Arkansas Total Care and Empower Healthcare Solutions have partnered with HHAeXchange to provide software that allows access to a free EVV system and billing tool for member placement, scheduling, authorization management, communication, and EVV compliance. The free HHAeXchange Portal can be used for all personal care services authorized by Arkansas Total Care and Empower.
The first step in effectively working with either PASSE is to fill out the following questionnaire for your organization. The answers from your questionnaire will allow HHAeXchange to configure your agency’s portal.
Option 1, Free HHAeXchange EVV: Our agency wants to use HHAeXchange’s free EVV system, provided by the PASSE. Great! If you’ve indicated that you’d like to use HHAeXchange’s free EVV system, the contact person listed on your questionnaire 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.
Option 2, Use my Current EVV System: Our agency has an existing EVV system that we’d like to keep. It’s simple to connect your existing EVV system to the PASSE through the HHAeXchange Portal. Ensure that you’ve completed the questionnaire, and the HHAeXchange EDI Integrations Team will coordinate with you to create an interface to process your existing EVV visits and claims. Please note: Authenticare does not allow use of their use of their EVV system for PASSE members. You can reach out to the EDI team by by submitting a ticket via the Client Support Portal: https://www.hhaexchange.com/supportrequest
For Additional information regarding the HHAeXchange system, please review the Frequently Asked Questions document. All providers can use our Client Support Portal to find answers to questions and create support requests.
AR DHS has announced that all claims must be submitted through an EVV system on or before 12/1/2022.
Please click here to access the full announcement from Arkansas DHS.
Upon completion of the Provider Portal Questionnaire, please refer to the links below to access the recording and slides that were presented during the sessions hosted in October 2020.
These sessions provided a high-level introduction to the HHAeXchange system (including a demo), as well as PASSE-program specific information
Please Click Here for Additional Training Webinars
Please visit the Provider Portal Resource Page in the HHAeXchange System Support Center to view additional previously recorded webinars
AR EVV Mandate: Recording | Slides
Provider System User Training will be provided via the HHAeXchange Learning Management System (LMS). Providers will have to log on the Learning Management System to complete their training to understand the use of the HHAeXchange Provider Portal along with its functionalities. This training is required to ensure you have a clear understanding of the functionalities available to you in the HHAeXchange Provider Portal. The courses include a variety of videos, documents, and tests to help ensure you have a clear understanding of the different aspects of the Provider Portal to use for your EVV benefits.
Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete.
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.
(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:
HHAeXchange will send all caregiver details to Arkansas Total Care and Empower for consideration during claims processing. Please note that the caregiver’s Arkansas Medicaid ID should be entered into the Professional License Number Field in HHAeXchange.
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 the Provider-Led Arkansas Shared Savings Entity (PASSEs) to ensure members and, if desired, 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 found in the following documentation (links below):
Please open each link and save each guide for your records.
Please note: Authenticare does not allow use of their use of their EVV system for PASSE members.
This webinar will provide high-level detailed information of the EDI Process along with the core next steps on how to work in the HHAeXchange system for integrated providers.
Complete the AR PASSE Provider Portal Configuration Questionnaire
For new user request please complete the Arkansas Provider New User Request Form.
Click here to review the detailed FAQ document in regard to the Arkansas PASSE Implementation which will provide you with more insight on the program, patient placement, billing, EVV, Communications, as well as EDI and other functionalities.
Can I check my claims before submitting them to the MCO?
Yes. The HHAeXchange Portal provides a Pre-billing Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and MCO contract.
What is HHAeXchange?
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.
What are the benefits of the HHAeXchange Portal?
What if we have an EVV System that we’d like to keep?
It’s simple to connect your existing EVV system to the PASSE through the HHAeXchange Portal. Ensure that you’ve completed the HHAeXchange Portal Configuration Questionnaire, 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.
Can I Import and Export data into the HHAeXchange Portal?
Please see the EDI Process tab, above.
What if we’d like to use HHAeXchange’s Free EVV System?
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.
What information will the MCO send to my agency through the HHAeXchange Portal?
The PASSE will send placements, authorizations, and all communication through the HHAeXchange Portal. The PASEE may send additional information as they deem necessary.
Can I schedule my caregivers through the HHAeXchange Portal?
Yes. You’ll be able to schedule your caregivers through the HHAeXchange Portal either by creating schedules based on the authorization provided by the PASSE, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.
How will my agency bill to the PASSE?
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 PASSE contract.
How will I be trained on the HHAeXchange Portal?
Please see the User Training tab, above.
For questions and support all providers can use our Client Support Portal to find answers to questions and create support requests.