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) and billing tool for participant placement, scheduling, authorization management, communication, and direct billing for Personal Care Services and Home Health Services. HHAeXchange also offers tools and features to support the unique workflows of self-direction.

Together with MN DHS, we will need to gather more information from provider agencies and Financial management Service (FMS) entities. A Welcome Letter is currently being prepared by the HHAeXchange and Minnesota DHS teams with further information for providers to begin the onboarding process. As part of the Welcome Letter, the first step will be to fill out the Minnesota DHS Provider Survey Questionnaire, which will be made available in the coming months. 

Important Dates

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

Go-Live date for Home Health Services: 4/1/2022

HHAeXchange is offered at no cost to the providers. 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 Fee-for-Service (FFS) Program
  • Clock-In / Clock-Out Exception Dashboard
  • Submission / Aggregation of EVV Data to MN DHS FFS
  • Mobile Application in Multiple Languages
  • Telephony Lines in English and Spanish
  • EVV options focused on self-direction

Scheduling

  • Master Week Scheduling
  • Case & Scheduling Coordination
  • Plan of Care Management 
  • Schedules not required for self-direction
  •  

Communication

  • Real-Time Two-Way Messaging with MN DHS FFS

Billing

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

Compliance

  • Automatic Authorization Receipt from MN DHS FFS
  • Plan of Care Adherence
  • Visit Confirmation Compliance
  • Visit reporting

Purpose-Built for Self-Direction

  • Workflows to support self-directing participants and FMS entities
  • Integrate easily with FMS tools
  • Participant or employer review and approval of time worked
UPCOMING WEBINARS

Please Click Here for Additional Training Webinars

 
recorded webinars

Please visit the Provider Portal Resource Page in the HHAeXchange System Support Center to view additional previously recorded webinars

 
PROVIDER SYSTEM USER TRAINING
  • 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 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

HHAeXchange Overview (applicable to ALL 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 January 2021.

HHAeXchange EDI Session (applicable only to EDI providers with their own third party EVV system): For Providers that want to integrate with HHeXchange, EDI Information Sessions are going to be held to provide more information about key next steps in regards to your EDI Integration. Please refer to the links below to access videos and presentations from the EDI Info Sessions, held via webinar through January into February 2021.

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, 1:1 Ratio, Extended, 15 Minutes

T1019-UC

Personal Care Services, 1:1 Ratio, 15 Minutes

T1019

Personal Care Services, Shared 1:2 Ratio, 15 Minutes

T1019-TT

Personal Care Services, Shared 1:2 Ratio, Extended, 15 Minutes

T1019-TT-UC

Personal Care Services, Shared 1:3 Ratio, 15 Minutes

T1019-HQ

Personal Care Services, Shared 1:3 Ratio, Extended, 15 Minutes

T1019-HQ-UC

Personal Care Services, Supervision, 15 Minutes

T1019-UA

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

 

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

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