AraSync vs. Sandata & HHAeXchange — EVV for Minnesota Agencies
Sandata and HHAeXchange are EVV point solutions — they verify visits but leave you managing EHR, documentation, and billing in separate systems. AraSync includes native EVV as part of a full integrated platform.
TL;DR
Sandata and HHAeXchange were built to check the EVV compliance box. They do that reasonably well — and nothing else. Agencies using them still need a separate EHR, separate billing, and staff reconciling data between three systems every week. AraSync includes native EVV inside a full EHR + billing platform. Visit data flows directly into clinical records and claims without re-entry.
The Core Problem with EVV-Only Tools
Sandata and HHAeXchange check one compliance box. But agencies using them still have to answer: where does the clinical documentation live? Where does billing happen?
The answer is almost always: somewhere else. Which means:
- Visit data collected in the EVV tool has to be re-entered or manually reconciled into the EHR
- Claims have to be generated from a third system, pulling from two data sources that don't always match
- Compliance gaps fall between systems — an EVV record exists, but the corresponding progress note is missing
- Staff log into two or three applications to complete a single patient visit
This is the exact fragmented workflow that AraSync was built to replace.
At-a-Glance Comparison
| Feature | AraSync | Sandata | HHAeXchange |
|---|---|---|---|
| EVV (GPS, offline, mobile) | ✅ Native | ✅ Primary product | ✅ Primary product |
| EHR / Clinical Documentation | ✅ Full | ❌ Not included | ❌ Not included |
| AI-Assisted Documentation | ✅ GPT-4o-mini | ❌ No | ❌ No |
| Integrated Billing (X12 837P) | ✅ Built-in | ❌ No | ❌ No |
| Authorization Tracking | ✅ Real-time alerts | ⚠️ Limited | ⚠️ Limited |
| Real-Time Compliance Dashboard | ✅ Yes | ⚠️ EVV metrics only | ⚠️ EVV metrics only |
| Scheduling | ✅ Full | ⚠️ Basic | ⚠️ Basic |
| Native Mobile App | ✅ iOS/Android, offline | ✅ Yes | ✅ Yes |
| Minnesota MNITS Integration | ✅ Built in | ⚠️ State-dependent | ⚠️ State-dependent |
| Separate EHR Needed? | ❌ No — included | ✅ Yes (extra cost) | ✅ Yes (extra cost) |
| Separate Billing Tool Needed? | ❌ No — included | ✅ Yes (extra cost) | ✅ Yes (extra cost) |
| Starting Price | $299/mo (full platform) | Variable (EVV only) | Variable (EVV only) |
The True Cost of EVV-Only Tools
| Cost Factor | EVV-Only Approach | AraSync |
|---|---|---|
| EVV tool | $X/month | Included |
| EHR | $Y/month | Included |
| Billing software | $Z/month | Included |
| Staff data reconciliation (hrs/week) | 5–10 hours/week | Near zero |
| Claim denial rate (doc-EVV mismatches) | 10–20% denial rate | 40% fewer denials |
| Compliance gaps from split documentation | High risk | Real-time monitoring |
| Typical total monthly spend (20-person agency) | $800–$2,000+/month | $499/month (Professional) |
For the July 2026 EVV Deadline
If your agency is adding EVV compliance to meet the July 2026 80% threshold, you have two paths:
Path A — EVV-Only Tool
Solve the compliance problem today. Continue managing EHR and billing separately. You'll hit the EVV threshold but still deal with fragmented workflows and reconciliation overhead — and you'll be back to evaluating your EHR within 12 months.
Path B — AraSync
Solve EVV compliance as part of a full platform migration. Same 2–4 week timeline. Come out with one integrated system instead of three. If you're already planning to revisit your EHR or billing software, doing it now means you only do it once.
Who Each Is Best For
AraSync Is Best For
- ✓ Agencies piecing together EVV + EHR + billing from multiple vendors
- ✓ Minnesota ARMHS, 245D, or PCA agencies evaluating for July 2026
- ✓ Agencies with a 10–20% claim denial rate looking to address root causes
- ✓ Agencies with staff spending 5+ hours/week on data reconciliation
- ✓ Agencies who want one vendor, one login, one support relationship
Sandata / HHAeXchange Is Best For
- → Agencies with a functioning EHR + billing stack who only need to add EVV
- → Large home care networks with a specific state-mandated EVV aggregator requirement
- → Agencies in states where Sandata or HHAeXchange is the required state EVV system
AraSync vs. Sandata & HHAeXchange — Common Questions
Does AraSync meet the Minnesota EVV mandate?
Yes. AraSync is fully compliant with Minnesota's EVV requirements under the 21st Century Cures Act, including GPS verification, electronic signatures, and the six required data elements. Our compliance reports are formatted for state submission.
Can I use AraSync just for EVV, or do I need the full platform?
AraSync is sold as an integrated platform — EVV is included alongside EHR, clinical documentation, compliance, and billing. Agencies that switch from EVV-only tools like Sandata or HHAeXchange typically eliminate 2–3 other systems in the process.
Does AraSync integrate with HHAeXchange?
AraSync is HHAeXchange integration-ready for agencies that require it for state EVV data aggregation. However, most Minnesota agencies can use AraSync as their sole EVV solution and submit compliance data directly.
What happens to billing when I replace Sandata with AraSync?
AraSync handles billing natively. Once a visit is verified through EVV, claims are generated automatically via X12 837P and routed to the correct payer — Availity or MN-ITS. There's no separate billing export step.
Is AraSync compliant with Minnesota's July 2026 EVV deadline?
Yes. AraSync meets all requirements for the expanded EVV mandate covering additional service types taking effect in Minnesota. Contact us if you're evaluating options ahead of the deadline.
See AraSync's EVV in Action
Book a free 30-minute demo. We'll show you EVV check-in, offline capability, automatic billing flow, and real-time compliance dashboard — for your specific program types, not a generic script.
Request a Demo