Correcting Sandata Visits with an Incomplete Exception Missing Tasks

Correcting Visits with an Incomplete Exception (Tasks Missing)

A visit may display as Accepted in Ankota and still have an Incomplete Exception in Sandata. Because of this, it is considered best practice to first resolve any visits that were Rejected by Sandata during the initial processing. Once all rejected visits have been corrected and accepted, log in to Sandata and review the visit for any remaining exceptions.

To locate exceptions in Sandata:

Navigate to Visit Management.

Locate the visit in question.

Click the Action (eye) icon.

Select the Exceptions tab to view any outstanding incomplete exceptions.

In this case, the exception is Missing Tasks. This exception typically occurs when the visit was originally transmitted to Sandata without tasks, or when not all required tasks were documented and sent with the visit.

Since the original visit has already been accepted by Sandata, simply updating the tasks in Ankota will not correct the exception. The visit must be properly omitted, corrected, assigned a new Visit ID, and resubmitted so Sandata can process the updated information.

Please review the instructions below for the complete correction process.

Step 1: Omit the Original Visit

Open the visit in Ankota in the Visit Approval Dashboard.

Select the visit and scroll to the bottom of the page.
Click Cancel/Delete and Export.

Important

Please use caution when selecting this option.

Choose:
Only Cancel Billing (Sandata) (OMIT/CANCEL in Sandata, KEEP in Ankota)
This option will:

Omit the visit in Sandata.
Keep the visit intact in Ankota so corrections can be made.

Step 2: Make the Necessary Corrections

From the Visit Approval Dashboard, make any required corrections to the visit.
For example:

Add any missing tasks.
Correct visit information as needed.

Step 3: Re-Approve the Visit

Approve the visit using the appropriate approval method:

Mobile/IVR Arrival and Mobile/IVR Departure

Select the visit using the mass approval option.
Mark the visit as Approved.
No approval reason is required.

Mobile/IVR Arrival and Web Office Departure

Select the visit using the mass approval option.
Choose Caregiver Failed to Call Out.
Approve the visit.

Web Office Arrival and Mobile/IVR Departure

Select the visit using the mass approval option.
Choose Caregiver Failed to Call In.
Approve the visit.

Step 4: Assign a New Visit ID

Select Add Visit ID.
Select Save Visit Details
This step is required so Sandata treats the corrected visit as a new submission rather than a duplicate of the original visit.
Please note: At this time, Visit IDs must be added one visit at a time. Ankota is currently evaluating a mass-update option, but it has not yet been released.

Step 5: Export the Corrected Visit

Once the corrections have been made:

Export the visit individually,

Select multiple visits and use the Export option to mass export them.

Step 6: Verify Acceptance in Sandata

Allow time for the visit to process and then verify the results. This is not instant and can take up to 24–48 hours.

In Sandata, you should see:

The original visit marked as Omitted, and
The replacement visit marked as Processed/Verified.

Step 7: Complete Billing

Once the replacement visit displays as Processed/Verified:

Return to Ankota.
Run Calculate Billing and Recalculate(recommended as a precaution).
Complete billing as usual.

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