Electronic Visit Verification (EVV): Training 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. Please allow 30 business days for translation and delivery.

General information

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, SpanishHmong

Getting started: ForwardHealth Portal

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

Getting started: Sandata EVV Portal

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)

Updated 11/5/2021: 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

English, Hmong, Spanish

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

Updated 11/11/2021: English, Burmese, Hmong, Karen, Spanish

PowerPoint 2: Sandata EVV Portal System Overview, P-02747 Introduction to navigating the Sandata EVV Portal for administrators

Updated 10/25/2021: English, Burmese, Hmong, Karen, Spanish

PowerPoint 3: Security Format, P-02748 Setting up accounts, resetting passwords, and assigning administrative roles on the Sandata EVV Portal

Updated 10/25/2021: English, Burmese, Hmong, Karen, Spanish

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 

Client data

Resource Title Description Languages Available
PowerPoint 4: Client Module, P-02749 Managing client information on the Sandata EVV Portal, including addition of fee-for-service clients and adding valid and verifiable client phone and address information

Updated 11/5/2021: English, Burmese, Hmong, Karen  Spanish

Demonstration Video: Create Fee-for-Service Client Video demonstration of how to create a Fee-for-Service client in the Sandata EVV Portal if a prior authorization is not yet on file with ForwardHealth (14:23 minutes) English, PowerPoint in English (PDF), Hmong (PDF)Spanish (PDF)
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
Refresher Training: Client Data How information is exchanged, adding a valid and verifiable address or phone for a client, checking authorization information, adding a fee-for-service client (44:58 minutes) English 

Employee data

Resource Title Description Languages Available
PowerPoint 5: Employee Data Entry, P-02750 Searching for and viewing employee information on the Sandata EVV Portal

Updated 10/27/2021: English, Burmese, Hmong, Karen, Spanish

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

Visit methods

Resource Title Description Languages Available
PowerPoint 6: Sandata Mobile Connect, P-02751 Basic functionality of the mobile app for visits using Mobile Visit Verification

Updated 11/4/2021: English, Burmese, Hmong, Karen, Russian, Spanish

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

Updated 10/27/2021: English, Burmese, Hmong, Karen, Russian, Spanish

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

Updated 11/5/2021: 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)

EnglishPowerPoint 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

Updated 10/25/2021: English, Burmese, Hmong, Karen, Spanish

Refresher Training: Group Visits When to use a group visit and ending group visits individually or all at once (20:00 minutes) English

Visit maintenance

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

Updated 11/5/2021: English, Burmese, Hmong, Karen, Russian, Spanish 

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

Reports

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.

Updated 11/5/2021: 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  
Last Revised: January 21, 2022