is covered on its own Medicaid EVV page.
Common questions
Which EVV system does Indiana use?
Sandata, as the state-sponsored system, which an agency can use at no charge. An agency may pick a different product instead; the IHCP EVV page says that product then exports its visits to the Sandata aggregator, which is integrated with the state’s Core MMIS claims system. The Indiana Medicaid FAQ, version 6.1 of October 31, 2025, adds that a vendor joining the aggregator pays a one-time fee of $3,360.
When did Indiana start denying claims over EVV?
Briefly in late 2023, then for good in 2024. Indiana Medicaid bulletin BT2023145 of October 26, 2023 turned on personal care denials temporarily, from November 15 to December 15, 2023. Bulletin BT202422 of February 27, 2024 then set final personal care denials from April 1, 2024, and bulletin BT202444 of April 11, 2024 set July 1, 2024 for home health, in fee-for-service and managed care alike. A claim that fails the check sits suspended for seven days before it is finally decided, per that April bulletin.
Does Indiana EVV use GPS?
On mobile check-ins, yes; on calls and hand entries, no. Indiana Medicaid banner BR202130 of July 27, 2021, repeated in the Indiana Medicaid FAQ of October 31, 2025, says providers who log visits through a mobile app still have to capture the location through GPS. A worker can instead call from the member’s phone line, or an administrator can key the visit into the Sandata Portal. A GPS reading that misses the member’s address has not opened an exception on records submitted on or after August 6, 2021.
Can an Indiana agency fix a visit by hand?
Yes, though the state discourages it. The 2026 IHCP Works seminar deck calls manual correction a sparing, emergency-only step backed by documents showing when the service started and ended. Each change in Sandata is tagged with a reason code. No numeric ceiling on edits was found: a December 10, 2020 bulletin promised thresholds later, and none turned up.
Is LockProof an Indiana EVV vendor?
No. To put it flatly, LockProof is not an EVV system, never paid the $3,360 aggregator fee, and sends Sandata’s aggregator nothing. Indiana visits reach Medicaid through Sandata or an agency’s own EVV product. LockProof sits off to the side: a photo of a visit, sealed and dated, that an agency may choose to share with a family or a self-paying client.
Does this Indiana summary count as legal advice?
No; it condenses IHCP texts as they read on November 2, 2026, and a new bulletin could change any line of it. No Indiana Administrative Code rule or statute on EVV turned up in this reading. Questions about one agency’s claims belong with its attorney, its managed care plan or the IHCP.