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.
The Texas Health and Human Services Commission (HHSC) will implement a claim matching bypass on Feb. 1, 2024 — for EVV claims with dates of service from Jan. 1 through March 31 — to be paid without a matching EVV visit.
Program providers, financial management services agencies (FMSAs), and Consumer Directed Services (CDS) employers must enter missing EVV visits not entered during the EVV claims matching bypass period within the 95-day visit maintenance period.
Payers (HHSC and managed care organizations (MCOs)) will not allow the entry of missing EVV visits after the 95-day visit maintenance timeframe has passed. Failure to use the EVV system to record visits may result in recoupments.
Program providers and FMSAs who received a “No EVV Visit Match” denial for claims with dates of service beginning Jan. 1 can submit adjustment claims after Feb. 1. EVV claims matching will begin with dates of service on April 1.
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.
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.
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.
To access the LMS login page click here.
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.
Provider Forum: HHAeXchange Town Hall
Beginning February 23, 2024 and ending May 30, 2024, HHAeXchange is hosting a monthly webinar series that provides an end of month EVV status update, summarizes upcoming system enhancements and current known issues, and a dedicated session for EVV staff to answer any questions that HHAX users may have. All Texas program providers and financial management services agencies (FMSAs) who use HHAeXchange as their EVV system are invited to join.
For prior webinar materials and registration for upcoming dates, refer to the following:
HHAeXchange is excited to announce Open Hours Webinars for in-scope program providers and financial management services agencies (FMSAs) are extended through Friday, April 29th.
You can drop in anytime during these hours and leave once your questions are answered. The webinars do not require registration.
Click here during open hours to join.
Open Hours Schedule:
– Friday, April 5 at 10:00 am CT – Wednesday, April 10 at 2:00 pm CT – Friday, April 12 at 1:00 pm CT – Wednesday, April 17 at 12:00 pm CT – Wednesday, April 24 at 12:00 pm CT – Monday, April 29 at 12:00 pm CT
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.
These helpful interactive modules and resources cover clock-in, clock-out, mobile app and more.
We’ve gathered together the questions we get most from Providers.
To access the LMS login page click here. Please review the HHAeXchangeLearning Management System (LMS) Job Aid (pdf) for guidance on how to utilize the LMS.
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.
For self-help, the HHAeXchange Texas Knowledge Base provides quick access to HHAeXchange system process guides, job aids, training videos and more that cover all aspects and processes of the HHAX Texas EVV system.
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:
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
Maximizing API Integration Webinar
This API Integration Webinar focused on maximizing API integration capabilities with HHAeXchange for providers and financial management services agencies.
Topics Include:
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.
If you should need to replace a defective or malfunctioning device please follow the below steps:
HHSC, Accenture and HHAeXchange will continue to provide updates, communications, and resources as they become available.
HHAeXchange
For questions or more information about HHAeXchange:
TMHP
HHSC
For general EVV questions or information: