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) will need training. These groups will be using EVV directly. Their training will be different based on their roles and the tools they use for EVV:

  • Workers will need to know how to check in and out for visits.
  • Provider agencies, Family Care FEAs, and microboards will 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 will need to know how to use the Sandata EVV Portal to make sure visit data is correct.
  • Program payer agencies will need to view data on the Sandata aggregator.

IRIS consultant agencies (ICAs) and the IRIS self-directed personal care (SDPC) agency will need information to answer questions. ICAs will 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.

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

For provider agencies, FEAs, and program payer agencies choosing to use the Wisconsin Department of Health Services (DHS)-provided EVV system, DHS will provide training to administrators. Those administrators will be responsible for ensuring their agency’s employees are trained for their roles. DHS started providing training materials and resources in August, 2020.

If the provider agency or FEA chooses to use an alternate EVV system, the alternate EVV vendor should provide training on their system. DHS will provide training about viewing the aggregator tool that collects the data from alternate EVV vendors.

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

Agency-specific training information

Provider agencies using the DHS-provided EVV system

DHS will provide training 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.

Training sign up started July 22, 2020, for administrative staff. Live webinars are available from mid-August to mid-October. On-demand recordings are also available. DHS recommends up to two administrative staff from each provider agency attend the live webinars. Additional administrative staff can use the on-demand recordings and online reading resources.

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

Each provider agency should train all their workers before November 2, 2020.

Family Care FEAs using the DHS-provided system 

DHS will provide training 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.

Training sign up started July 22, 2020, for administrative staff. Live webinars are available from mid-August to mid-October. On-demand recordings are also available. DHS recommends up to two administrative staff from each FEA attend the live webinars. Additional administrative staff can use the on-demand recordings and online reading resources.

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

The FEA should train self-directed workers before November 2, 2020.

IRIS FEAs using the DHS-provided system

DHS will provide training 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. ICAs are encouraged to attend training. The SDPC agency is also encouraged to attend.

Training sign up started July 22, 2020, for FEA administrative staff, ICAs, and SDPC. Live webinars are available from mid-August to mid-October. On-demand recordings are also available. DHS recommends up to two administrative staff from each FEA attend the live webinars. DHS recommends ICAs, SDPC, and additional FEA staff use the on-demand recordings and online reading resources.

Additionally, there will be a webinar for ICAs and SDPC regarding their role in EVV. An email invitation will announce this time and date and provide more information on how these agencies can access the Sandata learning management system. The ICA and SDPC webinar will be recorded and available on this webpage.

ICAs, in their role supporting participants as employers, should provide participants with worker training information.

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

Participants should train their participant-hired workers by November 2, 2020.

Program payer agencies (HMOs, MCOs, FEAs)

DHS will provide 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.

Training on the aggregator tool will be held as a webinar in mid-November 2020 for program payer staff. An email invitation will announce this time and date and provide more information on how these agencies can access the Sandata learning management system. The program payer agency webinar will be recorded and available on this webpage.

Provider agencies using an alternate EVV system

DHS will provide 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 will be sent to provider agencies from Sandata as part of the alternate EVV certification process. The link will provide 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 by November 2, 2020.

Family Care FEAs using an alternate EVV system

DHS 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 will be sent to the FEA from Sandata as part of the alternate EVV certification process. The link will provide 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 before November 2, 2020.

IRIS FEAs using an alternate EVV system

DHS 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 will be sent to the FEA from Sandata as part of the alternate EVV certification process. The link will provide 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 by November 2, 2020.

How can I get ready?

Plan and prepare for EVV implementation. Steps to take now are:

Using 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 technical or program-related questions.

Last Revised: September 15, 2020