Electronic Visit Verification (EVV): Training

Who needs training?

Workers who provide personal care or applicable supportive home care services, provider agencies, fiscal employer agents (FEAs), and program payers (HMOs and MCOs) need training. These groups will be using EVV directly. Their training is different based on their roles and the tools they use for EVV:

  • Workers need to know how to check in and out for visits.
  • Provider agencies, Family Care FEAs, and microboards need to know how to train workers and how to use the Sandata EVV Portal to make sure visit data is correct.
  • IRIS (Include, Respect, I Self-Direct) FEAs need to know how to use the Sandata EVV Portal to make sure visit data is correct.
  • Program payer agencies need to view data on the Sandata aggregator.

Nurse sitting with a patient and making notes at home.

IRIS consultant agencies (ICAs) and the IRIS self-directed personal care (SDPC) agency need information to answer questions. ICAs also provide participants with information needed to train participant-hired workers. For ICAs and the SDPC agency, attending training on the full EVV system is recommended for a helpful understanding, but is not required.

 

How do workers, provider agencies, FEAs, and program payers get trained?

DHS-provided EVV system: Sandata

For provider agencies, FEAs, and program payer agencies choosing to use the Wisconsin Department of Health Services (DHS)-provided EVV system, Sandata, DHS provides training resources to administrators. Those administrators will be responsible for ensuring their agency’s employees are trained for their roles.

Provider agencies

DHS provides training resources to provider agency administrative staff. The goal is for these administrative staff to be trained on the Sandata EVV Portal so they in turn can train other agency staff and also train workers on how to check in and out with EVV. In this “train the trainer” model, DHS partners with provider agencies, ensuring resources and information for local use.

On-demand recordings are available. DHS recommends administrative staff use the on-demand recordings along with the Wisconsin EVV Supplemental Guide.

Administrators can sign up for provider agency administrator training through the Sandata learning management system.

Each provider agency should train their workers to use EVV.

Family Care FEAs

DHS provides training resources to FEA administrative staff. The goal is for these staff to be trained on EVV so they in turn can train other agency staff and also train self-directed workers on how to check in and out of EVV. In this “train the trainer” model, DHS partners with the FEAs, ensuring resources and information for local use.

On-demand recordings are available. DHS recommends administrative staff use the on-demand recordings along with the Wisconsin EVV Supplemental Guide.

FEA administrators can sign up for provider agency administrator training through the Sandata learning management system.

The FEA should train self-directed workers.

IRIS FEAs, ICAs, and SDPC

FEAs
DHS provides training resources to FEA administrative staff. The goal is for these staff is to be trained on EVV so they in turn can train other agency staff.

On-demand recordings are available. DHS recommends administrative staff use the on-demand recordings along with the Wisconsin EVV Supplemental Guide.

ICAs and SDPC
ICAs and SDPC are also encouraged to participate in training using the on-demand recordings and online reading resources. Additionally, there was an October 2, 2020, webinar for ICAs and SDPC regarding their role in EVV. The webinar PowerPoint and recording is available on the IRIS EVV webpage, in the "IRIS Consultants" section.

ICAs, in their role supporting participants as employers, should help provide participants with worker training information. Participants, as employers, need to make sure participant-hired workers are trained.

Find more information on the EVV IRIS webpage.

Alternate EVV system

If the provider agency or FEA chooses to use an alternate EVV system, the alternate EVV vendor should provide training on their system. DHS, through Sandata, will provide aggregator training to administrative staff. The goal is for these staff to become familiar with the aggregator tool that collects the data from alternate EVV vendors. Training on the aggregator tool is part of the alternate EVV certification process. A link is sent to the provider agency from Sandata as part of the alternate EVV certification process. The link provides access to the required on-demand recordings.

Provider agencies

DHS, through Sandata, will provide online aggregator training to provider agency administrative staff. The goal is for these staff to become familiar with the aggregator tool that collects the data from the alternate EVV vendors. Training on the aggregator tool is part of the alternate EVV certification process. A training link is sent to provider agencies from Sandata as part of the alternate EVV certification process. The link provides access to the required on-demand recordings.

Provider agencies using an alternate EVV system should inquire with their vendor about training specific to that system.

Each provider agency should make sure all administrative staff and workers are trained on the alternate EVV system.

Family Care FEAs

DHS, through Sandata, will provide aggregator training to FEA administrative staff. The goal is for these staff to become familiar with the aggregator tool that collects the data from alternate EVV vendors. Training on the aggregator tool is part of the alternate EVV certification process. A link is sent to the FEA from Sandata as part of the alternate EVV certification process. The link provides access to the required on-demand recordings.

All other training for use of the alternate EVV system, including training other administrative staff and self-directed workers, is the responsibility of the FEA and alternate EVV vendor.

The FEA should train self-directed workers on the alternate EVV system.

IRIS FEAs

DHS, through Sandata, will provide aggregator training to FEA administrative staff. The goal is for these staff to become familiar with the aggregator tool that collects the data from alternate EVV vendors. Training on the aggregator tool is part of the alternate EVV certification process. A link is sent to the FEA from Sandata as part of the alternate EVV certification process. The link provides access to the required on-demand recordings.

All other training for use of the alternate EVV system, including training other administrative staff, ICAs, SDPC, participants, and workers, is the responsibility of the FEA and alternate EVV vendor.

Each FEA should make sure ICAs, SDPC, participants, and workers are trained.

Program payers (HMOs, MCOs, and FEAs)

DHS provides aggregator training to program payer administrative staff. The goal is for these staff to become familiar with the aggregator tool that collects the data from their contracted providers.

The November, 19, 2020, training on the aggregator tool for program payer staff is posted on the program payer webpage for EVV. It can be used to train new administrative staff or for review.

 

Read more in ForwardHealth Update 2020-32, "Electronic Visit Verification Training for Personal Care Services and Supportive Home Care Services."

How can I get ready?

Steps to implement EVV are:

Individual computer training between two adults.

How do I use training materials?

At least one administrator from each agency should attend training through the Sandata learning management system. This is an important step. It will give proper credentials from Sandata, delivered in a welcome kit email, and allow the administrator to set up the Sandata EVV Portal. That administrator and others can use the materials below to train others and for review:

 

How can I get help?

Contact Wisconsin EVV Customer Care by email or by phone at 833-931-2035 for help with all EVV questions.

Last Revised: April 22, 2021