Idaho Web Infrastructure for Treatment Services (WITS) is an Electronic Health Record (EHR) system owned and operated by DBH. The system is available for use by various entities, including but not limited to, the Idaho Supreme Court (ISC), Idaho Department of Correction (IDOC), Idaho Department of Juvenile Corrections (IDJC), and substance use disorder treatment and recovery support services providers. The Division of Behavioral Health's Analytics & Automation Unit provides or arranges for technical assistance in resolving difficulties in assessing and using Idaho WITS.
Sunset of the WITS System for SUD Providers
The Idaho Behavioral Health Plan (IBHP) is the framework for how behavioral health services for conditions such as mental health and substance use disorders are administered in Idaho. The new IBHP contract is structured differently than the previous one. Beginning July 1, 2024, a managed care provider, Magellan Healthcare, Inc., will begin management of behavioral health services for the Divisions of Behavioral Health and Medicaid. Magellan will also manage the provider network for the Department of Juvenile Corrections.
What do I need to know?
• Before July 1, 2024, everything stays the same. You can continue using WITS as usual.
• If you work as a substance abuse provider and currently use the WITS system, you'll need to switch to a new system by sometime after July 2026 (the exact date is still being decided).
See Announcements below for links to the Sunset Bulletins and Sunset FAQ for SUD Providers.
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.
Accessing WITS
Access to WITS is granted to provider agencies in accordance with the provider agency agreement with Department of Health and Welfare's Division of Behavioral Health.
Forms and documents
Designating a New Agency WITS Administrator (AWA) for an Existing WITS SUD Agency
When designating a new AWA, the current AWA must submit a request through the Online Portal and attach the signed AWA User Information Form and the Idaho SUD WITS User Agreement (when applicable). Agency WITS Administrator (AWA) Training are scheduled only upon request. Email the Analytics & Automation Unit to schedule the AWA Training at dbhautomationhd@dhw.idaho.gov.
How to Obtain WITS Access for a New SUD Provider Agency
Access to WITS is granted only to approved Substance Use Disorder (SUD) providers. An approved provider is a Substance Use Disorder (SUD) Treatment or SUD Recovery Support Services (RSS) provider who is approved by ISC, IDOC, or IDJC.
1. The Analytics & Automation Unit will email each Provider Agency a packet containing information, instructions, and forms when requested by IDOC, IDJC, or ISC.
2. Email the completed WITS Treatment Provider Agency Set-Up Packet to the Analytics & Automation Unit at dbhautomationhd@dhw.idaho.gov.
3. Attend the required WITS trainings. The Analytics & Automation Unit will schedule the required trainings upon receipt of the completed New Agency Packet.
a. At least 2 staff members must attend the required WITS Trainings for SUD Treatment Providers or SUD RSS Providers within 30 calendar days.
b. At least one designated Agency WITS Administrator (AWA) must attend the required AWA training within 30 calendar days. The required AWA Training covers how to create staff accounts and to submit the required documentation to the Analytics & Automation Unit through the Online Portal. All other WITS staff accounts for the Provider Agency will be completed by the AWA.
4. Upon verification of a minimum of two (2) staff members attending the required WITS trainings within the past 30 calendar days, WITS set-up for the Provider Agency, Facility, and Agency WITS Administrators (AWAs) will be completed within five (5) business days.
10/01/2024
Automation Help Desk Changing from Direct Phone Customer Support Services to Online Customer Support Services
What do I need to know?
Starting Monday, 10/07/2024, the Automation Help Desk will be moved from Direct Phone Customer Support Services to Online Customer Support Services.
What does this mean for me?
Starting Monday, 10/07/2024, the Automation Help Desk will be moved over to Online Customer Support Services.
● Staff will be unavailable to answer phone calls directly, so please leave a voicemail. All voicemails will be relayed to the Automation Help Desk via email.
● Staff from the Analytics & Automation Unit will work on all emails, calls, and requests through the Online Portal Monday through Friday, except for state holidays.
Guidance
● When calling the Automation Help Desk, please leave your name, name of your agency, phone number, and detailed message about what you need assistance with. All voicemails will be relayed to the Automation Help Desk via email. Phone calls may be returned due to the complex nature of the situation. Otherwise, please check your email for responses from the Automation Help Desk.
● When emailing the Automation Help Desk (dbhautomationhd@dhw.idaho.gov) or using the Online Portal for assistance with a client record, please remember to only use the client’s Unique Client Number (UCN) to identify the client. Client PHI/PII is not to be used in emails to the Help Desk or requests sent through the Online Portal.
06/26/2024
Sunset of the WITS System for SUD Providers
The Idaho Behavioral Health Plan (IBHP) is the framework for how behavioral health services for conditions such as mental health and substance use disorders are administered in Idaho. The new IBHP contract is structured differently than the previous one. Beginning July 1, 2024, a managed care provider, Magellan Healthcare, Inc., will begin management of behavioral health services for the Divisions of Behavioral Health and Medicaid. Magellan will also manage the provider network for the Department of Juvenile Corrections.
What do I need to know?
• Before July 1, 2024, everything stays the same. You can continue using WITS as usual.
• If you work as a substance abuse provider and currently use the WITS system, you'll need to switch to a new system by sometime after July 2026 (the exact date is still being decided).
See the WITS Sunset Bulletin or the WITS Sunset FAQ for SUD Providers.
| Event | Date & Time | Details |
|---|---|---|
| HOLIDAY - New Years | Wednesday - January 1, 2025 All Day | HELP DESK CLOSED |
| HOLIDAY - Idaho Human Rights Day | Monday - January 20, 2025 All Day | HELP DESK CLOSED |
| All Staff Meeting | Tuesday – January 14, 2025 11:00am – 12:30pm MT | HELP DESK CLOSED |
| Scheduled Outage | Saturday - January 18, 2025 4:00am – 8:00am MT | WITS Offline |
AWA Training Trainer: Krista Edge | Wednesday – January 8, 2025 10:00am – 12:00pm MT | Registration is required! Click here to attend this video conference training! Note: Registration emails may be sent to your junk/spam mail folders. |
AWA Training Trainer: Krista Edge | Thursday – January 23, 2025 10:00am – 12:00pm MT | Registration is required! Click here to attend this video conference training! Note: Registration emails may be sent to your junk/spam mail folders. |
SUD Provider Required Training Lists
● Required WITS Trainings for SUD AWAs
● Required WITS Trainings for SUD RSS Providers
● Required WITS Trainings for SUD Treatment Providers
SUD Provider Billing and Batching Video
The SUD Provider Billing and Batching video covers using the encounter list, viewing the claim item list, changing the status of claim items, rejecting a claim item, creating batches, removing claim items from a batch, submitting batches to the payor, reprocessing a batch, viewing the payment list, payment application, and viewing claims on the EOB Transaction List.
SUD Provider Billing and Batching Video
WITS Training
If you have any questions about this process, contact the Analytics & Automation Unit via the Online Portal or by email.
The Division of Behavioral Health Analytic & Automation Unit provides or arranges for, technical assistance in resolving difficulties in accessing and using WITS.
Online Portal
Log into the Online Portal for assistance or to report an issue with Idaho WITS.
| CONTACT | Phone NUMBER | ||
|---|---|---|---|
| IDAHO DEPARTMENT OF HEALTH AND WELFARE | Analytics & Automation Unit Mon. - Fri. 8:00 am - 5:00 pm MST | dbhautomationhd@dhw.idaho.gov | 208-332-7316 (Voicemail Only) 844-726-7493 (Voicemail Only) |
| IDAHO DEPARTMENT OF CORRECTION | Jeremy Coleman | jcoleman@idoc.idaho.gov | 208-237-9194 |
| IDAHO DEPARTMENT OF JUVENILE CORRECTION | Haley Myers | haley.myers@idjc.idaho.gov | 208-577-5415 |
| IDAHO SUPREME COURT | Kim Woods | kwoods@idcourts.net | 208-947-7455 |
| MAGELLAN HEALTH | IdahoProvider@MagellanHealth.com | 855-202-0973 |
Idaho WITS User Group
The Analytics & Automation Unit will provide information about the WITS system including updated information on the sunset of the use of WITS by SUD Providers, and other system changes when applicable. Staff from the Idaho Supreme Court, Department of Correction, and the Department of Juvenile Corrections, may also discuss their processes.
The use of Idaho WITS by Adult Behavioral Health Community Crisis Centers (BHCCCs) is ending due to the implementation of the new Idaho Behavioral Health Plan (IBHP). The WITS system will be sunset and no longer available sometime after July 2026 (exact date unknown). See the WITS Sunset Bulletin for BHCCCs. The Division of Behavioral Health's Analytics & Automation Unit provides or arranges for technical assistance in resolving difficulties in assessing and using Idaho WITS.
WITS Crisis Center Electronic Manual
Documentation for WITS is 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.
- Crisis Center eManual
- Agency WITS Administrator Online Portal Guide
- Crisis Center – Changes for Client List ***New on 06/28/2021***
Documents and forms
When designating a new Agency WITS Administrator (AWA), the current AWA must submit a request through the Online Portal and attach the signed BHCCC AWA User Information form and the Idaho BHCCC WITS User Agreement (when applicable). Agency WITS Administrator (AWA) trainings are scheduled only upon request.
06/26/2024
Automation Help Desk Changing from Direct Phone Customer Support Services to Online Customer Support Services
What do I need to know?
Starting Monday, 10/07/2024, the Automation Help Desk will be moved from Direct Phone Customer Support Services to Online Customer Support Services.
What does this mean for me?
Starting Monday, 10/07/2024, the Automation Help Desk will be moved over to Online Customer Support Services.
● Staff will be unavailable to answer phone calls directly, so please leave a voicemail. All voicemails will be relayed to the Automation Help Desk via email.
● Staff from the Analytics & Automation Unit will work on all emails, calls, and requests through the Online Portal Monday through Friday, except for state holidays.
Guidance
● When calling the Automation Help Desk, please leave your name, name of your agency, phone number, and detailed message about what you need assistance with. All voicemails will be relayed to the Automation Help Desk via email. Phone calls may be returned due to the complex nature of the situation. Otherwise, please check your email for responses from the Automation Help Desk.
● When emailing the Automation Help Desk (dbhautomationhd@dhw.idaho.gov) or using the Online Portal for assistance with a client record, please remember to only use the client’s Unique Client Number (UCN) to identify the client. Client PHI/PII is not to be used in emails to the Help Desk or requests sent through the Online Portal.
06/26/2024
Update about the Sunset of the WITS system for Adult Behavioral Health Community Crisis Centers
What do I need to know?
● The Idaho Behavioral Health Plan (IBHP) is the framework for how behavioral health services for conditions such as mental health and substance use disorders are administered in Idaho. The new IBHP contract is structured differently than the previous one. Beginning July 1, 2024, a managed care provider, Magellan Healthcare, Inc., will begin management of behavioral health services for the Divisions of Behavioral Health and Medicaid.
● The use of Idaho WITS by Adult Behavioral Health Community Crisis Centers (BHCCCs) is ending due to the implementation of the new IBHP.
● The WITS system will be sunset (no longer available sometime after July 2026 (exact date unknown).
● The majority of BHCCCs will cease using WITS before the end of 2024.
What does this mean for me?
● BHCCCs who will stop using WITS on July 1, 2024
○ Western Idaho Community Crisis Center
○ Pathways Behavioral Health Community Crisis Center
▪ WITS access for these agencies will be set to read-only on 07/15/24.
▪ A final report will be generated on 7/15/24 and will be sent to the agency.
● BHCCCs who will stop using WITS on August 1, 2024
○ North Idaho Crisis Center
▪ WITS access for this agency will be set to read-only on 08/01/24.
▪ A final report will be generated on 7/15/24 and will be sent to the agency.
● BHCCCs who will stop using WITS on November 1, 2024
○ Behavioral Health Crisis Center of East Idaho
○ Southeast Idaho Behavioral Crisis Center
▪ WITS access for these agencies will be set to read-only on 11/01/24.
▪ A final report will be generated on 7/15/24 and will be sent to the agency. No additional reports will be sent after this date as the WITS report does not meet IBHP requirements.
● BHCCC who will stop using WITS sometime before the sunset of the system
○ Rural Crisis Center Network
▪ A final report will be generated on 7/15/24 and will be sent to the agency. No additional reports will be sent after this date as the WITS report does not meet IBHP requirements.
▪ WITS may be used by this BHCCC until they transition to their own electronic health care record (EHR) system sometime before the sunset of WITS.
Guidance/Next Steps:
● Information about the IBHP is available at: https://healthandwelfare.idaho.gov/newIBHP
For additional information about the use of WITS please contact: DBHAutomationHD@dhw.idaho.gov
| Event | Date & Time | Details |
|---|---|---|
| HOLIDAY - Christmas Day | Wednesday - December 25, 2024 All Day | HELP DESK CLOSED |
| HOLIDAY - New Years | Wednesday - January 1, 2025 All Day | HELP DESK CLOSED |
| HOLIDAY - Idaho Human Rights Day | Monday - January 20, 2025 All Day | HELP DESK CLOSED |
| All Staff Meeting | Tuesday – January 14, 2025 11:00am – 12:30pm MT | HELP DESK CLOSED |
| Scheduled Outage | Saturday - January 18, 2025 4:00am – 8:00am MT | WITS Offline |
When designating a new Agency WITS Administrator (AWA), the current AWA must submit a request through the Online Portal and attach the signed BHCCC AWA User Information form and the Idaho BHCCC WITS User Agreement (when applicable). Agency WITS Administrator (AWA) trainings are scheduled only upon request.
WITS Training
If you have any questions about this process, contact the Analytics & Automation Unit via the Online Portal or by email.
The Division of Behavioral Health's Analytics & Automation Unit provides or arranges for technical assistance in resolving difficulties in assessing and using Idaho WITS.
Online Portal
Log into the Online Portal for assistance or to report an issue with Idaho WITS.
| CONTACT | Phone NUMBER | ||
|---|---|---|---|
| IDAHO DEPARTMENT OF HEALTH AND WELFARE | Analytics & Automation Unit Mon. - Fri. 8:00 am - 5:00 pm MST | dbhautomationhd@dhw.idaho.gov | 208-332-7316 (Voicemail Only) 844-726-7493 (Voicemail Only) |