Finding Prior Authorization Numbers

The Wisconsin Department of Health Services (DHS) has transitioned the state’s claims processor for the Children's Long-Term Support (CLTS) Program prior authorizations (PAs) and claims from Wisconsin Physicians Service (WPS) to Gainwell Technologies, using the ForwardHealth Portal.

Submitting claims

CLTS providers must use the Gainwell-assigned PA number when submitting claims in the portal. A claim cannot be made without this number. Each PA will have its own unique number. Using the WPS-assigned PA number will result in denied claims.

The portal offers the ability to find the Gainwell-assigned PA numbers to help CLTS providers submit their claims more easily.

PA Search-Bulk report

CLTS providers will use the “PA Search-Bulk” feature in the portal, found under Quick Links in the Providers tab, to find the Gainwell-assigned PA numbers for all converted PAs from WPS. The report will include previously assigned WPS authorization numbers.

To run the report, enter the date span and any other filtering information if needed, then hit “Export.”

Note: If there is a high volume of PA records, hitting “Search” may result in an error due to the volume of records on the report. Using the “Export” button immediately will prevent the error.

The report will provide important details, including:

Step-by-step instructions on using the “PA Search-Bulk” feature are in the ForwardHealth Professional Claims User Guide.

Have questions or need help?

Join ASHA in urging your members of Congress to protect newborn hearing screening programs and resources! The federal government provides grant funding and technical support to help states administer newborn hearing screening programs. These programs have proven to be extraordinarily effective. Unfortunately, actions taken and under consideration by the current administration threaten essential federal support to these vital programs. ASHA Advocacy is meeting with congressional supporters of the Early Hearing Detection and Intervention Act program and others advocating for these federal supports. Visit the ASHA website for more information

On behalf of the WSHA Foundation, Inc., it is my pleasure to announce the opening of the application process for the 2026 WSHA Foundation, Inc. Scholarships. ( applications are due on or before 6/28/25).

In 2025, at the WSHA Convention in Pewaukee the Foundation awarded a record amount, $20,000.00 in scholarships to eight graduate students!

Please note that all scholarship awards have been increased this year by $1,000 per scholarship! The Board of Directors of the WSHA Foundation, Inc. hopes that this announcement will encourage many students to apply for the wonderful scholarship opportunities!

Please encourage the students in your programs to apply for the scholarships. Information for each of the following scholarship awards can be found at: wisha.org

The deadline date for scholarship applications is: on or before June 28, 2025.

Here are the specific scholarships offered to graduate students in Speech Pathology and Audiology programs within the state:

Jack Kile Scholarship: $2,000.00

Risa Mari Otto Scholarship: $3,000.00

Nancy McKinley Scholarship: $2,000.00

Friends of WSHA Scholarship: $2,500.00

Heart of Healthcare Scholarship: $2,500.00

Judith and David Ward Scholarship: $2,000.00

The Vicki Lord Larson and James R. Larson Research Grant: $2,000.00

Since founding the WSHA Foundation in 2000 we have awarded over $300,000.00 in scholarships to deserving students. We hope you will encourage your students to take advantage of this wonderful honor and opportunity.

If you have questions or would like to establish a scholarship or donate, please contact: Caryn Easterling at caryn@uwm.edu or cseasterling@aol.com

Sincere best wishes,

Caryn Easterling, PhD

President WSHA Foundation, Inc.

The Wisconsin Department of Health Services (DHS) is preparing to change the claims payer for the Children’s Long-Term Support (CLTS) Program. Beginning May 5, 2025, CLTS claims will be processed by Gainwell Technologies, which is also the fiscal agent for ForwardHealth. You can attend a training to learn how to submit claims and view your authorizations.

When is the training?

The trainings will be held online through Microsoft Teams at the dates and times listed below. 

If you have experience with and are comfortable navigating websites and online submissions, you are encouraged to attend one of the following trainings:

• Wednesday, February 19, 2025, from 10–11:30 a.m.
• Thursday, February 27, 2025, from 5–6:30 p.m.

Register for the February 19 training

Register for the February 27 training

If you need more help navigating websites and online submissions, you are encouraged to attend one of the following trainings:

• Thursday, February 20, 2025, from 10–11:30 a.m.
• Tuesday, February 25, 2025, from 5–6:30 p.m.

Register for the February 20 training

Register for the February 25 training

The registration email will come from Gainwell Technologies, not DHS. Don’t forget to add the training to your calendar using the Add to Calendar link once you’ve registered!

What if I can’t be there?

The trainings will be recorded and posted to the CLTS Provider TPA transition webpageafterward so those who cannot attend can refer to the information later.

More information

For more information on the transition to the new claims payer, refer to the Children’s Long-Term Support Program: Third-Party Administration Transition page of the ForwardHealth Portal.

Joan was an Emeritus Clinical Professor, Speech Language Pathologist at the University of Wisconsin-Madison. She received her Bachelor’s Degree from the University of Illinois-Urbana and her Master’s Degree from the University of Connecticut-Storrs. Joan’s clinical interest at the Waisman Center in Madison included the treatment of children’s speech delays, stuttering and other fluency disorders.  More information is available here.

Opportunity to Test New CLTS ForwardHealth Portal for Providers

The claims payer for the Children’s Long-Term Support (CLTS) program will transition from WPS to Gainwell Technologies in May 2025. The Department of Health Services and Gainwell Technologies invites you to test our Submission Sandbox (SETE testing) in the ForwardHealth Portal before the system goes live.

Participating in the Submission Sandbox allows you to test portal functionality before it goes live in May 2025 without disrupting any actual claims.

Portal functionality includes, but is not limited to:

• Direct entry of claims into the portal.
• The ability to copy a claim in paid status to a new claim for editing.
• Creating claims from authorizations.

If you are interested in participating in the Submission Sandbox, email the Gainwell Technologies CLTS Operations Team at cltsoperations@gainwelltechnologies.com by February 7. The Submission Sandbox testing date will be shared as soon as it becomes available.