UnitedHealthcare Community Plan of NY Info Center

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, United Healthcare Community Plan of NY will be implementing HHAeXchange.

Information Session Details for All Providers:

The Information Sessions have concluded for all in scope providers to share key details regarding this implementation, including workflow changes, system benefits, and next steps. The info sessions concluded on Feb. 24, 2023. The recording and slide deck can be found below:

Recording | Slides

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.

Upcoming Webinars

Please click here for Additional Training Webinars

Go Live Support Webinar

The Go Live Support Webinar was held for all in scope providers and covered the updates and changes related to the Healthfirst implementation in the HHAeXchange system. The webinar session concluded on Wednesday April 12, 2023. The recording and slide deck can be found below:

Recording |  Slides

Enterprise Provider Training

The Enterprise Provider Training was held for all in scope providers and covered the enhanced linked contract functionality in the HHAeXchange system. The webinar sessions concluded on March 22, 2023. The recording and slide deck can be found below:

Recording | Slides

New Providers & Existing Enterprise Free Providers

Learning Management System (LMS)

March 14, 2023 – Received LMS Credentials from the HHAeXchange Onboarding Team and instructions to complete the self-paced courses and videos.

• An email was sent to the contact that completed the UnitedHealthcare Community Plan of NY Portal Enrollment Form or the individual who is designated on the HHAeXchange contact form.
• One Username was sent to 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 courses contained within the Healthfirst training module. All providers can use our Client Support Portal to find answers to questions and create support requests.

System User Training Webinar

System User Training has concluded as of March 16, 2023. Please refer to your LMS to access any of the videos shown.

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 necessary to successfully integrate your Agency Management System with HHAeXchange.

As part of the EDI project, you can continue to use your existing EVV system for scheduling/visit confirmation.  However, you will need to set up an integration to send the confirmed and billed visit data to HHAeXchange to be passed to UnitedHealthcare Community plan of NY. HHAeXchange coordinates directly with UnitedHealthcare Community Plan of NY to ensure members and 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. 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):

• Click here for the HHAexchange EDI Import Interface Guide
• Click here for the HHAexchange EDI Export Interface Guide
• EDI Code Table Link
• EDI Welcome Packet Link – Coming Soon

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

Training Opportunities for EDI Providers

EDI Onboarding Webinar

• Our EDI Onboarding Webinars have concluded. You can review the EDI Onboarding Webinar material by logging into your LMS account (starting March 20, 2023)

EDI Post Integration Training Webinar

• Our EDI Post Integration Training Webinars have concluded. You can review the EDI Post Integration Training Webinar by logging into your LMS Account (starting March 20, 2023).

Please contact the HHAX EDI team via the Client Support Portal:

Portal: https://www.hhaexchange.com/supportrequest

What is HHAeXchange?

HHAeXchange is the premier Homecare Management Software company for the Medicaid non-skilled Long Term Services & Solutions (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.

Member & Authorization Management

• Increase census by accepting new cases via UnitedHealthcare Community Plan of NY Member Placement.
• Access real-time authorization and notification of changes to the care plan (increase or decrease of units, change of service code, etc.).
• Reduce payer communication time with real-time, two-way messaging.

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, UnitedHealthcare Community Plan of NY is offering free telephony for clock-in and clock-out functionality. 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 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 Healthcare Community Plan 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.

What information will UnitedHealthcare Community Plan of NY send to my agency through the HHAeXchange Portal?

Healthcare Community Plan of NY members and authorizations, including new placements, will be provided through the HHAeXchange Portal. Relevant communications will also be sent through the portal.

How will the HHAeXchange Portal bill to UnitedHealthcare Community Plan of NY?

All claims will be created through the HHAeXchange Portal and sent electronically via an 837 eBilling file.

Can I check my claims before submitting them to UnitedHealthcare Community Plan of NY?

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

Will I need a Portal for UnitedHealthcare Community Plan of NY?

Yes. You will to log into UnitedHealthcare Community Plan of NY Provider Portal to access placements, authorizations, communications, 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 UnitedHealthcare Community Plan of NY, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

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. Please refer to the Training tab on this site for more details.

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.

Provider Services in Scope: Please see below all the provider services in scope for this implementation.

UnitedHealthcare Community Plan:

Please contact your provider advocate, at [email protected]

HHAeXchange:

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