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Michigan Information Center

Provider Onboarding Form
  • MI Choice, MI Health Link, Medicaid Managed Care Plan (MHP) and Behavioral Health Go Live
    September 3, 2024
  • MI Choice, MI Health Link, Medicaid Managed Care Plan (MHP) and Behavioral Health Provider Onboarding Form Should Be Completed
    July 12, 2024
  • Home Help Go Live
    July 1, 2024
  • Home Health - Fee for Service (FFS) - EVV Must Be Completed Through HHAeXchange - Including Claims
    June 1, 2024
  • Home Help Provider Onboarding Form must be completed
    May 3, 2024
  • Home Health - Fee for Service (FFS) Go Live
    April 1, 2024

Overview

The Michigan Department of Health and Human Services (MDHHS) is partnering with HHAeXchange to implement an Electronic Visit Verification (EVV) system. This system will be used to validate in-home visits for Medicaid recipients. This will bring MDHHS into compliance with federal regulation, ensure beneficiaries are receiving services as planned and authorized, improve the accountability of caregiver services, and ensure payment accuracy for services provided.

Under Section 12006(a) of the 21st Century Cures Act, states are required to implement EVV for all Medicaid personal care services and home health care services that require an in-home visit by a provider. The EVV system must verify the type of service performed, along with the date, time, and location of the service, as well as the individual receiving and the individual providing the service.

MDHHS has decided to use an open system or “Open Vendor Model.” The implementation of an “Open Vendor Model” allows providers and managed care organizations to use the state’s selected EVV system HHAeXchange at no cost, or an alternate EVV system of their choosing that directly integrates with the state’s EVV system HHAeXchange. The HHAeXchange system includes data collection, data aggregation, and a pre-billing module to support MDHHS and its providers. HHAeXchange will support MDHHS by consolidating all visit data, regardless of the EVV tools used.

In early 2024, MDHHS plans to begin transitioning providers to EVV. The implementation will be staggered to allow adequate time for training and adoption by impacted stakeholders.

  • As of April 1, 2024, Home Health – Fee for Service (FFS) was the first program to implement EVV utilizing the HHAeXchange EVV system.
  • July 1, 2024, is the EVV Go-live date for Home Help Agency Providers (Home Help Individual Providers will go live no later than September 3, 2024).
  • MI Choice, MI Health Link, Medicaid Managed Care Plan (MHP) and Behavioral Health will go live September 3, 2024.

Next Steps

All Michigan Medicaid providers must choose one of the following EVV solution options:

  • Providers without an EVV solution may set up and use the free EVV tools from HHAeXchange provided by MDHHS.
  • Providers with an EVV solution may continue the use of the existing EVV system that meets state requirements and send visit data to the HHAeXchange system using electronic data interchange (EDI).

Action Required

Complete the HHAeXchange Provider Onboarding Form

Regardless of the EVV solution selected, all impacted providers are required to complete the HHAeXchange Provider Onboarding Form.

Please note that only one onboarding form per agency is required to create your HHAeXchange Portal. Once your portal is created, it will be linked to your relevant Michigan contracts in alignment with our phased go live schedule. 

Questions?

To stay up to date on EVV in Michigan visit www.Michigan.gov/EVV.

For questions or help please call HHAeXchange at 1-866-576-1179 or visit the pages of this website.

EVV Required for Michigan Home Health Fee for Service (FFS) Starting June 1

On June 1, 2024, all Home Health Fee-for-Service EVV services must be generated through HHAeXchange.

  • Claims with dates of service on or after April 1, 2024, sent directly to CHAMPS will be rejected.
  • All claims must be processed through HHAeXchange and we will send them to CHAMPS for adjudication through our software.

Let us make sure you are familiar with the product and how it works.

  1. Log in to your agency’s HHAeXchange portal to get familiar with the system. Login credentials can be found in an email from [email protected] on March 25, 2024.
  2. You have access to the Learning Management System for an in-depth dive into the product. These credentials were assigned after you completed the onboarding registration form.

Next, let us make sure you know where to find general resources

  1. The HHAeXchange Knowledge Base is the best place to find helpful resources about billing, product usage, and more for your software.
  2. The Getting Started  Webinar  replay has everything you need to get prepared with a task list including system setup, workflows, and system actions to help you get started.

Finally, Let us conquer the billing process together.

  1. Need help understanding the billing components in HHAeXchange? We have open hours available June 4th through June 13th with our in-house subject matter experts to help you get up and running.  We’d love to see you there, but recommend you complete the steps listed above first. Click the link below to register for open hours.
  2. Can’t attend but need a guide through the process? This video walks you through the billing process and can be accessed at your convenience.
  3. Prefer to review a document? These handy billing and claims guides will help you through the process:

 

Open Hours Help Providers Navigate the June 1 EVV Requirement

We have reached a significant milestone in the Michigan EVV rollout for Home Health. As of June 1, 2024, all Home Health Fee-for-Service EVV services must be generated through HHAeXchange.

Michigan Home Health Office Hours sessions

Each session included subject matter experts to address all questions as well as show demonstrations when appropriate. Registration is required. Providers can join anytime between the start and end time of the desired session date. Each session intends to allow time for providers to ask any outstanding questions. Attendees are not required to stay for the full duration and may exit the webinar once questions have been answered.

Note: It is highly recommended that the Learning Management System (LMS) training be completed before attending an Open Hours session.

Review Open Hours below:

 

Michigan Home Health Fee for Service (FFS)

As of June 1, 2024, all Michigan Home Health Fee for Services (FFS) providers are required to implement Electronic Visit Verification (EVV) utilizing the HHAeXchange system.

The first step is completing the provider onboarding form.

 

Michigan Home Health EDI Providers Can Now Send Authorizations Via File Interface

We’re excited to announce a recent enhancement regarding authorizations for Michigan Home Health Fee for Service (FFS). Providers using Electronic Data Interchange (EDI) now have multiple methods to ensure authorizations reach HHAeXchange promptly.

Previously, EDI providers manually entered authorizations in the HHAeXchange system. Now we have enhanced our system to be able to accept them via a file interface.

Attached is the specification document for your review.

Web Service API Guide – MI

Please take a moment to go over them and let us know how you’d like to proceed.

Visit the Electronic Data Interchange (EDI) Process page for more information about EDI.

 

Training

Review the Michigan Learning Management System (LMS)

LMS credentials were emailed to providers beginning on Wednesday, February 21. Only one username is provided per agency and providers can share username/password across all members of their Agency that require training. The credentials were sent to the person listed as primary contact on the Provider Onboarding form.

Open Hours

HHAeXchange hosted several “open hours” webinar sessions from March 27 through April 19. Each session included subject matter experts to address all questions as well as show demonstrations when appropriate. Topics covered included Creating Caregivers / Creating Users; Creating Members / Adding Payers & Authorizations; Scheduling Visits / EVV & IVR; Visit Management (Confirming Visits) Call Dashboard; and Billing.

 

Getting Started Webinar

The Getting Started Webinar was held Monday, March 25 from 11 AM to 2 PM. The webinar reviewed provider Go-Live preparedness tasks and helped ensure agencies have all the needed information to successfully use the HHAeXchange system at Go-live. System setup, workflows, and an in-depth review of system actions providers need to take to successfully begin capturing EVV in HHAeXchange were covered in the webinar.

Recording | Slides

System User Training

System User Training was held February 27, 28 and 29. All information presented in the System User Training Webinars is available in your Learning Mangement System (LMS). Agencies that completed a provider onboarding form began receiving LMS credentials on Wednesday, February 21. Credentials were emailed to the primary contact listed on the provider onboarding form.

Informational Sessions

Informational Sessions for the Michigan Home Health – Fee For Service (FFS) implementation were held on February 8, February 13 and February 14. Please review the recording and slide deck below.

Recording | Slides

Pre-Information Session

Michigan and HHAeXchange hosted a Pre-information Session on Tuesday, October 3, 2023. Links to the recording and slide deck are below.

Recording | Slides

 

Services in Scope

The table below provides information about the procedure codes and modifier combinations for in scope services for the April 1, 2024 go live for Michigan Home Health – Fee For Service (FFS).

Procedure Code OR Procedure Code and Modifier Combination​ Description​
G0151​ OR​ G0151 : TS
Physical Therapy, per 15 minutes; Services delivered under an outpatient physical therapy plan of care​
G0152​ OR​ G0152 : TS
Occupational Therapy, per 15 minutes; Services delivered under an outpatient occupational therapy plan of care​
G0153​ OR​ G0153 : TS
Speech/Language Therapy, per 15 minutes; Services delivered under an outpatient speech-language pathology plan of care​
G0156​ ​Home Health Aide, per 15 minutes​
G0299​ ​Skilled Nursing Services, per 15 minutes – RN​
G0300​ ​Skilled Nursing Services, per 15 minutes – LPN​

 

 

 

 

 

 

 

 

Michigan Home Help

Agencies participating in the Michigan Home Help program will go live with electronic Electronic Visit Verification (EVV) on July 1, 2024. Individual providers who are not affiliated with an agency will go live by September 3, 2024.

Information on this web page is directed to the agencies. Please check back frequently for updates.

The Michigan Department of Health and Human Services (MDHHS) will keep individual providers informed about onboarding with HHAeXchange.

 

Action required for In-Scope Agencies

Training

Getting Started Webinar

The Getting Started Webinar was held Tuesday, June 25 from 1 PM to 4 PM. The webinar reviewed provider Go-Live preparedness tasks to help ensure agencies have all the needed information to successfully use the HHAeXchange system at Go-live. System setup, workflows, and an in-depth review of system actions providers need to take to successfully begin capturing EVV in HHAeXchange were covered in the webinar. Please review webinar recording below:

Get Your Questions Answered at HHAeXchange Open Hours Sessions!

HHAeXchange will be holding “open hours” webinars on June 26, June 27, June 28, July 2, July 9, July 11, July 16, July 18 and July 23. Agency providers are able to drop in anytime in between to join us to ask any outstanding questions you may have and are not required to stay for the full duration once you have had your question answered. HHAeXchange will have subject matter experts on to answer all questions as well as show demonstrations when appropriate.

Training Topics:
June 26th – Creating Caregivers / Creating Users
June 27th – Review & Accept Placements/Email Notifications
June28th – Scheduling Visits / EVV & IVR
July 2nd – Visit Management (Confirming Visits) Call Dashboard
July 9th – Creating Caregivers / Creating Users
July 11th – Review & Accept Placements/Email Notifications
July 16th – Scheduling Visits / EVV & IVR
July 18th – Visit Management (Confirming Visits) Call Dashboard
July 23rd -Visit Management (Confirming Visits) Call Dashboard

Register Today!

System User Training

System User Training on the HHAeXchange Provider Portal was conducted from Thursday, May 30 to Wednesday, June 5. All information presented in the System User Training Webinars is available in your Learning Mangement System (LMS). Agencies that completed a provider onboarding form began receiving LMS credentials on Tuesday, May 21.  Credentials were emailed to the primary contact listed on the provider onboarding form.

Informational Sessions

Informational Sessions for the Michigan Home Help implementation were held on May 7, May 10 and May 13. Please review the recording and slide deck below.

Recording | Slides 

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

This overview is geared towards providers who will be using their own EVV solution and not the MDHHS EVV solution. If you have your own EVV vendor, in HHAeXchange’s system the vendor will be referred to as an EDI vendor. The information below lists the general requirements and steps to successfully integrate a 3rd Party Agency Management System with HHAeXchange. Electronic Data Interchange (EDI) Providers will be required to comply with both the HHAeXchange Technical Specifications and Business Requirements listed below. After reviewing the specifications and requirements resources, please initiate contact HHAeXchange to begin the integration process.

  1.  It is critical to complete the Third Party EVV Attestation Form begin the process: Attestation Form
  2. Please click here for the Technical Specification document: EDI Technical Specifications
  3. Please click here for the Business Requirements document: Business Requirements
  4. Please click here for the Authorization Specification: Web Service API Guide (Home Health only)
  5. Submit a ticket to HHAX EDI via the Client Support Portal: https://www.hhaexchange.com/supportrequest 

Disclaimer: The information on this page is subject to change. As new information becomes available, the page will be updated. Check back often for updates. Last updated January 8, 2024. 

 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 HEREto 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 in order 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. 

Electronic Data Integration (EDI) Onboarding Webinar

Home Health Fee for Service (FFS)

EDI Onboarding Webinars for the Michigan Home Health – Fee for Service (FFS) implementation were held on February 20, February 22 and February 28. The training provided an understanding of the HHAeXchange Provider Portal and the EDI integration process.

Please review the recording and slide deck below.

Recording | Slides

Home Help – Agency Providers

EDI Onboarding Webinars for the Michigan Home Help implementation were held on May 14, May 16 and June 4. The training provided an understanding of the HHAeXchange Provider Portal and the EDI integration process.

Please review the recording and slide deck below.

Recording | Slides

Michigan MDHHS Providers Frequently Asked Questions

 

  • Click HERE for Frequently Asked Questions about the HHAeXchange system.
  • Click HERE for Caregiver and Provider FAQs from MDHHS.

 

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?

  • Complimentary Electronic Visit Verification (EVV) tools
  • Open Model EDI Integration with 3rd Party EVV Vendors
  • Receive recipient demographics and authorizations electronically in real-time
  • Pre-bill scrubbing to ensure clean claims and accelerate revenue cycle

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

It’s easy to connect your existing EVV system to the plans in Michigan through the HHAeXchange Portal. Ensure that you’ve completed the Provider Portal Enrollment Form, and the HHAeXchange Integrations Team will coordinate with you to create an interface to process your existing EVV visits and claims.

Which application should I download for my agency and caregivers to use?

Please note that agencies and providers should be downloading the HHAeXchange+ app as described in the Apple Store and Google Store.

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

Each plan will send placements and authorizations through the HHAeXchange Portal. Plans 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 or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system. However, advance scheduling is not a requirement for logging visits in the HHAeXchange system.

How will I be trained on the HHAeXchange Portal?

Please see the Training tab for more information.

Can I Import and Export data into the HHAeXchange Portal?

Continue to use your existing EVV system and import visit data into HHAeXchange using Electronic Data Interchange (EDI). Please contact the HHAeXchange Client Support Portal to begin your integration.

HHAeXchange Contact Information:

Call HHAeXchange at 1-866-576-1179 or visit the various pages on this website.

Michigan MDHHS Contact Information:

To stay up to date on EVV in Michigan visit www.Michigan.gov/EVV.