WELCOME TO HHAEXCHANGE
Illinois has partnered with HHAeXchange to help Illinois providers become compliant with state and federal Electronic Visit Verification (EVV) requirements and ensure a simplified, user-friendly, and seamless experience.
Under Section 12006(a) of the 21st Century Cures Act, states are required to implement EVV for all Medicaid personal care services and home health care services that require an in-home visit by a provider. The EVV system must verify the type of service performed, along with the date, time, and location of the service, as well as the individual receiving and the individual providing the service.
Illinois has decided to use an open system or “Open Vendor Model.” The implementation of an “Open Vendor Model” allows providers to use the state’s selected EVV system, HHAeXchange, at no cost, or an alternate EVV system of their choosing that directly integrates with the state’s EVV system, HHAeXchange. The HHAeXchange system includes data collection, data aggregation, and a pre-billing module to support Illinois’ Department of Healthcare & Family Services and its providers. HHAeXchange will support Illinois HFS by consolidating all visit data, regardless of the EVV tools used.
In 2023, Illinois HFS began the implementation with HHAeXchange for aggregation of EVV data. The implementation has been staggered to allow adequate time for training and adoption by impacted stakeholders.
HHAeXchange is offered at no cost to the providers. However, we understand that providers may need to expend time and resources to implement a change this large in order to achieve compliance in partnership and cooperation with Illinois (IL). Here’s a look at some of the benefits you will get if you choose the no-cost HHAeXchange EVV Portal.
Choose the Best Option for Your Agency
Your provider agency plays a vital role in the success of the state’s EVV program. As part of your participation with Illinois Medicaid, you have two options to ensure EVV compliance. Please review your options and then fill out the Illinois Provider Enrollment Survey to make your selection. This survey will create your HHAeXchange portal. Every agency who provides in scope EVV services for Medicaid customers is required to have a portal!
The Know Your Numbers Q&A session held on November 8 provided insight into the EVV Compliance Report and how it supports transparency and accountability across the EVV process. If you missed the webinar or would like a refresher, please review the deck below.
Recording| Slide Deck
To help you navigate the report, we’ve prepared a detailed article that walks you through the compliance reporting details step-by-step. It is available on the HHAeXchange Knowledge Base.
Click the links below to review EVV Policies for provider agencies by program:
An EVV compliance report will be generated on the 15th of each month for EVV data from the previous month, as well as “year-to-date” information. The report will be sent via email to all admin users for agencies providing services for the payers listed below.
Please note: DRS and DOA services are not in scope for EVV at this time.
In an effort to simplify EVV Compliance Reporting, questions from provider agencies and answers from Subject Matter Experts are presented below. This information should help you to understand these reports and know how to use them.
(Total Visits for the Time Period – Total Visits for the Time Period with an Exception)/ Total Visits for the Time Period”
HHAeXchange University (Learning Management System/LMS):
HHAeXchange University is the new Learning Management System (LMS) for software mastery. This user-friendly, self-paced platform is designed to help you learn the HHAeXchange portal and Electronic Visit Verification (EVV) in less time. Getting started is easy—register on the LMS Sign Up page using your name, email, chosen password, and six-digit customer ID. No need to share credentials—anyone from your agency can create their own login. Once registered, explore personalized learning plans and start your journey today. Your foundational training takes just 2-3 hours, putting essential tools and knowledge at your fingertips!
Upcoming & Previously Recorded Illinois Specific Training Sessions
Please click here for Additional Training Webinars.
Link to Key Information Document
Click here to review the detailed FAQ 2.0 document in regard to the Illinois Implementation.
Key Dates
Electronic Data Interchange (EDI) Process
The EVV integration timeline is dependent on the 3rd party agency management system and other factors. While in the configuration process, you do not need to do anything further for EVV or data aggregation, aside from responding to your 3rd party vendor’s or HHAX’s requests for EDI linking. As long as EVV data is being captured in the 3rd party vendor’s system, it will be transferred over for aggregation retroactively once EVV aggregation linking is completed.
EDI Overview (Integrating with a 3rd Party Agency Management System)
Note, this process applies specifically to providers that chose Option 2, found on the “Get Started Now!” tab above.
Thank you for 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 successfully integrate your 3rd Party Agency Management System with HHAeXchange. EDI providers will be required to comply with both the business requirements and technical specifications listed below. Upon review of the documents below, please follow the steps in the Getting Started Checklist for Illinois State-Sponsored Alternate EVV Providers
Please review and follow the steps below
Importing Caregivers into HHAeXchange
(Note: This action is not required for agency providers 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. CLICK HERE to access the Caregiver Bulk Import Process Guide, which provides instructions for how to:
Training Opportunities for EDI Providers
“EDI Onboarding Webinar for Illinois Home Health”
Recording | Slides
“EDI Onboarding Webinar for Illinois DDD Personal Care”
The below in scope services are the only services currently live with the HHAeXchange State-Sponsored EVV Tools and Aggregation.
Individuals receiving personal support in the home through Illinois’ Home and Community Based Services (HCBS) waivers, This consists of services supporting Activities of Daily Living (ADLs), such as bathing, dressing, grooming, and meal preparation.
Illinois Department of Human Services (DHS) – Division of Developmental Disabilities (DDD) Personal Care Services:
Home Health Care Services (HHCS)
Individuals receiving home health services through the Medicaid State Plan, the Nursing and Personal Care Services (NPCS) program, or authorized under a waiver, including the Medically Fragile Technology Dependent (MFTD) Waiver
Illinois Department of Healthcare and Family Services (HFS) – Medicaid State Plan Home Health, including both Fee-For-Service (FFS) and the Managed Care Organizations (MCO)
All providers can use our Client Support Portal to find answers to questions and create support requests or reach out to HHAeXchange at [email protected].
If you need to contact someone directly for DHS’ Division of Rehabilitation Services (DRS), please email [email protected].
If you need to contact someone directly for UIC-DSCC, please email [email protected].
If you need to contact someone directly for Department on Aging, please email [email protected]
If you need to contact someone directly from DHS-DDD, please email [email protected].
If you need to contact a representative of HFS regarding State Plan Home Health services billed to Illinois Medicaid or the MCOs, please email [email protected].
HHAeXchange Illinois EVV Helpline: (833)961-7429