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Senior Whole Health Information Center

Provider Portal Questionnaire

HHAeXchange & Senior Whole Health of New York, a Molina Company Partnership

Senior Whole Health of New York, a Molina Company, 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, Senior Whole Health of New York, a Molina Company, has elected to have HHAeXchange transmit EVV data via a web interface to eMedNY on behalf of the network providers.

Through the HHAX platform we will be able to electronically send new home health aide cases to you, manage authorizations, confirm visits using EVV, and most importantly send all communications in real-time.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to Senior Whole Health of New York, a Molina Company for:

  • Electronic case broadcasting, authorizations, plan of care management and entering confirmed visits
  • Real-time two-way communications and messaging with Senior Whole Health of New York, a Molina Company
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing along with pre-billing review

Your Agency’s Options & Onboarding Process:

Enterprise Agencies currently using HHAeXchange: You currently pay for the HHAeXchange Full Enterprise platform. With Senior Whole Health of New York, you will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality.

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.

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 Senior Whole Health Linked Contract functionality. Schedule and visit data will be imported from your 3rd party system into HHAeXchange to be billed to Senior Whole Health. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details.

Agencies not currently using HHAeXchange: You will receive a free HHAeXchange Portal as part of this Implementation. Please complete the Provider Portal Questionnaire Form 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.

  • You will receive a welcome packet upon making an EVV selection and completing a the Provider Enrollment Form.

Important dates:

  • Learning Management System (LMS): September 7, 2022
  • Enhanced Linked Patient Experience Webinar: September 12 & September 15, 2022
  • System User Training Webinar: September 13, 2022
  • Go-Live Date: October 1, 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, Senior Whole Health of New York will be implementing HHAeXchange.

All Providers:

The Information Sessions for Senior Whole Health of New York were held for all providers in scope to share key details regarding this implementation, including workflows, system benefits, and next steps.

The Information Sessions concluded on August 30, 2022. The recording and slide can be found below:

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.

Enterprise Providers

Senior Whole Health of New York Enhanced Linked Training Session: September 13 & 15, 2022

Recording | Slides

EDI Providers & New and Existing FREE EVV Providers:

System User Training Webinar: September 13, 2022. System User Training has concluded. Please refer to your LMS to access any of the videos shown.

Learning Management System (LMS): September 7, 2022 – Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format.

  • An email has been sent to the contact that completed the Senior Whole Health of New York 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 Healthfirst training module. 
  • For any questions or concerns, all providers can use our Client Support Portal to find answers to questions and create support requests.

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 to take to successfully integrate your Agency Management System with HHAeXchange.

HHAeXchange coordinates directly with Senior Whole Health 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 the HHAeXchange, you will need to create the EDI files corresponding to the HHAeXchange specifications found in the following documentation (links below):

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

Click here to review the detailed FAQ document in regard to the Senior Whole Health Implementation which will provide you with more insight on the program, patient placement, billing, EVV, Communications, as well as EDI and other functionalities.

What is HHAeXchange?

HHAeXchange is the premiere 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

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

How will the free HHAeXchange EVV System work?

Through the HHAeXchange Portal, Senior Whole Health is offering free telephony for clock-in and clock-out functionality, including capturing completed plan of care duties. Each agency who has indicated they’d like to use HHAeXchange’s free EVV system will be set up with a toll-free 800 number to provide to their caregivers.

What information will Senior Whole Health send to my agency through the HHAeXchange Portal?

Senior Whole Health will be sending member demographics, authorizations and placements, and all communication through the HHAeXchange Portal. Senior Whole Health may send additional information as they deem necessary.

Can I schedule my caregivers 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 Senior Whole Health, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

How will the HHAeXchange Portal bill to Senior Whole Health?

All claims will be created through the HHAeXchange Portal and sent electronically via an 837 eBilling file. Agencies will then receive an 835 eRemittance file back into the HHAeXchange Portal.

Can I check my claims before submitting them to Senior Whole Health?

Yes. The HHAeXchange Portal provides a Prebilling Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and contract.

Can I Import and Export data into the HHAeXchange Portal?

Processes for importing and exporting data from the HHAeXchange Portal can be found on this page under the “EDI PROCESS” tab.

How will I be trained on the HHAeXchange Portal?

The admin person within your organization will receive more information to identify super users and for training planning.

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