WV BTT - Step-by-Step Enrollment Information

Step-by-Step Enrollment Information

Are you considering enrolling to provide services in WV Birth to Three?
What does that mean and how does it work?

If you would like to become a practitioner or service coordinator in the WV Birth to Three System, there are many things to consider. The following steps will guide you through everything you need to consider to enroll as a service provider. Welcome to WV Birth to Three (WVBTT)!

1. Do you have the professional qualifications to enroll in the system?

Determine your practitioner type and confirm that you meet the minimum qualifications for enrollment in your discipline. Refer to the WV Birth to Three Personnel Guide – Entry Level Standards () for details.

2. Practitioners and Service Coordinators enrolling in the WVBTT System must complete the WV Birth to Three Orientation training. Additional training may be required prior to enrollment based on the discipline you will be enrolling under.

Successful completion of these trainings is required prior to enrollment. To learn more about training requirements for your discipline refer to the WV Birth to Three Personnel Guide. For more information on locations and/or to register online, please visit the Training Schedule on the WV Birth to Three website.

3. Consider if you prefer to work for an agency or enroll as an independent practitioner.

When you enroll in WV Birth to Three, you have a choice of enrolling under a Payee Agency or as an independent practitioner. If you prefer working for an agency, you will need to go to the WV Birth to Three website and click on the Service Directory to find agencies that are in your region. You would apply to that agency as you would with any other form of employment.

If you prefer to enroll independently, there are several things that you should consider:

Do you have the ability to set up and run a small independent business?
Do you have the knowledge, skills or resources to ensure that your taxes are paid, liability insurance is current, and other enrollment obligations are met?
Do you have a reserve of funds or line of credit to tide you over while waiting for reimbursement for services?
Do you have the needed business equipment to be able to fax, photocopy and produce typed reports?

4. Before you proceed any further, do you fully understand that enrolling in WV Birth to Three does not mean that you are a State employee or that you are guaranteed a set income?

When you enroll in WV Birth to Three, you will sign an agreement as an independent service practitioner to be available for selection by families to provide Part C early intervention services in accordance with the policies and procedures of WV Birth to Three. It will take time to build and maintain a caseload so your income may fluctuate accordingly.

For more information on the WV Birth to Three Service Authorization and Billing Process, please refer to the WV Birth to Three Practitioner Billing Manual.

5. Once you decide if and how you are going to enroll, the next step is to complete the WV Birth to Three Enrollment Packet.

If you are enrolling as an independent practitioner, print off the Practitioner Enrollment Checklist (Initial and Annual Enrollment) as a guide to all enrollment requirements. The Practitioner Enrollment Checklist will provide information on documents you need to complete or gather as part of the enrollment process such as an original college transcript, copy of your licensure or certificate etc. This form will be used as a guide to complete your first annual enrollment update as well. If you are enrolling through an agency, the agency will likely coordinate the enrollment process for you.

You will find the forms you need under the Enrollment Forms section.

All Payee and Practitioner forms must be received within six (6) months of attending Orientation to WV Birth to Three and approved by the WV Birth to Three Enrollment Unit at the Central Finance Office (CFO). For questions regarding these forms, please contact the CFO at 1-866-639-2916, ext 2 for Practitioner/Enrollment Applications/Questions.

Please mail your WVBTT Enrollment Packet to:

            CFO Provider Enrollment
            C/O Gainwell Technologies
            P. O. Box 29134
            Shawnee Missions, KS 66201-9134

Please mail your Direct Deposit form to the WV State Auditor’s Office at:

           WV State Auditor’s Office / ePayments Division
            1900 Kanawha Blvd E, Bldg 1, Rm W-121
            Charleston, WV 25305

6. Professional liability insurance is required for ALL practitioners, including service coordinators.

A professional is one that is held to a higher standard and is therefore often considered to hold greater liability towards his/her clients. Consequently, he/she needs more coverage than general liability insurance offers. WV Birth to Three requires $1,000,000 of coverage per event. Contact your insurance provider to determine if your current provider covers the delivery of services within a home or community setting. If you are going to work for an agency, determine if you will be covered under your agency’s policy.

7. You must apply for a criminal background check and submit proof of your application as part of your enrollment packet. Fingerprint process.

All WV Birth to Three practitioners are required to obtain a new criminal background check as part of their initial and annual enrollment with WV Birth to Three.

WV Birth to Three shall not enroll any individual who is currently under indictment or charged with any crime, is currently on parole or probation for a felony conviction, or has been convicted or entered a plea of guilty or no contest to any of the following:

A violent felony crime including, but not limited to, abduction, rape, sexual assault, homicide, hate crimes, kidnapping, felonious assault or battery;
Child or adult abuse of neglect, or the exploitation of a child or an incapacitated adult;
Domestic violence or spousal abuse;
Felony arson;
A felony or misdemeanor crime against a child or incapacitated adult;
Felony conviction for Driving Under the Influence (DUI) or drug-related offenses within the last ten (10) years;
Neglect or abuse by a care giver; or
Pornography and sexual offense crimes involving children or incapacitated adults, including the purchase or sale of a child, incest, sexual abuse, or indecent exposure.

WV Birth to Three shall not enroll any individual who has been convicted of a felony, or two (2) or more misdemeanor crimes that are not listed above.

WV Birth to Three requires any individual to report his or her criminal arrest, charge, indictment, or conviction for a criminal offense to the WV Birth to Three Enrollment Unit within twenty-four (24) hours. Failure to do so will result in immediate disenrollment.

WV Birth to Three requires any individual to report that he or she is subject of an abuse or neglect investigation within twenty-four (24) hours. Failure to do so will result in immediate disenrollment. WV Birth to Three reserves the right to prohibit the individual who is accused of having sexually abused or other wise injured a child or incapacitated adult from providing any additional services pending the outcome of the investigation.

8. What happens when your enrollment has been approved?

CSC will mail you a letter to confirm your enrollment and provide you with instructions on completing your entry in the Service Directory. The Service Directory details your availability, educational background, experience and contact information. Service coordinators and families will not be able to find your name in the Service Directory until you have completed entry of your availability and counties served.

After initial data entry, all practitioners must log in to the Service Directory and review/update the information every month. If you fail to update at least every 90 days, a notice on your Matrix page will inform viewers that your availability may no longer be valid.

9. Who can you call for help?

You may contact the Central Finance Office - CSC at 1-866-639-2916 or the Technical Assistance (TA) Specialist for the region(s) you plan to serve at 1-800-642-9704. Click here for the TA Specialist that covers your region.

Note: Please understand that enrolled practitioners and service coordinators must agree to abide by Federal regulations of Part C of the Individuals with Disabilities Education Improvement Act IDEA and WV Birth to Three policies and procedures. WV Birth to Three has the right to disenroll practitioners/service coordinators and/or payee agencies.