North Carolina LME Provider Information Center

HHAeXchange is the premiere Homecare Management Software company for the Medicaid LTSS population. We are the leaders in connecting payers and homecare agency providers to enable more collaboration, communication, and workflow efficiencies. Through the use of the HHAeXchange Portal, our goal is to make working with your Local Management Entities (LME) in North Carolina easy and efficient.

Simple Claims Billing and EVV Implementation

Sandhills Center, Alliance Health, Trillium Health Resources, Vaya Health, Cardinal Innovations Healthcare, Partners, and Eastpointe – have partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) and billing tool for member placement, scheduling, authorization management, communication, and direct billing for Home Health Aide services.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to your contracted LME(s) for:

  • Electronic case broadcasting, authorizations, plan of care management and entering confirmed visits
  • Real-time two-way messaging with the LME(s)
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing

Your Agency’s Billing Options

Option 1: Our agency wants to use HHAeXchange’s provider portal network which is provided at no cost. Great! If you’ve indicated that you’d like to use HHAeXchange’s EVV the contact person listed on your survey will receive more information in the coming weeks, upload caregivers into the HHAeXchange Portal and begin processing EVV and claims.

Option 2: Our agency has an existing EVV system that we’d like to keep. It’s simple to connect your existing EVV system to your contract LME(s) 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.

Important dates

  • Go-Live Date: Providers to begin using the HHAX Enterprise platform for all home health aide services
    • Tuesday August 31st, 2021
      • Please refer to the bulletin presented by the State for more details
      • For further information, please review HHAeXchange’s email communication

INFO SESSIONS

Upon completion of the Provider Portal Survey,  please review the record information session video and slide deck found below. These sessions provide a high-level introduction to the HHAeXchange System (including system demos)

 

PRE-GO LIVE WEBINAR RECORDINGS

In addition, if you missed the provider Pre-Go Live webinar, please review the recorded video and slide deck found below. The webinar will include a recap of all the completed steps and details needed to ensure EVV compliance by go-live, along with answering questions submitted through the questionnaire.

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.

Download the HHAeXchange Portal Benefits

*To access any of the training recordings viewed during a live webinar, please login to your LMS account to access those recordings.

PRE-GO LIVE TRAINING WEBINARS

Pre-go live webinars allow providers to review the details needed to ensure EVV compliance come go-live. The webinar will provide a recap on all the completed steps including an overview of the billing process in the HHAeXchange system.

  • Please Click Here to view the Pre-Go live Training Webinar held June 2021

EDI PROVIDER INTEGRATION TRAINING WEBINARS

This webinar will provide high-level detailed information of the EDI Process along with the core next steps on how to work in the HHAeXchange system for integrated providers.

  • Please Click Here to view the EDI Provider: Post Integration Webinar held June 2021
 
ADDITIONAL TRAINING WEBINARS
  • Wednesday, July 21 @ 2:00pm EST: HHAeXchange North Carolina Medicaid FFS Billing
    • Audience: Enterprise Provider Agencies who are billing NC Medicaid Direct
    • Description: This webinar will provide training around the HHAeXchange billing and aggregation process for North Carolina providers billing NC Medicaid Direct FFS. The following topics will be covered:
      • North Carolina Medicaid FFS integration process for EVV aggregation
      • 837 NC Tracks Enrollment
      • Billing walkthrough on the process for billing NC Medicaid Direct in HHAeXchange

Please Click Here for Additional Training Webinars

 

recorded webinars

Provider-Managed Billing Dx Codes (14 min): VIDEO | SLIDES

North Carolina System Functionality Refresher Training (1:03 min): VIDEO | SLIDES

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 Cognito Survey
      • 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

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 to take to successfully integrate your Agency Management System with HHAeXchange.

HHAeXchange coordinates directly with your contracted MCO 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 the HHAeXchange, you will need to create the EDI files corresponding to the HHAeXchange specifications found in the following documentation (links below):

Please open each link and save each guide for your records.

EDI PROVIDER INTEGRATION TRAINING WEBINARS

This webinar will provide high-level detailed information of the EDI Process along with the core next steps on how to work in the HHAeXchange system for integrated providers.

  • Please Click Here to view the EDI Provider: Post Integration Webinar

EDI PROVIDER Job Aids

 

Click here to review the detailed FAQ document in regard to the North Carolina LME Implementation which will provide you with more insight on the program, patient placement, billing, EVV, Communications, as well as EDI and other functionalities.

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, your MCO 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 your contracted MCO 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. Your MCO 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 MCO contract.

No. You will only need one Portal to connect to all MCO(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 contracted MCO, 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. 

To request new user access, users with the ADMIN role can add new users to the HHAeXchange system. Please refer to the Creating New Users Job Aid.

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.

Provider Services in Scope:

Please see below all the provider services in scope for this implementation.

Service Code

Description

H2022 U4

Transitional Living Skills

H2022 U4 CR

Transitional Living Adolescents and Adults

H2022 U4 GT CR

Transitional Living Adolescents and Adults

S5125

Personal Care

T1015

In Home Intensive

T1019 U4

Individual Support

T1019 U4 CR

Individual Support

T1019 U4 DJ

Individual Supports

T1019 U4 EP

Individual Supports – EPSDT

T1019 U4 GT CR

Individual Support

T2013

Life Skills Training – Individual and Group

T2013 TFU4

Community Living and Supports

T2013 GT CR

In-Home Skill Building – Individual

T2013 HQ

In-Home Skill Building – Group

T2013 HQ GT CR

In-Home Skill Building – Group

T2013 HQ U4

In-Home Skill Building – Group

T2013 TF

Community Living and Supports

T2013 TF CR

Community Living and Supports – catastrophe/disaster

T2013 TF CR XU

Community Living and Supports – Individual

T2013 TF EQ

Community Living and Supports – Empl of Rec

T2013 TF FL

Community Living and Supports – Individual

T2013 TF GT CR

Community Living and Supports

T2013 TF HQ

Community Living and Supports – Group

T2013 TF HQ FL

Community Living and Supports – Group

T2013 TF HQ CR XU

Community Living and Supports – Group

T2013 TF HQ EO

Community Living and Supports Group/Empl of Rec

T2013 TF HQ GT CR

Community Living and Supports – Group

T2013 TF HQ U4

Community Living and Supports – Group

T2013 TF HQ U4

Life Skills Training – Individual

T2013 TF HQ U5

Community Living and Supports

T2013 TF U4

In Home Skill Building

T2013 TF U5

Life Skills Training – Individual

T2013 U4

In-Home Skill Building

T2013 U4 CR

In-Home Skill Building – Individual

T2013 U4 GT CR

In-Home Skill Building – Individual

T2013 U4 TF

Community Living and Supports – B3 DI

T2013 U4 TF HQ

Community Living and Supports – Group B3 DI

T2013 UF

In-Home Skill Building

T2033 U1

Supported Living Periodic

T2033 U1 CR XU

Supported Living Periodic

T2033 U1 FL

Supported Living Periodic

T2033 U1 U4

Supported Living Periodic

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

For questions or issues over the phone, please call at: 866-242-2465

Need Help? Contact Our Support Team