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Minnesota Provider Information Center

Provider Portal Questionnaire

Overview

Electronic Visit Verification in Minnesota

Minnesota Department of Human Services is fully operational with Electronic Visit Verification. All Minnesota Providers that serve Minnesotans with EVV services are required to capture EVV.

Minnesota Department of Human Services (MN DHS) will be monitoring and enforcing compliance with EVV starting September 1, 2024. MN DHS is required to report quarterly EVV usage to the Centers for Medicare and Medicaid Services to identify providers who are not using an EVV system. We will provide technical assistance to providers identified in these reports. Please visit the MN DHS EVV website for more information about EVV Compliance Policies and Requirements.

HHAeXchange is the State Aggregator and collects all visit data, regardless of the EVV System being used. Providers have a choice of using the HHAeXchange syscan use the HHAeXchange system to capture

Getting Started with EVV

The first step will be to fill out the Provider Enrollment Form listed below as you are identifying yourself as a Minnesota DHS provider. If you provide both Personal Care Services and Financial Management Services, please fill out both surveys. If you have already filled out the PCS survey, please be sure to complete again.

Getting Started

Selecting an EVV solution that fits your provider agency

  • Step 1: Selecting an EVV Solution that fits your provider agency
    • Department of Human Services has deployed an Open Model of EVV in Minnesota. Providers can choose to use the state sponsored HHAeXchange system to capture EVV at no cost OR Providers can use a 3rd Party EVV solution that meets the below requirements:
    • 3rd Party Solution EVV Requirements:
      • All costs associated with 3rd Party Vendor systems are the responsibility of the Provider
      • Providers must ensure their 3rd Party system connects to the HHAeXchange data system and meets state requirement
  • Step 2: Fill Out the Minnesota Provider Enrollment Form
    • This questionnaire is designed to capture key information about your agency in order to build your agency’s HHAeXchange Provider Portal. Organizations that will use a 3rd Party Vendor to capture EVV and organizations that will use HHAeXchange to capture EVV are required to complete one (1) Minnesota Provider Enrollment Form.
    • Important Note: If your agency will be submitting EVV data under more than one NPI and/or UMPI, HHAeXchange needs all identifiers in the system for member, authorization, and visit data to flow properly.
  • Step 3: HHAeXchange System Learning and 3rd Party Provider Integration:
    • 3rd Party Providers: Providers that will be using a 3rd Party Vendor to capture EVV will need to submit an API Configuration ticket to begin the HHAeXchange + 3rd Party Provider integration process. 3rd Party Vendor Providers must work closely with their 3rd Party Vendor and HHAeXchange to complete the systems integration.
    • HHAeXchange System Providers: Providers that will use the HHAeXchange system to capture EVV will receive Learning Management System credentials. Providers are strongly encouraged to take the available LMS courses to thoroughly understand how to use the HHAeXchange system
  • Step 4: Capture EVV
    • HHAeXchange System Providers: Caregivers will capture EVV data using the HHAeXchange mobile application or by telephony (IVR). Providers that use the HHAeXchange system to capture EVV data will manage their caregiver and visit information directly in the HHAeXchange system
    • 3rd Party Providers: Caregivers will capture EVV data using the methods made available by the 3rd Party Vendor. The Provider will work closely with the 3rd Party Vendor to import caregiver and visit data into the HHAeXchange system and work to resolve visit import rejections.
  • Step 5: Ensure you have a MN-ITS mailbox!
    • All essential communications coming from MN DHS will go to your agency’s MN-ITS mailbox.
    • If you need a MN-ITS mailbox, please refer to the MHCP MN-ITS User Manual for instructions on how to register for MN-ITS and access your mailbox.

Important Dates

  • October 1, 2024: Transition from PCA service codes to CFSS Service Codes
  • September 1, 2024: EVV Compliance: Minnesota Providers are required to capture EVV for in-scope service codes. MN DHS will be enforcing compliance with EVV starting Sept. 1, 2024
  • October 2023 – Phase 4: Home health services. Launches in October 2023. All home health providers will launch, regardless of payer.
  • June 5, 2023 – Phase 3: Managed Care Organizations (MCOs) launched for personal care services
  • December 12, 2022 – Phase 2: Remaining personal care service providers launched
  • June 2022 – Phase 1: Financial Management Services (FMS) for personal care services (CDCS & CSG) launched

Managed Care Organization (MCO) Overview:

Managed Care Organizations (MCOs) have partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) system for providers of personal care services and home health services. The HHAeXchange EVV Portal features tools for scheduling, authorization management, and communication for all Minnesota MCO Providers. HHAeXchange also supports the unique workflows of self-direction. *Please note, Minnesota Providers may choose to use the free HHAeXchange EVV Portal or a 3rd Party System. 3rd Party System costs are the responsibility of the Provider and the Provider must ensure that their selected 3rd Party System meets the business and technical integration requirements to integrate with HHAeXchange. Providers using a 3rd Party System should refer to the ”EDI Process” section of the MN State Info Hub.

Getting Started with EVV: Fill out the Minnesota HHAeXchange Provider Enrollment Form and refer to the steps in the “Overview” section of the MN State Info hub.

Managed Care Organizations (MCOs)

  • BlueCross
  • HealthPartners
  • Hennepin Health
  • Itasca Medical Care (IMCare)
  • Medica
  • PrimeWest Health
  • South Country Health Alliance
  • UCare

Important Dates

  • June 2023: EVV go-live for Managed Care Organization providers
  • May 2023:
    • Learning Management System Access for Managed Care Organization providers (May 10th)
    • System User Training (May 16 – 18th)
  • April 2023: Information Session for Managed Care Organization providers (April 18 – 21st)

Minnesota Fee For Service (FFS) Program Overview:

The Minnesota Department of Human Services and Managed Care Organizations (MCOs) have partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) system for providers of personal care services and home health services. The HHAeXchange EVV Portal features tools for scheduling, authorization management, and communication for MN DHS and all Minnesota MCO Providers. HHAeXchange also supports the unique workflows of self-direction. *Please note, Minnesota Providers may choose to use the free HHAeXchange EVV Portal or a 3rd Party System. 3rd Party System costs are the responsibility of the Provider and the Provider must ensure that their selected 3rd Party System meets the business and technical integration requirements to integrate with HHAeXchange. Providers using a 3rd Party System should refer to the ”EDI Process” section of the MN State Info Hub.

Getting Started with EVV: Fill out the Minnesota HHAeXchange Provider Enrollment Form and refer to the steps in the “Overview” section of the MN State Info hub.

MN DHS Programs and Managed Care Organizations (MCOs)

  • MCOs:
    • BlueCross
    • HealthPartners
    • Hennepin Health
    • Itasca Medical Care (IMCare)
    • Medica
    • PrimeWest Health
    • South Country Health Alliance
    • UCare
  • MN DHS Programs:
    • Community First Services and Supports (CFSS) FFS
    • Home Health FFS
    • Waiver Services FFS

Important Dates

  • October 2023: Go-live for Home Health services. All home health providers, regardless of payer, launched for EVV
  • September 2023:
    • Learning Management System Access for Managed Care Organization providers (Sept. 20th)
    • System User Training (Sept. 26 – 28th)
  • August 2023: Information Sessions for Home Health Providers (August 21 – 23rd)
  • June 2023: Managed Care Organizations (MCOs) launched for personal care services
  • May 2023:
    • Learning Management System Access for Managed Care Organization providers (May 10th)
    • System User Training for managed Care Organizations Providers (May 16 – 18th)
  • April 2023: Information Session for Managed Care Organization providers (April 18 – 21st)

HHAeXchange EVV Portal

HHAeXchange is offered at no cost to the providers. However, we understand that providers may need to expend time and resources to implement a change this large in order to achieve compliance in partnership and cooperation with MN DHS. Here’s a look at some of the benefits you will get if you choose the no-cost HHAeXchange EVV Portal.

EVV

  • Participant Management for the MN DHS Program
  • Mobile Application in Multiple Languages
  • Telephony Lines in English and Spanish
  • EVV options focused on self-direction
  • Clock-In / Clock-Out Exception Dashboard
  • Submission / Aggregation of EVV Data to MN DHS

Scheduling

  • Master Week Scheduling
  • Case & Scheduling Coordination
  • Plan of Care Management

Compliance

  • Minnesota Statutes 256B.073 Compliance
  • Plan of Care Adherence
  • Visit Confirmation Compliance
  • Visit reporting

Purpose-Built for Self-Direction

  • Participant or employer review and approval of time worked
  • Workflows to support self-directing participants and FMS entities
  • Integrate easily with FMS tools

Minnesota Services Portal Overview 

The Services Portal is designed to support self-direction for clients by providing greater visibility and control over EVV-related shifts. 

Through the portal, users can view and manage relevant shift information in a centralized, easy-to-use platform that aligns with Minnesota-specific workflows. 

Requirements 

Use of the Services Portal in Minnesota is optional. 

Minnesota providers, clients, and caregivers are not required to use the Services Portal to manage services or EVV activities. The portal is available as an additional tool for those self-direction clients who prefer enhanced visibility and self-service capabilities. 

 Getting Started with the Services Portal: Providers

Providers can get started and access the Services Portal by: 

  1. Setting up users (clients and/or caregivers) within the HHAeXchange system 
  1. Assigning appropriate Services Portal user roles and permissions 
  1. Granting login access so users can securely access the portal 

Training

Get up and running in no time with a combination of product walkthrough webinars, live system user training sessions, and guided education through our Learning Management System (LMS). Please visit and bookmark HHAeXchange Knowledge Base for additional detailed documentation, training, and information about HHAeXchange system features and functionality.

Frequently Asked Questions

Following two Compliance webinars held in Fall 2025, a compliance Q&A Summary has been developed. Providers are encouraged to review this FAQ document for key clarifications and guidance.

Previous Webinars

2026

Training Session Date Links
How to Find and Understand Your EVV Compliance Spring 2026 Recording | Slides

 

2025

Training Session Date Links
MN ENT Provider Migration to Linked Payer Process * Dec 4, 2025 Recording | Slide Deck
Linked Contracts 101 Nov 20, 2025 Recording | Slide Deck
Boost Your EVV Compliance in MN Nov 5, 2025 Recording | Slide Deck
Get Ready for EVV Compliance Fall 2025 Recording | Slide Deck
MN Market Adoption Webinar Summer 2025 Recording | Slide Deck
EDI Provider Information Session Spring 2025 Recording | Slide Deck

*Training sessions apply only to providers using the paid version of our enterprise platform.

2024

Training Session Date Links
DHS Provider Lunch and Lear Nov 5, 2024 Recording | Slide Deck
Provider Lunch & Learn Oct 1, 2024 Recording | Slide Deck
Provider Town Hall Aug 22, 2024 Recording | Slide Deck
Getting Started with EVV Townhall Aug 7, 2024 Recording | Slide Deck

 

Resource Library

Please click here for Additional Training Resources.

HHAeXchange User Training Video: Ready to get started with training? HHAeXchange offers self-paced training, providing agencies with access to videos produced by our Subject Matter Experts. These videos help you and your staff understand how to use the HHAeXchange Provider Portal and its functionalities. This training is required to ensure you have a clear understanding of the features available in the HHAeXchange Provider Portal.

Access Minnesota-specific training videos here: | Access the videos

EDI Process

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

Electronic Data Interchange (EDI) is the process of transmitting data security from a 3rd Party EVV Vendor to HHAeXchange. Providers who utilize a 3rd Party Vendor to capture EVV are often referred to as “EDI Providers.” Please review the information on this page to understand the EDI process and your agency’s responsibilities as it relates to capturing EVV and transmitting data to the HHAeXchange system

Please review and follow the steps below, (these steps are also found on the HHAeXchange Provider EDI Welcome Packet):

  1. Business Requirements Link: Business Requirements for Third Party EVV Data Aggregation MN
  2. Technical Specification document: HHAeXchange EVV API Technical Specifications MN
  3. To contact our EDI team, go to hhaexchange.com/supportrequest, from the support portal page please click on 3rd party integration support request and include the name of MN EVV.

EDI Integration Process

Note, this process only pertains to Providers who will use a 3rd Party Vendor to capture EVV data. Below you will find information about the general requirements and steps to successfully integrate your 3rd Party Management System with HHAeXchange.

EDI (Integrating Providers) Information Webinar for Financial Management Services (Providers in Phase 2 should plan to join an upcoming session on how to Integrate):

EDI (Integrating Providers) Information Webinar for Personal Care Services

EDI (Integrating Providers) Information Webinar for Managed Care Organizations

EDI (Integrating Providers) Information Webinar for Home Health

 

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 hhaexchange.com/supportrequest, from the support portal page please click on 3rd party integration support and submit a caregiver import request.

HHAeXchange Resources

  • Knowledge Base: HHAeXchange’s Knowledge Base houses detailed documentation, training videos and other information about the features and functionality of the HHAeXchange system
  • HHAeXchange Resource Library: Stay in-the-know with homecare guides, infographics, blog posts, and more from HHAeXchange.
  • Homecare Glossary: With obscure acronyms and confusing terms that vary from one state to the next, the homecare industry can be very confusing. This concise guide defines key terms and acronyms and provides links to relevant websites for more detailed information.

Fall 2025 – Compliance FAQs

The following FAQs were gathered from questions raised by providers during our recent EVV compliance training sessions.

EVV Requirements & Compliance

Question Answer
What services require Electronic Visit Verification (EVV) in Minnesota
 Please visit the “Service in Scope” section to see a full list of services that require EVV in Minnesota.
Do Providers need to submit claims through HHAeXchange?
 At the time this webinar was recorded, 10/23/2025, Providers are not required to submit claims through the HHAeXchange system. For questions related to claims status and requirements, please contact the Minnesota Provider Resource Center. 
When a client’s Medicaid insurance is secondary, do Providers need to capture EVV for in-scope services provided?
 This question typically refers to commercial insurers covering a certain number of skilled service visits, then, Medicaid insurance will start to cover the remaining services. In this instance, the services that are billed to the client’s Medicaid Insurance require EVV. Services provided and billed under a client’s commercial insurance do not require EVV.
How is EVV Compliance % calculated?
 EVV Compliance % = total EVV Compliant Visits  ÷  total Confirmed Visits in a specific time period.
What should Providers do if they feel their EVV Compliance % is not accurate?
 Review the following: 

  • Ensure all of your agency’s NPIs and UMPIs are accounted for in your HHAeXchange Provider Portal AND confirm that you are reporting visits for all lines of business for in-scope services.  
  • Ensure you have properly indicated Live-In Caregiver visits: 
  • 3rd Party Providers: Importing “Yes” value in ‘ResidingCaregiver’ field of visit import 
  • Follow-up with Caregivers to ensure they are complying with EVV requirements by clocking in and clocking out of every in-scope visit consistently 
  • If you are manually entering or editing visits in your EVV system, this can impact your EVV Compliance %. Please Note: Providers are required to confirm all in-scope services occurred whether they are EVV compliant or not. 

Live-In Caregivers Setup & Rules

Question Answer
What are the EVV requirements for Live-In Caregivers?
 CBSM – Electronic visit verification (EVV) live-in caregiver policy
How do I configure my Live-In Caregivers in my HHAeXchange Provider Portal?
 Residing Caregiver Section
How do I indicate a visit is provided by a Live-In Caregiver if I am a 3rd party Provider?
 Include a “Yes” value in the ‘ResidingCaregiver’ field of your visit import.

Account Access & Portal Navigation

Question Answer
How do I update the Provider Demographic information in my HHAeXchange Portal?
 Admin Agency Profile Overview
How can I add a Caregiver profile in my HHAeXchange Provider Portal?
 Create a New Caregiver
How can I check whether my agency already has an HHAeXchange Provider Portal? I cannot access my HHAeXchange Provider Portal, how can I get support? 
 Submit an HHAeXchange Support Ticket or call HHAeXchange Support at (855-573-1521).
How do Caregivers do an Unscheduled Visit?  
 How do I create unscheduled visits?

Signatures & Visit Validation

Question Answer
How do I update the Provider Demographic information in my HHAeXchange Portal?
 Admin Agency Profile Overview

Third-Party Integration

Question Answer
How does HHAeXchange integrate with 3rd Party Vendors? 
 HHAeXchange requires API integration with 3rd Party Vendors to securely and accurately transmit EVV Visit data to the HHAeXchange Aggregator. Requirements for 3rd Party Integration in Minnesota.
What are the steps Providers need to take to Integrate their 3rd Party system to the HHAeXchange Aggregator?
 Follow the steps outlined in the Minnesota Info Hub, “EDI Process” section.
Do 3rd Party Providers need to make corrections to their visits in the HHAeXchange Aggregator?
 Yes, all in-scope service visits that a Provider intends to submit a claim for need to be in the HHAeXchange system. The goal is to capture EVV electronically when a Caregiver clocks in and clocks out of their visit. However, sometimes that is not always the case. Providers still need to import evidence of visits, even if that visit is manually entered or edited, to the HHAeXchange Aggregator.
I’m getting visit import rejections in the HHAeXchange Aggregator, what do I do?  
  • Thoroughly review the MN DHS Data Aggregator Specifications to know which data is required and in what format. Thoroughly review the individual visit JSON data to see what may be missing or incorrect.  

EVV Compliance Reporting

Question Answer
How can I find my agency’s EVV Compliance %?
  • Admin users of the Provider’s HHAeXchange Provider Portal are emailed a Monthly EVV Compliance % Report on a monthly basis. Please use this report regularly to monitor your agency’s EVV Compliance % 

Webinar Recording & Materials

Question Answer
How can I access training recordings or re-watch a session?
 Visit the Minnesota Info Hub Provider Information & Training section. Training recordings and slide decks will be posted there. 

 

MN DHS Resources

MN DHS Provider FAQs:  Electronic visit verification / Minnesota Department of Human Services (mn.gov)

Live-in Caregivers

The exception for live-in caregivers only applies to the real-time collection of EVV data. All other
EVV requirements are the same. Live-in caregivers using the exception must interact with the
EVV system at least once daily to capture the times and the services they provided.
Provider agencies that choose to use the live-in caregiver exception must have a way to identify
the type of service the live-in caregiver provided and the hours they worked for each shift in the
EVV system. This identification may be done with a tag or other identifier.
To learn more about the requirements for live-in caregivers visit, DHS-Live-in Caregiver Policy.

Safe at Home Participants

DHS requires providers to follow the instructions below for all people enrolled in the Safe at
Home program who use EVV:

  •  Record the person’s Safe at Home P.O. Box address as their legal address in all EVV
    systems.
  •  Use the person’s Safe at Home P.O. Box address as the location for all services delivered,
    regardless of location.
  •  Register all phone numbers used for telephony in the EVV system to the person’s Safe at
    Home P.O. Box address.

For complete instructions, refer to CBSM – EVV Safe at Home process.

For more information about the Safe at Home program, refer to:

Waiver Services in Scope

  • Payer Managed Placement – The payer sends a member to an agency via HHAeXchange.
  • Provider Managed Placement – The agency sends the member to the payer in HHAeXchange.

 

Service Name HCPC Timeline
Crisis Respite, 15 minutes T1005 Current
Crisis Respite, Specialized, 15 minutes T1005:TG Current
Crisis Respite, Daily S9125 Current
Homemaker, Assistance with Personal Care, 15 minutes S5130:TG Current
Individual Community Living Support, In Person, 15 minutes H2015:U3 Current
Night Supervision, 15 minutes S5135:UA Current
Respite Care Services, In Home, 15 minutes S5150 Current
Respite Care Services, In Home, Daily S5151 Current
Individualized Home Supports with Training, Daily H0043:UC:U3 Current
Individualized Home Supports with Training, 1:1, 15 minutes H2014:UC:U3 Current
Individualized Home Supports with Training, 1:2 Ratio, 15 minutes H2014:UN:UC:U3 Current
Individualized Home Supports with Family Training, 1:1 Ration S5125:UC Current
Individualized Home Supports with Family Training, 1:2 Ratio S5125:UC:UN Current
Individualized Home Support without Training, 1:2 Ratio S5135:UC Current
Individualized Home Support without Training, 1:2 Ratio S5135:UC:UN Current

 

Home Health Services in Scope

  • Payer Managed Placement – The payer sends a member to an agency via HHAeXchange.
  • Provider Managed Placement – The agency sends the member to the payer in HHAeXchange.
Service Name HCPC Timeline
Direct Skilled Nursing, RN, Home or Hospice, 15 minutes G0299 Current
Direct Skilled Nursing, LPN, Home or Hospice, 15 minutes G0300 Current
Respiratory Therapy, Per Visit S5181 Current
Respiratory Therapy, Extended, Per Visit S5181:UC Current
Speech Therapy, Per Visit S9128 Current
Speech Therapy, Extended, Per Visit S9128:UC Current
Occupational Therapy, Per Visit S9129 Current
Occupational Therapy, Extended, Per Visit S9129:UC Current
Occupational Therapy, Assistant, Per Visit S9129:TF Current
Occupational Therapy Assistant, Extended, Per Visit S9128:TF:UC Current
Physical Therapy, Per Visit S9131 Current
Physical Therapy, Extended, Per Visit S9131:UC Current
Physical Therapy Assistant, Extended , Per Visit S9131:TF Current
Physical Therapy Assistant, Extended, Per Visit S9131:TF:UC Current
Home Health Aide, Extended, 15 minutes T1004 Current
Home Health Aid, Per Visit T1021 Current
Skilled Nurse Visit, RN, Per Visit T1030 Current
Skilled Nurse Visit, LPN, Per Visit T1031 Current

 

Personal Care Services in Scope

Service Name HCPC Timeline
PCA Services T1019 (all modifiers) Current
CFSS, Agency, 1:1 T1019:U9 (additional modifiers) Effective 10/1/2024
CFSS, Budget, 1:1 T1019:UB (additional modifiers) Effective 10/1/2024

 

FMS Services in Scope

  • Payer Managed Placement – The payer sends a member to an agency via HHAeXchange.
Service Name HCPC Timeline
CDCS Personal Assistance, Decremental T2028:U1 Current
Consumer Support Grant, Decremental T2025 Current
CDCS Personal Assistance, Decremental T2028 CORRECT

Minnesota DHS Direct Contact Info: N DSD Contact Form: DSD Contact Form

HHAX has published a dedicated Minnesota support email address and phone number to better support Minnesota’s providers with EVV implementation.

All providers can contact us by submitting a ticket via the Client Support Portal: https://www.hhaexchange.com/supportrequest