Electronic Visit Verification (EVV): Providers and Independent Nurses
EVV verifies Medicaid-funded service codes requiring use of an EVV system that were provided by collecting the following information:
- Who receives the service
- Who provides the service
- What service is provided
- Where the service is provided
- The date of service
- The time the service begins and ends
Wisconsin's EVV solution
The Wisconsin Department of Health Services (DHS) selected the Sandata EVV system that can be used by all DHS programs and impacted provider agencies, HMOs, MCOs, Family Care fiscal employer agents (FEAs), and IRIS FEAs. Individual organizations do not need to purchase an EVV solution. Organizations may choose to use a different, or alternate EVV system. Learn more about specific DHS business and technical requirements on the Alternate EVV webpage.
Technology to collect EVV data
When using the DHS-provided Sandata EVV system, workers may use a smart phone or tablet to enter the date, time, location, and service. In some cases, they may use a small digital device or a member's landline telephone. Alternate EVV systems may provide different options for collecting visit information.
Traditional methods of logging information, such as paper records of care, may continue but do not fulfill EVV requirements.
Providers, including independent nurses, who are new to EVV should complete these steps regardless of the type of EVV system
- Update your provider contact information on the Demographic Maintenance area's Mailing Address panel in the ForwardHealth Portal. Refer to the ForwardHealth Portal Demographic Maintenance Tool User Guide, P-00953 (PDF) for more information.
- Review the New to EVV? guide, P-03078 for initial set-up steps.
- Start thinking through how EVV will fit into your daily routine and, if appropriate, how to communicate about EVV to the members you serve.
- Make a plan to train your workers. Find suggestions on the Training Workers for EVV, P-02851 (PDF) resource and Successful Training, P-02706 (PDF).
- Complete administrator training. Providers must complete the entire self-paced video series to receive credentials and access to the Sandata EVV portal.
- Follow the directions on the EVV Training Registration Guide for Provider Administrators, P-02837 (PDF), to access the Sandata Administrative training videos.
- Please note, the self-paced video trainings do not cover Wisconsin-specific features. Instead, providers should refer to the Wisconsin Supplemental Guide, P-02745 (PDF), as they take the Sandata trainings to learn about Wisconsin-specific features.
- The self-paced video series will take 90 minutes.
- Providers who complete the administrative training will receive a Welcome Kit email from Sandata eTRAC to the email address listed in the ForwardHealth Portal (the Demographic Maintenance area’s Mailing Address panel). The Welcome Kit has links that provide access to the Sandata EVV portal.
- Using the temporary password provided, log in to the portal as an administrator and reset the password.
- The temporary password will expire after 60 days. Contact Wisconsin EVV Customer Care if you need assistance.
- Associate workers, or yourself if you're an independent nurse, to your agency in the ForwardHealth Portal. Chapter 7, Worker Association, of the EVV Portal Functionality User Guide, P-02713 (PDF) gives detailed instructions on how to search for and add workers.
- Two days after adding workers to the ForwardHealth Portal (or adding yourself if you’re an independent nurse), workers should receive an email from Sandata that includes a temporary password for the SMC app that will expire in 60 days.
- Workers should connect to Wi-Fi and login to the SMC app using the temporary password. The SMC app will ask them to enter a new password. (Future logins can take place without Wi-Fi or cell service.)
- Review the resources on the Training Workers webpage and train workers how to check in and out of a visit using the EVV system. Make sure they have access to resources like the Worker ID Card, P-02844a (Word) to be successful.
- Have the lead administrator add at least one additional security administrator in the Sandata EVV portal. This is helpful for when the lead administrator is unavailable. Use the resources on Training Provider Administrators webpage.
- Determine if fixed visit verification (FVV) devices need to be ordered.
- Complete the steps on the Alternate EVV webpage.
- Reach out to your alternate EVV vendor for specific training steps.
- Associate workers, or yourself if you're an independent nurse, to your agency in the ForwardHealth Portal. Chapter 7, Worker Association, of the EVV Portal Functionality User Guide, P-02713 (PDF), gives detailed instructions on how to search for and add workers.
DHS EVV training
DHS provides free training resources about the DHS-provided Sandata EVV system to provider administrators on the EVV Training webpage. Administrators from Family Care FEAs and IRIS FEAs will also need this training.
Wisconsin's commitment
DHS recognizes our responsibility to minimize the impact of this federal regulation on your important work. We will continue to work with providers to ensure the following goals are met:
- Maintain services provided, including community integration
- Support provider selection
- Keep an individual’s choice of a worker
- Ensure services are provided
- Ensure data is secure and compliant with the Health Insurance Portability and Accountability Act (HIPAA)