Healthfirst has partnered with HHAeXchange to leverage our homecare management Provider Platform to implement Electronic Visit Verification (EVV) for Personal Care Services (PCS) and Home Health Care Services (HHCS), as part of the approach for the 21st Century Cures Act.
Through the HHAeXchange platform, you will be provided with new member demographic data and authorizations from Healthfirst, with the ability to schedule, confirm, and bill visits for those members.
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.
The HHAeXchange Portal provides a direct connection from the agency to Healthfirst for:
Enterprise Free Agencies currently using HHAeXchange’ s EVV tools: You had a free HHAeXchange portal created through completing an enrollment questionnaire for a previous implementation. You will be able to continue using HHAeXchange, utilizing the system’s linked contract functionality. Providers will be implemented with the linked Healthfirst contract in Phase 1. Providers should have received a detailed welcome letter in advance, letting them know which phase they fall under along with the go-live date expectations.
Enterprise Free Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): You had a free HHAeXchange portal created through completing an enrollment questionnaire for a previous implementation. You will be able to continue using HHAeXchange, utilizing the system’s Healthfirst Linked Contract functionality. Schedule and visit data will be imported from your 3rd party system into HHAeXchange to be billed to Healthfirst. 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 Healthfirst contract in Phase 1.
Agencies not currently using HHAeXchange: You will receive a free HHAeXchange Portal as part of this Implementation. Please complete the Provider Portal Enrollment Form 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 existing third party EVV system. Providers will be going live with the linked Healthfirst contract in Phase 1.
Enterprise Agencies currently using HHAeXchange – You currently pay for the HHAeXchange Full Enterprise platform. With Healthfirst, you will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will be implemented with the linked Healthfirst contract in Phases 2 and 3. Providers will receive a detailed welcome letter in advance, letting them know which phase they fall under along with the go-live date expectations.
Phase 1 (New/Existing Enterprise Free Providers):
Phase 2 (Enterprise Providers):
Phase 3 (Enterprise Providers):
The Cures Act Mandate requires all visits for personal care services (PCS) and Home Health Care Services (HHCS) to be timestamped via an electronic verification method utilizing EVV tools to record the member, caregiver, location of the service, date of the service and the type of service performed. To ensure EVV data is being accurately captured, Healthfirst will be implementing HHAeXchange.
The Information Sessions were held for all phase 1 in scope providers to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The info sessions concluded on June 16, 2022. The recording and slide deck can be found below:
*Please note that the information session recording refers to a claim denial date of Jan 9, 2023. Healthfirst has since moved the claim denial date forward to Jan 1 2023.
Complete the Healthfirst Provider Portal Enrollment Form . 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. A webinar was held to explain how to complete the Enrollment Form and you can view a recording of this webinar here.
The Information Sessions were held for all phase 2 in scope providers to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The info sessions concluded on July 29, 2022. The recording and slide deck can be found below:
The Information Sessions were held for all phase 3 in scope providers to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The info sessions concluded on July 29, 2022. The recording and slide deck can be found below:
Please click here for Additional Training Webinars
EDI Provider Training This training was held on April 24, 2023 and covered training and instruction on 3rd party EVV integration processes.
Recording | Slides
Linked Provider Portal Training This training was held on April 24, 2023 and covered training and instruction on linked payer workflows.
Go Live Support Webinar The Go Live Support Webinar was held for all in scope providers and covered the updates and changes related to the Healthfirst implementation in the HHAeXchange system. The First webinar session concluded on Wednesday Dec 7th, 2022. The recording and slide deck can be found below:
Recording | Slides
Phase 3: Enterprise Providers
The Enterprise Provider Training was held for all in scope phase 3 providers and covered the enhanced linked contract functionality in the HHAeXchange system. The webinar sessions concluded on Oct 7th, 2022. The recording and slide deck can be found below:
Recording | Slides
Phase 2: Enterprise Providers
The Enterprise Provider Training was held for all in scope phase 2 providers and covered the enhanced linked contract functionality in the HHAeXchange system. The webinar sessions concluded on Aug 31, 2022. The recording and slide deck can be found below:
Phase 1: New Providers & Existing Enterprise Free Providers
Learning Management System (LMS)
Jun 22, 2022 – Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format.
System User Training Webinar Week
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 a Q/A chat feature.
System User Training has concluded as of July 1, 2022. Please refer to your LMS to access any of the videos shown.
TV Modifier Update
Update: Service Code Bundles
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.
As part of the EDI project, you can continue to use your existing EVV system for scheduling/visit confirmation. However, you will need to set up an integration to send the confirmed and billed visit data to HHAeXchange to be passed to Healthfirst.
HHAeXchange coordinates directly with Healthfirst to ensure members and 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.
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):
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:
Training Opportunities for EDI Providers
EDI Onboarding Webinar
EDI Post Integration Training Webinar
To contact our EDI team please submit a 3rd party integration support request and include Healthfirst as the payer name.
What is HHAeXchange?
HHAeXchange is the premier Homecare Management Software company for the Medicaid non-skilled Long Term Services & Solutions (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
Member & Authorization Management
How will the free HHAeXchange EVV system work?
Through the HHAeXchange Portal, Healthfirst is offering free telephony for clock-in and clock-out functionality. 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.
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 Healthfirst 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 Healthfirst send to my agency through the HHAeXchange Portal?
Healthfirst members and authorizations, including new placements, will be provided through the HHAeXchange Portal. Relevant communications will also be sent through the portal.
How will the HHAeXchange Portal bill to Healthfirst?
All claims will be created through the HHAeXchange Portal and sent electronically via an 837 eBilling file.
Can I check my claims before submitting them to Healthfirst?
Yes. The HHAeXchange Portal provides a Prebilling Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and the Healthfirst contract.
Will I need a Portal for Healthfirst?
Yes. You will to log into Healthfirst’s Provider Portal to access placements, authorizations, communications, 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 Healthfirst, or through 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. Please refer to the Training tab on this site for more details.
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.
Healthfirst Direct Contact Information:
For Healthfirst related questions or help, please contact your Healthfirst Account Manager, or the Provider Call Center at 1-888-801-1660.
For questions and support all providers can use our Client Support Portal to find answers to questions and create support requests.