Evercare 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.

HHAeXchange & Evercare Partnership

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.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to Evercare for:

  • Electronic case broadcasting, authorizations, confirming visits using EVV
  • Real-time two-way messaging with Evercare
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing along with pre-billing review

Agency Options & Onboarding Phase

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.

Important dates

Phase 1 (New Providers / Existing EDI)

Provider Information Sessions –Please refer to “Info Sessions” tab for more info.

    • Tuesday April 6, 2021
    • Friday April 9, 2021

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)

    • Information Session dates coming soon.

Go-Live Date for Phase 2: Existing Enterprise Providers: dates coming soon

Phase 1 (New Providers / Existing EDI) New Providers

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.

Phase 2 (existing ENT providers)

    • Coming soon – providers will get a detailed welcome letter with the important dates & link to sign up. Information will be added as soon as the welcome letter is sent out to the providers.

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:

    • An email will be sent to the contact that completed the EverCare 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 Support@hhaexchange.com

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

    • Video: HHAeXchange: Project Introduction
    • Provider Type: HHAX Free EVV and Third-Party EDI providers
    • Attendees: Admin + Biller + Coordinator
    • Functionalities Discussed: Project Overview, System Access, Support Resource, Workflows

Training Day 2: Tuesday, 04/27

    • Video: HHAeXchange Management & Adding Patients/TEMP Auths
    • Provider Type: HHAX Free EVV and Third-Party EDI providers
    • Attendees: Admin + Biller + Coordinator
    • Functionalities Discussed: Patient Placement, Communication, Caregiver Management, Reporting & Adding a Patient, Assigning a contract, Creating a TEMP Authorization for patients

Training Day 3: Wednesday, 04/28 *Please attend one of the following sessions:

Morning session is specific to Free EVV Providers

    • Video: HHAeXchange Scheduling and Visit Management
    • Provider Type: HHAX Free EVV
    • Attendees: Admin + Coordinator
    • Functionalities Discussed: Scheduling, Visit Management, EVV, Call Dashboard

Afternoon session is specific to EDI Providers

    • Video: HHAeXchange Introduction to EDI Integration
    • Provider Type: Third-Party EDI providers
    • Attendees: Admin + Coordinator
    • Functionalities Discussed: EVV management for Integration

Training Day 4: Thursday, 04/29

    • Video: HHAeXchange: Billing (Optional)
    • Provider Type: HHAX Free EVV and Third-Party EDI providers
    • Attendees: Attendees: Admin + Biller
    • Functionalities Discussed: Pre-billing, Billing, Billing Review, Re-billing

Training Day 5: Friday, 04/30

    • Video: HHAeXchange: Administration & Next Steps
    • Provider Type: HHAX Free EVV and Third-Party EDI providers
    • Attendees: Attendees: All Roles
    • Functionalities Discussed: User Management, Provider Profile, Coordinator Setup, Rate Management. The Next Steps video will provide information for all providers including logging in to the portal, Caregiver training, using the Provider Resource Page, receiving the IVR line, and a recap of the provider workflow.

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 sessionIn 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.

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) 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):

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Here is a look at some of the benefits you will get from the HHAeXchange Portal:

Ease of billing

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

Efficient communication

  • Reduce payer communication time with real-time, 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.

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

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

Efficient communication

  • Reduce payer communication time with real-time, 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

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.