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 – Monday February 08, 2021 – Friday February 12, 2021

Go-Live date for all Providers – Wednesday March 1st, 2021

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

Provider System User Training will be provided via the HHAeXchange Learning Management System (LMS) along with webinars. Providers will have the options listed below to complete their training to understand the use of the HHAeXchange Provider Portal along with its functionalities. Please keep in mind both options are available to the provider for training and can be leveraged to complete the training.

Options for System User Training (providers can utilize one or both training options listed below):

Option 1: Use the Learning Management System (LMS):

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete prior to go-live on March 1st 2021.

  • An email will be sent to the contact that completed the Cognito Survey
  • One Username will be sent for your Agency to use

Option 2: Attend a daily webinar for one week to be trained (02/08 – 02/12)

Register for User Training Webinars: Complete system user training by attending a series of webinars. The Webinars will provide the opportunity to view the same materials as the LMS courses. In addition, HHAeXchange staff will be available during the webinars to answer your questions live via an interactive Q/A chat feature.

Training will be held the week of Monday February 08th through Friday February 12th, 2021. Please see the schedule below, outlining the training topics specific to key staff roles in your agency:

Training Day 1: Monday, 02/08

  • Video: HHAeXchange: Project Introduction
  • Provider Type: HHAX Free EVV and Third-Party EDI providers
  • Attendees: Admin + Biller + Coordinator
  • Functionalities Discussed: Project Overview, System Access, Support Resource, Workflows

Training Day 2: Tuesday, 02/09

  • Video: HHAeXchange Management & Adding Patients/TEMP Auths
  • Provider Type: HHAX Free EVV and Third-Party EDI providers
  • Attendees: Admin + Biller + Coordinator
  • Functionalities Discussed: Patient Placement, Communication, Caregiver Management, Reporting & Adding a Patient, Assigning a contract, Creating a TEMP Authorization for patients

Training Day 3: Wednesday, 02/10 *Please attend one of the following sessions:

Morning session is specific to Free EVV Providers

  • Video: HHAeXchange Scheduling and Visit Management
  • Provider Type: HHAX Free EVV
  • Attendees: Admin + Coordinator
  • Functionalities Discussed: Scheduling, Visit Management, EVV, Call Dashboard

Afternoon session is specific to EDI Providers

  • Video: HHAeXchange Introduction to EDI Integration
  • Provider Type: Third-Party EDI providers
  • Attendees: Admin + Coordinator
  • Functionalities Discussed: EVV management for Integration

Training Day 4: Thursday, 02/11

  • Video: HHAeXchange: Billing (Optional)
  • Provider Type: HHAX Free EVV and Third-Party EDI providers
  • Attendees: Attendees: Admin + Biller
  • Functionalities Discussed: Pre-billing, Billing, Billing Review, Re-billing
    • Note: Only the Prebilling functionality demonstrated in this video will be available for use in the Provider Portal as of March 1, 2021

Training Day 5: Friday, 02/12

  • Video: HHAeXchange: Administration & Next Steps
  • Provider Type: HHAX Free EVV and Third-Party EDI providers
  • Attendees: Attendees: All Roles
  • Functionalities Discussed: User Management, Provider Profile, Coordinator Setup, Rate Management. The Next Steps video will provide information for all providers including logging in to the portal, Caregiver training, using the Provider Resource Page, receiving the IVR line, and a recap of the provider workflow.

EDI INFO SESSIONS

For providers using 3rd party EVV system outside HHAX, please register here for the WV – EDI Session that will be held on the given dates:

  • January 25th, 2021 at 10:00 AM
  • February 4th, 2021 at 11:00 AM
  • February 16th, 2021 at 1:00 PM

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.

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.

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):

 
 

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 Support@hhaexchange.com.

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