HHAeXchange has partnered with Texas Health and Human Services Commission (HHSC) to help Texas homecare providers remain compliant with state and federal EVV laws. HHAeXchange is the only state-funded EVV vendor. As part of this agreement, HHAeXchange’s Portal will be available at no cost to program providers, financial management services agencies (FMSAs), and Consumer Directed Services (CDS) employers. But with big changes like this one, come big questions. We have compiled some of the frequently asked questions Texas providers have been asking. Check them out below!
Jump to the category you have questions about:
Mobile App or Clocking In/Out
Sending Visits to the Aggregator
View our Getting Ready Checklist for helpful step-by-step instructions on how to get up and running.
HHAeXchange partnered with Vesta / Data Logic to import up to five years of historical member and authorization data. This data was processed into HHAeXchange and will be available for review once users are able to log in to your portal.
All member profiles will be validated against Texas Medicaid data once daily. Member profiles can also be validated through a real-time verification process.
Historical service provider data was transferred into the HHAeXchange system from Vesta / Data Logic and First Data/Authenticare. For any new service providers that need to be added, they can be either manually entered (Service provider > New Service provider), or by using the Service Provider Bulk Import. Go to the Texas EVV Vendor Information Center for more information.
Once you have logged into your HHAeXchange Provider Portal, you will see the Support Center link (located on left side of the webpage). The Support Center tab holds all process guides, videos, and PDFs detailing the functionalities of our system.
The HHAeXchange Consumer info-hub has interactive walkthroughs and videos for CDS employees and employers as well as an attestation upon completion. Click the Training tab to access the CDS training materials.
Services in scope are:
Effective January 1, 2021, EVV is required for Medicaid personal care services.
Effective January 1, 2024, EVV is required for Medicaid home health care services.
Please contact HHSC with any questions at [email protected]
Application programming interfaces (APIs) can be used to exchange data between third-party software systems, such as payroll systems and electronic health record systems, and the HHAeXchange Portal.
Program providers and financial management services agencies who want to integrate their third-party software systems with HHAeXchange can refer to the specifications listed in the HHAeXchange Web Service API Guide (PDF).
If the Service provider accidentally recorded an IN call as an OUT call (or vice versa), this can be corrected as listed below:
1. Navigate to Visit > Call Dashboard > Call Maintenance.
2. Search for the call using the status Potential In/Out Mistake.
3. When the call is located, click the desired link (Out or In) under the “Call Type” field.
4. Click the OK button to confirm the action.
EVV can be performed for CDS employees the same as described previously. There are three options:
Alternative Device (AD)
You can manually adjust the scheduled time if they clocked in or clocked out outside of the scheduled time window.
If a service provider is providing multiple services for a member on a single date of service (DOS), service providers would clock in and out for one service and then would need to clock in and out for the other service.
There are three options for EVV data collection. The mobile app is the preferred method. If the mobile app cannot be used, the member may authorize the service provider to use their home phone land line to clock in and out using Interactive Voice Response (IVR) telephony. The third option is utilizing an alternative device.
Service providers can navigate to the app store on their mobile device and search for “HHAeXchange+”. This will return the search result for the HHAeXchange+ mobile application. In the description of this application, it is specified that it should be used for service providers in the state of Texas.
HHSC policy requires service providers to be within 250 feet of the member’s home for a GPS clock in or out to register with that member’s profile.
The initial setup of the mobile application must be completed in an area with connection (i.e., Wi-Fi, cellular data network, etc.). Once completed, service providers can turn on Offline mode. With this feature enabled, service providers can clock in and out successfully while offline.
When utilizing Offline mode, the clocks will then be loaded successfully once they get back in range for cellular connection or Wi-Fi.
Billing through HHAeXchange is optional.
Prebilling is applicable to all users, whether you are billing through HHAeXchange or not.
Yes, billing is available in the HHAeXchange free version, HHAeXchange+.
Billing through HHAeXchange is optional but if you would like to bill via HHAeXchange, please review the Billing course in your HHAeXchange learning management system (LMS) for additional information. The HHAeXchange LMS covers all requirements to complete the billing process.
Alternative devices will be provided in accordance with HHSC policy, issuing alternative devices for 7.5% of each agency’s census. Please refer to the “alternative devices” section of the HHAeXchange Texas State Info Hub for more information on ordering alternative devices.
You can order devices now on the HHAeXchange website. Please refer to the “Alternative Devices” section of the HHAeXchange Texas State Info Hub for more information on ordering alternative devices.
If you need to request additional devices above the 7.5% threshold, HHSC is allowing the purchase of alternative devices for qualifying members at $12.00 (price includes shipping) each plus applicable sales tax. Please refer to the “Alternative Devices” section of the HHAeXchange Texas State Info Hub for more information on ordering alternative devices.
Devices will be shipped within five days of the order. Delivery is based upon ground shipping times.
The aggregation transaction manager is in the Admin drop-down (select “EVV Aggregation Transaction Manager”). Here the system will list all visits that have been submitted for aggregation and whether the visit was accepted.
If corrections are needed on the visit for it to be accepted, that will be specified in this report for review and updating as needed. Visits can be resubmitted for acceptance after corrections are completed.
All visits should be in an ‘accepted’ status prior to billing.
HHAeXchange submits visits to the aggregator upon submission by the agency. All visits should be submitted to the aggregator prior to billing.
For questions or help with HHAeXchange, please contact the Client Support Team:
Visit your Texas EVV Provider Information Center to access all information related to this implementation.
The HHAeXchange Texas Support Desk operates from 7:00 AM – 7:00 PM CT, Monday through Friday and 9:00 AM – 1:00 PM CT Saturday and Sunday. If a request is submitted or a call is placed outside of these hours, it will be addressed on the following day.
For more in-depth information about the transition and other Texas related questions, please visit the Texas EVV Provider Information Center.
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