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 The West Virginia Department of Health and Human Resources, Bureau for Medical Services easy and efficient.
Electronic Visit Verification Solution for the State of West Virginia Department of Health & Human Resources
The West Virginia Department of Health and Human Resources (DHHR), Bureau for Medical Services has 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.
As part of West Virginia DHHR, we will need to gather more information from your provider agency. The first step for providers will be to fill out the West Virginia Home Health Provider Portal Enrollment Questionnaire found here.
Selecting an EVV Solution that Fits Your Provider Agency
As part of your participation with West Virginia DHHR, you have multiple options provided to you to ensure EVV compliance. All West Virginia DHHR providers must use the HHAeXchange platform through by choosing one of the two options listed below:
Option 1 – Agencies currently without an EVV Solution: You can be set up to use Free EVV tools from HHAeXchange for Homecare services.
- If you chose this option, please find your HHAeXchange Provider EVV Welcome Packet here.
Option 2 – Agencies currently using another 3rd Party EVV Solution: You can use your existing EVV system and import visit data into HHAeXchange using Electronic Data Interchange (EDI). Please contact EDISupport@hhaexchange.com to begin your integration.
- If you chose this option, please find your HHAeXchange Provider EDI Welcome Packet here.
Important Dates
Information Sessions – September 26, 2022 to September 29, 2022
System User Training Sessions – October 24, 2022 to October 28, 2022
Soft Launch Go-Live Date – December 1, 2022
Full Launch Go-Live Date – January 2, 2023
HHAeXchange is offered at no cost to the providers. Here is a look at some of the benefits you will get if you choose the HHAeXchange Portal as your EVV solution.
EVV
- Member Management for the WV Fee-for-Service (FFS) Program
- Clock-In / Clock-Out Exception Dashboard
- Submission / Aggregation of EVV Data to WV FFS
- Mobile Application in Multiple Languages
- Telephony Lines in English and Spanish
Scheduling
- Master Week Scheduling
- Case & Scheduling Coordination
- Plan of Care Management for
Communication
- Real-Time Two-Way Messaging with WV FFS
Billing
- Prebilling Claims Scrubbing
- eBilling (837) / eRemittance (835) for WV FFS
Compliance
- Automatic Authorization Receipt from WV FFS
- Plan of Care Adherence
- Visit Confirmation Compliance
- Visit reporting
UPCOMING WEBINARS
Please Click Here for Additional Training Webinars
recorded webinars
West Virginia Billing Training (47 min) | July 2021: VIDEO | SLIDES
West Virginia Billing Refresher (35 min) | September 2021: 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
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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 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
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HHAeXchange Overview (applicable to ALL providers): An Information Session was held for all providers to provide them with key dates and details about the implementation, including key workflow changes, system benefits, and next steps. Please refer to the links below to access videos and presentations from the Provider Info Sessions, held via webinar in January 2021.
- Information Session Recording (Click here)
- Presentation Deck (Click here)
HHAeXchange EDI Session (applicable only to EDI providers with their own third party EVV system): For Providers that want to integrate with HHeXchange, EDI Information Sessions are going to be held to provide more information about key next steps in regards to your EDI Integration. Please refer to the links below to access videos and presentations from the EDI Info Sessions, held via webinar through January into February 2021.
- Information Session Recording – (Click here)
- Presentation Deck – (Click here)
EDI Process
EDI Overview (Integrating with a 3rd Party Agency Management System). Note, this process applies specifically for providers that chose option 2, found on the “Overview” tab above.
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 successfully integrate your 3rd Agency Management System with HHAeXchange. EDI Providers will be required to comply with both the business requirements and technical specifications listed below. Upon review of the documents below, please initiate contact with HHAX to begin the integration process Initial steps EDI providers should follow:
Please review and follow the steps below, (these steps are also found on the HHAeXchange Provider EDI Welcome Packet):
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- Business Requirements Link: Business Requirements for Third Party EVV Data Aggregation WV
- Technical Specification document: HHAeXchange EVV API Technical Specifications WV
- Please submit a ticket to the HHAX EDI support email at: EDISupport@hhaexchange.com with the subject line ‘WV EVV’.
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.
Click here to review the detailed FAQ document in regard to the West Virginia 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 solution for the Medicaid LTSS population. We act as the single source of truth in connecting payers, providers, and patients through our intuitive web-based platform, enabling unparalleled communication, transparency, and visibility.
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
- Prebilling Claims Scrubbing
- eBilling (837) / eRemittance (835) for WV FFS
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, West Virginia DHHR 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 West Virginia DHHR 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. West Virginia DHHR may send additional information as they deem necessary.
More billing information to be shared by West Virginia DHHR
Yes. The HHAeXchange Portal provides a Prebilling Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and the West Virginia DHHR contract.
Yes. You will need a Portal to connect to West VirginiaDHHR(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 West Virginia DHHR, 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.
Please call (866) 983-4627 or email at WVsupport@hhaexchange.com
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
|
PROGRAM |
SERVICE CODE |
SERVICE DESCRIPTION |
|
ADW |
S5130 |
Personal Attendant-Traditional |
|
ADW |
S5130 U1 |
Personal Attendant-Personal Options |
|
TBIW |
S5125 UB |
Personal Attendant – Traditional |
|
TBIW |
S5125 UC |
Personal Attendant-Personal Options |
|
IDDW |
S5125 U7 |
Home-Based Person-Centered Support-Traditional 1:1 Ratio |
|
IDDW |
S5125 U8 |
Home-Based Person-Centered Support-Traditional 1:2 Ratio |
|
IDDW |
T5125UA |
Family Person-Centered Support-Personal Options 1:1 Ratio |
|
IDDW |
T1005 UA |
In-Home Respite-Traditional 1:1 Ratio |
|
IDDW |
T1005 UB |
In-Home Respite-Traditional 1:2 Ratio |
|
IDDW |
T1005 UD |
In-Home Respite-Personal Options 1:1 Ratio |
|
CSEDW |
H2033 HA |
Independent Living/Skills Building |
|
CSEDW |
T1005 HA |
Respite Care In-Home 1:1 Ratio |
|
PC |
T1019 |
Direct-Care Worker |
West Virginia Direct Contact Info:
Phone: 866-983-4627
E-mail: WVsupport@hhaexchange.com
For questions and issues, email HHAeXchange at WVSupport@hhaexchange.com.
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.
