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 Senior Whole Health easy and efficient.
HHAeXchange & Senior Whole Health Partnership
Senior Whole Health 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, Senior Whole Health has elected to have HHAeXchange transmit EVV data via a web interface to eMedNY on behalf of the network providers.
Through the HHAX platform we will be able to electronically send new home health aide cases to you, manage authorizations, confirm visits using EVV, and most importantly send all communications in real-time.
What does the HHAeXchange Portal provide to homecare agencies?
The HHAeXchange Portal provides a direct connection from the agency to Senior Whole Health for:
- Electronic case broadcasting, authorizations, plan of care management and entering confirmed visits
- Real-time two-way communications and messaging with Senior Whole Health
- Free EVV solution for time & attendance and duty tracking
- Electronic billing along with pre-billing review
Your Agency’s Options:
- Agencies currently using HHAeXchange:You will be able to continue using HHAeXchange, utilizing the system’s Linked Contract functionality.
- Agencies currently using another 3rd Party EVV Solution:Authorization data will become available in the HHAX Portal, rather than coming by fax. Schedule and visit data will be imported from your 3rd party system into HHAX. Please work with your EVV Vendor (e.g. Sandata or Arrow) to determine requirements to set up this interface.
- Agencies not currently using HHAeXchange:You will be setup with an HHAX Portal in order to receive authorizations and submit claims/invoice data. HHAeXchange Business Development team will reach out to you for portal agreements and credentials.
Important dates
Please check back here for key dates on the below items.
- Provider Information Session: Coming soon in November 2020
- System User Training:Coming soon in November 2020
- Go-Live Date: December 2020
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 Information Sessions are scheduled for early November 2020. Please check back here for further details regarding the Info Sessions.
Training sessions for all providers are scheduled for mid-November 2020. Please check back here for further details regarding user training
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 Senior Whole Health 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, Senior Whole Health is offering free telephony for clock-in and clock-out functionality, including capturing completed plan of care duties. Each agency who has indicated they’d like to use HHAeXchange’s free EVV system will be set up with a toll-free 800 number to provide to their caregivers.
Senior Whole Health will be sending member demographics, authorizations and placements, and all communication through the HHAeXchange Portal. Senior Whole Health may send additional information as they deem necessary.
Yes. You’ll be able to schedule your caregivers through the HHAeXchange Portal either by creating schedules based on the authorization provided by Senior Whole Health, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.
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 contract.
Processes for importing and exporting data from the HHAeXchange Portal can be found on this page under the “EDI PROCESS” tab.
The admin person within your organization will receive more information to identify super users and for training planning.
For questions and issues, email HHAeXchange at Support@hhaexchange.com.
NJ MLTSS – JMR
In compliance with 42 CFR 455.18 and 455.19, I understand that payment and satisfaction of this claim will be from Federal and State funds, and that any false claims, statements, documents, or concealment of material fact, may be prosecuted under applicable Federal and/or State laws. CODE PR209 PLEASE READ: If code appears on this statement, this DSNP member is cost share protected per federal and state guidelines and via your provider contract with WellCare. If an amount is listed in the Total PR section along with code PR209 you cannot bill member for this cost share. You will automatically receive another EOP for what will be paid by Medicaid from WellCare. If your provider agreement includes a capitated payment for any services associated with this code you will receive no additional payment to cover the PR amount. Medicaid providers must submit requests for appeal within 90 days of the date of this notice. Appeals and requests for reconsideration of a denial determination must be submitted in writing to the address identified below and include at a minimum: a summary of the appeal or reconsideration request, the member’s name, member’s identification number, date of service(s), reason(s) why the denial should be reversed and copies of related documentation and/or applicable medical records to support appropriateness of the services rendered. Appeals and requests for reconsideration for medical necessity or authorization related issues should be sent to: Appeals Department, PO Box 31368, Tampa, FL 33631-3368. In accordance with 42 C.F.R. §422.214, non-contracted providers are prohibited from balance billing members for covered Medicare services and must accept as payment in full from a Medicare Advantage health plan the amounts that they could collect if the beneficiary were enrolled in original Medicare. Contracted providers participating in provider network(s) for Medicare Advantage plans may request an appeal of a denial determination. Appeals must be submitted within 90 days of the date on this remittance advice. Pursuant to federal regulations governing the Medicare Advantage program, non-contracted providers may request reconsideration of a Medicare Advantage plan denial determination. Requests for reconsideration must be submitted within 60 days of the date on this remittance advice and a signed waiver of liability (WOL) statement will be required. http://www.cms.gov/Medicare/Appeals-and-Grievances/MMCAG/Downloads/Appendix-7-Waiver-of-Liability-Notice.pdf.
NJ MLTSS – JMD
In compliance with 42 CFR 455.18 and 455.19, I understand that payment and satisfaction of this claim will be from Federal and State funds, and that any false claims, statements, documents, or concealment of material fact, may be prosecuted under applicable Federal and/or State laws. Contracted providers participating in provider network(s) for Medicare Advantage plans may request an appeal of a denial determination. Appeals must be submitted within 90 days of the date on this remittance advice. Pursuant to federal regulations governing the Medicare Advantage program, non-contracted providers may request reconsideration of a Medicare Advantage plan denial determination. Requests for reconsideration must be submitted within 60 days of the date on this remittance advice and a signed waiver of liability (WOL) statement will be required. Medicaid providers must submit requests for appeal within 90 days of the date of this notice. Appeals and requests for reconsideration of a denial determination must be submitted in writing to the address identified below and include at a minimum: a summary of the appeal or reconsideration request, the member’s name, member’s identification number, date of service(s), reason(s) why the denial should be reversed and copies of related documentation and/or applicable medical records to support appropriateness of the services rendered. Appeals and requests for reconsideration for medical necessity or authorization related issues should be sent to: Appeals Department, PO Box 31368, Tampa, FL 33631-3368. In accordance with 42 C.F.R. §422.214, non-contracted providers are prohibited from balance billing members for covered Medicare services and must accept as payment in full from a Medicare Advantage health plan the amounts that they could collect if the beneficiary were enrolled in original Medicare.
Codes Address
CEXXX, IHXXX, MKXXX, or
PDXXX
Payment Policy
Disputes Department
PO BOX 31426
Tampa, FL 33631-3426 RVXX (Except RV059) Recovery
PO BOX 31658
Tampa, FL 33631-3658 DN227, DN228, or RV213 Cotiviti Healthcare
Attn: WellCare Clinical Chart Validation
555 East North Lane, Suite 6120
Conshohocken, PA 19428
Phone: 1-203-202-6107
Fax: 1-203-202-6607
Appeals and requests for reconsideration related to Explanation of Payment Codes and Comments beginning with DN227, DN228 or RV213 must be submitted in writing to the appropriate address/fax identified above and include a minimum: a summary of the appeal or reconsideration request, the member’s name, member’s identification number, date of service(s), reason(s) why the denial should be reversed and copies of related documentation and all applicable medical records related to both stays to support appropriateness of the services rendered.
DN001, DN004, DN038, DN039,
VSTEX,
DMNNE, HRM16, KYREC
Appeals
PO Box 31368
Tampa, FL 33631 This is not an all-encompassing list of Appeals codes. Anything else related to authorization, or medical necessity that is in question should be sent to the Appeals PO Box with all substantiating information like a summary of the appeal, relevant medical records and member specific information. If the provider is non-contracted a waiver of liability must also be executed prior to an appeal review.
SYSTRIGE Retrospective Review
PO Box 31406
Tampa, FL 33631
All other claim inquiries or
disputes should be sent to
(including RV059)
Claims Department
PO Box 31370
Tampa, FL 33631-3370
