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.
The HHAeXchange Portal provides a direct connection from the agency to Molina Healthcare of New York for:
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.
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.
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.
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
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
Our team of Subject Matter Experts produced a dynamic video playlist designed to help you master the HHAeXchange system for Electronic Visit Verification (EVV). Enjoy the flexibility to watch these videos and learn at your convenience, pausing and resuming whenever you need.
Access Training
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.
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.
(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. 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
EDI Post Integration Training Webinar
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.
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.
Ease of Billing
Member & Authorization Management
Free tools
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.
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.
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.
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.
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.
Yes. You will need a Portal to connect to Molina for placements, authorizations, and billing.
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.
There are three options for using the HHAeXchange portal to ensure EVV compliance with Molina:
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.
Processes for importing and exporting data from the HHAeXchange Portal can be found on the “EDI Process” tab.
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.