Arkansas State Medicaid PASSE 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.

EVV and Claims Billing for Arkansas’s State Medicaid PASSEs

Starting on December 4, 2020, Arkansas Total Care and Empower Healthcare Solutions will require 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.

Important dates

  • Total Care: Go-live for all providers is 11/10/2020
  • Empower: Go-live for all providers is 12/4/2020

 

 

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

 

Provider System User Training will be provided via the HHAeXchange Learning Management System (LMS) along with webinars. Providers will have the options listed below to complete their training to understand the use of the HHAeXchange Provider Portal along with its functionalities. Please keep in mind both options are available to the provider for training and can be leveraged to complete the training.

Options for System User Training (providers can utilize one or both training options listed below):

  • Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete prior to go-live
    • An email will be sent to the contact that completed the Cognito Survey
    • One Username will be sent for your Agency to use
  • Register for User Training Webinars: Complete system user training by attending a series of webinars. The Webinars will provide the opportunity to view the same materials as the LMS courses. In addition, HHAeXchange staff will be available during the webinars to answer your questions live via an interactive Q/A chat feature.
    • Training is scheduled for November 30th through December 4th, 2020. The training schedule plan is outlined below:
        • Monday 11/9 HHAeXchange: Project Introduction / (Attendees: Admin + Biller + Coordinator for providers using HHA + 3rd party EDI providers).
        • Tuesday 11/10: HHAeXchange Management / (Attendees: Admin + Biller + Coordinator)
        • Wednesday 11/11: HHAeXchange EVV / (Attendees: Admin + Biller + Coordinator) – ONLY attend ONE from the options below based on your EVV option:
              • Morning Session: If using HHAeXchange Free EVV: HHAeXchange Scheduling and Visit Management (morning session).
              • Afternoon Session: If Using 3rd Party EVV System (EDI Agencies): HHAeXchange Introduction to EDI Integreation (afternoon session).
        • Thursday 11/12: Billing / (Attendees: Admin + Biller)
        • Friday 11/13: Administration / (Attendees: Admin)
  •  

Please use the training request form if needed to share the webinar information with other members of your agency.

Complete the AR PASSE Provider Portal Configuration Questionnaire

For new user request please complete the Arkansas Provider New User Request Form.

  • All Caregivers must have a valid Arkansas Medicaid Provider ID in order to service PASSE members. To ensure your Caregivers are set up correctly for each PASSE and to avoid payment denials or delays, please follow the below instructions:
    • For Arkansas Total Care, complete the Caregiver Roster and submit to ARKCredentialing@Centene.com
    • For Empower Healthcare Solutions, complete the Caregiver Roster and submit to Empower.network@empowerhcs.com with “Personal Care Roster” in the subject of the email”

 

 

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):

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.

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.