VillageCareMAX

Info Sesssions

HHAeXchange hosts information sessions to help you get comfortable (and confident!) using HHAeXchange’s EVV system and features, meeting implementation requirements, navigating training resources, and understanding next steps.

Watch our most recent info session on-demand now, Preparing for VillageCareMAX’s HHAeXchange Rollout from August 18, 2026

• Watch Recording | Review Slide Deck

Virtual Training Sessions

EDI Overview

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 VillageCareMAX 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 HHAeXchange, you will need to create the EDI files corresponding to the HHAeXchange specifications.

These important sections of the Knowledge Base will help you successfully integrate with HHAeXchange:

• V5 Flat File –Includes EDI code tables, EDI Payer Configuration and Requirements Tables, the EDI File Format Validation Portal, and more.
• Getting Started with EDI – Covers requesting your EDI setup, completing vendor testing, getting production credentials, and monitoring rejected visits to keep your integration running smoothly.

EDI Provider Resources

Need help with EDI onboarding?

Take our new Alt EVV (EDI) Onboarding Training in HHAeXchange University.

To access the course:

1. Set up an HHAeXchange University (LMS) account and log in.
2. Select Register for an Onboarding Program.
3. Select I am a Sponsored Provider.
4. Select HHAeXchange Alt EVV Onboarding Training.

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.

The Caregiver Bulk Import Process Guide provides instructions for how to:

• Access and Save the Caregiver Import Template
• Prepare the Caregiver import File for your Agency
• In order for the EDI team to receive your file, go to hhaexchange.com/supportrequest
• From the Support Portal page, click on 3rd party integration support and submit a caregiver import request.

Benefits

Ease of Billing

• Support accurate documentation through Electronic Visit Verification (EVV).
• Submit EVV data through HHAeXchange to help meet federal EVV requirements.

Efficient Communication

• Access authorizations through the HHAeXchange Portal.
• Receive updates to support your agency’s day-to-day operations.

Free Tools

• Free EVV Portal for time and attendance tracking.
• Schedule management based on authorizations and Plans of Care (POCs).
• Caregiver mobile app available in 23+ languages.
• Seamless transmission of EVV data to the state aggregator.

VillageCareMAX– Getting Started FAQs

Welcome to the VillageCareMAX implementation! Below are answers to some common questions to help you get started with HHAeXchange.

EVV & HHAeXchange

I don’t have an HHAeXchange Portal, what do I need to do?

Get started by submitting the NY Portal Enrollment Form. Your HHAeXchange Portal will be created within 3-5 business days.

Can I use my own EVV system?

Yes. You can connect your existing EVV system to the HHAeXchange portal using EDI (Electronic Data Interchange).

For more information about the EDI process and who to contact for support, visit the EDI Process page.

Can I merge multiple patient records at the same time?

Yes. HHAeXchange now offers a Bulk Patient Merge tool that allows Enterprise providers to merge multiple internal and linked patient records at once.

For step-by-step guidance, visit the Patient Merge Resources in the Provider Knowledge Base:

• Bulk Patient Merge Tool – Article
• Bulk Patient Merge Tool – Video

Billing & Configuration

Do I need to set up my service code rates?

Yes. Providers are responsible for setting up their service code rates in HHAeXchange. If you are participating with VillageCareMAX under a new provider profile, make sure your applicable service code rates are set up correctly.

For step-by-step guidance, see the Service Code Rate Video and for more information on Rate Management please read our full Rate Management Article.

Do I need to complete anything for e-billing?

E-billing configuration will be completed as part of the go-live readiness period. No additional action is expected from providers at this time.

The VillageCareMAX implementation will go live on October 1, 2026, when Start of Care begins for VillageCareMAX members.

Training & Resources

How can I access training recordings or re-watch a session?

Visit the Provider Training & Resources section of the Info Hub. Training recordings and presentation slides will be posted there so you can review them as needed.

How can I get additional training?

Running into questions as you get started? Visit our daily Office Hours for personalized help, or Teach Me Tuesdays to cover special topics like billing, payroll, and Visit Maintenance.

Sign up for an available webinar on our training event page!

For additional questions about the HHAeXchange software we invite you visit the Knowledge Base that applies to you.

Contact

For questions about this program or your participation, please contact the VillageCareMax Provider Relations Team [email protected].

For questions about HHAeXchange, please submit a support request through the HHAeXchange Client Support Portal.