Electronic Visit Verification (EVV): Administrator Training
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, presentation, or written materials.
Administrator FAQs
View additional frequently asked questions and their answers, including those about EVV and claims, on the EVV FAQ webpage.
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:
- Follow the steps in the EVV Training Registration Guide for Provider Administrators, P-02837 (PDF) to register for Sandata's self-paced video series.
- Watch the self-paced videos. This can be done in several sittings or all at once. The videos take about 90 minutes total.
- Reference the Wisconsin EVV Supplemental Guide, P-02745 (PDF) to learn what is different in Wisconsin.
- 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 these policy resources:
- Fee-for-service providers can find policy in the BadgerCare Plus and Medicaid program area of the Online Handbook. The Online Handbook is updated whenever policy becomes effective and reflects the current guidance that providers should follow.
- Family Care providers should refer to the Electronic Visit Verification section of the Family Care program area of the Online Handbook.
- Family Care Partnership providers should refer to the Electronic Visit Verification section of the Family Care Partnership program area of the Online Handbook.
- IRIS (Include, Respect, I Self-Direct) providers should reference IRIS EVV Policy, P-03053, or your HMO or MCO.
Administrator tutorials and refreshers
| Resource Title and Languages | Description |
|---|---|
| New to EVV? guide, P-03078, in English, Hmong, Russian, Spanish | DHS written material: Guide for providers preparing to use an EVV system |
| EVV Training Registration Guide for Provider Administrators, P-02837, in English, Hmong, Spanish | DHS 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, Spanish | DHS written material: Primary resource for navigating the Sandata EVV portal based on Wisconsin's functionality |
| Wisconsin-Specific Information to Sandata's EVV Systems | DHS video: This webinar is for administrators, including independent nurses, using the Sandata system. It is based on the information in the Wisconsin EVV Supplemental Guide, P-02745. Sandata EVV portal overview (5:20), system set up (9:14), client information (22:52), employee/worker information (38:38), Sandata EVV methods (48:28), visit maintenance (1:04:17), reports and record of care (1:12:00), next steps (1:16:25). (1:21:54 minutes total) |
| Supplemental Information to Sandata's Administrative Training Videos, P-03628, in English, Hmong, Spanish | DHS presentation: This presentation, including notes, is from the Wisconsin-Specific Information to Sandata's EVV Systems video (above). It is based on the Wisconsin EVV Supplemental Guide (also above). |
| Training Workers for Electronic Visit Verification, P-02851, in English, Hmong, Spanish | DHS written material: Six steps for training workers on the Sandata EVV system |
| EVV Successful Training, P-02706, in English, Hmong, Spanish | DHS written material: Trainer tips for leading successful training sessions |
| Resource Title and Languages | Description |
|---|---|
| ForwardHealth Portal Electronic Visit Verification Portal Functionality User Guide, P-02713 (PDF), in English | DHS 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, edit worker information, and manage ForwardHealth Portal users |
| How Non-Medicaid Providers Apply for an EVV Unique Provider ID | DHS video: A unique provider identification is required to systematically connect EVV visits with the provider. If your provider agency does not yet have a Medicaid ID or National Provider Identifier (NPI), please view this presentation for your next steps. If your provider agency has an MA ID or NPI, you do not need this resource. These steps are also found in P-02713, above. Why an EVV unique provider ID is needed (0:36), obtaining the ID (2;03), establishing a ForwardHealth Portal user account (5:51), account maintenance (11:31). (16:27 minutes total) |
| How to Create and Maintain EVV Worker IDs | DHS video: Administrator tutorial for Electronic Visit Verification (EVV) that covers who needs a worker ID (1:27), obtaining a single worker ID (3:00), obtaining multiple worker IDs (9:29), managing worker information (13:50), and creating a worker list (16:38). (19:29 minutes total) |
| Resource Title and Languages | Description |
|---|---|
| EVV Training Registration Quick Reference Guide, P-02837, in English, Hmong, Spanish | DHS written material: Directions for accessing the administrator training videos in Sandata's learning management system. Completing Sandata's videos provides access to the Sandata EVV portal. |
| Sample Welcome Kit Letter (PDF), in English | Sandata 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) |
| Wisconsin EVV Supplemental Guide, P-02745, in English, Hmong, Spanish | DHS written material: Primary resource for navigating the Sandata EVV portal based on Wisconsin's functionality |
| Wisconsin-Specific Information to Sandata's EVV Systems | DHS video: This webinar is for administrators, including independent nurses, using the Sandata system. It is based on the information in the Wisconsin EVV Supplemental Guide, P-02745. Sandata EVV portal overview (5:20), system set up (9:14), client information (22:52), employee/worker information (38:38), Sandata EVV methods (48:28), visit maintenance (1:04:17), reports and record of care (1:12:00), next steps (1:16:25). (1:21:54 minutes total) |
| Supplemental Information to Sandata's Administrative Training Videos, P-03628, in English, Hmong, Spanish | DHS presentation: This presentation, including notes, is from the Wisconsin-Specific Information to Sandata's EVV Systems video (above). It is based on the Wisconsin EVV Supplemental Guide, P-02745. |
| Sandata EVV User Manual (accessed from 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, P, for these important details. |
| EVV Overview, P-02746, In English, Hmong, Spanish | DHS presentation: Background information about EVV |
| EVV: Sandata EVV Portal and System Overview, P-02747, in English, Hmong, Spanish | DHS 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 and System Overview | DHS video: Introduction to navigating the Sandata EVV Portal for administrators. The Sandata EVV Portal is where administrators correct and verify visits and access reports. Introduction (1:24), data exchanges (2:54), access and log in to the Sandata EVV portal (6:58), navigate the Sandata EVV portal (11:04). (16:19 minutes total) |
| EVV: Sandata EVV Portal Security, P-02748, in English, Hmong, Spanish | DHS presentation: Setting up Sandata EVV portal administrative accounts, resetting passwords, and assigning administrative roles |
| EVV: Sandata EVV Portal Security | DHS video: Review security administrator access (2:47); create (6:54), modify (12:04), and delete (13:18) Sandata EVV portal users and user roles; reset Sandata EVV portal passwords (18:19). (21:12 minutes total) |
| Resource Title and Languages Available | Description |
|---|---|
| Editing Client Information in the Sandata Electronic Visit Verification Portal, P-02749, in English, Hmong, Spanish | DHS 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 |
| Editing Client Information in the Sandata Electronic Visit Verification Portal | DHS video: How most clients’ information is loaded to Sandata (0:30), when to edit client data (4:22), how to search for a client in the Sandata EVV portal (8:26), adding a valid and verifiable address or phone number (11:33) changing a client’s status (13:44), changing the start of care date (17:26). and available resources for extra help (19:23). (19:53 minutes total) |
| Adding Required Authorization Information in the Sandata EVV Portal, P-03550, in English, Hmong, Spanish | DHS presentation: Administrator's steps in the Sandata EVV portal for adding authorization information (If you are using an alternate EVV system, contact your EVV vendor for their directions.) |
| Adding Required Authorization Information in the Sandata EVV Portal, in English | DHS video: Administrator's steps in the Sandata EVV portal for adding authorization information. If you are using an alternate EVV system, contact your EVV vendor for their directions. Why add required authorization information in the Sandata EVV portal (0:32), searching for an existing client before adding a new client (4:18), completing the personal tab (6:18), completing the program tab (8:21). (15:15 minutes total) |
| Resource Title and Languages | Description |
|---|---|
| EVV: Employee Data Entry, P-02750, in English, Hmong, Spanish | DHS presentation: Searching for and viewing employee (worker) information in the Sandata EVV portal |
| ForwardHealth Portal Electronic Visit Verification Portal Functionality User Guide, P-02713 (PDF), in English | DHS 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 English | DHS 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) |
| EVV: Employee Data Entry | DHS video: How an employee's (worker's) information is entered in the ForwardHealth Portal and sent to the Sandata EVV portal (1:48), how workers receive SMC app login information (6:02), resetting an SMC app password for a worker (9:45). (11:36 minutes total) |
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 Languages | Description |
|---|---|
| Sandata Fixed Visit Verification Device, in English | DHS video: Overview of the fixed visit verification (FVV) device (1:40), how to request an FVV device (3:59), the FVV process for workers/employees (8:01), troubleshooting (18:37), how to return the FVV device (21:44), and the FVV report for administrative use (23:01). (24:36 minutes total) |
| Sandata Fixed Visit Verification Device, P-03569, in English, Burmese, Hmong, Karen, Russian, Spanish, Vietnamese | DHS presentation: FVV requirements and how to request an FVV device in the Sandata EVV portal |
| Resource Title and Languages | Description |
|---|---|
| EVV Visit Maintenance, P-02754, in English, Hmong, Spanish | DHS presentation: This all-inclusive presentation includes an introduction to Visit Maintenance and covers all its features: Administrative use of the Sandata EVV portal to make corrections or additions to visit data, how to clear each exception, and how to prevent exceptions. (For more targeted information, see the shorter topic-specific presentations or videos listed below.) |
| EVV Visit Maintenance: The Basics, P-02754D, in English (PDF) | DHS presentation: Use search filters to view visits, identify exceptions, use reason codes, and apply basic steps to clear an exception as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Correcting Unknown Client Exceptions, P-02754C, in English (PDF) | DHS presentation: Correct an unknown client exception; tips to prevent it as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Correcting Missing Call In or Call Out Exceptions with Merge Calls, P-02754I, in English (PDF) | DHS presentation: Use the merge call feature (when displayed) to correct missing call in or out exceptions as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Correcting Missing Call In or Call Out Exceptions by Adding a Manual Call, P-0275M, in English (PDF) | DHS presentation: Add either a missing in or a missing out call to a visit, when the merge feature is not available, as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Create Visit, P-02754A, in English (PDF) | DHS presentation: Create a complete visit from start to finish as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Correcting Unknown Employee Exceptions, P-02754B, in English (PDF) | DHS presentation: Correct an unknown employee exception; tips to prevent it as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Correcting Unauthorized Service Exceptions, P-02754F, in English (PDF) | DHS presentation: Correct an unauthorized service exception; tips to prevent it as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Correcting Unmatched Client Phone/ID Exceptions, P-02754E, in English (PDF) | DHS presentation: Correct an unmatched client phone/ID exception; tips to prevent it as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Correcting Missing Service Exceptions, P-02754G, in English (PDF) | DHS presentation: Correct a missing service exception; tips to prevent it as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: Creating a Call, P-02754N, in English (PDF) | DHS presentation: Create a check in call in the Sandata EVV portal |
| EVV Visit Maintenance: Adjusting a Visit Call In or Call Out, P-02754O, in English (PDF) | DHS presentation: Correct or adjust a call in or call out time in the Sandata EVV portal |
| EVV Visit Maintenance: Omit Status, P-02754K, in English (PDF) | DHS presentation: How to identify robocalls; assign the "Omit" status for robocalls and practice calls as an administrator in the Sandata EVV portal |
| EVV Visit Maintenance: GPS Location, P-02754L, in English (PDF) | DHS presentation: View GPS information from visits as an administrator in the Sandata EVV portal (Note: GPS does not create an error or exception and is for informational purposes only.) |
| EVV Visit Maintenance: Client Signature, Notes, and Tasks for Record of Care, P-02754J, in English (PDF) | DHS presentation: View the client signature, notes, and tasks for use in a client’s Record of Care as an administrator in the Sandata EVV portal (an option for fee-for-service personal care providers) |
| EVV Visit Maintenance: The Basics and Portal Dashboard | DHS video: The basics of visit maintenance (search filters, display options, identifying exceptions, basic steps, reason codes); information on the portal dashboard (15:38); using EVV for personal care record of care using the Employee Visit Log (17:37); setting display options to show client verification, notes, and tasks; using the Visit Details screen to edit tasks or add other information; viewing GPS location data (21:00). (25:20 minutes total) |
| EVV Visit Maintenance: Omit Status, Adjusting Visit Call In/Out, Creating a Visit, Creating a Call in | DHS video: Using "omit" status for robocalls, training calls, or manual entry errors (0:16); adjusting a visit's call in or out (2:51); creating a visit (7:58); creating a call (9:12); resources (12:33). (13:59 minutes total) |
| EVV Visit Maintenance: Correcting Exceptions | DHS video: Correcting unknown client (0:30), unknown employee (4:19), missing service (7:15), unauthorized service (9:17), unmatched client phone/ID (13:06), missing call in/out (manual call, 16:25), missing call in/out (merge calls, 18:51) exceptions, and resources (23:27). (24:49 minutes total) |
Provider agencies, including independent nurses, should contact their payers for specific information about remittance advice messages and resubmitting claims.
| Resource Title and Languages | Description |
|---|---|
| EVV Lifecycle flyer, P-03124 (PDF), in English | DHS written material: A snapshot of how EVV visit records fit into the general claims process |
| Fee-for-Service EVV Administrator Training: Claim Edits, in English | DHS video: This session is for administrators, including independent nurses, who want to understand how EVV impacts claim edits. Third party billers are also encouraged to attend. Topics include EVV lifecycle (1:54), EVV Fee-for-Service claim processing (4:10), EVV best practices (20:00), and resources (21:03). (24:23 minutes total) |
| Fee-for-Service EVV Administrator Training: Claim Edits, P-03570, in English, Hmong, Spanish | DHS presentation: How EVV fits in the claim process, explanation of benefit codes for EVV, resolving edits, span billing, and best practices |
| Resource Title and Languages | Description |
|---|---|
| Sandata EVV Portal Reports, P-02756, in English, Hmong, Spanish | DHS presentation: Administrative use of the Sandata EVV portal to create and download reports to monitor EVV success |
| Sandata EVV: Portal Reports | DHS video: Report overview (0:53), how to run a report (3:47), how to navigate reports (6:20), review available reports (9:44), and using the Employee Visit Log for record of care (14:16). (20:15 minutes total) |
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.