West Virginia Provider 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 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 DHHR Provider Survey 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.

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.

Important dates

  • Provider Information Sessions – please refer to “Info Sessions” tab above, for more info
    • Thursday January 14, 2021
    • Tuesday January 19, 2021
    • Wednesday January 20, 2021
  • System User Training – coming soon
  • Go-Live date for all Providers – coming soon

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

Please check back for the provider training schedule, coming soon.

Upon completion of the Provider Portal Survey, please register for the upcoming Information Sessions. These sessions provide a high-level introduction to the HHAeXchange System (including system demos).

  • Thursday January 14, 2021
  • Tuesday January 19, 2021
  • Wednesday January 20, 2021

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)

3rd Party EVV Implementation Guide Coming Soon.

 
 

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.

  • FREE Electronic Visit Verification (EVV) tools
  • Open Model EDI Integration with 3rd Party EVV Vendors
  • Real-time, two-way messaging with each PHP
  • Intelligent case broadcasting for new referrals / cases
  • Receive recipient demographics, authorizations, and plan of care electronically in real-time
  • Pre-bill scrubbing to ensure clean claims and accelerate revenue cycle

Great! If you’d like to use HHAeXchange’s Free EVV system ensure that you’ve completed the HHAeXchange Portal Configuration Questionnaire. The contact person listed in your response will be contacted by HHAeXchange to set up your agency for EVV.

It’s simple to connect your existing EVV system to the PHPs 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. EDI Process Guides can be found in the EDI Process tab, above.

The PHPs will send placements, authorizations, plan of care, and all communication through the HHAeXchange Portal. PHPs 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 Pre-billing Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and PHP contract.

No. You’ll only need one Portal to connect to Wellcare, United Healthcare, and Amerihealth 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 PHP, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

Please see the User Training tab, above.

Please see the EDI Process tab, above.

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

G9002

Case Management

ADW

S5130

Personal Attendant-Traditional

ADW

S5130 U1

Personal Attendant-Personal Options

TBIW

T1016 UB

Case Management (Effective until 3/31/2021)

TBIW

G9002 U2

Case Management (Effective from 4/1/2021)

TBIW

S5125 UB

Personal Attendant-Traditional

TBIW

S5125 UC

Personal Attendant-Personal Options

IDDW

T1016 HI

Service Coordination (Effective until 3/31/2021)

IDDW

G9002 U3

Case Management-NF/SFC (Effective from 4/1/2021)

IDDW

G9002 U4

Case Management-ISS/GH (Effective from 4/1/2021)

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

T1016 HA

Case Management

CSEDW

H2033 HA

Independent Living/Skills Building

CSEDW

H0004 HA

In-Home Family Support

CSEDW

H0004 HO HA

In-Home Family Therapy

CSEDW

T2021 HA

Job Development

CSEDW

T1005 HA

Respite Care In-Home

1:1 Ratio

CSEDW

T1005 HA HE

Respite Care Out-of-Home

CSEDW

T2019 HA

Supported Employment:  Individual

PC

T1019

Direct-Care Worker

For questions and issues, email HHAeXchange at Support@hhaexchange.com.

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