Step-by-Step Service Provider
Enrollment Information
Are you considering enrolling to provide services in WV Birth to Three? You might be wondering what does that mean and how does it work?
WV Birth to Three (WVBTT) is a statewide system of services and support for children, birth to under age three, who have a delay in their development or may be at risk of having a delay, and their family.
Licensed professionals, educators, former WVBTT parents, and others help to play a very important role providing early intervention services for children with developmental delays and their families.
Using evidence-based practices and a family-centered approach, service providers support families in helping their child succeed during the first three years.
If you have an interest in working as a direct service provider or service coordinator, with the WV Birth to Three system, follow these steps to begin your enrollment process. You may also speak directly with the Technical Assistance Specialist (TA) that supports practitioners in the county in which you want to provide services. Their information can be found here TA Map
Steps to Enrollment in the WV Birth to Three System
Step 1 - Ensure You Have the Professional Qualifications
WV Birth to Three Personnel Guide Entry Level Standards
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Review information here on what the entry level requirements are for your discipline/role within the system. If you have any questions about the requirements, please reach out to your TA Specialist.Step 2 - Complete The WV Birth to Three Orientation Training
Orientation to WV Birth tot Three
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is a requirement for direct service providers and service coordinators who are interested in enrolling in the early intervention system. Participants will learn the legal and philosophical foundations of the
Individuals with Disabilities Education Act (IDEA), Part C: Early Intervention for Infants and Toddlers with Disabilities, and how early intervention is implemented in West Virginia.Step 3 - Consider If You Want to Work for An Agency or Enroll as An Independent Practitioner
An important decision that you will need to make is how you wish to work within the WV Birth to Three System.
If you wish to work with a PAYEE AGENCY, contact your TA Specialist to discuss agencies within your area. Your enrollment process within the WVBTT system will continue through the payee agency. An advantage of a payee agency is that they will take care of your administrative work for you, you are paid through the agency, and they will assist in other service provider tasks.
+ - All Service Coordinators coming into the WVBTT system are REQUIRED to enroll under a Service Coordination Agency.
If you wish to enroll as an INDEPENDENT PRACTITIONER, here are some questions that you should ask yourself:
- Do you have the capability 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 sufficient reserve of funds or line of credit to cover while waiting for reimbursement for services provided? ***
- Do you have a home office with general office supplies, printer/scanner/copier, and a computer or tablet that will allow for electronic completion and submission of documents using .pdf formatting, as well as email encryption capability?
*** - When you enroll as an independent direct service provider with WVBTT you do so understanding that you are an "independent contractor" and not an employee with the State of WV. It will take time to build and maintain a caseload so your income will fluctuate accordingly. You are responsible for keeping up with your taxes. You will receive a 1099 form for tax filing purposes.
Step 4 - Download information and forms to be used to obtain what you need to begin the enrollment process.
Click here (Practitioner Information - Enrollment Forms) and you will have access to the forms that are necessary to enroll in the WVBTT System. To guide you through this process, please print the WVBTT Enrollment Checklist - Initial and Annual Requirements after February 15, 2025 to review enrollment requirements.
WVBTT Online Access Forms
As a WVBTT service provider you will need to complete an application for online access to the WVBTT System database. Database information is limited to the children that you are directly working with. You will receive additional information from Gainwell Technologies once your enrollment information is processed.Agency Enrollees - Your agency will coordinate and work with you during the enrollment process.
Step 5 - Obtain Professional Liability Insurance
A professional is one that is held to a higher standard and is therefore often considered to hold greater liability towards our children and families. You are required to carry more coverage than what general liability insurance offers. The requirement for WV Birth to Three is $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. Also, check with your professional organization(s) as they can provide you with direction.
- If you are considering working for an agency, discuss with them whether or not you will be covered under the agency's policy.
Step 6 - Complete a Background Check
All WVBTT service providers are REQUIRED to obtain a criminal background check during the initial enrollment.
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.
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Step 7 - Obtain a National Provider Identification Number (NPI) if You Don't Already Have One
ALL WV Birth to Three (WVBTT) enrolled direct service providers and service coordinators are required to have a National Provider Identification Number (NPI). This information is required as part of your enrollment packet.
An NPI is a unique 10-digit identification number issued to health care providers by the Centers for Medicare & Medicaid Services.
Why do I need an NPI Number?
WV Birth to Three, through the interagency agreement between Title V (Maternal and Child Health) and Title XIX (Medicaid), has access to Medicaid funds to cover the cost of providing services to Medicaid eligible children. We must follow all requirements under this agreement as set forth by the West Virginia Department of Human Services, Bureau for Medical Services.
Does this mean I file claims with Medicaid?
No. WV Birth to Three/OMCFH serves as the Medicaid Provider on record so you will not bill Medicaid directly. You will file your claims with WV Birth to Three for the provision of your services.
What if I already have an NPI number?
If you already have an NPI number, you will complete the WVBTT Central Finance Office (CFO) Enrollment Application with your current NPI Number. Gainwell Technologies will send notification to the state office to enter your NPI number as a WV Birth to Three Provider in the Health PAS Online System. You will receive a confirmation email from WVBTT when your NPI has been entered. WV Birth to Three practitioners will not have access to the WV Birth to Three Health PAS Online System link to enroll independently.
What if I don't have an NPI number?
If you do not already have an individual National Provider Identifier (NPI), you will be required to obtain one by completing the application at National Plan & Provider Enumeration System (NPPES).
1. If you are a licensed health care provider such as Nurse, Speech Therapist, Physical Therapist, you will enter the taxonomy that most closely relates to your discipline.
2. If you are an independent practitioner enrolled as an ASL, Developmental, Hearing, Orientation and Mobility or Vision Specialist, an Autism or Behavior Disorders Teacher or Service Coordinator you will use the Early Intervention taxonomy code (252Y00000X).
3. If you work under an agency, and are enrolled as a Service Coordinator, please work with your agency to apply for your NPI Taxonomy Code. You will use the "Case Manager/Care Coordinator" taxonomy code (171M00000X).
4. If you work under an agency, and are enrolled as an ASL, Developmental, Hearing, Orientation and Mobility or Vision Specialist, an Autism or Behavior Disorders Teacher, please work with your agency to apply for your NPI Taxonomy Code. You will use the "Specialist" taxonomy code (174400000X).
WV Birth to Three practitioners do not have access to the WV Birth to Three Health PAS Online System link to enroll independently.
Step 8 - Submit Your Enrollment Packet
The WVBTT Enrollment Checklist - Initial and Annual Requirements with information completed at the top and the noted requirements are to be mailed directly or sent via encrypted email to Gainwell Technologies UNLESS otherwise noted on the WV Birth to Three Enrollment Checklist. Make certain to enclose a Copy of applicable license, diploma, certification, and/or official transcript from a CHEA nationally accredited institution Enrollment 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).
Please send your completed WVBTT Enrollment Packet by encrypted email to: WVBTTenroll@gainwelltechnologies.com
OR
Mail your completed WVBTT Enrollment Packet to:
CFO Provider Enrollment
C/O Gainwell Technologies
P. O. Box 29134
Shawnee Missions, KS 66201-9134Please 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 25305Final Steps To Completing Your Enrollment with WV BTT
Step 9 - Complete your information on the West Virginia Practitioner Service Directory
You will be notified via a welcome letter from Gainwell Technologies to confirm your enrollment and provide you with instructions on completing your entry in the West Virginia Practitioner Service Directory. The service directory provides information on your availability, educational background, experience and contact information. Interim and Ongoing Service Coordinators use this information to assist families in selecting their multi-disciplinary teams.
Service providers are responsible for maintaining their information in the service directory. You must log in to the West Virginia Practitioner Service Directory and review/update their information at least every 90 days. If you fail to update a notice on your Matrix page will inform viewers that your "availability may no longer be valid."
If you have questions about the WV Birth to Three system or would like assistance with the enrollment process, contact the Gainwell Technologies-Central Finance Office - at 1-866-639-2916 or the Technical Assistance (TA) Specialist for the region(s) in your area.
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 otherwise injured a child or incapacitated adult from providing any additional services pending the outcome of the investigation.
WV Birth to Three uses IdentoGo for our criminal background check and fingerprint service. Pre-registration is required for service through IdentoGO. They have various locations across the state. Select this link Fingerprint process for information required during your registration process and a location that is near you to schedule your appointment.
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 who are not providing services as required under the Federal law or State policy.