WITS

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.

04/24/2025

WITS Sunsetting Reminder – Key Dates & Next Steps

What do I need to know?

WITS, which is required for Idaho Department of Corrections (IDOC), Idaho Department of Juvenile Correction (IDJC), and Idaho Supreme Court (ISC) funded clients, and is also used by other private providers on their own accord, will begin the sunsetting process on July 1, 2026. At that time no new clients or any other information should be entered into WITS except for encounter notes used to bill IDOC, IDJC, and/or ISC. Providers who are billing IDOC, IDJC, and/or ISC will have until July 30^th to complete their batching and billing. 

All Substance Use Disorders (SUD) providers who currently use WITS will need to switch to their own Electronic Health Record (EHR) system by July 1, 2026.

Starting July 31, 2026, SUD providers will only have read-only access to WITS until September 30, 2026. On October 1, 2026, WITS will no longer be available for use. The Department of Behavioral Health Analytics & Automation Unit will work with a SUD provider agency’s designated contacts to provide their requested WITS client and/or billing data reports after the agency is closed in WITS.

If your agency is no longer using WITS at this time and is not contracted with IDOC, IDJC, and/or ISC to work with their clients, please complete and submit the Idaho WITS SUD Provider Withdrawal Form to deactivate your agency within WITS. 

What does this mean for me?

●    Important Dates

○    June 30, 2026: Last day for any new clients to be added to WITS.

○    July 1, 2026: SUD providers will use their own EHR system.

○    July 30, 2026: All WITS billing must be billed and batched by end of business July 30, 2026.

○    July 31, 2026: All community providers will have read-only access to WITS until September 30, 2026

○    October 1, 2026: WITS will no longer be available to community providers or partners.

●    For IDJC, IDOC, and ISC Funded Clients

      You are to continue using WITS until June 30, 2026 to enter all activities in WITS for IDJC, IDOC, and ISC funded clients. 

      Starting July 1, 2026, no new clients no new clients or other information should be entered into WITS except for encounter notes used to bill IDOC, IDJC, and/or ISC for services rendered up to June 30, 2026.

      You will have until July 30, 2026 to get all encounter notes entered, released, billed and batched for processing. 

Note:  IDOC anticipates they will stop using WITS prior to 2026. Additional information will be provided as it becomes available.

●    All SUD providers who currently use the WITS system will need to switch to a new EHR system by July 1, 2026.

      If you are using WITS for any clients other than those funded by IDOC, IDJC, and ISC then, it is highly recommended to get your own EHR system.

Even though you can keep using WITS for a while, it’s best to start looking for your own EHR system. This way you’ll have a smooth transition when WITS access ends October 1, 2026.

●    Agencies who are no longer using WITS, but are receiving this email, please have your Agency WITS Administrator (AWA) or agency owner contact us to notify us that you are no longer actively using WITS.

If your agency has not been closed in WITS and no longer intends to use the system, please have the AWA or Agency owner complete the Idaho WITS SUD Agency Withdrawal Form.

The Idaho WITS SUD Agency Withdrawal Form has a section to identify what type of WITS data report your agency would like to have for your client record retention. The WITS data will be from, at most, the last 10 years of information for your agency. Please identify whether you need client data, billing data, both client and billing data, or no data on the form.

Once received, the DBH Analytics & Automation Unit will work on shutting down your WITS agency and WITS staff member accounts. The two designated contacts will retain read-only access for WITS record access until October 1, 2026. We will then reach out to your contacts and collaborate on providing you the WITS data reports you have requested.

Guidance

■    Review the WITS Sunset FAQ for SUD Providers. Check this document frequently for additional updates.

■    If your agency has not been closed in WITS and no longer intends to use the system, please have the AWA or Agency owner complete the Idaho WITS SUD Agency Withdrawal Form.

For additional information about the use of WITS please contact: DBH Analytics & Automation Unit Help Desk

This is a courtesy communication from the Automation Help Desk. Updates include information about new releases, updates to functionality, changes to process, and updates to documentation and training. If you are receiving this email and you are no longer need of access to WITS, please speak with your employer about having your WITS account closed and locked.

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 05/06/2024 WITS Sunset Bulletin or the WITS Sunset FAQ for SUD Providers.

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

Idaho WITS Training Site

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.

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.

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 

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

Idaho WITS Training Site

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.