Fidelis Care

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 premier 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 & Fidelis Care Partnership

Fidelis Care has partnered with HHAeXchange to leverage our platform to implement Electronic Visit Verification (EVV) for Personal Care Services, as part of the approach for the 21st Century Cures Act. 

Through the HHAeXchange platform you will be able to receive new members and authorizations from Fidelis Care, as well as schedule and confirm visits for those members.

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 Fidelis Care for:

  • Electronic case placement, authorizations, plan of care management and entering confirmed visits
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing along with pre-billing review

Your Agency’s Options:

  • Agencies currently using HHAeXchange: You will be able to continue using HHAeXchange, utilizing the system’s Linked Contract functionality.
  • Agencies currently using another 3rd Party EVV Solution: 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.
  • Agencies not currently using HHAeXchange: You will receive an HHAeXchange Portal in order to receive authorizations and submit claims/invoice data.

Important dates

Provider Information Sessions- Please review Info Session tab for more details 

    • Tuesday Nov 2, 2021
    • Thursday Nov 4, 2021
    • Friday Nov 5, 2021

System User Training Sessions – To be scheduled; Please refer to “Training” tab for additional information and updates

Go-Live dates for all Providers: December 13th 2021

The Cures Act Mandate requires all visits for personal care services to be timestamped via an electronic verification method utilizing EVV tools to record the member, caregiver, location of the service, date of the service and the type of service performed. To ensure EVV data is being accurately captured, Fidelis Care will be implementing HHAeXchange. An Information Session is being held for all providers to share key details regarding this implementation, including workflow changes, system benefits, and next steps. 

Information Session Webinars are being held on the following dates:

  • Tuesday Nov 02, 2021: 10:00 AM 
  • Thursday Nov 04, 2021: 2:00 PM
  • Friday Nov 05, 2021: 12:00 PM 

To register please follow instructions provided below based on your provider type:

New Providers: A registration link for the information session will be available to new providers only after you complete the HHAeXchange Provider Portal Questionnaire. This questionnaire will gather necessary information for HHAeXchange to configure your provider portal and allow you to select whether you want to use free HHAeXchange EVV tools or use your existing EVV system.

Existing Providers: A registration link was provided to you in your Welcome Letter from Fidelis Care that was mailed to providers in October 2021. Please type the registration link into your web browser, select the webinar date that you would like to attend, fill out all required fields, and click register. An automatic email will be sent to you with the instructions for joining the zoom webinar.   

UPCOMING Training WEBINARS

New Providers: System User Training

System User Training will be provided via the HHAeXchange Learning Management System (LMS) and instructional webinars during System User Training Webinar Week.

  • Registration, LMS Access & Training Dates will be added when available 

Existing Enterprise Providers: Enhanced Linked Contract Experience The purpose of this training is to cover several enhancements that allow for more flexibility and ease of use with linked payers. These enhancements include the Universal Patient Record linked contract functionality and improvements to the patient management experience.

  • Registration & Training Dates will be added when available 

Existing EDI Providers Please refer to the EDI Process tab for integration related trainings and instructions. 

  • EDI Process Tab will be added when available

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 Aetna Better Health of NY 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:

Ease of billing

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

Member & Authorization Management

  • Increase census by accepting new cases via Fidelis Care Member Placement.
  • 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

  • Increase census by accepting new cases via the HHAeXchange Portal
  • 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. ABHNY 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 ABHNY contract.

Yes. You will need a Portal to connect to ABHNY for placements, authorizations, 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 ABHNY, 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

S5130:U1:NY

S5130:U1:LI

S5130:U2:NY

S5130:U2:LI

S5130:U3:NY

S5130:U3:LI

T1019:U1:NY

T1019:U1:LI

T1019:U2:NY

T1019:U2:LI

T1019:U3:NY

T1019:U3:LI

T1019:U4:NY

T1019:U4:LI

T1019:U5:NY

T1019:U5:LI

T1020:NY

T1020:LI

T1020:U2:NY

T1020:U2:LI

T1020:U5:NY

T1020:U5:LI

T1019:U6:NY

T1019:U6:LI

T1019:U7:NY

T1019:U7:LI

T1019:U8:NY

T1019:U8:LI

T1019:U9:NY

T1019:U9:LI

T1020:U6:NY

T1020:U6:LI

T1020:U7:NY

T1020:U7:LI

T1020:U8:NY

T1020:U8:LI

T1020:U9:NY

T1020:U9:LI

S5125:NY

S5125:LI

S5125:U2:NY

S5125:U2:LI

S5126:NY

S5126:LI

S5126:U2:NY

S5126:U2:LI

S9122:LI

S9122:NY

S9122:U1:NY

S9122:U1:LI

PCS LEVEL I – 15 MINUTES

PCS LEVEL I – 15 MINUTES

PCS LEVEL I TWO CLIENT

PCS LEVEL I TWO CLIENT

PCS LEVEL I MULTIPLE CLIENT

PCS LEVEL I MULTIPLE CLIENT

PCS LEVEL II BASIC – 15 MINUTES

PCS LEVEL II BASIC – 15 MINUTES

PCS LEVEL II BASIC TWO CLIENT

PCS LEVEL II BASIC TWO CLIENT

PCS LEVEL II MULTIPLE CLIENT

PCS LEVEL II MULTIPLE CLIENT

PCS LEVEL II HARD TO SERVE

PCS LEVEL II HARD TO SERVE

PCS LEVEL II TWO CLIENT HARD TO SERVE

PCS LEVEL II TWO CLIENT HARD TO SERVE

PCS LEVEL II LIVE-IN

PCS LEVEL II LIVE-IN

PCS LEVEL II LIVE-IN TWO CLIENT

PCS LEVEL II LIVE-IN TWO CLIENT

PCS LEVEL II LIVE IN TWO CLIENT HARD TO SERVE

PCS LEVEL II LIVE IN TWO CLIENT HARD TO SERVE

CDPA BASIC – 15 MINUTES

CDPA BASIC – 15 MINUTES

CDPA TWO CONSUMER

CDPA TWO CONSUMER

CDPA ENHANCED

CDPA ENHANCED

CDPA TWO CONSUMER ENHANCED

CDPA TWO CONSUMER ENHANCED

CDPA LIVE IN

CDPA LIVE IN

CDPA LIVE IN TWO CONSUMER

CDPA LIVE IN TWO CONSUMER

CDPA LIVE IN ENHANCED

CDPA LIVE IN ENHANCED

CDPA LIVE IN TWO CONSUMER ENHANCED

CDPA LIVE IN TWO CONSUMER ENHANCED

HHA – 15 MINS

HHA – 15 MINS

HHA TWO CLIENT

HHA TWO CLIENT

HHA LIVE IN

HHA LIVE IN

HHA – LIVE IN TWO CLIENT

HHA – LIVE IN TWO CLIENT

HHA

HHA

ADVANCED HOME HEALTH AIDE

ADVANCED HOME HEALTH AIDE

Fidelis Direct Contact Information:

Contact your Fidelis Care Provider Relations Specialist 

Provider Call Center at 1-888-FIDELIS (1-888-343-3537)

HHAeXchange:

For questions and issues, email HHAeXchange at Support@hhaexchange.com.