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, PowerPoint, 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: Presentation based on the Wisconsin EVV Supplemental Guide (above). Navigating the Sandata EVV Portal based on Wisconsin's functionality (81:54 minutes) |
| 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, and manage ForwardHealth Portal users |
| How Non-Medicaid Providers Apply for an EVV Unique Provider ID, in English | DHS 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 English | DHS 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 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 |
| 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 |
| 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) |
| 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 the "Information for new EVV administrators" section, 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 Security, P-02748, in English, Hmong, Spanish | DHS presentation: Setting up Sandata EVV Portal administrative accounts, resetting passwords, and assigning administrative roles |
| Resource Title and Languages Available | Description |
|---|---|
| Sandata Electronic Visit Verification Portal: Modify Client Data, 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 |
| How to Change Client Status and Start of Care Date in the Sandata EVV Portal, in English | DHS 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 English | DHS 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 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. (13:16 minutes) |
| 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) |
| Refresher Training: Worker/Employee Data and Preventing Unknown Employee Exceptions, in English | DHS 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 Languages | Description |
|---|---|
| Requesting a Fixed Visit Verification Device, in English | DHS 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, Spanish | 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 PowerPoint 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 PowerPoints 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: 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) |
| Refresher Training: Overview of Visit Maintenance, in English | DHS video: Understanding the visit life cycle, timeframe for edits, search filters, GPS as an administrator in the Sandata EVV Portal (42:48 minutes) |
| Refresher Training: Visit Maintenance and Call Edits, in English | DHS video: Editing calls, merging calls, entering manual calls, creating a call, preventing errors as an administrator in the Sandata EVV Portal(27:14 minutes) |
| Refresher Training: Visit Maintenance and Clearing Exceptions, in English | DHS video: Clearing unknown client exceptions, unauthorized service exceptions, preventing errors as an administrator in the Sandata EVV Portal (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 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: How EVV fits in the claim process, explanation of benefit codes for EVV, resolving edits, span billing, and best practices (24:23 minutes) |
| 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 |
| Refresher Training: Reports and Capturing Record of Care, in English | DHS 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.