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.
Evercare 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 Evercare for:
Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): Authorization data will become available in the HHAeXchange Portal, rather than coming by fax. Schedule and visit data will be imported from your 3rd party system into HHAeXchange. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details. Providers will be going live with the linked Evercare contract in Phase 1.
Agencies not currently using HHAeXchange (New Providers – EVV option of EDI or Free HHAX): You will receive an HHAeXchange Portal in order to receive authorizations and submit claims/invoice data. Please complete the Provider Portal Questionnaire Survey to ensure our team can create your unique credentials for access. Providers will have the choice to either use the free HHAeXchange EVV tools or select to integrate with their own third party EVV system. Providers will be going live with the linked Evercare contract in Phase 1.
Agencies currently using HHAeXchange (Existing Enterprise Providers): You will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will be implemented with the linked Evercare contract in Phase 2.
Phase 1 (New Providers / Existing EDI)
Provider Information Sessions –Please refer to “Info Sessions” tab for more info.
System User Training Sessions – April 26, 2021 – April 30, 2021
Go-Live Dates for Phase 1: Existing EDI / New Providers May 17, 2021
Phase 2 (Existing ENT providers)
Go-Live Date for Phase 2: Existing Enterprise Providers: dates coming soon
An Information Session was 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 April 2021.
If you have not done so already, complete the HHAeXchange Provider Portal Questionnaire . 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.
Option 1: Use the Learning Management System (LMS)
New Providers & Existing EDI Providers:
Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete:
Option 2: Attend the System User Training Webinar Week
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. Click here to register for System User Training.
Training Day 1: Monday, 04/26
Training Day 2: Tuesday, 04/27
Training Day 3: Wednesday, 04/28 *Please attend one of the following sessions:
Morning session is specific to Free EVV Providers
Afternoon session is specific to EDI Providers
Training Day 4: Thursday, 04/29
Training Day 5: Friday, 04/30
EDI INFO SESSIONS
For providers using 3rd party EVV system outside HHAX, please attend an EDI information session that will provide you with the next steps in your integration. Please register here for EDI Specific information session. In the meantime, please reach out to EDISupport@hhaexchange.com with the subject line “EverCare Integration” to discuss your next steps or visit the “EDI PROCESS” tab.
(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:
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 EverCare 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):
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. Evercare 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 Evercare contract.
Yes. You will need a Portal to connect to Evercare 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 Evercare, 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.
Service Code |
Description |
S5125 |
Home Health Aide – 15 minutes |
S5126 |
Home Health Aide – Live-In |
S9122 |
Advanced Home Health Aide |
S9123 |
Nursing – RN per hour – CAP |
S9123:GT |
Nursing, Telephonic, Assessment & Patient Management, 10+ minutes |
S9124 |
Private Duty Nursing – LPN – per hour |
S9127 |
Medical Social Services |
S9127:GT |
Medical Social Worker, Telephonic, Assessment & Patient Management, 10+ minutes |
T1000 |
Private Duty Nursing per hour – CAP |
T1001 |
Nursing – RN Evaluation |
T1019:U1 |
*Personal Care Aide Level II Basic |
T1019:U2 |
*Personal Care Aide Level II Basic Two Client 1 of 2 Members in Household |
T1019:U3 |
*Personal Care Aide Level II Basic Shared (Multiple Members) |
T1019:U4 |
*Personal Care Aide per hour -hard to serve |
T1019:U5 |
*Personal Care Aide per hour – two consumers hard to serve |
T1019:U6 |
*CDPA Basic |
T1019:U8 |
*CDPA Enhanced |
T1020 |
PCA Level II Live In |
T1020:U2 |
PCA Level II Live In Two Client |
T1020:U5 |
PCA Level II Live In Two Clients Hard to Serve |
T1020:U6 |
CDPA Live in |
T1020:U7 |
CDPA Live in Two Consumers |
T1020:U8 |
CDPA Live in Enhanced |
T1020:U9 |
CDPA Live in Two Consumer Enhanced |
T1030 |
Nursing – RN Visit |
T1030:GT |
RN Supervision, Telephonic Visit |
T1031 |
Nursing – LPN Visit |
For questions and issues, email HHAeXchange at Support@hhaexchange.com.