WITS

Idaho WITS is a secure HIPAA and CRF42 compliant webbased clinical and administrative system used by the Idaho Department of Health and Welfare, Idaho Department of Correction, Idaho Department of Juvenile Correction, Idaho Supreme Court, Substance Use Disorder provider agencies, and by some contracted behavioral health community crisis centers. The Division of Behavioral Health's Automation Help Desk provides or arranges for technical assistance in resolving difficulties in assessing and using Idaho WITS. 

 

Accessing WITS

Select the production site in the time zone where your agency/facility is located. This may be different from the time zone in which the client lives.

    Providers of substance use disorder services
    Accessing WITS

    Access to WITS is granted to provider agencies in accordance with the provider agency agreement with Idaho Department of Health and Welfare, Division of Behavioral Health.

    Substance Use Providers eManual
    WITS User Guide
    Agency setup and system access

    A Substance Use Disorder Services provider agency is a treatment or recovery support services provider who has been approved by the department under IDAPA 16.07.20 “Alcohol and Substance Use Disorders Treatment and Recovery Support Services Facilities and Programs.”

    A network provider is a treatment or recovery support services provider who has been approved by the department and is contracted with the department’s management services contractor (MSC).

    Agency WITS Access Process 1. Contact the MSC regarding facility approval and network contracting as described above. 2. Submit a completed WITS provider agency set-up packet to the WITS Help Desk.

    Email the completed packet to the WITS Help Desk for the type of services you provide (treatment services or stand-alone recovery support services).

    1. Completed WITS provider agency set-up packets will not be processed by the WITS Help Desk until verification of approval (see above) is received from the MSC.
    2.  Idaho WITS Recovery Support Services Provider Agency Set-Up Packet
    3.  Idaho WITS Treatment Provider Agency Set-Up Packet.
    Announcements
    06/28/2021

    Intermittent issues with WITS timing out and resulting in an error screen. Searching for clients and other functions in WITS are resulting in this time out. The technical team identified what is causing the issue and will have a fix in place tonight around 8PM MST. There is currently no workaround but please be patient while the technical team works to resolve the issue.

    06/28/2021

    The WITS Production sites will be updated on 06/28/2021 to the 20.6.8 release.  This release contains the following changes to WITS:

    • Chrome is the only fully supported browser for WITS effective Monday, June 28, 2021.
    • Additional columns were added to the Client List screen
    • GAIN Short Screener (SS) has been rebuilt to function in the browser Chrome and updated to version 3.0 of the GAIN SS.

    Effective Monday, June 28, 2021 users should begin using only the browser Chrome when accessing WITS. Please note that if you continue to use Internet Explorer (IE) you may encounter functionality that that no longer works in IE. Only issues identified in the browser Chrome will be resolved effective immediately.

    Guidance for the new functionality will be available under Forms and documents and System Guidance.

    5/31/2021

    The Automation Help Desk will be closed on Monday, May 31, 2021, in Observance of Memorial Day.

    3/29/2021

    The WITS training site will be unavailable all day on Thursday (04/01/2021)/Friday (04/02/2021) while the training site is updated to the 20.6.6 release. No one will be able to access WITS Training while the update is taking place.

    3/27/2021

    The WITS Production sites will be unavailable from 7:00 a.m. – 11:00 a.m. (MT) on Saturday, March 27, 2021 while system maintenance is conducted.  No one will be able to access WITS while the update is taking place. 

    3/15/2021

    Effective Monday, March 15, 2021, the password/pin criteria for the WITS Production site will be updated to the new security standard.  Users do not need to immediately update their password/pin. Instead, the next time a user needs to change their password they will be required to meet the new standard. 

    Beginning on 03/15/2021 a password/pin for WITS must include:

    • Minimum of 6 characters long
    • At least three different character types out of the following: 
      • Uppercase
      • Lowercase
      • Numeric characters
      • Special characters
    3/13/2021

    The WITS Production sites will be unavailable from 4:00 a.m. – 4:30 a.m. (MT) on Saturday, March 13, 2021 for a system update.  No one will be able to access WITS while the update is taking place. 

    3/10/2021

    The Help Desk will be closed today (Wednesday, 03/10/2021) from 3:30 p.m. to 5:00 p.m. MT for an Automation Unit meeting.

    12/21/2020

    Regarding a recent nationwide issue related to information security:

    The vendor for the Division of Behavioral Health’s information systems, including WITS and ICANS,  reviewed the current security advisory from SolarWinds (https://www.solarwinds.com/securityadvisory) and found that both systems are not running a vulnerable version. The vendor will continue to monitor this situation and will be alerted to anomalous behavior, and through new vendor information as it becomes available. The Vendor will re-evaluate risk  should additional details be revealed impacting the current state.

    Please direct any questions to Seth Schreiber, Automation Program Manager.

    9/28/2020

    On Wednesday, September 30, 2020 all clients in the current DHW Regional Agencies WITS agencies will be moved to the new single DHW Agency called DHW Behavioral Health. Beginning September 30, 2020, you will no longer be able to send a consent/referral to any of the individual DHW Regional agencies (DHW Region 1, DHW Region 2, etc.). When creating a referral, select the agency of DHW, Behavioral Health, then select the appropriate Regional Office. Please see the guidance document on the Resources page.

    6/30/2020

    The Division of Behavioral Health is postponing the implementation of the consolidated agency within WITS initially scheduled for tomorrow, 7/1/2020. The DBH did not come to this decision lightly. We are committed to the project and believe it to be a key component to modernizing the organization of the Division’s electronic health record. The Division decided to postpone the implementation so that we are able to investigate recently discovered issues that could critically impact the success of the project. The consolidation project will be postponed until 7/7/2020, or until a time where the DBH has fully considered the best way to move forward. We understand that you or your staff may have received a number of recent communications, instructions, or training related to this project, but given the postponement we request that you or your staff defer any related action related to this project until further notice.  The Division of Behavioral Health, especially the Automation Unit and Help Desk, sincerely appreciate your continued patience and cooperation.

    6/4/2020

    The Help Desk will be closed June 9, 2020 - June 10, 2020 for meetings. Please send questions or requests for assistance to DBHAutomationHD@dhw.idaho.gov and we will contact you when the Help Desk reopens. Thank you.

    4/3/2020

    A bug has been identified on the Admission.  When navigating from the ASAM screen to the Diagnosis screen, there is no arrow button to bring you to the next page. The workaround for this is to click Save and then click Diagnosis on the blue navigation bar. 

    3/18/2020

    Update on Telehealth Services in WITS: When creating a billable note (Encounter) in WITS, you must select the location where the service was provided. A list of SUD services may be released to billing with the location of (tbh) telehealth.

    3/17/2020

    Due to the current situation regarding COVID-19, Automation Help Desk calls are being routed in a different way and may have a longer response time.  For the quickest response, please email the Help Desk at DBHWITSHD@dhw.idao.gov.

    2/4/2020

    The Help Desk will be closed February 5, 2020 - February 6, 2020 for meetings. Please send questions or requests for assistance to DBHAutomationHD@dhw.idaho.gov and we will contact you when the Help Desk reopens. Thank you.

    1/23/2020

    The technical issues with the Online Portal, Service Pro have been resolved. Please let us know if you have any issues submitting a request. Thank you. 

    1/22/2020

    The Automation Help Desk is experiencing Technical issues with the online Portal - Service Pro. Please email all requests and questions to the Automation help Desk at DBHAutomationHD@dhw.idaho.gov  and we will respond as soon as time allows. Please provide as much information as possible with regards to your agency name, purpose of request and contact information. We will be updating this notice as information is provided. Thank-you for your understanding.

    Calendar
    Event Date & Time Details
    Scheduled Outage

    August 14, 2021

    4:00 a.m. - 8:00 a.m. MT

    WITS & ICANS OFFLINE
    All-Staff Meetings July 28, 2021 ALL DAY HELP DESK CLOSED
    All-Staff Meetings July 29, 2021 ALL DAY HELP DESK CLOSED

    Idaho WITS User Group 

    Trainer: Krista Edge

    Thursday, August 5, 2021

    10:00 a.m. - 11:00 a.m. MT

    Webex Link to Training

    1. Log in to your account.

    2. Click “Start Now”.

    3. Follow the instructions that appear on your screen.

    To join the Conference Call, dial: 415-655-0003

    Session number: 177 693 6312

    Session password:Mb8wMYc5ti3 (62896925 from phones)

    New Tx Provider: Part 1

    Trainer: Krista Edge

    Tuesday, August 10, 2021

    2:00 p.m. - 3:30 p.m. MT

    Webex Link to Training

    1. Log in to your account.

    2. Click “Start Now”.

    3. Follow the instructions that appear on your screen.

    To join the Conference Call, dial: 415-655-0003

    Session number: 177 777 5511 

    Session password: f2hVbGDhM38 (32482434 from phones)

    New Tx Provider: Part 2

    Trainer: Krista Edge

    Tuesday, August 17, 2021

    10:00 a.m. - 11:30 a.m. MT

    Webex Link to Training

    1. Log in to your account.

    2. Click “Start Now”.

    3. Follow the instructions that appear on your screen.

    To join the Conference Call, dial: 415-655-0003

    Session number: 177 515 4274 

    Session password: bvCpk2ymY93 (28275296 from phones)

     

    Training, resources and sites

    WITS Training

    Idaho WITS Training Site

    Required training descriptions:

    These documents provide a thorough explanation of each training that is offered for Recovery Support Services and Substance Use Disorder treatment providers. Please navigate to the document that best covers your position and ensure you sign up for the proper online training or watch the proper training video.

    Agency WITS administrator training video:

    The AWA Training video is being offered in lieu of live trainings via Webex. Please watch the following video, then, for current WITS users, submit a Help Desk ticket in the Online Portal with a service type of training attestation. This will ensure you receive credit for watching the video, because it is mandatory. For new users who do not currently have an account in WITS, please have your current agency WITS administrator submit a ticket via the online portal. For new agencies, use the contact information below.

    Recovery Support Services training videos:

    These training videos are being offered in lieu of live trainings via Webex. Please watch the training video(s) that best suits your needs, then, for current WITS users, submit a Help Desk Ticket in the Online Portal with a Service Type of Training Attestation in order to receive credit for viewing the video. For new users that do not currently have an account in WITS, please have your Agency WITS Administrator submit a ticket via the Online Portal. For new agencies, please use the contact information below.

    If you have any questions about this process, please contact the Help Desk either via the online portal, by email at DBHAutomationHD@dhw.idaho.gov, or by phone at 208-332-7316
    System support, updates and bugs

    Automated Services Help Desk online portal

    Create an Online Portal Request to ask for assistance, report an issue, or request new/updated access to ICANS.

    System updates

    WITS has a monthly release that updates the system by correcting errors and adding improvements. Click the links below to read about each monthly change.

    WITS Release Notes 19.8.9 - 3/30/2020

    Known bugs in the WITS production sites
    • 4/3/2020 – In the 19.8.9 Release a bug and a work around was identified for an issue in group notes.
      • Issue: When navigating from the ASAM screen to the Diagnosis screen, there is no arrow button to bring you to the next page.  
      • Work around: Select save and then select diagnosis on the blue navigation bar. 
    Contacts
      CONTACT EMAIL NUMBER
    IDAHO DEPARTMENT OF HEALTH AND WELFARE

    Automation Help Desk

    Monday - Friday 8:00 a.m. - 5:00 p.m. MT

    DBHAutomationHD@dhw.idaho.gov

    208-332-7316

    Toll-Free: 844-726-7493

    ONLINE PORTAL Help Desk Online Portal    
    IDAHO DEPARTMENT OF CORRECTION Lorenzo Washington lwashing@idoc.idaho.gov 208-658-2133
    IDAHO DEPARTMENT OF JUVENILE CORRECTION Liza Crook jjsuds@idjc.idaho.gov 208-577-5449

    IDAHO SUPREME COURT

    Lynn Proctor lproctor@idcourts.net 208-947-7455
    BPA HEALTH www.bpahealth.com ProviderRelations@bpahealth.com 800-922-3406
    OPTUM IDAHO www.optumidaho.com   855-202-0973
    User groups

    Idaho WITS User Group

    The Idaho WITS User Group is made up of staff in provider agencies and state agencies who have been trained in the use of WITS as an electronic health record. The user group meets the first Thursday of every month. 

    Staff at the Idaho Supreme Court, Idaho Department of Correction, Idaho Department of Juvenile Corrections, Idaho Department of Health & Welfare, and BPA Health discuss partner and policy issues. The WITS Help Desk will provide any relevant notices dedicated to WITS updates, functionality, and training. 

    Providers must register to attend.

    GAIN for providers of substance use disorder services

    WITS and GAIN (Global Appraisal of Individual Needs) interface is unique to Idaho. The interface allows identified providers to access GAIN Assessment tools through the Idaho WITS system. 

    Agency setup and access

    More information to come!

    Announcements

    More coming soon!

    Calendar

    More information to come! 

    System support, updates and bugs
    Contacts
    GAIN ABS SUPPORT TEAM ABSsupport@chestnut.org 309-451-7777
    User groups

    More information to come!

    Behavioral health community crisis centers

    All documentation and processes for WITS are located in the crisis center eManual. Each page/section of the eManual may be printed by selecting the printer icon at the top of the screen. We have a new starter guide in the eManual that should be very helpful and will walk you through most WITS processes from start to finish. We highly encourage you to review the starter guides, especially for new staff.

    WITS crisis center electronic manual   
    Documents/forms
    Crisis Center eManual
    WITS User Guide
    Agency setup and system access

    If you have any questions about WITS, please contact the Help Desk either via the online portal, by email at dbhwitshd@dhw.idaho.gov, or by phone at 208-332-7316

    Announcements
    06/28/2021

    Intermittent issues with WITS timing out and resulting in an error screen. Searching for clients and other functions in WITS are resulting in this time out. The technical team identified what is causing the issue and will have a fix in place tonight around 8PM MST. There is currently no workaround but please be patient while the technical team works to resolve the issue.

    06/28/2021

    The WITS Production sites will be updated on 06/28/2021 to the 20.6.8 release.  This release contains the following changes to WITS:

    • Chrome is the only fully supported browser for WITS effective Monday, June 28, 2021.
    • Additional columns were added to the Client List screen
    • GAIN Short Screener (SS) has been rebuilt to function in the browser Chrome and updated to version 3.0 of the GAIN SS.

    Effective Monday, June 28, 2021 users should begin using only the browser Chrome when accessing WITS. Please note that if you continue to use Internet Explorer (IE) you may encounter functionality that that no longer works in IE. Only issues identified in the browser Chrome will be resolved effective immediately.

    Guidance for the new functionality will be available under Documents/forms.

    5/31/2021

    The Automation Help Desk will be closed on Monday, May 31, 2021 in observance of Memorial Day.

    3/29/2021

    The WITS Training site will be unavailable all day on Thursday (04/01/2021)/Friday (04/02/2021) while the Training site is updated to the 20.6.6 release. No one will be able to access WITS Training while the update is taking place.

    3/27/2021

    The WITS Production sites will be unavailable from 7:00 a.m. – 11:00 a.m. (MT) on Saturday, March 27, 2021 while system maintenance is conducted. No one will be able to access WITS while the update is taking place. 

    3/15/2021

    Effective Monday, March 15, 2021, the password/pin criteria for the WITS Production site will be updated to the new security standard.  Users do not need to immediately update their password/pin. Instead, the next time a user needs to change their password they will be required to meet the new standard. 

    Beginning on 03/15/2021 a password/pin for WITS must include:

    • Minimum of 6 characters long
    • At least three different character types out of the following: 
      • Uppercase
      • Lowercase
      • Numeric characters
      • Special characters
    3/13/2021

    The WITS production sites will be unavailable from 4:00 a.m. – 4:30 a.m. (MT) on Saturday, March 13, 2021 for a system update. No one will be able to access WITS while the update is taking place. 

    3/10/2021

    The Help Desk will be closed today (Wednesday, 03/10/2021) from 3:30 p.m. to 5:00 p.m. MT for an Automation Unit meeting.

    12/21/2020

    Regarding a recent nationwide issue related to information security:

    The vendor for the Division of Behavioral Health’s information systems, including WITS and ICANS,  reviewed the current security advisory from SolarWinds (https://www.solarwinds.com/securityadvisory) and found that both systems are not running a vulnerable version. The vendor will continue to monitor this situation and will be alerted to anomalous behavior, and through new vendor information as it becomes available. The Vendor will re-evaluate risk  should additional details be revealed impacting the current state.

    Please direct any questions to Seth Schreiber, Automation Program Manager.

    Calendar
    event date & time details
    Scheduled Outage

    August 14, 2021

    4:00 a.m. - 8:00 a.m. MT

    WITS & ICANS OFFLINE
    All-Staff Meetings July 28, 2021 ALL DAY HELP DESK CLOSED
    All-Staff Meetings July 29, 2021 ALL DAY HELP DESK CLOSED

    Crisis Center Training

    Trainer: Anna Schaffer

    Thursday, August 12, 2021

    2:00 p.m. - 3:00 p.m. MT

    Webex Link to Training

    1. Log in to your account.

    2. Click “Start Now”.

    3. Follow the instructions that appear on your.

    To join the Conference Call, dial: 415-655-0003

    Session number: 177 177 5916

    Session password: eNMJ6bEiu58 (36656234 from phones)

     

    Training, resources and sites

    WITS TRAINING

    Idaho WITS Training Site

    If you have any questions about WITS training for behavioral health community crisis centers, please contact the Help Desk either via the online portal, by email at DBHAutomationHD@dhw.idaho.gov, or by phone at 208-332-7316
    System support, updates and bugs

    Division of Behavioral Health Automation Help Desk provides or arranges for, technical assistance in resolving difficulties in accessing and using WITS.

    Automated Services Help Desk online portal

    Log into the portal for assistance with Idaho WITS. 

    System updates

    WITS has a monthly release that updates the system by correcting errors and adding improvements. Click the links below to read about each monthly change.

    WITS Release Notes 19.8.9 - 3/30/2020

    Known bugs in the WITS production sites

    No known bugs at this time. 

    Contacts
      CONTACT EMAIL NUMBER
    IDAHO DEPARTMENT OF HEALTH AND WELFARE

    Automation Help Desk

    Monday - Friday 8:00 a.m. - 5:00 p.m. MT

    DBHAutomationHD@dhw.idaho.gov

    208-332-7316

    Toll-Free: 844-726-7493

    Online Portal
    Help Desk Online Portal    
    User groups

    IDAHO WITS USER GROUP (IWUG)

    The Idaho WITS User Group is made up of staff in provider agencies and state agencies that have been trained in the use of WITS as an electronic health record. The user group meets the first Thursday of every month. 

    Staff at the Idaho Supreme Court, Idaho Department of Correction, Idaho Department of Juvenile Corrections, Idaho Department of Health & Welfare, and BPA Health will discuss partner and policy issues; and the WITS Help Desk will provide any relevant notices dedicated to WITS updates, functionality and training. 

    Providers must register for the user group.