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 August 1, 2021, 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.

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

Important Dates

Go-Live Date: Date for providers to begin using the HHAX Enterprise platform for EVV and billing.  After the go-live date, the state of Arkansas will no longer permit billing through the MMIS for personal care services.

  • Total Care: Go-live for all providers is August 1, 2021
  • Empower: Go-live for all providers is August 1, 2021

 

 

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

 

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


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 Process

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):

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.