Backdrop 5 1

Illinois DOA & DRS Information Center

Provider Enrollment Form
  • Portal Access Begins
    January 26, 2026
  • DOA Member & Auth Data Available
    February 2, 2026
  • DRS Member & Auth Data Available
    February 13, 2026
  • DOA & DRS EVV Go Live
    March 2, 2026

WELCOME TO HHAEXCHANGE 

The Illinois Department of Healthcare and Family Services, the Illinois Department on Aging (DOA), and Illinois Division of Rehabilitation Services (DRS) have partnered with HHAeXchange to support providers in maintaining compliance with state and federal EVV requirements and to deliver a streamlined, user-friendly experience. 

As part of this agreement, HHAeXchange’s EVV Portal will be deployed as the only no cost offering to program providers. HHAeXchange’s EVV Portal will go live for providers on March 2, 2026, but there are a few steps you must take to ensure you are set up well in advance of this date. 

All providers must EITHER use the HHAeXchange EVV Portal OR ensure that the provider’s chosen EVV vendor connects with HHAeXchange to aggregate EVV data. The HHAeXchange EVV Portal will enable you to easily meet Illinois state requirements, providing a streamlined and user-friendly experience for both back-office staff and caregivers. In addition, Illinois providers will benefit by leveraging the HHAeXchange EVV Portal for workflow efficiencies including: 

  • Managing schedules based on authorizations, plans of care, and individual patient needs 
  • Offering intuitive EVV tools to caregivers, including a robust mobile application available in 20+ languages 
  • Ensuring a seamless transition of EVV data to the state aggregator 

For providers that already use an EVV system today, you may also use your own EVV system to connect with the state aggregator, HHAeXchange. In order to use this option, you and your vendor must meet the integration requirements to the State Aggregator and comply with the business rules when using a third-party EVV system. 

TAKE ACTION 

Step 1: Complete HHAeXchange Enrollment 

To prepare for the March 2, 2026 EVV go-live date, all In-Home Service providers who do not have an HHAeXchange portal must complete the HHAeXchange Provider Enrollment Form. This step is required for all providers, even those using a third-party EVV system. The form takes only 10–15 minutes to complete. 

  • Providers serving both the Illinois Department on Aging (DoA) and the Division of Rehabilitation Services (DRS) should complete only one enrollment form, selecting both DoA and DRS as payers when prompted. 
  • If you are an existing provider, including enterprise providers, and already have access to your HHAeXchange portal for State Plan Medicaid, you do not need to submit a new enrollment form. 

 

Step 2: Review HHAeXchange Information Session 

Access the slide deck and webinar recording below:

Recording | Slide Deck

HHAeXchange held two information sessions on November 18, 2025, and December 2, 2025. During these sessions, attendees saw a live demonstration of the EVV Portal, met the HHAeXchange team, and learned about implementation requirements, available training resources, and HHAeXchange’s full suite of solutions. These sessions also provided an opportunity for participants to ask questions about the EVV Portal.

Top Provider Onboarding FAQs

To help support you through this implementation and your onboarding with HHAeXchange, we’ve created a comprehensive FAQ document that addresses many common questions. If you don’t see your question and answer below, we encourage you to review the full Illinois DRS/DOA Implementation FAQ resource for helpful guidance.

Question Answer
What makes a visit EVV-compliant? A visit is compliant only when all six EVV elements are captured electronically (i.e. via the mobile app or Interactive Voice Response (IVR)): caregiver/provider, member/customer, service, time in, time out, GPS location. Missing or manually entering any element = non-compliant.
Does clocking in outside the 500-ft geofence make a visit non-compliant? Yes. Illinois uses a 500-ft geofence. Clocking in/out outside the allowed radius counts as non-compliant EVV
What should I do if my clinician or caregiver is confirmed to be in the home, but the GPS data for the visit clock-in or clock-out shows the location as out of range?  This scenario can occur in certain locations, such as apartment buildings or rural areas, where GPS accuracy may be limited. Provider agencies using HHAeXchange can update the member’s “home” coordinates either directly in the HHAeXchange system or through the HHAeXchange Mobile App. Providers submitting visits via EDI should work with their third-party vendor to update the “home” coordinates within their system.
 What does “75% EVV compliance” mean? At least 75% of all visits over a State Fiscal Year (SFY) quarter must be fully EVV-compliant. Up to 25% may be non-compliant due to issues like device problems, IVR failures, or manual entries. DoA and DRS provider agencies are expected to attain 75% overall visit compliance for the 04/01/2026 to 06/30/2026 SFY quarter. 
If caregivers forget to clock in/out and we enter the visit manually, is it compliant? No. Manual visits are always non-compliant, even if supported by a paper timesheet. You should still record the visit and keep documentation for audit purposes.
Can we continue using our current EVV vendor (AxisCare, Generations, CareTime, Caresmartz360, etc.)? Yes. You may continue using your third-party vendor. Your EVV system must send visit data to the HHAeXchange aggregator via Illinois’ Electronic Data Interchange (EDI) specifications.
Is the HHAeXchange state-sponsored portal free? Yes. Illinois covers the cost of the state-sponsored HHAeXchange EVV portal, which includes the tools required to meet EVV rules.
If we enrolled in 2024, do we need to enroll again? No. HHAeXchange will review your prior submission and contact you only if updates are required. An error stating your Employer Identification Number (EIN) already exists means you should open a support ticket, to ensure HHAeXchange has the appropriate provider agency contact information and identifiers, not re-enroll.
When will we receive portal credentials? Agencies new to HHAeXchange will receive login credentials ahead of the February 2026 training, with receipt expected around the end of January 2026. Login credentials go to the email provided on the enrollment form.
Do tasks impact EVV compliance? No. Tasks/duties do not affect your EVV compliance percentage. However, tasks may still be required by payers for claims to be paid correctly.
Who do we contact for access issues, enrollment errors, or technical support

• Technical Customer Care Portal: https://hhaexchange.my.site.com/s/login/

(Please Note: the technical customer care portal is accessible to DoA and DRS provider agencies after they receive portal credentials)

• Support Request Form: hhaexchange.com/supportrequest 
• Registration Help Line: (833) 961-7429
• Dedicated Illinois Support Email: [email protected]

 

HHAeXchange University

Learning Management System (LMS)

HHAeXchange University is the new Learning Management System (LMS) for software mastery. This user-friendly, self-paced platform is designed to help you learn the HHAeXchange portal and Electronic Visit Verification (EVV) in less time. Getting started is easy—register on the LMS Sign Up page using your name, email, chosen password, and six-digit customer ID. No need to share credentials—anyone from your agency can create their own login. Once registered, explore personalized learning plans and start your journey today. Your foundational training takes just 2-3 hours, putting essential tools and knowledge at your fingertips! 

 

Upcoming Illinois DRS/DOA  Training Sessions 

Payer-Sponsored Training 

Join us for training on the Payer-Sponsored HHAeXchange Portal for Electronic Visit Verification (EVV) for the Illinois Department on Aging (DOA) and the Illinois Division of Rehabilitation Services (DRS).

Training Session Date Links
IL DRS/DOA_EDI Onboarding (API) Training   Jan 27, 2026  

Slide Deck | Recording

 
 

System Setup & Data Readiness 

 

 Feb 3, 2026 Slide Deck | Recording 
 

EVV Operations Setup- Scheduling and Visit Capture

 

 Feb 18, 2026 Register Here
 

EVV Operations Setup- Visit Maintenance

 

 Mar 10, 2026 Register Here
 

Compliance Monitoring

 

 Mar 24, 2026 Register Here

 

Enterprise Training  

Join us for training on the Enterprise HHAeXchange Portal for Electronic Visit Verification (EVV) for the Illinois Department on Aging (DOA) and the Illinois Division of Rehabilitation Services (DRS).

 

Training Session Date Links
IL DRS/DOA_Linked Contract Training  Feb 17, 2026  

Register Here

 

Electronic Data Interchange (EDI) Training

The Illinois EDI Onboarding (API) Training was held on Jan 27, 2026. Please watch the recording and view the slide deck here.

Providers participating in the Illinois DRS and DOA implementation who prefer to continue using their existing EVV vendor may do so by having their vendor send the required visit data to their HHAeXchange-sponsored portal to ensure compliance.

Electronic Data Interchange (EDI) Process

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

Thank you for 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 Party 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 follow the steps in the Getting Started Checklist for Illinois State-Sponsored Alternate EVV Providers

 

Share the following documents with your Third Party EVV Vendor

  1. Business Requirements Link
  2. Technical Specification Document
  3. Authorization Specification (Optional)

 

Note: The EVV integration timeline is dependent on the 3rd party agency management system and other factors. While in the configuration process, you do not need to do anything further for EVV or data aggregation, aside from responding to your 3rd party vendor’s or HHAeXchange’s requests for EDI linking. As long as EVV data is being captured in the 3rd party vendor’s system, it will be transferred over for aggregation retroactively once EVV aggregation linking is completed.

Importing Caregivers into HHAeXchange

(Note: This action is not required for agency providers 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. 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
  • Follow Instructions for the EDI Team to Receive your File. Go to hhaexchange.com/supportrequest. From the support portal page, please click on Provider EDI Integrations and submit a Caregiver Import request.

Service in Scope 

See Below the Services in Scope for the IL DOA / DRS Implementation of EVV going Live on March 2, 2026:  

 

DoA:  

  • S5130 – Homemaker ** NOT LIVE IN SITE 

DRS: 

Personal Care: 

  • S5130 – Homemaker Services

Home Health Care Services: 

  • T1003 – LPN – Agency
  • T1002 – RN – Agency
  • T1004 – CNA – Agency
  • G0299 – RN – Agency (visits < 2hrs)
  • G0300 – LPN – Agency (visits < 2hrs)

All providers with questions can reach out to HHAeXchange at [email protected]. 

If you need to contact someone directly for DHS’ Division of Rehabilitation Services (DRS), please email [email protected]. 

If you need to contact someone directly for Department on Aging, please email [email protected] 

 HHAeXchange Illinois EVV Helpline: (833)961-7429