Electronic Visit Verification (EVV): Information for Providers

• Complete administrator training. Providers must complete the self-paced video series in full 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 and apply Wisconsin-specific features to their EVV duties.
  • The self-paced video series will take 1.5 hours plus time to compare the videos with the Wisconsin Supplemental Guide.
• Providers who complete the administrative training will receive a Welcome Kit email from Sandata eTRAC to the email address listed in the ForwardHealth Portal 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.
• Associate workers, or yourself if you're an independent nurse, to your agency in the ForwardHealth Portal. Chapter 7 of the EVV Portal Functionality User Guide, P02713 (PDF), Worker Association, 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 login to the SMP app using the temporary password to reset their password. Confirm a worker has Wi-Fi or cell service to do so. (All 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 administrator in the Sandata EVV portal as a backup for when the lead administrator is out or 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 of the EVV Portal Functionality User Guide, P02713 (PDF), Worker Association, gives detailed instructions on how to search for and add workers.

The soft launch phase for HHCS began on January 1, 2024. During soft launch, use of an EVV system is required, but payers (DHS, HMOs, and MCOs) will not impose financial consequences for claims without matching EVV information.

Soft launch is a time for providers to practice using their EVV system, to establish processes, and to troubleshoot problems. DHS recognizes that a new process takes time and is offering soft launch as an opportunity for providers, administrators, and workers to get real-world practice using their EVV system before it will affect claims.

These steps should be completed during soft launch to prepare for hard launch.

• Workers should check in and out of visits using an EVV system starting on January 1, 2024.
• Providers may attend Key Conversations, a monthly informal question and answer session with EVV specialists.
• EVV administrators should:
  • Use reports and other features of your EVV system to monitor progress.
  • Monitor explanations of benefits (EOBs) or remittance notices from your payer for EVV errors and practice fixing errors prior to hard launch.
  • Review the Fee for Service Claims Training on the Training Provider Administrators webpage
  • Work towards established goals. Keep in mind that training workers to check in and out of a visit with an EVV system is an ongoing process that takes time. It takes at least three weeks of consistent use for a worker to get used to using EVV.