Wisconsin WI - Sandata EVV Connection Guide

Wisconsin Agencies Using CareTime for EVV

 

To begin the process, the agency needs to contact the state using the following instructions. 

 

Send an email to Sandata wialtevv@sandata.com with the following subject line and details:

 

  • Subject: Request for EVV Vendor Certification CareTime
  • Provider name - Agency to fill out 
  • Provider contact name and email address - Agency to fill out 
  • Vendor name - CareTime
  • Vendor address - 1226 Winter Garden Vineland Rd. Suite 108 Winter Garden, FL 
  • Vendor contact name - Cara Rodriguez 
  • Vendor contact title - Product Manager 
  • Vendor contact email - cara@caretime.net support@caretime.net 
  • Vendor contact phone - 8884005048

 

Fill out this form and send it to Sandata https://www.dhs.wisconsin.gov/forms/f02659.pdf 

 

Sandata will issue testing credentials, please send these and any other messages you receive from Sandata to support@caretime.net. 

 

Required Fields 

 

Agency Details

  • In the Agency Details, Configurations tab, set the state to Wisconsin the click save

Facility Setup

  • Create a facility and add your agency’s NPI along with the other required fields 

Payor fields that must be entered:

  • Add your payers, the name must be entered as exactly as shown in this list: 
    • WIFFS, ANTBCBS, CAREWI, CCOMMHP, DEANHP, GHCEC, GHCSCW, MHSHW, MERCYCARE, WIMOLINA, NHP, QUARTZ, SECURITY, TRILOGY, UHCWI, ICAREBC, ICARESSI, CAREWIFCP, CAREWIFC, CCIFCP, CCIFC, ICAREFCP, INCLUSA, LAKELAND, MCFC‐CW, GTINDEP, ILIFE, OUTREACH, PREMIER  
  • Add all CPT Codes and modifiers you use to the payor (Please let us know if we need to add any CPT codes to the list for you)

Client fields that must be entered: 

  • First name
  • Late name
  • Medicaid id - in client external code 1
  • Payor in insurance tab must be selected
  • Program in insurance tab must be selected from the dropdown 
  • Insurance start date and end date must be entered - mark as active

Employee fields that must be entered:

  • SSN
  • First name
  • Last name
  • Employee email (duplicates are not allowed) 

 

Decide on How to Link CPT Codes 

  • You will want to either do activity code based billing or set a default billing code. With activity code based billing the caregiver can select what activity (connected to a CPT code) they will be performing during the visit, or have a default activity assigned to every visit for that consumer. Or you can set a default billing code where the same CPT code is applied to every visit. Let us know which one you would like to move forward with so we can help you set them up. Sandata requires the CPT code attached to the visit.

Other requirements: 

  • Understanding and using the exception report 
  • Understanding that all manually edited/added timecards will need to have a reason code, notes to explain why the change is happening, and an attestation saying they have supporting documentation



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