Idaho Web Infrastructure for Treatment Services (WITS)
What is Idaho WITS?
Idaho WITS is an internet-based behavior electronic health record (BEHR) system that is being implemented in Idaho for use by State contracted substance use disorders treatment providers. WITS is a web-based application and database that serves dual purposes, a management information system (MIS) and clinical documentation tool. As an MIS tool, the system allows the Division of Behavioral Health to meet current and emerging State and Federal reporting requirements. As a clinical documentation tool, WITS provides an agency the ability to create a full electronic health record compliant with HIPAA and 42-CFR part II standards.
Once fully implemented, providers will be able to use WITS to assess clients, manage treatment, bill for services and collect outcome measurement data in real-time via a secure, web-based framework. Overall benefits of the WITS system include:
- It implements one tool that can be used to record the treatment history of clients to improve client care and results.
- It gives a comprehensive view of publicly-funded substance use disorders services in Idaho.
- It helps increase the accuracy of reporting client information using database management for substance use disorders services.
What is the WITS/GAIN Interface?
The WITS/GAIN (Global Appraisal of Individual Needs) interface is unique to Idaho. The interface allows identified providers to access GAIN Assessment tools through the WITS system. Identified users have the ability to administer, edit, and save the GAIN Quick, GAIN Short Screener and/or the GAIN-I in the WITS system.
Who Can Access WITS?
Authorization from the Department is required to access the WITS system. WITS may be available to agencies and users as defined by the Department. Agencies are defined as organizations currently in partnership with the Department who will need to utilize WITS to perform agency duties related to data entry and client care. Authorized Users are defined as persons working for an authorized agency who need access to WITS to perform job specific duties. Measures in place to safeguard client privacy and protect against unauthorized use include: A confidential login ID, and password and pin requirement to access the secure system. Users who are approved to use WITS will be given a username, password and pin to access the system. All persons with access to WITS will be assigned “roles” that determine their access level and governs what information in WITS they may view. Client consent impacts what data can be seen and by whom.
Current Status of WITS in Idaho
The WITS/GAIN interface is currently being used by contracted substance use disorders treatment providers for the assessment of state-funded clients. The requirements for the full Idaho WITS system are complete and Idaho is well into the testing phase of the final modifications being made. The Department is working on the development of an Implementation Plan and strategies for transitioning providers from the current system to Idaho WITS.
Below is a high level list of functionalities included in the Idaho WITS system for Substance Use Disorders:
Client Profile/Intake:
Collects client demographic data and identifying information, including TEDS/NOMs/SOMMs data, about a client to initiate treatment services.
Admission/Discharge:
Collects TEDS/NOMs/SOMMS data at admission and discharge, as well as other clinically useful information, such as ASAM recommendations, regarding the client’s episode of care.
Program Enrollment:
Tracks client enrollment in services throughout an episode of care, including assessment and changes in level of care. Collects required TEDS/NOMS data at change in level of care.
Treatment Team/Plan/Review:
Allows providers to create and manage treatment plans in a standardized format, tying together problems, goals, objectives and interventions. Signed plans can be formally reviewed on a periodic basis, Treatment Team members can be assigned, including staff and outside contacts.
Progress Notes:
Provides a systematic way to record all billable and non-billable encounters with clients, and easily tie these to a service code, location, diagnosis and other information needed for billing.
Group List:
Allows providers to create and edit groups, client sessions and group notes.
Consent and Referral:
Follows HIPAA as well as 42 CFR regulations. Allows providers to record client consents, share consented client information with other agencies, and refer clients to other agencies for additional services.
ATR Voucher Management System:
Provides a systematic way to monitor the ATR grant. Is designed to capture required information specific to the ATR grant, including GPRA collection.
Contract Management:
Allows MSC to manage provider contracts, review and monitor treatment services and monitor burn rate of state funds.
Referral Based Authorization/Voucher Management:
Allows MSC to screen clients, manage client services, authorize care and refer client to provider for services. Allows providers to track authorizations and request re-authorization for services.
Billing:
Complete billing system that allows for automated adjudication and processing of claims for state-funded services.
HelpDesk—WITS users may contact the WITS Help Desk via the email address at DBHWITSHD@DHW.IDAHO.GOV or by calling the central WITS Help Desk phone line at 332-7316.
WITS Help Desk support is available to answer calls Monday through Friday, 8:00 a.m. to 5:00 p.m. MST.