Minnesota Department of Human Services is using knowledge gained from the first two EVV launches to help develop policies and guidance to ensure providers are able to meet EVV compliance. Providers of services that have launched for in-scope EVV services need to complete the EVV onboarding process and begin using their EVV system now.
We know providers, caregivers and members need time to onboard to the EVV system they selected and that it will take time for EVV to become routine. We are not enforcing compliance that will result in claim denials or reversals in 2023. We will monitor EVV usage and utilization until we publish compliance requirements to ensure you are prepared before being required to meet the compliance requirements. We are required to report quarterly usage to the Centers for Medicare & Medicaid Services to identify providers not using an EVV system. We will provide technical assistance to providers identified in the reports as we move towards compliance requirements. We will publish a timeline of compliance thresholds for providers on the Electronic visit verification webpage in advance of the compliance requirements effective date to help providers meet compliance requirements.
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.
This questionnaire is designed to capture information about your provider agency necessary for Minnesota DHS along with HHAeXchange as part of the effort to implement methods of collecting and reporting EVV compliant data for all personal care services related to Minnesota DHS. Below you will find more information on each method of EVV data collection.
Your provider agency plays a vital role in the success of our EVV program. As part of your participation with Minnesota DHS, you have multiple options provided to you to ensure EVV compliance:
Minnesota Managed Care Organizations (MCOs) Blue Cross, HealthPartners, Hennepin Health, Itasca Medical Care (IMCare), Medica, PrimeWest Health, South Country Health Alliance (SCHA), UCare, and United Healthcare 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 communications for all Minnesota MCOs providers. HHAeXchange also supports the unique workflows of self-direction.
The first step will be to fill out the Provider Enrollment Form listed below as you are identifying yourself as in scope with one of the MCOs listed above. The enrollment form will only need to be completed ONCE and will not need to be filled out per MCO. All providers must complete the form, whether they are new to HHAeXchange or already have an existing HHAeXchange portal.
Click here to complete the form: Minnesota MCO Enrollment Form
The Enrollment Form is designed to capture information about your provider agency necessary for the Minnesota MCOs and HHAeXchange to implement the collecting and reporting of EVV compliant data for all personal care services related to Minnesota MCOs. Below you will find more information on each method of EVV data collection.
Information Session: April 18-21, 2023
System User training: May 16-18, 2023
Learning Management System Access: May 10, 2023
Go-Live: June 2023
Information Sessions are being held for all providers to share key dates and details about the HHAeXchange EVV Portal implementation, including key workflow changes, system benefits, and next steps. Information Sessions will be held jointly with all MCOs involved.
Minnesota MCO Information Session Recording (Click Here)
Minnesota MCO Information Session Recording-Closed Captioning (Click here)
Minnesota MCO Information Session Deck (Click Here)
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.
Minnesota MCO Go Live Support Webinar (click here)
Minnesota MCO Go Live Support Webinar – Closed Captioning (click here)
Minnesota MCO Go Live Support Webinar Deck (click here)
Please refer to the EDI Process tab to review the Business Requirements Document as well as the Technical Specifications.
Trainings will be offered at a later date, so please check back for training dates and registration.
Please refer to the Services in Scope tab to review all services that can be offered.
Minnesota DHS and the Managed Care Organizations (MCOs) Blue Cross, HealthPartners, Hennepin Health, Itasca Medical Care (IMCare), Medica, PrimeWest Health, South Country Health Alliance (SCHA), UCare, and United Healthcare have partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) system for providers doing home health services.
The first step will be to fill out the Provider Enrollment Form listed below as you are identifying yourself as in scope for home health services. The enrollment form will only need to be completed ONCE. All providers must complete the form, whether they are new to HHAeXchange or already have an existing HHAeXchange portal.
Click here to complete the form: Minnesota Home Health Enrollment Form
The Enrollment Form is designed to capture information about your provider agency necessary for Minnesota DHS and the MCOs and HHAeXchange to implement the collecting and reporting of EVV compliant data for all home health services related to Minnesota DHS and the MCOs. Below you will find more information on each method of EVV data collection.
Information Session: August 21-23, 2023
System User training: September 26-28, 2023
Learning Management System Access: September 20, 2023
Go-Live: October 2023
Information Sessions are being held for all providers to share key dates and details about the HHAeXchange EVV Portal implementation, including key workflow changes, system benefits, and next steps. Information Sessions will be held jointly with DHS and all MCOs involved.
Minnesota Home Health Information Session Recording (Click Here)
Minnesota Home Health Information Session Deck (Click Here)
Virtual Information Sessions are being held for all providers to share key dates and details about the HHAeXchange EVV Portal implementation, including key workflow changes, system benefits, and next steps.
Personal Care Services (Agency) Information Sessions
Financial Management Services Information Sessions
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.
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 click here for Additional Training Webinars.
(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:
Thank you for your participation in working with HHAeXchange on the Electronic Data Interchange (EDI) project for your agency. Note, this process applies specifically for providers that chose option 2, found on the “Overview” tab above. Below you will find information about the general requirements and steps to successfully integrate your 3rd 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 initiate contact with HHAX to begin the integration process Initial steps EDI providers should follow:
Please review and follow the steps below, (these steps are also found on the HHAeXchange Provider EDI Welcome Packet):
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
Click here to see the Auto-Placement by Service Code Job Aid (pdf).
Click here to review the detailed FAQ document in regard to the Minnesota Implementation which will provide you with more insight on the program, patient placement, billing, EVV, Communications, as well as EDI and other functionalities.
Live-in Caregivers
At this time, providers are not expected to enter data into the EVV system for live-in caregivers. DHS is still working to determine appropriate options for live in caregivers. If you are using a third party EVV system with the ability to designate live-in caregivers, you may use this process but are not required to.
Safe at Home Participants
At this time, participants in the Safe at Home program who receive or provide services in scope will not be using an EVV system, regardless of what system their provider has chosen. DHS is working to determine the appropriate options to ensure information remains confidential.
Electronic visit verification service codes-Personal care
*S5130 without modifiers or modifiers other than TG are not required.
Electronic visit verification service codes-Home health
Additional services might be subject to EVV. If additional services are subject to EVV, DHS will communicate these changes via eList and website updates.
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