Aetna Better Health of New York Information Center

At HHAeXchange, we believe that healthcare should be simple, effective, and transparent. Our mission is to provide better outcomes for patients who represent some of the most vulnerable and fragile members of our society. Since 2008, we have been at the forefront of delivering industry-leading homecare management solutions by helping payers and providers achieve operational efficiency, increased compliance, and improved patient outcomes. Today, HHAeXchange is the premiere homecare management software solution for the Medicaid LTSS population. We act as the single source of truth in connecting payers, providers, and patients through our intuitive web-based platform, enabling unparalleled communication, transparency, and visibility.

HHAeXchange & Aetna Better Health of NY Partnership

Aetna Better Health of New York (ABHNY) has partnered with HHAeXchange to leverage our platform to implement Electronic Visit Verification (EVV) for Personal Care Services.

Through the HHAeXchange platform you will be able to receive new home health aide cases, manage authorizations, confirm visits, and communicate certain types of issues in real-time.

In addition, the HHAeXchange platform offers a robust agency management solution that can help streamline and automate time-consuming agency functions including placement, scheduling, compliance, and billing of services.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to Aetna Better Health of New York for:

  • Electronic case broadcasting, authorizations, confirming visits using EVV
  • Real-time two-way messaging with ABHNY
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing along with pre-billing review

Your Agency’s Options:

  • Agencies currently using HHAeXchange: You will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality.
  • Agencies currently using another 3rd Party EVV Solution (EDI): Authorization data will become available in the HHAeXchange Portal, rather than coming by fax. Schedule and visit data will be imported from your 3rd party system into HHAeXchange. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details.
  • Agencies not currently using HHAeXchange (Free EVV): You will receive an HHAeXchange Portal in order to receive authorizations and submit claims/invoice data. HHAeXchange Business Development team will reach out to you for portal agreements.

Your Agency’s Options & Onboarding Phase

  • Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): Authorization data will become available in the HHAeXchange Portal, rather than coming by fax. Schedule and visit data will be imported from your 3rd party system into HHAeXchange. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details. Providers will be going live with the linked Aetna NY contract in Phase 1.
  • Agencies not currently using HHAeXchange (New Providers – EVV option of EDI or Free HHAX): You will receive an HHAeXchange Portal in order to receive authorizations and submit claims/invoice data. Please complete the Provider Portal Questionnaire Survey to ensure our team can create your unique credentials for access. Providers will have the choice to either use the free HHAeXchange EVV tools or select to integrate with their own third party EVV system. Providers will be going live with the linked Aetna NY contract in Phase 1.
  • Agencies currently using HHAeXchange (Existing Enterprise Providers): You will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will be implemented with the linked Aetna NY contract in Phases 2 & 3. Providers will receive a detailed welcome letter in advance, letting them know which phase they fall under along with the go-live date expectations.

Important dates

Provider Information Sessions –Please refer to “Info Sessions” tab for more info.

Phase 1: Existing EDI Providers / New Providers

  • Monday March 15th, 2021
  • Thursday March 18th, 2021

Phase 2 & 3- Existing Enterprise Providers 

  • Information Session dates coming soon.

System User Training Sessions – To be scheduled; Please refer to “Training” tab for additional information and updates.

Go-Live Dates for Phase 1: Existing EDI / New Providers: Monday April 26th, 2021

Go-Live Date for Phase 2 & 3: Enterprise Providers: dates coming soon

Phase 1 (New Providers / Existing EDI)

New Providers

Complete the HHAeXchange Provider Portal Questionnaire no later than March 12th, 2021. This questionnaire will provide necessary information for HHAeXchange to configure your portal and allow you to select whether you want to use free HHAeXchange EVV tools or use your existing EVV system. Sign up for the Provider Information Session depending on your EVV selection with the links provided at the end of the Provider Portal Questionnaire. Completing the survey link above will provide you with the Information Session link to register for the sessions listed below:

  • Monday March 15th, 2021
  • Thursday March 18th, 2021

Existing EDI Providers

Please click Register to sign up for your provider Info Session. Webinars are offered in morning or afternoon and include a demo of the HHAeXchange platform. Attendance is only required for ONE (1) session as all will provide you with the same information. The pre-recorded webinar sessions allow for a Q/A chat option to answer all your questions.

  • Monday March 15th, 2021
  • Thursday March 18th, 2021

Phase 2 & 3 (exiting ENT providers)

  • Coming soon – providers will get a detailed welcome letter with the important dates & link to sign up. Information will be added as soon as the welcome letter is sent out to the providers.
UPCOMING WEBINARS

Please Click Here for Additional Training Webinars

Provider system user training

Provider System User Training will be provided via the HHAeXchange Learning Management System (LMS). Providers will have to log on the Learning Management System to complete their training to understand the use of the HHAeXchange Provider Portal along with its functionalities. This training is required to ensure you have a clear understanding of the functionalities available to you in the HHAeXchange Provider Portal. The courses include a variety of videos, documents, and tests to help ensure you have a clear understanding of the different aspects of the Provider Portal to use for your EVV benefits.

Use the Learning Management System (LMS):

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete.

  • An email will be sent to the contact that completed the Cognito Survey
  • One Username will be sent for your Agency to use. Username can be distributed amongst all members of your agency to complete the assigned courses.
  • Login to the LMS website using the provided credentials in the email
  • Work on completing the courses by reviewing the information provided
  • Any updates made to the password should be distributed amongst all members who have access to the account
  • For any questions or concerns, please reach out to Support@hhaexchange.com

Activating a Caregiver Profile In Arkansas, Caregivers must be licensed with a Professional License Number to provide care. For this reason, the Caregiver Management process requires that the Payer (PASSE) creates the Caregiver Profiles to include the required license number and HHAeXchange (HHAX) imports Caregiver records into the system. Once imported, the Provider must take added steps to activate the profiles in their Provider Portal to be able to service the Patient. This job aid details the steps to take to activate a Caregiver Profile once imported by the HHAX system. Please review the information below in regards to this feature. Job Aid | Video | PowerPoint

Importing Caregivers into HHAeXchange

(Note: This is not required for agencies using an EDI Import file to integrate with their 3rd Party Agency Management System)

To assist organizations with a large census of Caregivers, HHAeXchange has created a Caregiver Bulk Import tool to expedite the entry process. Please to access the Caregiver Bulk Import Process Guide, which provides instructions for how to:

  • Access and Save the Caregiver Import Template
  • Prepare the Caregiver import File for your Agency
  • Send the file to HHAeXchange (EDISupport@hhaexchange.com) for File Processing

EDI Overview (Integrating with a 3rd Party Agency Management System)

Thank you for your participation in working with HHAeXchange on the Electronic Data Interchange (EDI) project for your agency. Below you will find information about the general requirements and steps necessary to successfully integrate your Agency Management System with HHAeXchange.

HHAeXchange coordinates directly with Aetna Better Health of NY to ensure members and, if desired, authorizations are passed directly into the HHAeXchange system. Once this data is in the HHAeXchange system, a unique member key is created which HHAeXchange will pass to your Agency Management System to ensure seamless processing of member information between the systems. HHAeXchange will also give you a unique Provider Agency ID to include in all files used in the EDI processes.

In order to integrate between your Agency Management System and HHAeXchange, you will need to create the EDI files corresponding to the HHAeXchange specifications found in the following documentation (links below):

Info Session Registration:

HHAeXchange will hold Information Sessions beginning Monday March 15th, 2021. Please register for one of the below dates via hhaexchange.com/AetnaInfoSessionRegistration. Only one (1) session is required for attendance as all will provide with the same content.

Monday   March 15th, 2021: 12 PM EST

Thursday March 18th, 2021: 10 AM EST

Here is a look at some of the benefits you will get from the HHAeXchange Portal:

Ease of billing

  • Quickly enter confirmed visits in a user-friendly interface.
  • Increase billing acceptance rates with real-time pre-claim edit checks.

Efficient communication

  • Reduce payer communication time with real-time, two-way messaging.
  • Increase census by accepting new cases via the broadcasting module.
  • Access real-time authorization and notification of changes to the care plan (increase or decrease of units, change of service code, etc.).

Free tools

  • Free scheduling module to manage schedules online in real-time.
  • Free EVV solution to electronically track time and attendance.
  • Free interface with your agency management system.

HHAeXchange is the premiere Homecare Management Software company for the Medicaid non-skilled LTSS population. We are the leaders in connecting payers and homecare agency providers to enable more collaboration, communication, and workflow efficiencies.

Ease of billing

  • Quickly enter confirmed visits in a user-friendly interface
  • Increase billing acceptance rates with real-time pre-claim edit-checks

Efficient communication

  • Reduce payer communication time with real-time, two-way messaging
  • Increase census by accepting new cases via the broadcasting module
  • Access real-time authorization and notification of changes to the care plan (increase or decrease of units, change of service code, etc.)

Free tools

  • Free scheduling module to manage schedules online in real-time
  • Free EVV solution to electronically track time and attendance
  • Free interface with your agency management system

Through the HHAeXchange Portal, ABHNY is offering free telephony for clock-in and clock-out functionality, including capturing completed plan of care duties. Each agency who has indicated they would like to use HHAeXchange’s free EVV system will be set up with a toll-free 800 number to provide to their caregivers.

Great! If you’ve indicated that you’d like to use HHAeXchange’s free EVV system, the contact person listed on your survey will receive more information in the coming weeks on how to set up your agency’s 800 numbers, upload caregivers into the HHAeXchange Portal and begin processing EVV and claims.

It is simple to connect your existing EVV system to ABHNY through the HHAeXchange Portal. Ensure that you’ve completed the survey, and the HHAeXchange Integrations Team will coordinate with you to create an interface to process your existing EVV visits and claims. For additional information, please review the “EDI Process” tab or contact EDISupport@hhaexchange.com.

They will be sending new placements, authorizations, and all communication through the HHAeXchange Portal. ABHNY may send additional information as they deem necessary.

All claims will be created through the HHAeXchange Portal and sent electronically via an 837 eBilling file. Agencies will then receive an 835 eRemittance file back into the HHAeXchange Portal.

Yes. The HHAeXchange Portal provides a Prebilling Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and the ABHNY contract.

Yes. You will need a Portal to connect to ABHNY for placements, authorizations, communication, and billing.

Yes. You’ll be able to schedule your caregivers through the HHAeXchange Portal either by creating schedules based on the authorization provided by ABHNY, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

The person within your organization that filled out the survey will receive more information to identify super users and for training planning. The user who completed the survey will receive the Learning Management System (LMS) credentials for self-paced videos and webinar details with a live Q/A chat option to interact and review this information with the HHAeXchange training team.

Processes for importing and exporting data from the HHAeXchange Portal can be found on the “EDI Process” tab. You can also contact EDISupport@hhaexchange.com for further details and concerns.

Provider Services in Scope: Please see below all the provider services in scope for this implementation.

  • ADVANCED HOME HEALTH AIDE
  • CDPA BASIC – 15 MINUTES
  • CDPA ENHANCED
  • CDPA LIVE IN
  • CDPA LIVE IN ENHANCED
  • CDPA LIVE IN TWO CONSUMER
  • CDPA LIVE IN TWO CONSUMER ENHANCED
  • CDPA TWO CONSUMER
  • CDPA TWO CONSUMER ENHANCED
  • HHA
  • HHA – 15 MINS
  • HHA – LIVE IN TWO CLIENT
  • HHA LIVE IN
  • HHA TWO CLIENT
  • PCS LEVEL I – 15 MINUTES
  • PCS LEVEL I MULTIPLE CLIENT
  • PCS LEVEL I TWO CLIENT
  • PCS LEVEL II BASIC – 15 MINUTES
  • PCS LEVEL II BASIC TWO CLIENT
  • PCS LEVEL II HARD TO SERVE
  • PCS LEVEL II LIVE IN TWO CLIENT HARD TO SERVE
  • PCS LEVEL II LIVE-IN
  • PCS LEVEL II LIVE-IN TWO CLIENT
  • PCS LEVEL II MULTIPLE CLIENT
  • PCS LEVEL II TWO CLIENT HARD TO SERVE

For questions and issues, email HHAeXchange at Support@hhaexchange.com.