We are excited to share that Texas Health and Human Services Commission (HHSC) has partnered with Accenture and HHAeXchange to help Texas homecare providers remain compliant with state and federal Electronic Visit Verification (EVV) laws, and ensure a simplified, user-friendly, and seamless experience.
The HHAeXchange Portal went live on October 1, 2023. HHAeXchange is the only state-funded EVV vendor. As part of this agreement, HHAeXchange’s Portal is available at no cost to program providers, financial management services agencies (FMSAs), and Consumer Directed Services (CDS) employers.
All program providers and FMSAs are required to select an EVV system to be in compliance with state and federal EVV laws.
The transition to the new state-funded Electronic Visit Verification (EVV) system, the HHAeXchange Portal was effective as of Wednesday, November 1. Program providers and financial management services agencies (FMSAs) that were using Data Logic/Vesta or First Data/AuthentiCare and have not been approved to operate as proprietary system operators (PSOs) should have begun using the HHAeXchange Portal for EVV as of November 1.
If they did not start using HHAeXchange, The Texas Medicaid & Healthcare Partnership (TMHP) automatically transitioned these program providers and FMSAs to the HHAeXchange Portal beginning November 1, 2023. View this page at TMHP for more information.
Electronic Visit Verification claims matching for all services required to use EVV will begin on Jan. 1, 2024. EVV claims with dates of service on or after Jan. 1 that do not have an EVV visit match, will be denied.
Email TMHP to request assistance with EVV claims mismatch results.
Email EVV Operations for questions.
Program providers and FMSAs need to complete and submit the HHAeXchange Provider Onboarding Form if you have not done so already. The information provided through the form is critical to configure your HHAeXchange portal and ensure your agency remains compliant.
The person who submitted the Provider Onboarding Form for your agency will receive an email with login credentials for accessing the HHAX Learning Management System (LMS). Use the LMS to review videos, documents, and test questions to gain an understanding of the HHAeXchange Provider Portal.
IMPORTANT: You are required to complete the test at the end of the LMS training. The test must be successfully completed to gain access to the HHAeXchange Portal.
Once LMS training has been completed, the person who completed the provider onboarding form for your agency will receive HHAeXchange Portal credentials to log into the HHAeXchange Portal.
Your HHAeXchange Welcome Packet prepares you for the transition to the HHAeXchange portal. It is your go-to guide for ensuring EVV compliance and offers a detailed timeline for onboarding with HHAeXchange.
HHAeXchange customized the Welcome Packet for your agency type:
Review your Welcome Packet and register for an upcoming training session based on your EVV system user type.
You have your HHAeXchange login credentials and are ready to get started–now what? We’ve created a checklist of the first steps you should take to set your agency up for success.
HHAeXchange hosted a “30 Minute Lunch and Learn” Educational Webinar Series in October, covering the information you need to ensure successful HHAeXchange Portal usage.
Watch for future Lunch and Learn sessions.
The person who submitted the Provider Onboarding Form for your agency receives an email with login credentials for accessing the HHAX Learning Management System (LMS).
System User Training Webinars have concluded. Please refer to your learning management system for training content. You can utilize the LMS to review videos, documents, and test questions to gain an understanding of the HHAeXchange Provider Portal
IMPORTANT: You are required to complete the test, at the end of the LMS training, whether you choose to do the LMS training or attend the System User Training. The test must be successfully completed to receive certification to gain access to the HHAeXchange Portal.
The HHAeXchangeLearning Management System (LMS) Job Aid offers guidance on how to utilize the LMS.
Information Sessions have concluded. They were 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.
The recording and slide deck can be found below:
HHAeXchange is excited to announce Open Hours Webinars for in-scope program providers and financial management services agencies (FMSAs) are extended through Friday, December 22nd. Please note the new schedule below.
This is a great opportunity to ask questions and receive answers from HHAeXchange subject matter experts. You can drop in anytime during these hours and leave once your questions are answered.
NOTE: Participating in the Open Hours does not satisfy the electronic visit verification (EVV) system training requirement.
Open Hours for Program Providers and FMSA(s) Only
• Wednesday and Friday, 9 am to 11 am CST – Dec. 6 through Dec. 22
• Topics Covered:
— Service Provider Management
— Member Management
— EVV Clock in and Clock out/EVV Visit Management
— Manual Visit Management
— Call Dashboard
Open Hours for FMSAs and CDS Employers/CDS Employees Only
• Friday, 1pm – 2pm CST, Dec. 8, Dec. 15, and Dec. 22
• Topics Covered:
— Services Portal
— EVV Clock in and Clock Out/EVV Visit Management
NOTE: HHAeXchange Portal training will not be covered during this session.
Click the button above during open hours to join.
The HHAeXchange Portal will enable you to easily meet Texas state requirements, and provide a simple and streamlined experience for both back-office staff and service providers. In addition, Texas providers will benefit by leveraging the HHAeXchange Portal for workflow efficiencies including:
FMSAs, and CDS employers should have received information about the HHAeXchange Portal. Monitor your emails and refer to this page to learn more.
In the meantime, learn more about the benefits of the HHAeXchange Portal.
All providers can use our Client Support Portal to find answers to questions and create support requests, email us at [email protected], or contact us by phone 1-833-430-1307.
Visit the HHSC EVV web page for other EVV resources, such as policies. Subscribe to EVV GovDelivery to receive HHSC notices by email.
The 21st Century Cures Act
Passed by Congress in December 2016, the 21st Century Cures Act states to implement an EVV system for Medicaid-funded personal care services (PCS) and for home health care services (HHCS).
Effective January 1, 2021, EVV is required for Medicaid personal care services.
Effective January 1, 2024, EVV is required for Medicaid home health care services.
The six data elements required to be collected to meet the Cures Act EVV requirement:
Application programming interfaces (APIs) can be used to exchange data between third-party software systems, such as payroll systems and electronic health record systems, and the new EVV vendor system, the HHAeXchange Portal.
Program providers and financial management services agencies who want to integrate their third-party software systems with HHAeXchange can refer to the specifications listed in the HHAeXchange Web Service API Guide (PDF).
APIs available to integrate with HHAeXchange include:
To begin the integration process, submit a ticket through the HHAeXchange Client Support Portal
Per HHSC policy, program providers and Financial Management Services Agencies (FMSAs) who will use the new State EVV vendor, HHAeXchange, are allocated free alternative devices up to 7.5% of the program providers or FMSAs member census (rounded to the nearest whole number).
In order to request the free alternative devices, you must complete the HHAeXchange Provider Onboarding form first. Once you complete the onboarding form, you may request the free alternate devices by completing and submitting the Alternative Device Ordering Form.
Upon form completion, HHAeXchange will distribute alternative devices for 7.5% of the program providers or FMSAs member census. HHSC has supplied HHAeXchange with the census numbers that will be used for distribution. Census numbers will be reviewed quarterly to determine if additional free devices should be distributed. If a program provider or FMSA has a shortage, and has a request for Alternative Devices pending, then HHAX will fulfill the additional Alternative Device requests to maintain the 7.5% threshold. Orders will be processed and shipped within 5 business days.
If you need to request additional devices above the 7.5% threshold, HHSC is allowing the purchase of alternative devices for qualifying members at $12.00 (price includes shipping) each plus applicable sales tax. To purchase additional devices, please complete and submit the HHAeXchange Paid AD Order Form. If there is available inventory, HHAX will ship the ordered Alternative Device(s) in 5 business days. If there is not enough inventory, HHAeXchange will notify the program provider or FMSA that HHAX has placed a back order for them, and they can expect to receive their Alternative Devices as they become available.
By submitting the request for free or paid alternative devices, you attest that each alternative device ordered is for Medicaid members with no access to a landline or mobile device for EVV.
Here’s a list of Frequently Asked Questions (FAQs) which can be used by HHAeXchange (HHAX) Portal users for the Texas Health and Human Services Commission (HHSC) EVV Implementation. For more information about EVV Known Issues and Resolutions, Click HERE.
It answers questions about:
HHSC, Accenture and HHAeXchange will continue to provide updates, communications, and resources as they become available.
For questions or more information about HHAeXchange:
For general EVV questions or information: