Electronic Visit Verification (EVV): Training Other Provider Agency Administrators
Virtual Training for Fee-for-Service EVV Administrators – EVV Claim Edits
Do you have fee-for-service administrators who are new to understanding how electronic visit verification (EVV) fits in the claim process? Do you want to understand the explanation of benefits language about your claims? Do you have questions about span billing and EVV? Would you like to become more efficient with claims best practices?
If you answered yes to any of these questions, please join us for a one-hour “Fee-for-Service EVV Administrator Training: EVV Claim Edits” virtual training.
At this virtual training, fee-for-service administrators will:
- Understand how EVV policy impacts the claims process.
- Recognize EVV claim edits and understand what each edit means.
- Learn how edits are resolved.
- Understand when a claim should be resubmitted.
- Learn how span billing works with EVV.
- Learn best practices to avoid EVV claim edits.
- Learn where to find additional resources.
- Find out how providers can get assistance.
- Get your questions answered in our live Q&A session.
Training registration information
Fee-for-service administrators need to register for only one session by clicking the link to their preferred training date. Administrators in the same location may view the training together, using the same registration. The training is offered at no cost to the provider agency.
Wednesday, June 7 from 11 a.m.–12 p.m. Register!
Confirmation
A Zoom confirmation email will be sent once registration is complete.
Before the virtual training
Fee-for-service administrators using the Sandata system should review either the written EVV Visit Maintenance document or the three videos listed in the bullets below prior to the training to make sure they are familiar with clearing exceptions.
- EVV Visit Maintenance, P-02754: Written explanation for administrators to learn about the Sandata EVV Portal and how to make corrections and additions to visit data, including how to clear and how to prevent exceptions (140 slides available in English, Burmese, Hmong, Karen, Russian and Spanish).
Or
- Refresher Training: Overview of Visit Maintenance: The first of the three visit maintenance refresher video trainings to help administrators understand the visit life cycle, the timeframe for edits, and search filters (42 minutes)
- Visit Maintenance and Call Edits: The second video in the visit maintenance refresher series discussing preventing errors and call edits, including merging calls, entering manual calls, and creating calls (27 minutes)
- Visit Maintenance and Clearing Exceptions: The final video in the visit maintenance refresher series that walks through clearing unknown client exceptions, unauthorized service exceptions, and preventing errors (35 minutes)
Fee-for-service administrators using an alternative EVV system should review both their system’s resources and Sandata’s aggregator training. The aggregator training was included in a link Sandata sent during the certification process. Reach out to WiAltEVV@Sandata.com if you need the aggregator training link again.
Questions?
For questions about the virtual training, please contact Wisconsin EVV Customer Care at vdxc.contactevv@wisconsin.gov or 833-931-2035. For information about your claim edit processes, please contact your HMO or MCO.
Training for other provider agency administrators
These resources help administrative staff learn to use the Sandata EVV Portal. Use a combination of resources that makes the most sense for your provider agency’s and staffs' needs. These resources can also be used as review and reference materials. For training workers who visit members or participants in their homes, please see materials on the Training Workers webpage.
Review of these materials does not provide credentials from Sandata. Lead EVV administrators who need these credentials should attend an online course. As a reminder, training resources do not supersede DHS policy. Refer to the DHS EVV Resources and FAQ webpage for EVV policy information.
Additional languages for written materials can be requested through email at vdxc.contactevv@wisconsin.gov, or call 833-931-2035. Please allow 30 business days for translation and delivery.
| Resource Title | Description | Languages Available |
|---|---|---|
| Provider Agency EVV Checklist, P-02759 | Checklist of steps to take after the lead EVV administrator completes training | English, Hmong, Spanish |
| EVV Successful Training, P-02706 | Trainer tips for leading successful training sessions | English, Spanish, Hmong |
| Resource Title | Description | Languages Available |
|---|---|---|
| ForwardHealth Portal Electronic Visit Verification Portal Functionality User Guide, P-02713 | Administrator instructions for using the ForwardHealth Portal: how to set up a ForwardHealth account, obtain a unique provider agency ID, obtain unique worker IDs, and manage ForwardHealth Portal users | English (PDF) |
| How Non-Medicaid Providers Apply for an EVV Unique Provider Agency Identifier | Demonstration video for administrators: how to set up a ForwardHealth account, obtain a unique provider agency ID, obtain unique worker IDs, and manage ForwardHealth Portal users | English |
| Resource Title | Description | Languages Available |
|---|---|---|
| Sample Welcome Kit Letter | Sample of the e-Trac email sent to provider agencies when Sandata administrative training is complete (provider-agency specific information is not available on the sample) | English (PDF), Burmese (PDF), Hmong (PDF), Karen (PDF), Spanish (PDF) |
| Wisconsin EVV Supplemental Guide, P-02745 | Primary resource for navigating the Sandata EVV Portal based on Wisconsin's functionality; companion to the Sandata EVV User Manual (see below) | English, Hmong, Spanish |
| Sandata EVV User Manual | Step-by-step guide to administrative functions of the Sandata EVV Portal. Please note it is written to include functions across all states, and some information will not apply to Wisconsin. The Wisconsin EVV Supplemental Guide offers the Wisconsin-specific detail needed to align with policy. Please use the Wisconsin EVV Supplemental Guide, listed above, for these important details. | Available to administrators as a menu item within the Sandata EVV Portal. |
| Provider Agency Self-Paced Learning Training Agenda, P-02743 | List of topics covered in Sandata's on-demand video training for administrators | |
| Self-Paced (On-Demand) Training for Provider Agencies Videos | Directions for accessing the administrator training videos in Sandata's learning management system | English, Hmong, Spanish |
| PowerPoint 1: Program Overview, P-02746 | Background information about EVV | |
| PowerPoint 2: Sandata EVV Portal System Overview, P-02747 | Introduction to navigating the Sandata EVV Portal for administrators | |
| PowerPoint 3: Security Format, P-02748 | Setting up accounts, resetting passwords, and assigning administrative roles on the Sandata EVV Portal | |
| Refresher Training: Overview of EVV and the DHS-Provided Sandata System | How information is exchanged, resetting passwords for Sandata EVV Portal users (35:06 minutes) | English |
| Resource Title | Description | Languages Available |
|---|---|---|
| PowerPoint 4: Client Module, P-02749 | Managing client information on the Sandata EVV Portal, including adding valid and verifiable client phone and address information | |
| Modifying Client Data | PowerPoint and video presentation of how to add a valid and verifiable address or phone number and how to change client status information, including Start of Care date, in the Sandata EVV Portal (12:11 minutes) | English; PowerPoint in English (PDF) |
| Demonstration Video: How to Change Client Status and Start of Care Date | Brief demonstration of how to change a client’s status (pending, active, inactive), their start of care date, and their end of care date in the Sandata EVV Portal (4:37) | English |
| Demonstration Video: How to Add an Address and Phone Number | Brief demonstration of how to add a valid and verifiable address or phone number in the Sandata EVV Portal (4:03 minutes) | English |
| Creating Fee-for-Service Under 50 Hours Client in the Sandata Portal | PowerPoint describing administrators' steps to take in the Sandata Portal for Fee-for-Service clients receiving less than 50 hours of personal care per calendar year who do not have a prior authorization | English (PDF), Hmong (PDF), Spanish (PDF) |
| Resource Title | Description | Languages Available |
|---|---|---|
| PowerPoint 5: Employee Data Entry, P-02750 | Searching for and viewing employee information on the Sandata EVV Portal | |
| How to Create and Maintain EVV Worker ID | Video demonstration of how to enter a worker's information, find the employee ID number, make corrections in ForwardHealth, and prepare workers for EVV | English |
| Refresher Training: Worker/Employee Data and Preventing Unknown Employee Exceptions | How information is exchanged, worker email requirements, editing ForwardHealth worker information, adding visits for a new worker (31:15 minutes) | English |
| Resource Title | Description | Languages Available |
|---|---|---|
| PowerPoint 6: Sandata Mobile Connect, P-02751 | Basic functionality of the mobile app for visits using Mobile Visit Verification | |
| Refresher Training: Sandata Mobile Connect (SMC) App | SMC set up, new Sandata logo, resetting a password, typical visit with and without tasks and client verification, offline visits, recording multiple service codes (47:39 minutes) | English |
| PowerPoint 7: Telephonic Visit Verification, P-02752 | Using a landline phone to check in and out during a visit | |
| Refresher Training: Telephonic Visit Verification (TVV) | Using the Call Reference Guide and typical visit with and without tasks and client verification (26:31 minutes) | English |
| PowerPoint 8: Fixed Visit Verification, P-02753 | Ordering a fixed visit verification (FVV) device, using an FVV device to check in and out during a visit, and troubleshooting device issues |
English, Burmese, Hmong, Karen, Russian, Spanish, Vietnamese |
|
Demonstration Video: Request a Fixed Visit Verification Device |
Video presentation and demonstration of FVV requirements and how to request an FVV device in the Sandata EVV Portal (10:40 minutes) |
English, PowerPoint in English (PPTX), Hmong (PDF), Spanish (PDF) |
| Refresher Training: Fixed Visit Verification (FVV) | Who is eligible for an FVV device, keeping organized, using the Call Reference Guide, typical visit with and without tasks and client verification, FVV report, returning a device, reporting a lost device (46:02 minutes) | English |
| PowerPoint 10: Group Visits, P-02755 | Checking in and out for visits to more than one member or participant at the same address at the same time | |
| Refresher Training: Group Visits | When to use a group visit and ending group visits individually or all at once (20:00 minutes) | English |
| Resource Title | Description | Languages Available |
|---|---|---|
| PowerPoint 9: EVV Visit Maintenance, P-02754 | Administrative use of the Sandata EVV Portal to make corrections or additions to visit data, including how to clear exceptions and how to prevent exceptions | |
| Refresher Training: Overview of Visit Maintenance | Understanding the visit life cycle, timeframe for edits, search filters, GPS (42:48 minutes) | English |
| Refresher Training: Visit Maintenance and Call Edits | Editing calls, merging calls, entering manual calls, creating a call, preventing errors (27:14 minutes) | English |
| Refresher Training: Visit Maintenance and Clearing Exceptions | Clearing unknown client exceptions, unauthorized service exceptions, preventing errors (35:28 minutes) | English |
| Resource Title | Description | Languages Available |
|---|---|---|
| Webinar Recording: Fee-for-Service EVV Administrator Claim Edits | How EVV fits in the claim process, explanation of benefit codes for EVV, resolving edits, span billing, and best practices (56:32 minutes) | English |
| PowerPoint: Fee-for-Service EVV Administrator Claim Edits | How EVV fits in the claim process, explanation of benefit codes for EVV, resolving edits, span billing, and best practices | English (PDF), Hmong (PDF), Spanish (PDF) |
| Resource Title | Description | Languages Available |
|---|---|---|
| PowerPoint 11: Sandata Portal Reports, P-02756 | Administrative use of the Sandata EVV Portal to create and download reports to monitor EVV success | English, Burmese, Hmong, Karen, Spanish |
| Refresher Training: Reports and Capturing Record of Care | Highlighted reports within the Sandata EVV Portal and data needed to capture record of care (46:50 minutes) | English |