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.
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.
The HHAeXchange Portal provides a direct connection from the agency to Aetna Better Health of New York for:
Provider Information Sessions –Please refer to “Info Sessions” tab for more info.
Phase 1: Existing EDI Providers / New Providers
Phase 2 & 3- Existing Enterprise Providers
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:
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.
Phase 2 & 3 (exiting ENT providers)
Please Click Here for Additional Training Webinars
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.
Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete.
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
(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:
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:
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
Efficient communication
Free tools
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.
For questions and issues, email HHAeXchange at Support@hhaexchange.com.