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 VNSNY CHOICE easy and efficient.
VNSNY partnering with HHAeXchange
After a rigorous selection process, VNSNY CHOICE has engaged HHAeXchange, a web-based software solution, to replace OPS for scheduling, communication, and billing of Home Health Services.
What does the HHAeXchange Portal provide to homecare agencies?
The HHAeXchange Portal provides a direct connection from the agency to VNSNY CHOICE for:
- Electronic case broadcasting, authorizations, plan of care management and entering confirmed visits
- Real-time two-way messaging
- Free EVV solution for time & attendance and duty tracking
- Electronic billing
Based on how your agency currently works with OPS, below are the options you have in working with the HHAeXchange portal:
Your Agency’s Billing Options
Option 1: Entering data directly into OPS: You will be able to enter data directly into the HHAeXchange portal.
Option 2: Currently using HHAeXchange: You will be able to continue using HHAeXchange, utilizing the system’s Linked Contract functionality.
Option 3: Currently using another 3rd Party Solution: Interface specifications will be available at no charge, enabling you to bring your data into the HHAeXchange portal.
Simple Claims Billing and EVV Implementation for VNSNY CHOICE
VNSNY will be processing claims via a clearinghouse. VNSNY utilizes TMG/Facets for claims adjudications.
Important dates
VNSNY Choice Wave 1 Go Live: 10/15/18
VNSNY Choice Wave 2 Go Live: 11/17/2018
VNSNY Choice Wave 3 Go Live: 12/15/2018
VNSNY Choice Wave 4 Go Live: 2/16/2019
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 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.
Download the HHAeXchange Portal Benefits
PROVIDER INFO SESSION
VNSNY Choice Provider Information Session Video (2/12/2019): Click Here
VNSNY Choice Provider Information Presentation (2/12/2019): Click Here
ENT TRAINING (Note: ENT Providers are those who use HHAeXchange’s Enterprise Platform.)
VNSNY Choice Provider Job Aid Unbilling and Rebilling Process: Click Here
VNSNY Choice ENT Provider Training Video (Updated 4/16/2019): Click Here
VNSNY Choice ENT Provider Training Presentation (4/16/2019): Click Here
VNSNY Choice ENT Provider Training Video (Updated 12/11/2018): Click Here
Please refer to the powerpoint on 12/11/2018 for the updated content. The slides in the video may not be updated with the latest changes.
VNSNY Choice ENT Provider Training Presentation (12/11/2018): Click Here
EDI TRAINING (Note: EDI Providers are those who do not use HHAeXchange’s EVV system. They use Sandata, Arrow, or another third-party tool.)
VNSNY Choice EDI Rejections Job Aid: Click Here
VNSNY Choice EDI Provider Training Video (2/13/19): Click Here
VNSNY Choice EDI Provider Training Presentation Presentation (2/13/19): Click Here
VNSNY Choice EDI Provider Billing Tips (Note: Submit to TMG directly until end of year 2018 for Sandata, Arrow, or any other third-party EDI provider.)
For questions regarding this document, please reach out to the Provider Call Center at 1-866-783-0222, or visit the VNSNY CHOICE Provider Website for additional Reference materials.
To obtain the login to VNSNY claims portal for live claims status, please contact VNSNY provider call center as well. They will provide detailed instructions.
ENT Base TRAINING (Note: This training will be for providers who does not have a EVV agency management system and will be using HHAX primarily, including scheduling, confirming visits and billing. Training are also for providers that does not have an known interface setup and be doing dual entry)
VNSNY Choice ENT BASE Provider Training Video (2/14/19): Click Here
VNSNY Choice ENT BASE Provider Training Presentation (2/14/19): Click Here
ADDITIONAL RESOURCES FOR ALL PROVIDERS
VNSNY Choice Provider Job Aid Best Practice for Cluster and Mutual Cases: Click Here
VNSNY Choice Provider Reference Guide: Click Here
One-on-One Training can be provided upon request.
LUNCH AND LEARN RECORDED WEBINARS (RECENT)
- April 2: Automatic Email Notifications (9 min) VIDEO | SLIDES
- March 27: Assigning User Roles and Offices (10 min) VIDEO | SLIDES
- March 26: Go Live Support Tips (10 min) VIDEO | SLIDES
CLICK HERE to download and complete the VNSNY Rebilling Request Form.
(Please send completed forms to ProSupport@hhaexchange.com)
OVERVIEW
For agencies that use 3rd party software:
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 VNSNY CHOICE to ensure members and 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. You can work with your 3rd party vendor directly and coordinate with HHAeXchange:
Import:Click Here
Export:Click Here
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, VNSNY 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.
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.
No problem, we have a solution for you, too. If you choose this option, you’ll manually enter your visit data into the HHAeXchange Portal. Remember that the 21st Century CURES Act mandates that all homecare agencies use EVV by January 1, 2020, so this is will only be a temporary option to process your claims.
VNSNY Choice will be sending new placements, authorizations and all communication through the HHAeXchange Portal. VNSNY Choice 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 VNSNY Choice contract.
Yes. You’ll be able to schedule your caregivers through the HHAeXchange Portal either by creating schedules based on the authorization provided by VNSNY Choice, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.
Processes for importing and exporting data from the HHAeXchange Portal can be found here: https://hhaexchange.com/vnsny-provider-site-edi-process/
If you’re unable to create an interface between your 3rd party EVV system and the HHAeXchange Portal, you can temporarily manually enter visits to process your claims.
For questions and issues, email HHAeXchange at support@hhaexchange.com.
