Pennsylvania EPSDT 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 Pennsylvania EPSDT program easy and efficient. 

Webinar | Download Presentation Only 

HHAeXchange & EPSDT Partnership

AmeriHealth Caritas Pennsylvania, Keystone First, University of Pittsburgh Medical Center (UPMC) and United HealthCare of PA – have partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) and billing tool for member placement, scheduling, authorization management, communication, and EVV compliance for their EPSDT member population.

All providers must be fully integrated by November 1st, 2020. Therefore, to help ensure your provider agency is compliant before the deadline, below are multiple options to help facilitate a path toward EVV compliance:

  • Agencies currently using HHAeXchange: You will be able to continue using HHAeXchange, utilizing the system’s Linked Contract functionality.
    NOTE: You do not have to complete the survey as you already have the HHAeXchange Portal.
  • Agencies currently without an EVV Solution: You will be set up to use Free EVV tools from HHAeXchange for Homecare services. Please complete the survey with the details so we can create your portal.
  • Agencies currently using another 3rd Party EVV Solution: You will use your existing EVV system and import visit data into HHAeXchange using Electronic Data Interchange (EDI). Please complete the survey with the details so we can create your portal.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to EPSDT for:

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

If you currently do not have a HHAeXchange Portal, please complete the Provider Portal Survey with your details and someone from the HHAeXchange team will reach out with your next steps.

Important dates

  • Provider information Session: starting October 2020 – please refer to tab labeled “Info Sessions” for registration
  • System User Training: Starting mid- October – please refer to the tab labeled “Training”
  • Targeting November 1st, 2020 for all providers to be fully integrated for compliance

Upon completion of the Provider Portal Survey, please refer to the links below to access videos and presentation from the provider info session Webinar, held via webinar in October 2020.



  • Wednesday, June 29th @ noon EST:  EVV Call Dashboard – Fixing Exceptions
    • Audience: Homecare Provider Agencies using HHAeXchange EVV
    • Description: This webinar will help Provider Homecare Agencies who are using HHAeXchange EVV functionality to address exceptions appearing in the Call Dashboard. Specifically, this webinar will focus on how to identify the most frequent exceptions that appear on the EVV Call Dashboard, and the best practices for how to address each one in order to clear them from the Call Dashboard.


Please click on this link to register and view a recording of the Pennsylvania EPSDT Provider Homecare User System Training Webinar, originally delivered in October 2019. This will provide you more information on the functionalities available to you in HHAeXchange Portal and how to utilize them with your current workflows.

Webinar | Download Presentation Only

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.

EDI Provider Resources

EDI Provider Rebilling Job Aid: This job aid provides guidance to the various rebilling scenarios for EDI Providers. This aid can also be found in the provider portal resources page in the HHAeXchange support center.

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 ( 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):


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. 

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.

Processes for importing and exporting data from the HHAeXchange Portal can be found on the EDI tab

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.

For questions and support please Contact Us using one of the following options below:

Providers with an existing HHAeXchange portal please use the HHAeXchange Live Chat within your Support Center to receive assistance from a Live Agent. The live chat option is recommended for quicker response times.

All providers can contact us by phone 1-855-400-4429 or email

Need Help? Contact Our Support Team