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.
EVV and Claims Billing for Arkansas’s State Medicaid PASSEs
While there is no state mandate in place, Arkansas Total Care and Empower Healthcare Solutions encourage providers to use HHAeXchange to submit confirmed visits and bill directly through the free HHAeXchange Portal for all personal care services.
The first step in effectively working with the PASSE is to fill out the following questionnaire for your organization. The answers from your questionnaire will allow HHAeXchange to configure your agency’s portal.
What are the key benefits of the HHAeXchange Portal to homecare agencies?
- FREE Electronic Visit Verification (EVV) tools
- Open Model EDI Integration with 3rd Party EVV Vendors
- Real-time, two-way messaging with each PASSE
- Receive recipient demographics, authorizations, and plan of care electronically
- Pre-bill scrubbing to ensure clean claims and accelerate revenue cycle
Your Agency’s Billing Options
Option 1, Free HHAeXchange EVV: Our agency wants to use HHAeXchange’s free EVV system, provided by the PASSE. Great! If you’ve indicated that you’d like to use HHAeXchange’s free EVV system, the contact person listed on your questionnaire 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.
Option 2, Use my Current EVV System: Our agency has an existing EVV system that we’d like to keep. It’s simple to connect your existing EVV system to the PASSE through the HHAeXchange Portal. Ensure that you’ve completed the questionnaire, and the HHAeXchange EDI Integrations Team – edisupport@hhaexchange.com – will coordinate with you to create an interface to process your existing EVV visits and claims. Please note: Authenticare does not allow use of their use of their EVV system for PASSE members.
Additional Information
For Additional information regarding the HHAeXchange system, please review the Frequently Asked Questions document or reach out to HHAeXchange support, support@hhaexchange.com
Upon completion of the Provider Portal Questionnaire, please refer to the links below to access the recording and slides that were presented during the sessions hosted in October 2020.
These sessions provided a high-level introduction to the HHAeXchange system (including a demo), as well as PASSE-program specific information
UPCOMING WEBINARS
Please Click Here for Additional Training Webinars
recorded webinars
Please visit the Provider Portal Resource Page in the HHAeXchange System Support Center to view additional previously recorded 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
Complete the AR PASSE Provider Portal Configuration Questionnaire
For new user request please complete the Arkansas Provider New User Request Form.
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
HHAeXchange will send all caregiver details to Arkansas Total Care and Empower for consideration during claims processing. Please note that the caregiver’s Arkansas Medicaid ID should be entered into the Professional License Number Field in HHAeXchange.
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 to take to successfully integrate your Agency Management System with HHAeXchange.
HHAeXchange coordinates directly with the Provider-Led Arkansas Shared Savings Entity (PASSEs) 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 the HHAeXchange, you will need to create the EDI files corresponding to the HHAeXchange specifications found in the following documentation (links below):
- Click here for the HHAexchange Provider Integration Visit Import Guide v5
- Click here for the HHAexchange EDI Export Interface Guide v5
- Click here for the HHAeXchange EDI Code Table Guide
Please open each link and save each guide for your records.
Please note: Authenticare does not allow use of their use of their EVV system for PASSE members.
EDI PROVIDER INTEGRATION TRAINING WEBINARS
This webinar will provide high-level detailed information of the EDI Process along with the core next steps on how to work in the HHAeXchange system for integrated providers.
- Please Click Here to view the EDI Provider: Post Integration Webinar
EDI PROVIDER Job Aids
Click here to review the detailed FAQ document in regard to the Arkansas PASSE Implementation which will provide you with more insight on the program, patient placement, billing, EVV, Communications, as well as EDI and other functionalities.
Yes. The HHAeXchange Portal provides a Pre-billing Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and MCO contract.
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.
- FREE Electronic Visit Verification (EVV) tools
- Open Model EDI Integration with 3rd Party EVV Vendors
- Real-time, two-way messaging with each PASSE
- Intelligent case broadcasting for new referrals / cases
- Receive recipient demographics, authorizations, and plan of care electronically in real-time
- Pre-bill scrubbing to ensure clean claims and accelerate revenue cycle
It’s simple to connect your existing EVV system to the PASSE through the HHAeXchange Portal. Ensure that you’ve completed the HHAeXchange Portal Configuration Questionnaire, and the HHAeXchange Integrations Team will coordinate with you to create an interface to process your existing EVV visits and claims. EDI Process Guides can be found in the EDI Process tab, above.
Please see the EDI Process tab, above.
Great! If you’d like to use HHAeXchange’s Free EVV system ensure that you’ve completed the HHAeXchange Portal Configuration Questionnaire. The contact person listed in your response will be contacted by HHAeXchange to set up your agency for EVV.
The PASSE will send placements, authorizations, and all communication through the HHAeXchange Portal. The PASEE may send additional information as they deem necessary.
Yes. You’ll be able to schedule your caregivers through the HHAeXchange Portal either by creating schedules based on the authorization provided by the PASSE, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.
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 Pre-billing Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and PASSE contract.
Please see the User Training tab, above.
For questions and support please Contact Us using one of the following options below:
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.
All providers can contact us by phone 1-855-400-4429 or email support@hhaexchange.com
