At HHAeXchange, we believe that healthcare should be simple, effective, and transparent. Our mission is to provide better outcomes for members who represent some of the most vulnerable and fragile members of our society. Since 2008, we have been at the forefront of delivering industry-leading homecare management solutions by helping payers and providers achieve operational efficiency, increased compliance, and improved member outcomes. Today, HHAeXchange is the premier homecare management software solution for the Medicaid LTSS population. We act as the single source of truth in connecting payers, providers, and members through our intuitive web-based platform, enabling unparalleled communication, transparency, and visibility.
HHAeXchange & RiverSpring Partnership
RiverSpring has partnered with HHAeXchange to leverage our platform to implement Electronic Visit Verification (EVV) for Personal Care Services, as part of the approach for the 21st Century Cures Act.
Through the HHAeXchange platform you will be able to receive new members and authorizations from RiverSpring, as well as schedule and confirm visits for those members.
In addition, the HHAeXchange platform offers a robust agency management solution that can help streamline and automate time-consuming agency functions including placement, scheduling, compliance, and billing of services.
What does the HHAeXchange Portal provide to homecare agencies?
The HHAeXchange Portal provides a direct connection from the agency to RiverSpring for:
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- Electronic case placement, authorizations, plan of care management and entering confirmed visits
- Free EVV solution for time & attendance and duty tracking
- Electronic billing along with pre-billing review
Your Agency’s Options & Onboarding Plan:
Enterprise Free Agencies currently using HHAeXchange’ s EVV tools: You had a free HHAeXchange portal created through completing an enrollment questionnaire for a previous implementation. You will be able to continue using HHAeXchange, utilizing the system’s linked contract functionality. Providers will receive a detailed welcome letter in advance, letting them know which phase they fall under along with the go-live date expectations. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
RiverSpring Phase 1 Existing Free EVV Provider Welcome Packet
Enterprise Free Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): You had a free HHAeXchange portal created through completing an enrollment questionnaire for a previous implementation. You will be able to continue using HHAeXchange, utilizing the system’s Linked Contract functionality. Schedule and visit data will be imported from your 3rd party system into HHAeXchange to be billed to RiverSpring. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
RiverSpring Phase 1 Existing EDI Provider Welcome Packet
Agencies not currently using HHAeXchange: You will receive an HHAeXchange Portal to receive authorizations and submit invoices. Please complete the Provider Portal Questionnaire Survey to ensure our team can create your unique credentials for access. Providers will have the choice to either use the free HHAeXchange EVV tools or select to integrate with their existing third party EVV system. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
Providers choosing to use an HHAX Portal – RiverSpring Phase 1 New EVV Provider Welcome Packet
Providers with an existing third party EVV system choosing to integrate with HHAX – RiverSpring Phase 1 EDI Provider Welcome Packet
Enterprise Agencies currently using HHAeXchange – You currently pay for the HHAeXchange Full Enterprise platform. With RiverSpring, you will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will receive a detailed welcome letter in advance, letting them know which phase they fall under along with the go-live date expectations. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
RiverSpring Phase 1 Enterprise EVV Provider Welcome Packet
Important Milestone Dates for Providers in Phase 1
Information Sessions: May 2, 2022, May 4, 2022, May 5, 2022, May 11, 2022 & May 13, 2022
System User Training Sessions: May 23, 2022 – May 27, 2022
Go-Live Date for Providers: August 22, 2022
Important Milestone Dates for Providers in Phase 2
Information Sessions: October 3, 2022, October 5, 2022, & October 7, 2022
System User Training Sessions: October 17, 2022 – October 21, 2022
Go-Live Date for Providers: November 8, 2022
The Cures Act Mandate requires all visits for personal care services to be timestamped via an electronic verification method utilizing EVV tools to record the member, caregiver, location of the service, date of the service and the type of service performed. To ensure EVV data is being accurately captured, Fidelis Care will be implementing HHAeXchange.
The Information Sessions were held for all in scope providers to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The info sessions for phase 1 concluded on May 13, 2022. The recording and slide deck can be found below:
Information Sessions will be held for all in scope providers in phase 2 to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The information sessions will occur on the following dates:
- October 3, 2022 at 10:00 AM EST
- October 5, 2022 at 1:30 PM EST
- October 7, 2022 at 3:00 PM EST
Please register using the link here.
New Providers: Please note that any new provider who does not currently have an HHAeXchange Portal will need to complete the HHAeXchange Provider Portal Questionnaire. This questionnaire will gather necessary information for HHAeXchange to configure your provider portal and allow you to select whether you want to use free HHAeXchange EVV tools or use your existing EVV system.
To assist new providers in successfully completing this questionnaire, RiverSpring and HHAeXchange held a joint meeting to explain the information being gathered and guide providers through completing the Survey. To access the recording and slide deck please visit the “Trainings” tab.
Existing EDI and Free ENT Providers: Please review and complete the survey below to identify the person who will receive all HHAeXchange related communications regarding the RiverSpring implementation. The survey can be found here.
Existing Full Enterprise Providers: Please review the Phase 1 Welcome Letters sent from RiverSpring on Wednesday, April 20, 2022 for important information regarding the RiverSpring Implementation.
The RiverSpring Welcome Letters for Phase 2 will be sent shortly.
RECORDED WEBINARS
RiverSpring Provider Portal Enrollment Form Review Webinar: April, 29, 2022
RiverSpring Phase 1 Provider Information Session Webinar: May 2, 2022, May 4, 2022, May 5, 2022, May 11, 2022 and May 13, 2022
RiverSpring HHAeXchange Phase 1 System and Enhanced Linked Patient Experience (UPR): May 31, 2022, June 2, 2022 and June 3, 2022.
New Providers: System User Training
Provider System User Training will be provided via the HHAeXchange Learning Management System (LMS). Providers will have to log on the Learning Management System to complete their training to understand the use of the HHAeXchange Provider Portal along with its functionalities. This training is required to ensure you have a clear understanding of the functionalities available to you in the HHAeXchange Provider Portal. The courses include a variety of videos, documents, and tests to help ensure you have a clear understanding of the different aspects of the Provider Portal to use for your EVV benefits.
System User Training for Phase 1 has concluded as of May 27, 2022. Please refer to your LMS to access any of the videos shown.
System User Training for Phase 2 is scheduled to be held the following dates:
- October 17, 2022 to October 21, 2022 at 3:00 PM EST
New Providers & Existing EVV Providers:
Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete:
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- An email will be sent to the contact that completed the RiverSpring 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
Existing Enterprise Providers: Enhanced Linked Contract Experience
RiverSpring has partnered with HHAeXchange to implement the Professional Platform and Linked Contract Functionality by 08/22/2021. The purpose of this training is to cover several enhancements that allow for more flexibility and ease of use with linked payers. These enhancements include the Universal Patient Record linked contract functionality and improvements to the patient management experience.
The Phase 1 Enhanced Linked Webinar has concluded as of June 3, 2022. Please refer above for the recording and slide deck of this presentation.
The Phase 2 Enhanced Linked Webinars are scheduled to occur the following dates:
- October 11, 2022 at 2:30 PM EST
- October 12, 2022 at 1:00 PM EST
- October 14, 2022 at 9:00 AM EST
New & Existing EDI Providers
For providers using 3rd party EVV system outside of HHAeXchange, please attend one EDI provider onboarding webinar session and one Post Integration Training. The Onboarding Webinar provides an understanding of the HHAeXchange Provider Portal and the EDI integration
process. The Post Integration Training Session assists our Providers with post go-live review of EDI processes in the HHAeXchange System.
The Phase 1 EDI Onboarding Webinars have concluded as of May 19, 2022.
The Phase 2 EDI Onboarding Webinars are to be held on the following dates:
- October 4, 2022 at 2:00 PM EST
- October 13, 2022 at 3:00 PM EST
EDI Post Integration Training Webinars:
The Phase 1 EDI Post Integration Webinars have concluded as of June 30, 2022.
The Phase 2 EDI Post Integration Webinars are to be held on the following dates:
- October 25, 2022 at 2:00 PM EST
- November 1, 2022 at 12:00 PM EST
- November 3, 2022 at 9:00 AM EST
If you have not done so already, please reach out to EDISupport@hhaexchange.com with the subject line “RiverSpring NY Integration” to discuss your next steps or visit the “EDI PROCESS” tab.
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 (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 necessary to successfully integrate your Agency Management System with HHAeXchange. HHAeXchange coordinates directly with RiverSpring 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 HHAeXchange, you will need to create the EDI files corresponding to the HHAeXchange specifications found in the following documentation (links below):
Training Opportunities for EDI Providers
The Phase 1 EDI Onboarding Webinars have concluded as of May 19, 2022.
The Phase 1 EDI Post Integration Webinars have concluded as of June 30, 2022.
The Phase 2 EDI Onboarding Webinars are to be held on the following dates:
- October 4, 2022 at 2:00 PM EST
- October 13, 2022 at 3:00 PM EST
The Phase 2 EDI Post Integration Webinars are to be held on the following dates:
- October 25, 2022 at 2:00 PM EST
- November 1, 2022 at 12:00 PM EST
- November 3, 2022 at 9:00 AM EST
Please reach out to EDISupport@hhaexchange.com with the subject line “RiverSpring NY Integration” to discuss your next steps or visit the “EDI PROCESS” 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.
Member & Authorization Management
- Increase census by accepting new cases via RiverSpring Member Placement.
- Access real-time authorization and notification of changes to the care plan (increase or decrease of units, change of service code, etc.).
- Reduce payer communication time with real-time, two-way messaging.
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, RiverSpring 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.
HHAeXchange is the premier 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.
Member & Authorization Management
- Increase census by accepting new cases via RiverSpring Member Placement.
- Access real-time authorization and notification of changes to the care plan (increase or decrease of units, change of service code, etc.).
- Reduce payer communication time with real-time, two-way messaging.
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.
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 RiverSpring 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.
RiverSpring will be sending new placements, including members and authorizations, through the HHAeXchange Portal. RiverSpring will also send communications via the Message Center. RiverSpring may send additional information as they deem necessary.
All Providers will complete the prebilling process to clean up any exceptions within the HHAeXchange Portal. Providers will then download the 837 file and submit to their Billing Clearinghouse.
Yes. The HHAeXchange Portal provides a Prebilling Claims scrubbing module designed to ensure that your claims are compliant with the authorization and the RiverSpring contract.
Yes. You will need a Portal to connect to RiverSpring for placements, authorizations, 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 RiverSpring, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.
There are three options for using the HHAeXchange portal to ensure EVV compliance with RiverSpring:
- Providers with an HHAX Enterprise Portal will continue to use your existing portal for EVV on the Enhanced Linked Contract functionality with RiverSpring
- Providers with a Third-Party EVV (EDI) Portal will continue to use your existing EVV portal and integrate with the HHAX portal to import confirmed and billed visits
- Providers with an HHAX Free EVV Portal will use your HHAX portal for EVV and billing to RiverSpring
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 webinar details with a 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.
First, confirm that your invoices were successfully exported from HHAeXchange (the visits have passed the Prebilling and Billing Review validation checks and the invoice is in a Billed status). Second, check the claim status of the visit from the HHAX portal (Billing > Invoice Search > By Visit). If an ‘accepted’ response has not been received, then reach out to support@hhaexchange.com for investigation of the claim status.
Provider Services in Scope: Please see below all the provider services in scope for this implementation.
Service Code Description
| 97001 | PT eval |
| 97001:U5 | PT eval, outer county |
| 97003 | OT eval |
| 97161 | PT eval low complexity |
| 97161:U5 | PT eval low complexity, outer county |
| 97162 | PT eval moderate complexity |
| 97162:U5 | PT eval moderate complexity, outer county |
| 97163 | PT eval high complexity |
| 97163:U5 | PT eval high complexity, outer county |
| 97165 | OT eval low complexity |
| 97165:U5 | OT eval low complexity, outer county |
| 97166 | OT eval moderate complexity |
| 97166:U5 | OT eval moderate complexity, outer county |
| S9128 | Speech Therapy visit/ routine |
| S9128:U5 | Speech Therapy visit/ routine, outer county |
| S9129 | OT visit/ routine |
| S9129:U5 | OT visit/ routine, outer county |
| S9131 | PT visit/ routine |
| S9131:U5 | PT visit/ routine, outer county |
| 92521 | Evaluation of speech fluency |
| 92522 | Evaluation of speech production |
| 97110 | Therapeutic exercises |
| 97112 | Neuromuscular Reduction |
| 97124 | Massage Therapy |
| 97140 | Manual therapy Techniques, 15min |
| 97530 | Therapeutic Activities |
| 97167 | OT eval high complexity |
| 97167:U5 | OT eval high complexity, outer county |
| 92506 | Speech Therapy eval |
| S5180 | Respiratory therapy eval. |
| S5181 | Respiratory therapy routine |
| S9127 | SW |
| S9123 | RN |
| S9124 | LPN |
| S9470 | Nutritional Counseling |
| T1001 | RN |
| T1003 | LPN, 15 min |
| S5125 | Home Attendant, 15 min |
| S5125:U2 | Home Attendant, 15 min, shared |
| S5125:U4 | Home Attendant, 15 min, outer county |
| S5125:U5 | Home Attendant, 15 min, shared, outer county |
| S5126 | HHA live in, 15 min |
| S5126:U2 | HHA live in, 15 min, shared |
| S5126:U4 | HHA live in, 15 min, outer county |
| S5126:U5 | HHA live in, 15 min, shared, outer county |
| S5130 | House keeper |
| T1019:U1 | PCA, 15 min |
| T1019:U2 | PCA, 15 min, shared |
| T1019:U4 | PCA, 15 min, outer county |
| T1019:U5 | PCA, 15 min, shared, outer county |
| T1020 | PCA live in, 15 min |
| T1020:U2 | PCA live in, 15 min, shared |
| T1020:U4 | PCA live in, 15 min, outer county |
| T1020:U5 | PCA live in, 15 min, shared, outer county |
| T1019:U6 | CDPAS, 15 min |
| T1019:U7 | CDPAS 15 min, shared |
| T1019:U6 U4 | CDPAS 15 min, outer county |
| T1019:U7 U4 | CDPAS 15 min, shared, outer county |
| T1020:U6 | CDPAS live in, 15 min |
| T1020:U7 | CDPAS live in, 15 min, shared |
| T1020:U6 U4 | CDPAS live in, 15 min, outer county |
| T1020:U7 U4 | CDPAS live in, 15 min, shared, outer county |
| T2024 | UAS |
| T2024:95 | UAS Telephonic |
RiverSpring Direct Contact Information:
Contact Jack Nunez at 800-370-3600 ext. 7602 for any questions/concerns regarding this Implementation.
HHAeXchange:
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 at Support@hhaexchange.com.
Pre Go Live and Go Live Communications – All Providers
RiverSpring HHA EVV Go Live Communication – sent on August 22, 2022
RiverSpring EDI/Free EVV Go Live Communication – sent on August 22, 2022
RiverSpring HHA EVV Pre Go Live Communication – sent on August 3, 2022 and August 15, 2022
RiverSpring EDI/Free EVV Pre Go Live Communication – sent on August 3, 2022 and August 15, 2022
Implementation Updates – All Providers
RiverSpring Diagnosis Code Update Communication – sent on September 2, 2022
RiverSpring Go Live Update Communication – sent on July 25, 2022
RiverSpring Member and Authorization Data Loaded Communication – sent on July 12, 2022
RiverSpring Go Live Delay Communication – sent on July 8, 2022
LMS Go Live – New and Existing Free EVV and EDI Providers
LMS Go-Live Communication – sent on Wednesday, May 18, 2022 **each agencies contact person received a personalized email containing their unique username & password to login into their Learning Management System (LMS)
Reminders/Next Steps – All Providers
Full Enterprise Next Steps – sent on Tuesday, May 17, 2022
Free EVV Next Steps – sent on Tuesday, May 17, 2022
EDI Next Steps – sent on Tuesday, May 17, 2022
Provider Information Session Registration Reminder – sent on Friday, April 29, 2022
Provider Portal Enrollment Form Webinar Registration Reminder – sent on Tuesday, April 26, 2022
Welcome Packets – All Providers
Full Enterprise Provider Welcome Packet – sent on Friday, May 6, 2022
Free EVV Provider Welcome Packet – sent on Friday, May 6, 2022
EDI Provider Welcome Packet – sent on Friday, May 6, 2022
Welcome Letters – All Providers
Existing EDI Providers Welcome Letter – sent on Friday, April 22, 2022
Existing Full Enterprise Providers Welcome Letter – sent on Friday, April 22, 2022
No Portal Providers Welcome Letter – sent on Friday, April 22, 2022
Existing Free EVV Providers Welcome Letter – sent on Friday, April 22, 2022
