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Electronic Visit Verification (EVV): Administrator Training

 New! Live Webinars for Independent Nurses and Providers

These optional webinars can help independent nurses and other providers prepare for hard launch. Each session will include a question-and-answer portion.

Administrator Training

The resources on this page help administrative staff, including independent nurses, learn to use the Sandata EVV Portal. You can also use these resources to guide you, step-by-step, in EVV processes. Use a combination of resources that makes the most sense for your needs: video, PowerPoint, or written materials.

Administrator FAQs

Each provider agency should assign a lead EVV administrator to complete initial EVV trainings. The lead administrator is then responsible for setting up and training other administrators and workers, so they are ready to use EVV.

The lead administrator should:

  1. Follow the steps in the EVV Training Registration Guide for Provider Administrators, P-02837 (PDF) to register for Sandata's self-paced video series.
  2. Watch the self-paced videos. This can be done in several sittings or all at once. The videos take about 90 minutes total.
  3. Reference the Wisconsin EVV Supplemental Guide, P-02745 (PDF) to learn what is different in Wisconsin.
  4. Look for the Welcome Kit email from eTRAC two days after completing these administrative training videos. The Welcome Kit includes your credentials (link, username, and password) to login to your Sandata EVV Portal.
    • Use the temporary password provided to login to your Sandata EVV Portal. The temporary password will expire after 60 days.
    • Reset your password.
    • Begin using the Sandata EVV Portal for your administrator role.

When you are ready for step-by-step instruction, or to train other administrators, access DHS' tutorials and refreshers on the Administrator training webpage.

The lead administrator can add other administrators to the Sandata EVV Portal as backup or to share responsibilities. The lead can train these other administrators using the materials below.

Use the resources on the Worker training webpage.

Request written materials in other languages by contacting EVV Customer Care. Email vdxc.contactevv@wisconsin.gov or call 833-931-2035. Please allow time for translation and delivery.

Refer to the DHS EVV resources and FAQ webpage for EVV policy information. Training resources do not supersede policy.

Administrator tutorials and refreshers

Resource Title and LanguagesDescription
New to EVV? guide, P-03078, in English, Hmong, Russian, SpanishDHS written material: Guide for providers preparing to use an EVV system
EVV Training Registration Guide for Provider Administrators, P-02837, in English, Hmong, SpanishDHS written material: Steps for lead administrators, including independent nurses, to access Sandata's online video course and receive Sandata EVV Portal credentials
Wisconsin EVV Supplemental Guide, P-02745, in English, Hmong, SpanishDHS written material: Primary resource for navigating the Sandata EVV Portal based on Wisconsin's functionality
Training Workers for Electronic Visit Verification, P-02851, in English, Hmong, SpanishDHS written material: Six steps for training workers on the Sandata EVV system
EVV Successful Training, P-02706, in English, Hmong, SpanishDHS written material: Trainer tips for leading successful training sessions

Resource Title and LanguagesDescription
ForwardHealth Portal Electronic Visit Verification Portal Functionality User Guide, P-02713 (PDF), in EnglishDHS written material: Administrator instructions for using the ForwardHealth Portal, including how to set up a ForwardHealth account, obtain a unique provider agency ID, obtain unique worker IDs, edit the agency's contact information, and manage ForwardHealth Portal users
How Non-Medicaid Providers Apply for an EVV Unique Provider ID, in EnglishDHS video: Administrator instructions for how to set up a ForwardHealth account, obtain a unique provider agency ID, and manage ForwardHealth Portal users (16:29 minutes)
How to Create and Maintain EVV Worker IDs, in EnglishDHS video: Administrator instructions that covers who needs a worker ID, obtaining a single worker ID, obtaining multiple worker IDs, managing worker information, and creating a worker list (19:29 minutes)

Resource Title and LanguagesDescription
EVV Training Registration Quick Reference Guide, P-02837, in English, Hmong, SpanishDHS written material: Directions for accessing the administrator training videos in Sandata's learning management system
Wisconsin EVV Supplemental Guide, P-02745, in English, Hmong, SpanishDHS written material: Primary resource for navigating the Sandata EVV Portal based on Wisconsin's functionality
Sample Welcome Kit Letter (PDF), in EnglishSandata written material: Sample of the eTRAC email sent to providers when Sandata administrative training is complete (provider specific information is not available on the sample)
Sandata EVV User Manual (accessed on the Sandata EVV Portal)Sandata written material: Sandata's guide to administrative functions of the Sandata EVV Portal, found on the Sandata EVV Portal. Please note it includes functions across all states, and some information will not apply to Wisconsin. Please use the Wisconsin EVV Supplemental Guide, listed above in "General Information," for these important details.
EVV Overview, P-02746, In English, Hmong, SpanishDHS PowerPoint presentation: Background information about EVV
EVV:
Sandata EVV Portal and System
Overview, P-02747, in English, Hmong, Spanish		DHS PowerPoint presentation: Introduction to navigating the Sandata EVV Portal for administrators. The Sandata EVV Portal is where administrators correct and verify visits and access reports.
EVV: Sandata EVV Portal Security, P-02748, in English, Hmong, SpanishDHS PowerPoint presentation: Setting up Sandata EVV Portal administrative accounts, resetting passwords, and assigning administrative roles

Resource Title and Languages AvailableDescription
Sandata Electronic Visit Verification Portal: Modify Client Data, P-02749, in English, Hmong, SpanishDHS PowerPoint presentation: Managing client (member) information on the Sandata EVV Portal, including a client's status and adding valid and verifiable client phone and address information
How to Change Client Status and Start of Care Date in the Sandata EVV Portal, in EnglishDHS video: 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 minutes)
How to Add an Address and Phone Number in the Sandata EVV Portal, in EnglishDHS video: How to add a valid and verifiable address or phone number in the Sandata EVV Portal (4:03 minutes)
Adding Required Authorization
Information in the Sandata EVV
Portal, P-03550 (PDF), in English		DHS PowerPoint presentation: Administrator's steps in the Sandata EVV Portal for adding authorization information

Resource Title and LanguagesDescription
EVV: Employee Data Entry, P-02750, in English, Hmong, SpanishDHS PowerPoint presentation: Searching for and viewing employee (worker) information on the Sandata EVV Portal
ForwardHealth Portal Electronic Visit Verification Portal Functionality User Guide, P-02713 (PDF), in EnglishDHS written material: Administrator instructions for using the ForwardHealth Portal, including Chapter 7 (Worker Association) and Chapter 8 (Manage Workers)
How to Create and Maintain EVV Worker IDs, in EnglishDHS video: Who needs a worker ID, obtaining a single worker ID, obtaining multiple worker IDs, managing worker information, and creating a worker list (19:29 minutes)
Refresher Training: Worker/Employee Data and Preventing Unknown Employee Exceptions, in EnglishDHS video: How information is exchanged, worker email requirements, editing ForwardHealth worker information, adding visits for a new worker (31:15 minutes)

Below are administrative items related to Sandata visit methods. For full information on how workers use Sandata's visit methods, please go to the EVV Worker Training webpage.

Resource Title and LanguagesDescription
Requesting a Fixed Visit Verification Device, in EnglishDHS video: FVV requirements and how to request an FVV device in the Sandata EVV Portal (10:40 minutes)
Requesting a Fixed Visit Verification Device, P-03569, in English, Hmong, SpanishDHS PowerPoint presentation: FVV requirements and how to request an FVV device in the Sandata EVV Portal

Resource Title and LanguagesDescription
EVV Visit Maintenance, P-02754, in English, Hmong, SpanishDHS PowerPoint presentation: 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, in EnglishDHS video: Understanding the visit life cycle, timeframe for edits, search filters, GPS (42:48 minutes)
Refresher Training: Visit Maintenance and Call Edits, in EnglishDHS video: Editing calls, merging calls, entering manual calls, creating a call, preventing errors (27:14 minutes)
Refresher Training: Visit Maintenance and Clearing Exceptions, in EnglishDHS video: Clearing unknown client exceptions, unauthorized service exceptions, preventing errors (35:28 minutes)

Provider agencies, including independent nurses, should contact their payers for specific information about remittance advice messages and resubmitting claims.

Resource Title and LanguagesDescription
EVV Lifecycle flyer, P-03124 (PDF), in EnglishDHS written material: A snapshot of how EVV visit records fit into the general claims process
Fee-for-Service EVV Administrator Training: Claim Edits, in EnglishDHS video: How EVV fits in the claim process, explanation of benefit codes for EVV, resolving edits, span billing, and best practices (29:47 minutes)
Fee-for-Service EVV Administrator Training: Claim Edits, P-03570, in English, Hmong, SpanishDHS PowerPoint presentation: How EVV fits in the claim process, explanation of benefit codes for EVV, resolving edits, span billing, and best practices

Resource Title and LanguagesDescription
Sandata EVV Portal Reports, P-02756, in English, Hmong, SpanishDHS PowerPoint presentation: Administrative use of the Sandata EVV Portal to create and download reports to monitor EVV success
Refresher Training: Reports and Capturing Record of Care, in EnglishDHS video: Highlighted reports within the Sandata EVV Portal and data needed to capture record of care for personal care services (46:50 minutes)

How can I get help?

Contact Wisconsin EVV Customer Care at vdxc.contactevv@wisconsin.gov, or call 833-931-2035 for help with all EVV questions.

Glossary

 
Last revised June 19, 2024