7/1/15 - Revisions
to AMH IDAPA Rule 16.07.33 will go into effect Wednesday July 1, 2015. As many
of you know, Central Office worked with DBH Program Managers on revisions to
the AMH rule last spring and the proposed changes were adopted by the 2015
Legislature. The docket of proposed changes presented to the Legislature is
attached for your reference. The official text of the rule will be posted on
the Department of Administration website on July 1. The docket information can
be viewed at: http://adminrules.idaho.gov/rules/current/16/0733.pdf
Here is a brief overview of changes made:
Screening and MH Assessment section revised to better reflect current practice
Assessment, Treatment and Services added to Eligibility Determination Section
Rights Added to Rule
Treatment Plan Requirements revised to align with policy and DBH trainings.
section added in response to passage of Regional Behavioral Health Service Act
6/23/2015 - The Idaho Department of Health and Welfare is currently recruiting for a Program System Specialist - Automated to join the Web Infrastructure for Treatment Services (WITS) Automation team. Please follow the link below for additional information or to apply. Applications will be accepted through July 6, 2015.
6/18/15 - Encounters for private pay/self pay clients can now be entered and released in WITS. If you continue to have issues with these client records, please contact the WITS Help Desk at (208) 332-7316, or toll free at (844) 726-7493. Thank you for your patience.
6/17/15 - The GAIN ABS system may be unavailable on Tuesday, June 23, 2015 at 8PM to 9PM Mountain Standard Time due to a system update.
6/16/15 - On 6/16/15 new WITS functionality was implemented affecting Program Enrollments and Services. Unfortunately, the new functionality is not allowing Encounters to be Released To Billing for Private Pay/Self Pay clients. We request that you do not release-to-billing encounter notes for Private Pay/ Self clients. If you try it won’t work.
We realize this has an impact on all of you using Private Pay/Self Pay and we are focusing all the team’s effort on fixing this as quickly as possible. Please accept our apologies.
If you have questions on which Services can be Released to Billing under a particular Program Enrollment please view the Services by Program guidance on the WITS website.
In order to fix the issues, the Program Enrollments for clients currently enrolled in Adult or Adolescent Private Pay/Self Pay programs will be ended as of 6/15/15. New Program Enrollments will be created by the WITS Help Desk as of 6/16/15.
We anticipate the modifications will be complete by COB Thursday, June 18, 2015. We will send a follow-up email and WITS website announcement when the issue is resolved.
6/16/15 - For questions regarding which services can be billed under specific program enrollments, please view the WITS User Guide "Services by Program" under "Billing". This guidance can also be viewed by clicking here.
6/15/15 - The WITS training and production portal will be unavailable to access between 4:00 AM - 8:00 AM Mountain Standard Time, Saturday, June 20th for a system update. For questions or concerns, please contact the WITS Help Desk at (208) 332-7316 or toll-free at (844) 726-7493.
6/12/15 - Starting June 16, 2015, WITS will check when a user releases an encounter note to billing for clients in the Substance Abuse treatment domain that the selected service is approved for the program enrollment modality type.
If the service is approved for the modality of the selected program enrollment, users will not see any difference. If a user tries to release an encounter to billing when the selected service is not approved for the modality of the selected program enrollment, they will receive the error message ‘This service is not valid under this treatment program’ and will not be able to release the encounter to billing. For a screenshot of this error message in WITS, please click HERE.
6/2/15 - The GAIN ABS system will be unavailable on Tuesday, June 2, 2015 from 8PM-9PM Mountain Time due to a system update. Please note that this is a delayed push of the update intended for May 21, 2015. The update will include updates to paste functionality for editing within the GRRS report text boxes:
5/11/15 - The WITS training and production portal will be unavailable to access between 4:00 AM - 8:00 AM Mountain Standard Time, Saturday, May 16th for a system update. For questions or concerns, please contact the WITS Help Desk at (208) 332-7316 or toll-free at (844) 726-7493.
4/28/15 - GAIN ABS Update
The GAIN ABS system will be unavailable on Monday, May 11th, 2015 from 8PM to 9PM MST due to a system update. The update will include improvements to the tracker within interactive GAIN administration mode, and additions of tooltips/notes to assist GAIN interviewers and instruction statements. For the specifics of this release, please view the Chestnut release notes here. Chestnut is working to update the copy and paste functionality for editing within the GRRS report text boxes based on user feedback. They anticipate including this update in their next GAIN ABS release.
4/28/15 - New Guidance documents have been uploaded. Authorization Change Request guidance can be viewed under "Authorization Change Requests" under the "User Guides" tab.
4/27/15 - GPRA Authorization Change and Revised Reimbursement Rates
Due to the time commitment required to conduct the GPRA correctly, the reimbursement rate for GPRAs will be increased. For any ATR client authorized on or after May 1, 2015, the reimbursement rates will be based on the duration of the session, up to 1 hour. Updated reimbursement rates are shown below:
4/24/15 - Values in WITS will be updated to align with the current federal reporting requirements (TEDS/NOMS). The changes will be in effect on 5/1/15. For more details on the changes, please click here.
4/15/15 - Access to the Group Notes module in WITS has been modified, and is now controlled by three role attributes rather than one. Agency administrators may need to review permissions for staff entering groups. For more details on the Group Notes Permission changes, please click here.
4/14/15 - The IWUG – WITS Functionality meeting that was scheduled for Thursday, May 21st has been cancelled. Please contact the WITS Help Desk for additional information or questions at (208) 332-7316 or toll-free at (844) 726-7493.
4/14/15 - The WITS training and production portal will be unavailable to access between 4:00 AM - 8:00 AM Mountain Standard Time, Saturday, April 18th for a system update. For questions or concerns, please contact the WITS Help Desk at (208) 332-7316 or toll-free at (844) 726-7493.
GAIN ABS Update 4/9/15:
On Thursday, April 2, 2015 Chestnut Health Systems released a new system update for GAIN ABS. Chestnut has provided a timeline/summary of events and a guidance document to aid in resolution of the copy and paste issue that has resulted in lost information when editing and viewing the GRRS. Please review the following timeline for further details on this update. Click here for a guidance document on cutting and pasting information in the GRRS.
3/30/15 - GAIN ABS will be unavailable on Thursday, April 2, 2015 from 10:00PM MST until 7:00AM MST Friday, April 3, 2015 for system updates. This release incorporates user feedback to improve the Tracker within interactive GAIN administration mode. The tracker no longer “floats” on the screen, instead GAIN users will now use a tab on the right-hand of the screen labeled, “Tracker” to pull-out the tracker. This tracker is cleaner, quicker and more intuitive. This release also adds more multilingual functionality in the application. Now, the interface (e.g., ABS page headers, field labels, navigation buttons) and the generated GRRS report for GAIN-I templates, rather than just the assessment, can be set to Spanish or English. Click here for the New Release details.
3/16/15 - The WITS training and production portal will be unavailable to access between 4:00 AM - 8:00 AM Mountain Standard Time, Saturday, March 21st for a system update. For questions or concerns, please contact the WITS Help Desk.
3/11/15 - Error in Admission – Substance Abuse Detail Value Code
If the following error message displays while completing the Substance Abuse section of the Admission: “The selected substance detail value must match to the corresponding substance. (The first 2 digits of detail code should match with the substance code.)”, immediately contact the WITS Help Desk at (208) 332-7316 or toll free at (844) 726-7493.
3/5/15 - ATR 4 Client Flow Updates to include Ineligible Client Process: In the WITS User Guides Tab and the Access to Recovery Tab, the treatment client flows have been updated to include the Ineligible Client Process. Please review the updated document.
2/26/15 - The Department of Health and Welfare is soliciting providers to participate in the IWUG Call on Functionality to present new ways of using WITS and WITS data to enhance daily operations. An example of discussions that will be featured on future IWUG calls include:
If you have ideas that would assist other providers or stimulate a discussion on utilizing WITS as a tool, please email the WITS Help Desk at DBHWITSHD@dhw.idaho.gov. Please help us generate a discussion on lessons learned in the use of WITS.
2/25/15 - DBH is initiating a rewrite of the IDAPA rule chapter applicable to the Substance Use Disorders provider system (IDAPA 16.07.20). We are in the early stages of the process and have scheduled a series of Town Hall calls in an effort to reach out to providers, stakeholders and other interested parties for comments on the current rule and suggestions for changes. Link to the memo provided: Town Hall Call Memo
2/24/15 - A new guidance document has been uploaded. The GPRA Interview Compliance Details report is now viewable under the ATR 4 tab.
2/23/15 - The WITS Governance Council includes partners who represent IDJC, IDOC, DHW and ISC.The WITS Governance Council facilitates the goal of making the provider network more effective; items for discussion include changes in WITS, state changes, or a change desired by a partner in the program.
The WGC is currently working to form a subcommittee comprised of volunteer members of the provider network.These providers would be speaking on behalf of the provider network. If you are interested in participating, please email the WITS Help Desk for more information at DBHWITSHD@dhw.idaho.gov.
2/13/15 - The Division of Behavioral Health is seeking initial input from providers regarding the rewrite of IDAPA 16.07.20. This rewrite would address the rules that govern substance use disorder treatment and RSS providers. Please review the attached memo, and submit suggestions, comments and recommendations to BHSurvey@dhw.idaho.gov. Link to the memo provided: IDAPA Rewrite Information
2/13/15 - Effective immediately, please use the revised WITS and GAIN security requests that are posted on the WITS website. New Agency Packets for new providers have also been updated and posted. Per current protocol, please submit security requests and associated documents to the WITS Help Desk via WITS support tickets. If you do not have scanning capability, you may fax documents to (208) 332-7305. If you have any questions, please call the WITS Help Desk at (208) 332-7316 or 1-844-726-7493.
2/11/15 – The WITS help desk will be closed in observance of Presidents' Day, Monday, February 16th. Please feel free to email us at DBHWITSHD@dhw.idaho.gov, leave a message at (208) 332-7316, or toll free at (844) 726-7493. We will be in contact to support your needs as soon as possible.
2/2/15 - A new FAQ has been uploaded for IYTP services. It can be viewed under the Idaho Youth Treatment Program Tab, under “Guide for IYTP."
2/2/15 - Update in GAIN Episode Functionality
The GAIN ABS site has been updated to no longer allow user to manually create treatment episodes outside of those which are automatically create by WITS. This change will assist in greatly reducing the occurrences where users are unable to download the GAIN-I Summary back into WITS.
As always, it is very important that prior to starting a new GAIN that users make sure that a GAIN has not already been entered into an episode of WITS. If a GAIN has been enter in the current episode, the current WITS episode must be closed and the user will need to open a new WITS episode prior to beginning the GAIN.
1/26/15 - Training Requirement Changes
As of February 1st - Batching and Billing, Payments and Reconciliation will be required for all new providers. Agency WITS Admin Training will be required for all new treatment providers. Please plan on attending these trainings. For additional questions or concerns, please contact the WITS help desk.
1/14/15 – The WITS help desk will be closed in observance of Idaho Human Rights Day, Monday, January 19th. Please feel free to email us at DBHWITSHD@dhw.idaho.gov, leave a message at (208) 332-7316, or toll free at (844) 726-7493. We will be in contact to support your needs as soon as possible.
12/31/14 - WITS System Error Announcement: There have been reports of inability to delete encounters and the message, “the record cannot be deleted because it refers to a record” may be generated. This issue has been reported and is currently being addressed.
12/31/14 – The WITS help desk will be closed in observance of New Year’s Day, January 1, 2015. Please feel free to email us at DBHWITSHD@dhw.idaho.gov, leave a message at (208) 332-7316, or toll free at (844) 726-7493. We will be in contact to support your needs as soon as possible.
12/2/2014 - Providers may utilize the WITS system as their electronic health record (“EHR”) for private pay and self-pay clients receiving treatment for substance use disorders or co-occurring disorders only. Read more....
11/20/14 - Chestnut will be moving some of their systems hardware to a new location and as a result, there will be a GAIN ABS system outage from 7PM (MST) Friday Evening November 21, 2014 until 7AM (MST) Monday morning, November 24, 2014. Providers conducting assessments during this time should plan on using the paper copy of the GAIN-I Assessment, and then data enter it into GAIN ABS on Monday morning. Click here for the paper version of the GAIN-I Core. Click here for the paper version of the GAIN-I Full.
11/20/14 - The error identified in WITS on November 14, 2014 regarding a server error when reviewing a Claim Item Profile with a status of Released, Awaiting Review, or Hold has been resolved. Providers are able to view all Claim Item Profiles on the Claim Item List without error.
10/21/2014 - Effective October 27, 2014, the GAIN Usage Agreement will no longer be required when submitting requests for GAIN access. The only document required for GAIN access will be the GAIN ABS User Information Form. The current protocol for obtaining GAIN access will remain in effect regarding QSUDP status and having either GAIN certification or approved GAIN LT Trainee status.
10/2/14 - To access the online payment information for Idaho Department of Juvenile Corrections, please view IDJC's Vendor Remittance documentation.
10/1/14 - UPDATE: The error where the evaluator name was not displaying on a consented GAIN-I summary has been resolved.
9/26/14 - UPDATE: Consented GAIN-I summaries can now be viewed, but the evaluator name is blank. FEi is currently working to resolve this issue. Please check back for updates.
9/25/14 - Since the update on 9/22/2014, some providers have experienced various issues, including the inability to navigate between screens or save changes and WITS freezing. These issues have been attributed to the use of Internet Explorer 8. If you have Internet Explorer 8 installed on your computer you will need to update to Internet Explorer 11. If your agency has concerns about updating to Internet Explorer 11, please contact the WITS Help Desk at (208) 332-7316. Directions for how to tell what version of Internet Explorer you are running can be found at http://wits.idaho.gov/Portals/73/Documents/substanceUse/Internet%20Explorer%20Version.pdf.
9/22/14 - Agencies are currently unable to view GAINs that have been consented to them. Please contact BPA directly to make arrangements if you need to provide them with a GAIN prior this issue being fixed in WITS. Their phone number is (800)922-3406.
9/19/2014 - FEI Critical Announcement regarding Windows XP and WITS
9/8/2014 - Effective September 8, 2014, the WITS Help Desk hours of operations will be changing to Monday-Friday from 8:00 AM - 5:00 PM (MST).
8/15/2014 - Effective August 18th, 2014, BPA will take on the responsibility for reopening any IDHW and IDOC authorizations that have been closed.
Process Change BPA Reopen Authorizations
8/15/2014 - Update: The WITS Help Desk is pleased to announce that in the coming weeks, all WITS sites will be updated with the new user interface currently referred to as WITS Beta.
New WITS User Interface
7/22/2014 - The WITS Help Desk is pleased to announce that in the coming weeks, all WITS sites will be update with the new user interface currently referred to as WITS Beta. Over the past five months, users have had the opportunity to participate in the testing of the new WITS user interface, and it is now ready to the fully implemented. Please refer to the training calendar for upcoming training opportunities on the new user interface. Additional information will be sent out as we draw closer to implementation.
7/21/14 - The WITS Help Desk will be closed on Friday, July 25, 2014 from 11:00 AM - 5:00 PM MST.
7/14/14 - Communication from BPA regarding Parolee Aftercare.
Parolee Aftercare Guidelines
7/11/2014 - The Local Site ID field on the GAIN-I Assessment Header is now a required field for agencies with multiple facilities. Please select the Local Site ID for the facility where you are preforming the GAIN-I.
GAIN-I Local Site ID List
6/9/2014 - The WITS Help Desk is implementing a new process to assist in timely completion of security requests regarding WITS and GAIN. Requests will be referred back to the Agency WITS Administrator (AWA), in the form of an e-mail, when additional information is needed to complete setup or changes. This e-mail will detail any missing information on the form, will state the required action to be taken, and will include a due date for reply.
PLEASE NOTE: The WITS Support Ticket function has been fixed and is currently working properly. ALL security requests must be submitted via a WITS Support Ticket.
5/1/2014- FEI Critical Announcement regarding Windows XP and WITS.
4/14/2014- Updated WITS security access forms are posted on the WITS website. New permissions have been added and some other changes have been made. Please use these forms for submitting new requests.
3/11/2014- The WITS releases that update the system by correcting errors and adding improvements will now be named numerically and will occur on a biweekly basis. The release notes will continue to be available on the Systems Errors tab.
2/26/2014- There is a new toll free number available for contacting the WITS Help Desk. The number is (844) 726-7493.
1/21/2014- As of February 1, 2014, providers are required to update a client’s financial eligibility for all state funded clients (IDHW, IDOC, IDJC, and ISC) according to IDAPA rule 16.07.01 section 600.b:
Financial Eligibility/Fee Determination Updates
1/10/2014- Communication from IDHW regarding GPRA Follow-Up Management.
GPRA Compliance Report Communication
12/27/2013 - Communication from BPA regarding GPRA Follow-Up Interviews Due for ATR Providers.
GPRA Interview Due Report for ATR
12/9/2013 -The attached communication includes a corrected ATR Provider Guide for Provisional Vouchers.
Corrected ATR Provider Guide for Provisional Vouchers
11/25/2013 Please see the attached examples of properly completed WITS and GAIN forms. Processing of requests which are submitted on old forms, lack required information, contain inaccurate or unusable information, or do not include all of the required documentation may be delayed until correct information has been received.
WITS and GAIN Forms – Examples of Properly Completed Forms – 11/25/2013
11/22/2013 UPDATED: Please see the attached new Frequently Asked Questions document from BPA.
Updated BPA Frequently Asked Questions - 11/22/2013
11/15/2013 - A Nov. 1 communication from BPA regarding the WITS Authorization and Referral Processes for ATR Module Implementation has been updated. Below are links to both the updated and original communications.
Updated Communication: WITS Authorization and Referral Processes for ATR Module Implementation
Original Communication: WITS Authorization and Referral Processes for 11/1/13 ATR Module Implementation
11/15/2013 - Please see the attached update from Business Psychology Associates regarding billing in WITS.
Billing in WITS Update
11/8/2013 - Please see the attached ATR Frequently Asked Questions document.
ATR WITS Frequently Asked Questions Provider Communication
11/1/2013 -On Friday October 25th, you received correspondence from BPA regarding the ATR WITS Transition. We have since learned that the process for authorizing RSS services at Stand-Alone RSS agencies will be different in ATR WITS than it currently is for other WITS populations. Because BPA understands that this is a new process and may be challenging to implement in your office, we have worked on the transition schedule outlined in the communication below.
WITS Authorization and Referral Processes for 11/1/13 ATR Module Implementation
10/31/2013 -Business Psychology Associates (BPA) Claims Department is implementing a new process to give providers the opportunity to fix claims before they are fully adjudicated.
BPA Announcement - 10/31/2013
10/8/2013 -Please see the attached Frequently Asked Questions document from BPA.
BPA Frequently Asked Questions - 10/7/2013
10/7/2013 - Protocol for Requesting Deletion of Case Records -Please refer to the WITS Agency WITS Administrators eManual for instructions for requesting deletion of records. The protocol includes frequently asked questions (FAQs) and detailed instructions for how to request deletion of an Admission, a Client Eligibility Record, a Client Profile, a Court Monitoring Record, a Discharge, an Encounter Note, a Fee Determination Record, an MH Assessment, a Miscellaneous Note, and a Non-Episode Contact.
Agency WITS Administrators eManual
10/7/2013 - Submit Security Requests via Support Ticket -WITS and GAIN security requests, and associated documents, must be submitted via WITS Support Ticket effective 10-7-13. If you don't have scanning capability, you may fax documents to (208) 332-7305. Please don't send documents to the Help Desk e-mail anymore. Requests received in the Help Desk e-mail after 10-14-13 will not be accepted, and the sender will be required to resubmit the requests via Support Ticket or fax. If you have any questions about this, please call the WITS Help Desk at (208) 332-7316.
9/27/2013 -During the month of October, the WITS Help Desk will be creating ATR episodes of care for ATR funded clients in your agency.
9/20/2013 -Please see the attached Frequently Asked Questions document from BPA regarding October 1 implementation.
BPA FAQ Regarding October 1 Implementation
9/18/2013 -ATR clients will not be added to the WITS system until the ATR WITS Module is implemented. Target implementation for the ATR WITS Module is 11/1/13. Please see the attached announcement for more information.
ATR WITS Provider Communication
9/16/2013 -In 15 days the entire SUD network will be transitioning to the use of WITS. Over the next few weeks you will begin to receive consents, referrals, and authorizations from BPA in WITS for IDHW and IDOC clients. Please see the attached announcement and training calendars for more information.
WITS Provider Announcement
WITS September 2013 Training Calendar
WITS October 2013 Training Calendar
8/30/2013 -On October 1, 2013, all treatment and RSS providers must be utilizing WITS. All authorizations for services will be sent to providers from the WITS system.
8/13/2013 -Effective immediately, services in WITS have been changed to accommodate bundled services for all funding sources: IDHW, IDJC, IDOC, PSC.
Service Changes In WITS
8/7/13 - Results of the survey conducted after June on-site trainings, including agency feedback.
WITS Training Survey Results
7/29/13 -Preparing for WITS Implementation FAQs part 5: As you continue to prepare for WITS Implementation, the Help Desk staff wants to keep in contact with you to assure a smooth transition.
WITS FAQs – Part 5
7/29/2013 - Preparing for WITS Implementation: As you continue to prepare for WITS Implementation, the Help Desk staff wants to make you aware of some upcoming training opportunities. Please see the attached flyer for times and locations.
WITS Training Announcement
6/3/2013 - Preparing for WITS Implementation FAQs part 4: As you continue to prepare for WITS Implementation, the Help Desk staff wants to keep in contact with you to assure a smooth transition.
WITS FAQs – Part 4
5/30/13 - Preparing for WITS Implementation: As you continue to prepare for WITS Implementation, the Help Desk staff wants to make you aware of some upcoming training opportunities. Please see the attached flyer for times and locations.
WITS Training Flyer
5/13/2013 - Preparing for WITS Implementation FAQs part 3: As you continue to prepare for WITS Implementation, the Help Desk staff wants to keep in contact with you to assure a smooth transition.
WITS FAQs – Part 3
4/17/2013 - Preparing for WITS Implementation FAQs part 2: As you continue to prepare for WITS Implementation, the Help Desk staff wants to keep in contact with you to assure a smooth transition. Read more...
WITS FAQs – Part 2
3/28/2013 - Preparing for WITS Implementation FAQs part 1: As you continue to prepare for WITS Implementation, the Help Desk staff wants to keep in contact with you to assure a smooth transition. Read more...
WITS FAQs - Part 1
2/22/2013 - WITS Implementation: Timeline and toolkit: Beginning July 1, 2013, all SUD network providers will be required to utilize WITS as their billing record to track and submit claims for payment. Read more...
WITS Implementation Toolkit
WITS Training Timelines
WITS Training Calendar
12/18/2012 - WITS and Electronic Health Records (EHR): Idaho is in the process of implementing WITS by July 1, 2013. WITS will provide an electronic data system for Idaho’s SUD provider network. Read more…