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Visiting Nurse Service of New York Info Center

VNSNY partnering with HHAeXchange

After a rigorous selection process, VNSNY CHOICE has engaged HHAeXchange, a web-based software solution, to replace OPS for scheduling, communication, and billing of Home Health Services.

What does the HHAeXchange Portal provide to homecare agencies?

The HHAeXchange Portal provides a direct connection from the agency to VNSNY CHOICE for:

  • Electronic case broadcasting, authorizations, plan of care management and entering confirmed visits
  • Real-time two-way messaging
  • Free EVV solution for time & attendance and duty tracking
  • Electronic billing

Based on how your agency currently works with OPS, below are the options you have in working with the HHAeXchange portal:

Your Agency’s Billing Options

Option 1: Entering data directly into OPS: You will be able to enter data directly into the HHAeXchange portal.

Option 2: Currently using HHAeXchange: You will be able to continue using HHAeXchange, utilizing the system’s Linked Contract functionality.

Option 3: Currently using another 3rd Party Solution: Interface specifications will be available at no charge, enabling you to bring your data into the HHAeXchange portal.

Simple Claims Billing and EVV Implementation for VNSNY CHOICE

VNSNY will be processing claims via a clearinghouse. VNSNY utilizes TMG/Facets for claims adjudications.

Important dates

VNSNY Choice Wave 1 Go Live: 10/15/18

VNSNY Choice Wave 2 Go Live: 11/17/2018

VNSNY Choice Wave 3 Go Live: 12/15/2018

VNSNY Choice Wave 4 Go Live: 2/16/2019

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.

Download the HHAeXchange Portal Benefits

PROVIDER INFO SESSION VNSNY Choice Provider Information Session Video (2/12/2019): Click Here VNSNY Choice Provider Information Presentation (2/12/2019): Click Here

ENT TRAINING (Note: ENT Providers are those who use HHAeXchange’s Enterprise Platform.) VNSNY Choice Provider Job Aid Unbilling and Rebilling Process: Click Here VNSNY Choice ENT Provider Training Video (Updated 4/16/2019): Click Here VNSNY Choice ENT Provider Training Presentation (4/16/2019): Click Here VNSNY Choice ENT Provider Training Video (Updated 12/11/2018): Click Here Please refer to the powerpoint on 12/11/2018 for the updated content. The slides in the video may not be updated with the latest changes. VNSNY Choice ENT Provider Training Presentation (12/11/2018): Click Here

EDI TRAINING (Note: EDI Providers are those who do not use HHAeXchange’s EVV system. They use Sandata, Arrow, or another third-party tool.) VNSNY Choice EDI Rejections Job Aid: Click Here VNSNY Choice EDI Provider Training Video (2/13/19): Click Here VNSNY Choice EDI Provider Training Presentation Presentation (2/13/19): Click Here

VNSNY Choice EDI Provider Billing Tips (Note: Submit to TMG directly until end of year 2018 for Sandata, Arrow, or any other third-party EDI provider.) For questions regarding this document, please reach out to the Provider Call Center at  1-866-783-0222or visit the VNSNY CHOICE Provider Website for additional Reference materials. To obtain the login to VNSNY claims portal for live claims status, please contact VNSNY provider call center as well. They will provide detailed instructions.

ENT Base TRAINING (Note: This training will be for providers who does not have a EVV agency management system and will be using HHAX primarily, including scheduling, confirming visits and billing. Training are also for providers that does not have an known interface setup and be doing dual entry) VNSNY Choice ENT BASE Provider Training Video (2/14/19): Click Here VNSNY Choice ENT BASE Provider Training Presentation (2/14/19): Click Here

ADDITIONAL RESOURCES FOR ALL PROVIDERS VNSNY Choice Provider Job Aid Best Practice for Cluster and Mutual Cases: Click Here VNSNY Choice Provider Reference Guide: Click Here

One-on-One Training can be provided upon request.


  • April 2: Automatic Email Notifications (9 min) VIDEO | SLIDES
  • March 27: Assigning User Roles and Offices (10 min) VIDEO | SLIDES
  • March 26: Go Live Support Tips (10 min) VIDEO | SLIDES


For agencies that use 3rd party software: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 VNSNY CHOICE 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.In order to integrate between your Agency Management System and the HHAeXchange, you will need to create the EDI files corresponding to the HHAeXchange specifications. You can work with your 3rd party vendor directly and coordinate with HHAeXchange:

EDI Provider Resources

EDI Provider Rebilling Job Aid: This job aid provides guidance to the various rebilling scenarios for EDI Providers. This aid can also be found in the provider portal resources page in the HHAeXchange support center.

CLICK HERE to download and complete the VNSNY Rebilling Request Form. (Please send completed forms to [email protected])

What is HHAeXchange?

HHAeXchange is the premiere Homecare Management Software company for the Medicaid non-skilled 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

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

How will the free HHAeXchange EVV System work?

Through the HHAeXchange Portal, VNSNY is offering free telephony for clock-in and clock-out functionality, including capturing completed plan of care duties. Each agency who has indicated they’d 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’d 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 my Agency isn’t ready for EVV just yet?

No problem, we have a solution for you, too. If you choose this option, you’ll manually enter your visit data into the HHAeXchange Portal. Remember that the 21st Century CURES Act mandates that all homecare agencies use EVV by January 1, 2020, so this is will only be a temporary option to process your claims.

What information will VNSNY Choice send to my agency through the HHAeXchange Portal?

VNSNY Choice will be sending new placements, authorizations and all communication through the HHAeXchange Portal. VNSNY Choice may send additional information as they deem necessary.

How will the HHAeXchange Portal bill to VNSNY Choice?

All claims will be created through the HHAeXchange Portal and sent electronically via an 837 eBilling file. Agencies will then receive an 835 eRemittance file back into the HHAeXchange Portal.

Can I check my claims before submitting them to VNSNY Choice?

Yes. The HHAeXchange Portal provides a Prebilling Claims Scrubbing module designed to ensure that your claims are compliant with the authorization and the VNSNY Choice contract.

Can I schedule my caregivers 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 VNSNY Choice, or through automatic creation of schedules based on EVV data imported into the HHAeXchange Portal from your 3rd party EVV system.

Can I Import and Export data into the HHAeXchange Portal?

Processes for importing and exporting data from the HHAeXchange Portal can be found here:

If we’re keeping our existing EVV System, but can’t get the Interface setup in time, what do we do?

If you’re unable to create an interface between your 3rd party EVV system and the HHAeXchange Portal, you can temporarily manually enter visits to process your claims.

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