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Molina Healthcare of New York Info Center

Provider Portal Questionnaire

HHAeXchange & Molina Healthcare of New York Partnership

Molina Healthcare of New York has partnered with HHAeXchange to leverage our platform to implement Electronic Visit Verification (EVV) for Personal Care Services.

Through the HHAeXchange platform you will be able to receive new home health aide cases, manage authorizations, confirm visits, and communicate certain types of issues in real-time.

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.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to Molina Healthcare of New York for:

  • Electronic case broadcasting, authorizations, confirming visits using EVV
  • Real-time two-way messaging with Molina Healthcare of New York
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing along with pre-billing review

Agency Options & Onboarding

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 going live with the linked Molina Healthcare of New York contract on December 12, 2022. Providers should have received a detailed welcome letter in advance, letting them know the go-live date expectations.

Existing Free EVV HHAX Option: If you chose this option, please find your HHAeXchange Enterprise Free Providers using our Free EVV tools Welcome Packet here.

Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): Authorization data will become available in the HHAeXchange Portal, rather than coming by fax. Schedule and visit data will be imported from your 3rd party system into HHAeXchange. 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 Molina Healthcare of New York contract on December 12, 2022.

Agencies not currently using HHAeXchange (New Providers – EVV option of EDI or Free HHAX): You will receive an HHAeXchange Portal in order to receive authorizations and submit claims/invoice data. Please complete the Provider Portal Questionnaire Survey 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 own third party EVV system. Providers will be going live with the linked Molina Healthcare of New York contract on December 12, 2022.

  • EDI Option: If you chose this option, please find your HHAeXchange Provider EDI Welcome Packet here.
  • Free HHAX Option: If you chose this option, please find your HHAeXchange Provider EVV Welcome Packet here.

For assistance on how to complete the survey, please watch our Provider Portal Questionnaire Survey Webinar recording here.

Agencies currently using HHAeXchange (Existing Enterprise Providers): You will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will be implemented with the linked Molina Healthcare of New York contract on December 12, 2022. Providers should have received a detailed welcome letter in advance, letting them know the go-live date expectations.

Important Dates

  • Go-Live Date: February 6, 2023

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, Molina Healthcare will be implementing HHAeXchange.

Information Session Details for New Providers/Existing Enterprise Free/Existing EDI Providers

Information sessions were held for all providers to share key dates and details about this implementation, including key workflow changes, system benefits and next steps.

Ease of billing

  • Quickly enter confirmed visits in a user-friendly interface.
  • Increase billing acceptance rates with real-time pre-claim edit checks.

Efficient communication

  • Reduce payer communication time with real-time, two-way messaging.
  • Increase census by accepting new cases via the broadcasting module.
  • Access real-time authorization and notification of changes to the care plan (increase or decrease of units, change of service code, etc.).

Free tools

  • Free scheduling module to manage schedules online in real-time.
  • Free EVV solution to electronically track time and attendance.
  • Free interface with your agency management system.

Recorded Webinars

Molina Healthcare of New York Provider Portal Enrollment Form Review Webinar

A joint meeting was held by Molina Healthcare and HHAeXchange for all providers that will be new to HHAeXchange to review the importance of completing the Portal Enrollment Form.

During this meeting, HHAeXchange reviewed and provided a demo of how to complete the online questionnaire and discuss the information that will be requested for portal creation.

Recording

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 Molina Healthcare of NY implementation in the HHAeXchange system. The webinar sessions concluded on March 21, 2023. The recording and slide deck can be found below:

Enhanced Linked Training

The Enterprise Provider Training was held for all in scope providers and covered the enhanced linked contract functionality in the HHAeXchange system. The recording and slide deck can be found below:

Recording | Slides

Learning Management System (LMS)

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format.

  • An email will be sent to the contact that completed the Molina Healthcare of NY Provider Portal Enrollment Form or the individual who is designated on the HHAeXchange contact form.
  • One Username will be sent for your Agency to use. Username can be distributed amongst all members of your agency to complete the assigned courses.
  • Login to the LMS website using the provided credentials in the email.
  • Work on completing the courses by viewing the videos and materials included. The course will only be completed once the knowledge quiz is taken for each module.
  • Your training for this implementation will only be considered complete once you have passed all the course contained within the Molina Healthcare of NY training module. 
  • All providers can use our Client Support Portal to find answers to questions and create support requests.

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. Please refer to your LMS to access any of the videos shown.

EDI Provider Resources EDI

Provider Rebilling Job Aid: This job aid provides guidance to the various rebilling scenarios for EDI Providers. This aid can also be found in the provider portal resources page in the HHAeXchange support center.

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.

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. HHAeXchange coordinates directly with Molina Healthcare of New York to ensure members and, if desired, 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. In order 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):

Please contact the HHAX EDI team via the Client Support Portal:

Portal: https://www.hhaexchange.com/supportrequest

Training Opportunities for EDI Providers

EDI Onboarding Webinar

  • Our EDI Onboarding Webinars have concluded. You can review the EDI Onboarding Webinar material by logging into your LMS account.

EDI Post Integration Training Webinar

  • Our EDI Post Integration Training Webinars have concluded. You can review the EDI Post Integration Training Webinar by logging into your LMS Account.
How will the free HHAeXchange EVV system work?

Through the HHAeXchange Portal, Molina Healthcare of NY is offering free telephony for clock-in and clock-out functionality, including capturing completed plan of care duties. 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 is HHAeXchange?

HHAeXchange is the premier Homecare Management Software company for the Medicaid non-skilled 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

  • Quickly enter confirmed visits in a user-friendly interface.
  • Increase billing acceptance rates with real-time pre-claim edit checks.

Member & Authorization Management

  • Increase census by accepting new cases via Molina Healthcare of NY’s Member Placement.
  • Access real-time authorization and notification of changes to the care plan (increase or decrease of units, change of service code, etc.).
  • Reduce payer communication time with real-time, two-way messaging.

Free tools

  • Free scheduling module to manage schedules online in real-time.
  • Free EVV solution to electronically track time and attendance.
  • Free interface with your agency management system.
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 Molina Healthcare of NY 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 Molina Healthcare of NY send to my agency through the HHAeXchange Portal?

Molina Healthcare of NY will be sending new placements, including members and authorizations, through the HHAeXchange Portal. Molina will also send communications via the Message Center. Molina may send additional information as they deem necessary.

How will the HHAeXchange Portal bill to Molina Healthcare of NY?

All Providers will complete the prebilling process to clean up any exceptions within the HHAeXchange Portal. Providers will then download the 837 file and submit to their Billing Clearinghouse.

Can I check my claims before submitting them to Molina Healthcare of NY?

Yes. The HHAeXchange Portal provides a Prebilling Claims scrubbing module designed to ensure that your claims are compliant with the authorization and the Molina Healthcare of NY contract.

Will I need a Portal for Molina Healthcare of NY?

Yes. You will need a Portal to connect to Molina for placements, authorizations, 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 Molina, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

What are my options as a provider for using HHAeXchange with Molina Healthcare of NY?

There are three options for using the HHAeXchange portal to ensure EVV compliance with Molina:

  1. Providers with an HHAX Enterprise Portal will continue to use your existing portal for EVV on the Enhanced Linked Contract functionality with Molina
  2. Providers with a Third-Party EVV (EDI) Portal will continue to use your existing EVV portal and integrate with the HHAX portal to import confirmed and billed visits
  3. Providers with an HHAX Free EVV Portal will use your HHAX portal for EVV and billing to Molina
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.

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.

What do I do if my claims submitted through HHAeXchange have not reached Molina Healthcare of NY?

First, confirm that your invoices were successfully exported from HHAeXchange (the visits have passed the Prebilling and Billing Review validation checks and the invoice is in a Billed status). Second, check the claim status of the visit from the HHAX portal (Billing > Invoice Search > By Visit). If an ‘accepted’ response has not been received, then reach out to our Client Support Portal for investigation of the claim status.

PCS S5130:U3 PCS LEVEL I MULTIPLE CLIENT

PCS S5130:U1 PCS LEVEL I – 15 MINUTES

PCS S5130:U2 PCS LEVEL I TWO CLIENT

PCS S5130:TV PCS LEVEL I WEEKEND/HOLIDAY

PCS T1019:TV PCS LEVEL II WEEKEND/HOLIDAY

PCS T1019:U3 PCS LEVEL II MULTIPLE CLIENT

PCS T1019:U1 PCS LEVEL II BASIC – 15 MINUTES

PCS T1019:U2 PCS LEVEL II BASIC TWO CLIENT

PCS T1019:U4 PCS LEVEL II HARD TO SERVE

PCS T1019:U5 PCS LEVEL II TWO CLIENT HARD TO SERVE

PCS T1020 PCS LEVEL II LIVE-IN

PCS T1020:U2 PCS LEVEL II LIVE-IN TWO CLIENT

PCS T1020:TV PCS LEVEL II LIVE-IN WEEKEND/HOLIDAY

PCS T1020:U5 PCS LEVEL II LIVE IN TWO CLIENT HARD TO SERVE

PCS T1019:U6 CDPA BASIC – 15 MINUTES

PCS T1019:U8 CDPA ENHANCED

PCS T1019:U7 CDPA TWO CONSUMER

PCS T1019:U9 CDPA TWO CONSUMER ENHANCED

PCS T1020:U6 CDPA LIVE IN

PCS T1020:U8 CDPA LIVE IN ENHANCED

PCS T1020:U7 CDPA LIVE IN TWO CONSUMER

PCS T1020:U9 CDPA LIVE IN TWO CONSUMER ENHANCED

PCS H2014:HA COMMUNITY HCBS HABILITATION INDIVIDUAL

PCS H2014:HA:UN COMMUNITY HCBS HABILITATION GROUP OF 2

PCS H2014:HA:UP COMMUNITY HCBS HABILITATION GROUP 3+

PCS S5150:HA PLANNED RESPITE INDIVIDUAL UP TO 6 HOURS

PCS S5151:HA PLANNED RESPITE INDIVIDUAL PER DIEM OVER 6 HOURS

PCS S5150:HA:HQ PLANNED RESPITE GROUP UP TO 6 HOURS

PCS S5150:HA:ET CRISIS RESPITE UP TO 6 HOURS

PCS S5151:HA:ET CRISIS RESPITE MORE THAN 6 HOURS, LESS THAN 12 HOURS

PCS S5151:HA:ET:HK CRISIS RESPITE INDIVIDUAL 12+HOURS, LESS THAN 24 HOURS

HHCS S5125 HHA – 15 MINUTES

HHCS S9122 HHA – PER HOUR

HHCS S5125:U2 HHA TWO CLIENT – PER 15 MINUTES

HHCS S5126 HHA LIVE-IN – PER DIEM (13 HOURS)

HHCS S5126:U2 HHA LIVE-IN TWO CLIENT – PER DIEM (13 HOURS)

HHCS S9122:U1 ADVANCED HOME HEALTH AIDE PER HOUR

HHCS T1030 NURSING CARE IN HOME (RN) PER DIEM (13 HOURS)

HHCS S9123 RN – PER HOUR

HHCS T1002 RN – 15 MINUTES

HHCS T1031 NURSING CARE IN HOME (LPN) – PER DIEM (13 HOURS)

HHCS S9124 LPN – PER HOUR

HHCS T1003 LPN – 15 MINUTES

HHCS S9129 OCCUPATIONAL THERAPY – PER VISIT

HHCS S9131 PHYSICAL THERAPY – PER VISIT

HHCS S9128 SPEECH THERAPY – PER VISIT

HHCS G0237 RESPITORY THERAPY– PER 15 MINUTES

HHCS G0238 RESPITORY THERAPY – PER 15 MINUTES

HHCS S9470 NUTRITIONAL COUNSELING – PER VISIT

HHCS S9127 MEDICAL SOCIAL SERVICES – PER VISIT

HHCS T1013 SIGN LANGUAGE/ORAL INTERPRETER – PER 15 MINUTES

For questions and support please Contact Us using one of the following options below:

Molina Healthcare of New York contact:
[email protected]

HHAeXchange contact:
All providers can use our Client Support Portal to find answers to questions and create support requests.