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HHAeXchange & Evercare Partnership

Evercare has partnered with HHAeXchange to leverage our platform to implement Electronic Visit Verification (EVV) for Personal Care Services. Through the HHAeXchange platform you will be able to receive new home health aide cases, manage authorizations, confirm visits, and communicate certain types of issues in real-time. In addition, the HHAeXchange platform offers a robust agency management solution that can help streamline and automate time-consuming agency functions including placement, scheduling, compliance, and billing of services.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to Evercare for:

  • Electronic case broadcasting, authorizations, confirming visits using EVV
  • Real-time two-way messaging with Evercare
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing along with pre-billing review

Agency Options & Onboarding Phase

Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): Authorization data will become available in the HHAeXchange Portal, rather than coming by fax. Schedule and visit data will be imported from your 3rd party system into HHAeXchange. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details. Providers will be going live with the linked Evercare contract in Phase 1.

Agencies not currently using HHAeXchange (New Providers – EVV option of EDI or Free HHAX): You will receive an HHAeXchange Portal in order to receive authorizations and submit claims/invoice data. Please complete the Provider Portal Questionnaire Survey to ensure our team can create your unique credentials for access. Providers will have the choice to either use the free HHAeXchange EVV tools or select to integrate with their own third party EVV system. Providers will be going live with the linked Evercare contract in Phase 1.

Agencies currently using HHAeXchange (Existing Enterprise Providers):  You will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will be implemented with the linked Evercare contract in Phase 2.

Important dates

Phase 1 Go-Live Date: May 24th, 2021

Phase 2 (Existing ENT providers)

  • Enhanced Linked Training Session: June 28th, 2021, June 30th , 2021, and July 1st, 2021
  • Go-Live Date for Phase 2: Existing Enterprise Providers: July 26th, 2021

Phase 1 (New Providers / Existing EDI)

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 April 2021. If you have not done so already, complete the HHAeXchange Provider Portal Questionnaire . This questionnaire will provide necessary information for HHAeXchange to configure your portal and allow you to select whether you want to use free HHAeXchange EVV tools or use your existing EVV system.

Phase 2 (Existing ENT Providers)

HHAeXchange held information Sessions beginning May 24th, 2021. The information Sessions  provided outlined your next steps and training needs to ensure you have a smooth transition in your current HHAeXchange Provider System with the enhanced linked Evercare contract. Please refer to the links below to access video and presentation from the information session.

Ease of billing

  • Quickly enter confirmed visits in a user-friendly interface.
  • Increase billing acceptance rates with real-time pre-claim edit checks.

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.

Upcoming Webinars

Please Click Here for Additional Training Webinars

Recorded Webinars

Please visit the Provider Portal Resource Page in the HHAeXchange System Support Center to view additional previously recorded webinars

Provider System User Training

New HHAeXchange Providers: Use the Learning Management System (LMS)

  • 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:

  • An email will be sent to the contact that completed the EverCare 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 contact us by submitting a ticket via the Client Support Portal:

ENT Training Webinar – Enhanced Linked Contract Experience The purpose of this training is to cover several enhancements that allow for more flexibility and ease of use with linked payers. These enhancements include the Universal Patient Record linked contract functionality and improvements to the patient management experience. Please keep in mind this training is for those providers who use our Enterprise system.

EverCare ENT Provider Training: Slides Recording | UPR Guide

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.

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
  • Please follow these instructions in order for the EDI team to receive your file. Go to, from the support portal page please click on 3rd party integration support and submit a caregiver import request.

EDI Overview (Integrating with a 3rd Party Agency Management System)

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 necessary to successfully integrate your Agency Management System with HHAeXchange. HHAeXchange coordinates directly with EverCare 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 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.

What is HHAeXchange?

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.

What are the benefits of the HHAeXchange Portal?

Ease of billing

  • Quickly enter confirmed visits in a user-friendly interface
  • Increase billing acceptance rates with real-time pre-claim edit-checks

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

How will the free HHAeXchange EVV system work?

Through the HHAeXchange Portal, Evercare is offering free telephony for clock-in and clock-out functionality, including capturing completed plan of care duties. Each agency that 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.

What if we would like to use HHAeXchange’s free EVV System?

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.

What if we have an EVV System that we would like to keep?

It is simple to connect your existing EVV system to Evercare 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.

What information will Evercare send to my agency through the HHAeXchange Portal?

They will be sending new placements, authorizations, and all communication through the HHAeXchange Portal. Evercare may send additional information as they deem necessary.

How will the HHAeXchange Portal bill Evercare?

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.

Can I check my claims before submitting them to Evercare?

Yes. The HHAeXchange Portal provides a Prebilling Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and the Evercare contract.

Will I need a Portal for Evercare?

Yes. You will need a Portal to connect to Evercare for placements, authorizations, communication, and billing.

Can I schedule my caregiver 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 Evercare, or through the automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

How will I be trained on the HHAeXchange Portal?

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 webinar details with a live Q/A chat option to interact and review this information with the HHAeXchange training team.

Can I Import and Export data into the HHAeXchange Portal?

Processes for importing and exporting data from the HHAeXchange Portal can be found on the “EDI Process” tab.

Provider Services in Scope: Please see below all the provider services in scope for this implementation.

Service Code Description
S5125 Home Health Aide – 15 minutes
S5126 Home Health Aide – Live-In
S9122 Advanced Home Health Aide
S9123 Nursing – RN per hour – CAP
S9123:GT Nursing, Telephonic, Assessment & Patient Management, 10+ minutes
S9124 Private Duty Nursing – LPN – per hour
S9127 Medical Social Services
S9127:GT Medical Social Worker, Telephonic, Assessment & Patient Management, 10+ minutes
T1001 Nursing – RN Evaluation
T1019:U1 *Personal Care Aide Level II Basic
T1019:U2 *Personal Care Aide Level II Basic Two Client 1 of 2 Members in Household
T1019:U3 *Personal Care Aide Level II Basic Shared (Multiple Members)
T1019:U4 *Personal Care Aide per hour -hard to serve
T1019:U6 *CDPA Basic
T1019:U7 *CDPA Two Consumer
T1019:U8 *CDPA Enhanced
T1020 PCA Level II Live In
T1020:U2 PCA Level II Live In Two Client
T1020:U5 PCA Level II Live In Two Clients Hard to Serve
T1020:U6 CDPA Live in
T1020:U7 CDPA Live in Two Consumers
T1030 Nursing – RN Visit
T1030:GT RN Supervision, Telephonic Visit
T1031 Nursing – LPN Visit
S5130:U1 PCA Level 1
S9123:95 Nursing, Telehealth, Evaluation or Visit, 10+ minutes
S9127:95 Medical Social Work, Telehealth, Evaluation or Visit 10+ minutes

For questions and support all providers can use our Client Support Portal to find answers to questions and create support requests.