RiverSpring has partnered with HHAeXchange to leverage our platform to implement Electronic Visit Verification (EVV) for Personal Care Services, as part of the approach for the 21st Century Cures Act.
Through the HHAeXchange platform you will be able to receive new members and authorizations from RiverSpring, as well as schedule and confirm visits for those members.
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 RiverSpring 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 receive a detailed welcome letter in advance, letting them know which phase they fall under along with the go-live date expectations. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
RiverSpring Phase 1 Existing Free EVV Provider Welcome Packet
RiverSpring Phase 2 Existing Free EVV Provider Welcome Packet
Enterprise Free Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): 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. Schedule and visit data will be imported from your 3rd party system into HHAeXchange to be billed to RiverSpring. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
RiverSpring Phase 1 Existing EDI Provider Welcome Packet
RiverSpring Phase 2 New EVV Provider Welcome Packet
Agencies not currently using HHAeXchange: You will receive an HHAeXchange Portal to receive authorizations and submit invoices. 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 existing third party EVV system. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
Providers choosing to use an HHAX Portal – RiverSpring Phase 1 New EVV Provider Welcome Packet
Providers with an existing third party EVV system choosing to integrate with HHAX – RiverSpring Phase 1 EDI Provider Welcome Packet
Enterprise Agencies currently using HHAeXchange – You currently pay for the HHAeXchange Full Enterprise platform. With RiverSpring, you will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will receive a detailed welcome letter in advance, letting them know which phase they fall under along with the go-live date expectations. Please find your Welcome Packet attached below for important next steps and implementation milestone dates.
RiverSpring Phase 1 Enterprise EVV Provider Welcome Packet
RiverSpring Phase 2 Enterprise EVV Provider Welcome Packet
Information Sessions: May 2, 2022, May 4, 2022, May 5, 2022, May 11, 2022 & May 13, 2022
System User Training Sessions: May 23, 2022 – May 27, 2022
Go-Live Date for Providers: August 22, 2022
Information Sessions: November 1, 2022, November 3, 2022 & November 4, 2022
System User Training Sessions: November 15, 2022 to November 18,2022
Go-Live Date for Providers: December 12, 2022
The Cures Act Mandate requires all visits for personal care services 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, RiverSpring will be implementing HHAeXchange.
Phase 1 Providers:
The Information Sessions were held for all in scope Phase 1 providers to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The info sessions for Phase 1 concluded on May 13, 2022. The recording and slide deck can be found below:
Recording | Slides
Phase 2 Providers:
Information Sessions were held for all in scope providers in Phase 2 to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The info sessions for Phase 2 concluded on November 4, 2022. The recording and slide deck can be found below:
New Providers: Please note that any new provider who does not currently have an HHAeXchange Portal will need to complete the HHAeXchange Provider Portal Questionnaire. This questionnaire will gather necessary information for HHAeXchange to configure your provider portal and allow you to select whether you want to use free HHAeXchange EVV tools or use your existing EVV system.
To assist new providers in successfully completing this questionnaire, RiverSpring and HHAeXchange held a joint meeting to explain the information being gathered and guide providers through completing the Survey. To access the recording and slide deck please visit the “Trainings” tab.
Existing EDI and Free ENT Providers: Please review and complete the survey below to identify the person who will receive all HHAeXchange related communications regarding the RiverSpring implementation. The survey can be found here.
Existing Full Enterprise Providers: Please review the Phase 1 Welcome Letters sent from RiverSpring on Wednesday, April 20, 2022 for important information regarding the RiverSpring Implementation.
The RiverSpring Welcome Letters for Phase 2 were sent out on Tuesday, October 11.
RiverSpring Provider Portal Enrollment Form Review Webinar: April, 29, 2022
RiverSpring Phase 1 Provider Information Session Webinar: May 2, 2022, May 4, 2022, May 5, 2022, May 11, 2022 and May 13, 2022
RiverSpring HHAeXchange Phase 1 System and Enhanced Linked Patient Experience (UPR): May 31, 2022, June 2, 2022 and June 3, 2022.
System User Training for Phase 1 has concluded as of May 27, 2022. Please refer to your LMS to access any of the videos shown.
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.
Please refer to your LMS to access any of the videos included in this training.
New Providers & Existing EVV Providers:
Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete:
The Phase 1 Enhanced Linked Webinar has concluded as of June 3, 2022. Please refer above for the recording and slide deck of this presentation.
RiverSpring has partnered with HHAeXchange to implement the Professional Platform and Linked Contract Functionality by December 12, 2022. The purpose of this training is to cover several enhancements that allow for more flexibility and ease of use with linked payers. These enhancements include the Universal Patient Record linked contract functionality and improvements to the patient management experience.
The Phase 2 Enhanced Linked Webinars concluded Friday, November 18, 2022. Please see the links below for recording and slide deck for this presentation.
New & Existing EDI Providers
For providers using 3rd party EVV system outside of HHAeXchange, please attend one EDI provider onboarding webinar session and one Post Integration Training. The Onboarding Webinar provides an understanding of the HHAeXchange Provider Portal and the EDI integration process. The Post Integration Training Session assists our Providers with post go-live review of EDI processes in the HHAeXchange System.
The Phase 1 EDI Onboarding Webinars have concluded as of May 19, 2022.
Please reference your LMS for your EDI onboarding.
EDI Post Integration Training Webinars:
The Phase 1 EDI Post Integration Webinars have concluded as of June 30, 2022.
If you need assistance with the next steps for integration, please visit the EDI process tab for further instruction.
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.
(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 RiverSpring 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:
RiverSpring HHA EVV Go Live Communication – sent on August 22, 2022
RiverSpring EDI/Free EVV Go Live Communication – sent on August 22, 2022
RiverSpring HHA EVV Pre Go Live Communication – sent on August 3, 2022 and August 15, 2022
RiverSpring EDI/Free EVV Pre Go Live Communication – sent on August 3, 2022 and August 15, 2022
RiverSpring Diagnosis Code Update Communication – sent on September 2, 2022
RiverSpring Go Live Update Communication – sent on July 25, 2022
RiverSpring Member and Authorization Data Loaded Communication – sent on July 12, 2022
RiverSpring Go Live Delay Communication – sent on July 8, 2022
LMS Go-Live Communication – sent on Wednesday, May 18, 2022 **each agencies contact person received a personalized email containing their unique username & password to login into their Learning Management System (LMS)
Full Enterprise Next Steps – sent on Tuesday, May 17, 2022
Free EVV Next Steps – sent on Tuesday, May 17, 2022
EDI Next Steps – sent on Tuesday, May 17, 2022
Provider Information Session Registration Reminder – sent on Friday, April 29, 2022
Provider Portal Enrollment Form Webinar Registration Reminder – sent on Tuesday, April 26, 2022
Full Enterprise Provider Welcome Packet – sent on Friday, May 6, 2022
Free EVV Provider Welcome Packet – sent on Friday, May 6, 2022
EDI Provider Welcome Packet – sent on Friday, May 6, 2022
Existing EDI Providers Welcome Letter – sent on Friday, April 22, 2022
Existing Full Enterprise Providers Welcome Letter – sent on Friday, April 22, 2022
No Portal Providers Welcome Letter – sent on Friday, April 22, 2022
Existing Free EVV Providers Welcome Letter – sent on Friday, April 22, 2022
How will the free HHAeXchange EVV system work?
Through the HHAeXchange Portal, RiverSpring 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
Member & Authorization Management
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 RiverSpring 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 RiverSpring send to my agency through the HHAeXchange Portal?
RiverSpring will be sending new placements, including members and authorizations, through the HHAeXchange Portal. RiverSpring will also send communications via the Message Center. RiverSpring may send additional information as they deem necessary.
How will the HHAeXchange Portal bill to RiverSpring?
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 RiverSpring?
Yes. The HHAeXchange Portal provides a Prebilling Claims scrubbing module designed to ensure that your claims are compliant with the authorization and the RiverSpring contract.
Will I need a Portal for RiverSpring?
Yes. You will need a Portal to connect to RiverSpring 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 RiverSpring, 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 RiverSpring?
There are three options for using the HHAeXchange portal to ensure EVV compliance with RiverSpring:
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 RiverSpring?
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.
Provider Services in Scope: Please see below all the provider services in scope for this implementation.
Service Code Description
RiverSpring Direct Contact Information:
Contact Jack Nunez at 800-370-3600 ext. 7602 for any questions/concerns regarding this Implementation.
All providers can use our Client Support Portal to find answers to questions and create support requests.