Alabama Provider Information Center

HHAeXchange is the premiere Homecare Management Software company for the Alabama Medicaid Agency Electronic Visit Verification System. We are the leaders in connecting payers and homecare agency providers to enable more collaboration, communication, and workflow efficiencies. Through the use of the HHAeXchange Portal our goal is to make working with Alabama Medicaid easy and efficient.

Electronic Visit Verification Solution for Alabama Medicaid

Alabama Medicaid has partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) system for providers of personal care services and home health services. HHAeXchange features tools for scheduling, authorization management, communication for all HCBS waiver providers. HHAeXchange also offers tools and features to support the unique workflows of self-direction.

Together with Alabama Medicaid, we will need to gather more information from the provider agencies providers to begin the onboarding process. The first step will be to fill out the Alabama Medicaid Provider Survey found here: Alabama Medicaid Enrollment Form

Selecting an EVV solution that fits your provider agency

This questionnaire is designed to capture information about your provider agency necessary for Alabama Medicaid along with HHAeXchange as part of the effort to implement methods of collecting and reporting EVV compliant data for all HCBS waiver services related to Alabama Medicaid. Below you will find more information on each method of EVV data collection.

Your provider agency plays a vital role in the success of our EVV program.  As part of your participation with Alabama Medicaid, you have multiple options provided to you to ensure EVV compliance:

  • Option 1Agencies who will use HHA EVV Solution: Will be set up to use the free EVV system from HHAeXchange.  
  • Option 2 Agencies choosing to use another 3rd Party EVV Solution: Will import visit data into HHAeXchange using Electronic Data Interchange (EDI). Please contact EDISupport@hhaexchange.com to begin your integration.

Important Dates

Go-Live date: 02/14/2022

 

Disclaimer: The information on this page is subject to change. As new information becomes available, the page will be updated. Please check back often for updates.

HHAeXchange is offered at no cost to the providers. Here is a look at some of the benefits you will get if you choose the HHAeXchange Portal as your EVV solution.

EVV

  • Clock-In / Clock-Out Exception Dashboard
  • Submission / Aggregation of EVV Data to Alabama Medicaid
  • Mobile Application in Multiple Languages
  • Telephony Lines in English and Spanish

Scheduling

  • Master Week Scheduling
  • Case & Scheduling Coordination

Communication

  • Real-Time Two-Way Messaging with HCBS Operating Agencies

Billing

  • Prebilling Claims Verification
  • eBilling (837) / eRemittance (835) for Alabama Medicaid

Compliance

  • Automatic Authorization Receipt from HCBS Operating Agencies
  • Plan of Care Adherence
  • Visit Confirmation Compliance
  • Visit reporting

 

Disclaimer: The information on this page is subject to change. As new information becomes available, the page will be updated. Please check back often for updates.

UPCOMING WEBINARS
  • Tuesday, May 17th @ 1pm EST: HHAeXchange EVV (Electronic Visit Verification)  
  • Audience: Alabama Provider Portal Agencies using HHAeXchange Free Electronic Visit Verification Tools for Scheduling and Visit Management
  • Description: This webinar will help Alabama Provider Portal Agencies who are using HHAeXchange Electronic Visit Verification for visit confirmation to verify Worker Clock-In and Clock-Out processes, and recording the duties performed, including an overview of:
  • Types of EVV (IVR and GPS)
  • Setting up Workers for EVV in HHAeXchange
  • How EVV Appears in HHAeXchange
  • Examples of IVR (Using Caller ID) and GPS (Using the HHAeXchange Mobile App)

 

  • Tuesday, May 24th @ 1pm EST: HHAeXchange Administration 
  • Audience: ALL Alabama Provider Portal Agency users with Administration access
  • Description: This webinar will cover the Administrative functions in HHAeXchange, which will allow you to configure settings specific to your agency, including:
  • Automatic Email Alerts
  • User Management (Creating Users and Assigning System Roles)
  • Coordinator Setup

 

recorded webinars

Please visit the Alabama Provider Portal Resource Page in the HHAeXchange System Support Center to view additional previously recorded webinars

 

PROVIDER SYSTEM USER TRAINING
  • 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 Provider portal questionnaire
      • 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 ALSupport@hhaexchange.com

HHAeXchange Overview (applicable to ALL providers):

Information Sessions are being held for all providers to provide them with key dates and details about the implementation, including key workflow changes, system benefits, and next steps. Please refer to the links below to access videos and presentations from the Provider Info Sessions, held via webinar in December 2021.

Free EVV Information Sessions:

EDI (Integrating Providers) Information Sessions:

Disclaimer: The information on this page is subject to change. As new information becomes available, the page will be updated. Please check back often for updates.

EDI Provider Resources

EDI Provider Rebilling Job Aid: This job aid provides guidance to the various rebilling scenarios for EDI Providers. This aid can also be found in the provider portal resources page in the HHAeXchange support center.

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 CLICK HERE 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) integration for your agency. Below you will find information about the general requirements and steps to successfully integrate your 3rd Party EVV Management System with HHAeXchange. EDI Providers will be required to comply with both the business requirements and technical specifications listed below. Upon review of the documents below, please initiate contact with HHAX to begin the integration process.

 

Disclaimer: The information on this page is subject to change. As new information becomes available, the page will be updated. Please check back often for updates.

 
 

HHAeXchange is the premiere Homecare Management Software company for the Alabama Medicaid HCBS population.  The HHAeXchange solution will connect payers and homecare providers to enable more collaboration, communication and workflow efficiencies.

Through the HHAeXchange Portal, Alabama Medicaid is offering free telephony for clock-in and clock-out functionality. Each agency who has indicated they’d like to use HHAeXchange’s free EVV system will be set up with a toll-free 800 number to provide to their caregivers. A caregiver will also be given the option to download the free HHAeXchange Mobile App available for both iPhone and Android users that can be used to clock-in and clock-out, review patient information and visit information

 

Please contact your HCBS Operating Agency

It is simple to connect your existing EVV system to the HHAeXchange portal. Please see the EDI Process page for additional information, and whom to contact.

 

Alabama Medicaid will send authorizations and communications through the HHAeXchange portal.

Claims will be created through the HHAeXchange Portal for verified visits and sent electronically via an 837 eBilling file to the fiscal agent for adjudication.

 

Yes. The HHAeXchange Portal provides a Prebilling Claims module designed to ensure that your claims are compliant with Alabama Medicaid EVV requirements.

Yes. You will need a Portal to connect to Alabama Medicaid for authorizations, communication, and billing.

Yes. You’ll be able to schedule your caregivers through the HHAeXchange Portal.

Please visit the Training tab.

Processes for importing data into the HHAeXchange Portal can be found on the EDI Process page.

 

 

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

 

Here’s a look at some of the benefits you’ll get from the HHAeXchange Portal:
 

Ease of billing

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

Efficient communication

  • Reduce payer communication time with realtime, 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.

Download the HHAeXchange Portal Benefits

Please see ‘Chart-Alabama HCBS Waiver Services‘ documents located on the Alabama Medicaid Website. 

 

Disclaimer: The information on this page is subject to change. As new information becomes available, the page will be updated. Please check back often for updates.

Please review the FAQs, Info Sessions and Training Pages prior to reaching out as this may answer your questions.  If you are unable to find an answer to your question, please see the following options for contacts.

  • For questions regarding accessing the HHAeXchange application, the transmission of data to the HHAeXchange system or other technical assistance, please contact: ALSupport@hhaexchange.com
  • For assistance with Integrating a 3rd Party EVV Management System with HHAeXchange, please see the EDI Process
  • For assistance with business requirements, password resets, provider enrollment, or questions with authorization, recipient or provider related information, please contact your HCBS Operating Agency.

 

Providers with an existing HHAeXchange portal please use the HHAeXchange Live Chat within your Support Center to receive assistance from a Live Agent. The live chat option is recommended for quicker response times.

 

 

Disclaimer: The information on this page is subject to change. As new information becomes available, the page will be updated. Please check back often for updates.

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