Minnesota Provider Information Center

HHAeXchange is the premiere Homecare Management Software company for the Medicaid LTSS population. We are the leaders in connecting state agencies, managed care payers and homecare providers to enable more collaboration, communication, and workflow efficiencies. Through the use of the HHAeXchange Portal our goal is to make working with the Minnesota Department of Human Services (MN DHS) easy and efficient. 

Electronic Visit Verification Solution for the Minnesota Department of Human Services

The Minnesota Department of Human Services (MN DHS) has partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) system for providers of personal care services and home health services. HHAeXchange features tools for scheduling, authorization management, communication for Personal Care Services and Home Health Services. HHAeXchange also offers tools and features to support the unique workflows of self-direction.

The HHAeXchange solution will focus on collecting and reporting EVV compliant data for all personal care services (PCS) and Financial Management Services (FMS) for Minnesota DHS. As part of the Minnesota DHS EVV program initiative, we will need to gather more information from your provider agency.

The first step will be to fill out the Provider Enrollment Form listed below as you are identifying yourself as a Minnesota DHS provider. If you provide both Personal Care Services and Financial Management Services, please fill out both surveys.

Selecting an EVV solution that fits your provider agency

This questionnaire is designed to capture information about your provider agency necessary for Minnesota DHS along with HHAeXchange as part of the effort to implement methods of collecting and reporting EVV compliant data for all personal care services related to Minnesota DHS. Below you will find more information on each method of EVV data collection.

Your provider agency plays a vital role in the success of our EVV program.  As part of your participation with Minnesota DHS, you have multiple options provided to you to ensure EVV compliance:

  • Option 1 – Agencies currently without an EVV Solution: You can be set up to use Free EVV tools from HHAeXchange for Homecare services.
  • Option 2 – Agencies currently using another 3rd Party EVV Solution: You can use your existing EVV system and import visit data into HHAeXchange using Electronic Data Interchange (EDI). Please contact EDISupport@hhaexchange.com to begin your integration.

Important Dates

Go-Live date for Personal Care Services: 12/1/2021

Go-Live date for Home Health Services: Before the Jan. 1, 2023, Centers for Medicare & Medicaid Services deadline for home health services

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 MN DHS. Here is a look at some of the benefits you will get if you choose the HHAeXchange Portal as your EVV solution.

EVV

  • Participant Management for the MN DHS Program
  • Mobile Application in Multiple Languages
  • Telephony Lines in English and Spanish
  • EVV options focused on self-direction
  • Clock-In / Clock-Out Exception Dashboard
  • Submission / Aggregation of EVV Data to MN DHS 

Scheduling

  • Master Week Scheduling
  • Case & Scheduling Coordination
  • Plan of Care Management

Compliance

  • Minnesota Statutes 256B.073 Compliance
  • Plan of Care Adherence
  • Visit Confirmation Compliance
  • Visit reporting

Purpose-Built for Self-Direction

  • Participant or employer review and approval of time worked
  • Workflows to support self-directing participants and FMS entities
  • Integrate easily with FMS tools
Provider System User Training will be provided via the HHAeXchange Learning Management System (LMS) along with webinars. Providers will have the options listed below to complete their training to understand the use of the HHAeXchange Provider Portal along with its functionalities. Please keep in mind both options are available to the provider for training and can be leveraged to complete the training.

 

More Information will be coming soon

HHAeXchange Overview (applicable to ALL providers):

Information Sessions are being held for all providers to provide them with key dates and details about the implementation, including key workflow changes, system benefits, and next steps. 

Personal Care Services Information Sessions: Please click here to register

  • October 5th, 2021: 1PM CST
  • October 7th, 2021: 9AM CST
  • October 12th, 2021: 11AM CST

Financial Management Services Information Sessions: Please click here to register

  • October 6th, 2021: 1PM CST
  • October 7th, 2021: 1PM CST
  • October 11th, 2021: 11AM CST

EDI Overview (Integrating with a 3rd Party Agency Management System). Note, this process applies specifically for providers that chose option 2, found on the “Overview” tab above.

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 successfully integrate your 3rd 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 initiate contact with HHAX to begin the integration process Initial steps EDI providers should follow:

Please review and follow the steps below, (these steps are also found on the HHAeXchange Provider EDI Welcome Packet):

 
 

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 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
  • Prebilling Claims Scrubbing
  • eBilling (837) / eRemittance (835) for WV FFS

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, West Virginia DHHR 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 West Virginia DHHR 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. West Virginia DHHR may send additional information as they deem necessary.

More billing information to be shared by West Virginia DHHR

 

Yes. The HHAeXchange Portal provides a Prebilling Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and the West Virginia DHHR contract.

Yes. You will need a Portal to connect to West VirginiaDHHR(s) 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 the West Virginia DHHR, 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 also webinar details with 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. 

 

Please call (866) 983-4627 or email at WVsupport@hhaexchange.com  

 

Here’s a look at some of the benefits you’ll get from the HHAeXchange Portal:
 

Ease of billing

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

Efficient communication

  • Reduce payer communication time with realtime, 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.

EVV Service Codes – Personal Care

Service name HCPC
CDCS Personal Assistance, Decremental T2028-U1
Consumer Support Grant, Decremental T2025
Crisis Respite, 15 Minutes T1005
Crisis Respite, Specialized, 15 Minutes T1005-TG
Crisis Respite, Daily S9125
Homemaker, Assistance with Personal Cares, 15 Minutes S5130-TG
Individual Community Living Support, In Person, 15 Minutes H2015-U3
Night Supervision, 15 Minutes S5135-UA
Personal Care Services T1019 with any modifier
Respite Care Services, In Home, 15 Minutes S5150
Respite Care Services, In Home, Daily S5151

EVV Personal Care Service Codes Affected by Waiver Reimagine

DHS’ streamlining of waiver services into new service names and codes began Jan. 1, 2021. New waiver service names and codes will run concurrently with current service names and codes until the transition to new services is fully complete in about 18 months.

Current service name

Current HCPC

Waiver Reimagine service name

Waiver Reimagine HCPC

Waiver Reimagine HCPC (shared care)

In-Home Family Support, 15 Minutes S5125 Individualized Home Supports with family training S5125 UC (1:1) S5125 UC UN (1:2)
Independent Living Skills (ILS) Training, 15 Minutes H2032 TF; H2032 TF TT Individualized Home Supports with training H2014 U3 UC (1:1) H2014 U3 UC UN (1:1)
Individualized Home Supports, 15 Minutes H2014 U3 Individualized Home Supports with training H2014 U3 UC (1:1) H2014 U3 UC UN (1:1)
Individualized Home Supports, Daily H0043 U3 Individualized Home Supports with training H0043 U3 UC H2014 U3 UC UN (1:1)
Personal Support, 15 Minutes S5135 Individualized Home Supports without training S5135 UC (1:1) S5135 UC UN (1:2)
Personal Support/Adult Companion, 15 Minutes S5135 Individualized Home Supports without training S5135 UC (1:1) S5135 UC UN (1:2)

 

EVV Service Codes – Home Health

Service name

HCPC

Direct Skilled Nursing, LPN, Home or Hospice, 15 Minutes G0300
Direct Skilled Nursing, RN, Home or Hospice, 15 Minutes G0299
Home Health Aide, Extended, 15 Minutes T1004
Home Health Aide, Per Visit T1021
Occupational Therapy Assistant, Per Visit S9129-TF
Occupational Therapy, Extended, Per Visit S9129-UC
Occupational Therapy, Per Visit S9129
Physical Therapy Assistant, Per Visit S9131-TF
Physical Therapy, Extended, Per Visit S9131-UC
Physical Therapy, Per Visit S9131
Respiratory Therapy, Extended, Per Visit S5181-UC
Respiratory Therapy, Per Visit S5181
Skilled Nurse Visit, LPN, Per Visit T1031
Skilled Nurse Visit, RN, Per Visit T1030
Speech Therapy, Per Visit S9128

 

Additional services might be subject to EVV. If MN DHS adds additional services that are subject to EVV, MN DHS will communicate these changes via eList and website updates.

Minnesota DHS Direct Contact Info: MN DHS Email: DHS.128@state.mn.us

HHAX has published a dedicated Minnesota support email address and phone number to better support Minnesota’s providers with EVV implementation.

Phone Number: 1-855-573-1521
Email: MNsupport@hhaexchange.com

Need Help? Contact Our Support Team