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Electronic Visit Verification (EVV): Information for Providers

Steps to complete to capture EVV information on and after January 1, 2024

Learn more about the service codes requiring use of an EVV system.

Independent nurses, as “an agency of one,” will have the roles of both administrator and worker in the steps below.

Steps to take to prepare for EVV

  • Choose an EVV system that is right for your business. Providers can opt for either the DHS-provided Sandata EVV system or an alternate EVV system.
  • Update your provider contact information on the Demographic Maintenance area's Mailing Address panel in the ForwardHealth Portal. Important provider information about EVV from the DHS EVV team will be sent to the email provided. Refer to the ForwardHealth Portal Demographic Maintenance Tool User Guide, P-00953 (PDF) for more information.
  • Start thinking through how EVV will fit into your daily routine and, if appropriate, how to communicate about EVV to the members you serve.
  • Make a plan to train your workers. Suggestions can be found on the Training Workers for EVV, P-02851 (PDF) resource and Successful Training, P-02706 (PDF).
  • Share feedback with your health maintenance organization (HMO) or managed care organization (MCO). Become acquainted with their customer care options and claim resubmission policies.

  • Complete administrator training. Providers must complete the self-paced video series in full to receive credentials and access to the Sandata EVV portal.
    • Follow the directions on the EVV Training Registration Guide for Provider Administrators to access the Sandata Administrative training videos.
    • Please note, the self-paced video trainings do not cover Wisconsin-specific features. Instead, providers should refer to the Wisconsin Supplemental Guide as they take the Sandata trainings to learn about and apply Wisconsin-specific features to their EVV duties.
    • The self-paced video series will take 1.5 hours plus time to compare the videos with the Wisconsin Supplemental Guide.
  • Providers who complete the administrative training will receive a Welcome Kit email from Sandata eTRAC to the email address listed in the ForwardHealth Portal Demographic Maintenance area’s Mailing Address panel. The Welcome Kit has links that provide access to the Sandata EVV portal.
    • Using the temporary password provided, log in to the portal as an administrator and reset the password.
    • The temporary password will expire after 60 days.
  • After the administrator training is complete, review the Training Provider Administrators webpage to become familiar with the range of resources available.
  • Associate workers, or yourself if you're an independent nurse, to your agency in the ForwardHealth Portal. Chapter 7 of the EVV Portal Functionality User Guide, P02713 (PDF), Worker Association, gives detailed instructions on how to search for and add workers.
    • Two days after adding workers to the ForwardHealth Portal (or adding yourself if you’re an independent nurse), workers should receive an email from Sandata that includes a temporary password for the SMC app that will expire in 60 days.
    • Workers should login to the SMP app using the temporary password to reset their password. Confirm a worker has Wi-Fi or cell service to do so. (All future logins can take place without Wi-Fi or cell service.)
  • Review the resources on the Training Workers webpage and train workers how to check in and out of a visit using the EVV system.
  • Train additional administrators to ensure backup in the case of absence by the main EVV administrator using the resources on Training Provider Administrators webpage.
  • Determine if fixed visit verification (FVV) devices need to be ordered.

  • Complete the steps on the Alternate EVV webpage.
  • Reach out to your alternate EVV vendor for specific training steps.
  • Associate workers, or yourself if you're an independent nurse, to your agency in the ForwardHealth Portal. Chapter 7 of the EVV Portal Functionality User Guide, P02713 (PDF), Worker Association, gives detailed instructions on how to search for and add workers.

Steps to take during soft launch from January 1, 2024 and onward

The soft launch phase for HHCS begins on January 1, 2024. During soft launch, use of an EVV system is required, but payers (DHS, HMOs, and MCOs) will not impose financial consequences for claims without matching EVV information.

Soft launch is a time for DHS and providers to practice using their EVV system, to establish processes, and to troubleshoot problems. DHS recognizes that a new process takes time and is offering soft launch as an opportunity for providers, administrators, and workers to get real-world practice using their EVV system before it will affect claims.

These steps should be completed during soft launch to prepare for hard launch.

  • Workers should check in and out of visits using an EVV system starting on January 1, 2024.
  • Providers may continue attending Key Conversations, a monthly informal question and answer session with EVV specialists.
  • Contact Wisconsin EVV Customer Care with questions at 833-931-2035 or vdxc.contactevv@wisconsin.gov Monday-Friday, 7 a.m.-6 p.m. CT. Providers can also set up an office hours appointment to receive personalized support.
  • EVV administrators should:
    • Monitor EVV activity and use training resources as review for administrators and workers as needed.
    • Use reports and other features of your EVV system to monitor progress.
    • Monitor explanations of benefits (EOBs) or remittance notices from your payer for EVV errors and practice fixing errors prior to hard launch.
    • Review the Fee for Service Claims Training on the Training Provider Administrators webpage
    • Work towards established goals. Keep in mind that training workers to check in and out of a visit with an EVV system is an ongoing process that takes time. It takes at least three weeks of consistent use for a worker to get used to using EVV.

EVV visit data

EVV verifies authorized Medicaid-funded personal care and applicable supportive home services were provided by collecting the following information:

  • Who receives the service
  • Who provides the service
  • What service is provided
  • Where the service is provided
  • The date of service
  • The time the service begins and ends

Wisconsin's EVV solution

The Wisconsin Department of Health Services (DHS) selected an EVV system that can be used by all DHS programs and impacted provider agencies, HMOs, MCOs, Family Care fiscal employer agents (FEAs), and IRIS FEAs. Individual organizations do not need to purchase an EVV solution. Organizations may choose to use an alternate EVV system. Learn more about specific DHS business and technical requirements.

Technology to collect EVV data

When using the DHS-selected Sandata EVV system, workers may use a smart phone, tablet, landline phone, or a fixed VoIP phone to capture visit data. Cellular, internet, and Wi-Fi availability are not required at the point of care for workers to complete this step. Cellular, internet, or Wi-Fi are only required to send the visit information afterwards. In certain situations, a small digital device provided by DHS can be used to capture visit data.

Alternate EVV systems may provide different options for collecting visit data. Traditional methods of logging information, such as paper records of care, may continue but do not fulfill EVV requirements.

DHS EVV training

DHS provides free train-the-trainer sessions and resources on the DHS-provided Sandata EVV system to the provider administrators across all delivery systems. Administrators from Family Care FEAs and IRIS FEAs will also need this training. Learn more about available training.

Wisconsin's commitment

DHS recognizes our responsibility to minimize the impact of this federal regulation on your important work. We will continue to work with provider agencies to ensure the following goals are met:

  • Maintain services provided, including community integration
  • Support provider selection
  • Keep an individual’s choice of a worker
  • Ensure services are provided
  • Ensure data is secure and compliant with the Health Insurance Portability and Accountability Act (HIPAA)
Last revised February 16, 2024