Santrax by Sandata: Your Secure Homecare Management Portal

Santrax, a leading solution from Sandata Technologies, provides essential information technology services for the home healthcare industry. Designed to streamline operations, it helps agencies, caregivers, and payers manage vital processes like scheduling, time and attendance, billing, and compliance. This digital platform is particularly vital for Electronic Visit Verification (EVV), ensuring accurate record-keeping for home care services. Whether you're a caregiver clocking in, an agency managing staff, or a client reviewing services, Santrax offers a robust system to support efficient and transparent care delivery. This guide provides a comprehensive overview to help you navigate your Santrax experience.

Preparing for Secure Access to Your Santrax Account

• A unique Santrax ID is required for identifying users within the system, especially for telephone-based clock-ins and clock-outs.
• Agency-provided login credentials, which typically include a username (often an email address) and a password, are necessary for accessing web portals and the mobile application.
• A mobile device (smartphone or tablet) is needed if you plan to use the Sandata Mobile Connect (SMC) app for clocking in and out. This app is available for both Android and iOS devices.
• Access to a telephone (landline or mobile phone) is essential for using the Santrax Telephony system, which allows caregivers to record visit times by dialing a toll-free number.
• Reliable internet access is necessary for utilizing any of the web-based Santrax portals, including those for agency management, payor management, and customer visit approval.
• A specific Company ID might be required for initial setup and login to the Sandata Mobile Connect (SMC) application, provided by your agency.

Accessing Your Santrax Digital Account and Mobile App

1. Accessing the Web Portal: Navigate to your designated Santrax or Sandata login portal, often found via your agency's internal links or by visiting login.sandata.com. Input your Username (or email ID) and Password. If applicable, also enter your Agency name, then click Login. For first-time users, you might be prompted to establish security questions or update a temporary password.
2. Using the Sandata Mobile Connect (SMC) App: First, download the Sandata Mobile Connect app from your device's app store (Google Play Store for Android, Apple App Store for iOS). Launch the app and enter your Company ID, your email or username, and the temporary password if it's your initial login. You will then be guided to create a new password and set up security questions. For subsequent access, you can use your new credentials or enable face/fingerprint recognition for quicker entry.
3. Calling In/Out via Santrax Telephony: Dial one of the toll-free numbers provided by your agency. When prompted, enter your Santrax ID using your phone's keypad. The system will ask you to repeat the phrase “At Santrax, my voice is my password” for voice verification. Press the # key to continue, then select '1' to indicate calling in or '2' for calling out. Follow the voice prompts to input specific details such as the client ID, service ID, and tasks performed during the visit. Finally, confirm the visit details to complete the process.

Exploring the Comprehensive Tools Within Santrax

• Electronic Visit Verification (EVV): Santrax is a core system for EVV compliance, electronically capturing visit details such as caregiver presence, time, date, service recipient, and tasks completed, in accordance with the 21st Century Cures Act.
• Time and Attendance Tracking: The system accurately records and manages caregiver work hours through both telephony and mobile app interfaces, ensuring precise timekeeping for payroll and compliance.
• Agency Management: Santrax Agency Management (SAM) offers a comprehensive solution to automate agency processes, covering scheduling, billing, payroll, and operational workflows for efficient administration.
• Payor Management: Santrax Payor Management (SPM) assists in handling various payor sources, including Medicaid, Medicare, and private duty, facilitating billing and claims processing.
• Mobile Connect App (SMC): This user-friendly mobile application allows caregivers to easily clock in and out, document services, and view visit schedules directly from their smartphones.
• Customer Portal Access: Clients can use a dedicated web-based portal to review and approve caregiver visit entries, ensuring transparency and accuracy in service delivery records.
• Data Entry Module: For agencies without complex scheduling systems, Santrax provides a data entry module to manually input and manage employee information and visit details.

Resolving Access Challenges with Your Santrax Account

Maintaining Data Privacy in the Santrax Environment

• 🔒 Protect Your Credentials: Never share your username, password, or Santrax ID with anyone. Your credentials are unique to you, and sharing them is strictly prohibited, as stated in the usage agreement.
• 🔒 Utilize Voice Biometrics: The Santrax telephony system employs voice biometrics by requiring you to repeat 'At Santrax, my voice is my password' for identity verification, adding a layer of security to your timekeeping.
• 🔒 Secure Login Procedures: Santrax digital portals and the SMC app use multi-step login processes, including unique identifiers, passwords, and sometimes security questions, to ensure only authorized users gain access.
• 🔒 Data Center Resilience: Sandata's infrastructure, which supports Santrax, includes multiple data centers with advanced redundancy and disaster recovery capabilities to protect sensitive homecare data.
• 🔒 Session Management: The system actively monitors user sessions; if you log in from a new location or device while another session is active, the prior session may be terminated to prevent unauthorized access.

Clarifying Common Santrax Usage Queries