UnitedHealthcare Community Plan of NY has partnered with HHAeXchange to leverage our platform to implement Electronic Visit Verification (EVV) for Personal Care Services and Home Health Care Services (HHCS).
Through the HHAeXchange platform you will be able to receive new home health aide cases, manage authorizations, confirm visits, and communicate certain types of issues in real-time.
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 UnitedHealthcare Community Plan of NY for:
Agencies not currently using HHAeXchange (New Providers – EVV option of EDI or Free HHAX): You will receive an HHAeXchange Portal in order to receive authorizations and submit claims/invoice data. 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 own third party EVV system. Providers will be going live with the linked UnitedHealthcare Community Plan of New York contract on April 17, 2023.
Once you have completed the Survey and made your EVV selection please be sure to follow additional is your corresponding packet:
For assistance on how to complete the survey, please watch our Provider Portal Questionnaire Survey Webinar Recording Here Agencies currently using another 3rd Party EVV Solution (Existing EDI Providers): Authorization data will become available in the HHAeXchange Portal, rather than coming by fax. Schedule and visit data will be imported from your 3rd party system into HHAeXchange. Please work with your EVV Vendor to determine requirements to set up this interface and refer to the EDI Process tab for more details. Providers will be going live with the linked UnitedHealthcare Community Plan of NY contract on April 17, 2023.
Agencies currently using HHAeXchange (Existing Enterprise Providers): You will be able to continue using HHAeXchange, utilizing the system’s enhanced Linked Contract functionality. Providers will be implemented with the linked UnitedHealthcare Community Plan of NY contract on April 17, 2023. Providers will receive a detailed welcome letter in advance, letting them know the go-live date expectations.
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.
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
Please click here for Additional Training Webinars
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
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:
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.
System User Training has concluded as of March 16, 2023. Please refer to your LMS to access any of the videos shown.
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):
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:
EDI Onboarding Webinar
EDI Post Integration Training Webinar
Please contact the HHAX EDI team via the Client Support Portal:
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.
Ease of Billing
Member & Authorization Management
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.
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.
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.
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.
All claims will be created through the HHAeXchange Portal and sent electronically via an 837 eBilling file.
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.
Yes. You will to log into UnitedHealthcare Community Plan of NY Provider Portal to access placements, authorizations, communications, and billing.
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.
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.
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]
All providers can use our Client Support Portal to find answers to questions and create support requests.