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West Virginia Provider Information Center

Provider Portal Questionnaire

Electronic Visit Verification Solution for the State of West Virginia Department of Health & Human Resources

The West Virginia Department of Health and Human Resources (DHHR), Bureau for Medical Services has partnered with HHAeXchange to provide a free Electronic Visit Verification (EVV) and billing tool for member placement, scheduling, authorization management, communication, and direct billing for Home Health Aide services.

As part of West Virginia DHHR, we will need to gather more information from your provider agency. The first step for providers will be to fill out the West Virginia Home Health Provider Portal Enrollment Questionnaire found here.

Selecting an EVV Solution that Fits Your Provider Agency

As part of your participation with West Virginia DHHR, you have multiple options provided to you to ensure EVV compliance. All West Virginia DHHR providers must use the HHAeXchange platform through by choosing one of the two options listed below:

Option 1 – Agencies currently without an EVV Solution: You can be set up to use Free EVV tools from HHAeXchange for Homecare services.

Option 2 – Agencies currently using another 3rd Party EVV Solution: Will import visit data into HHAeXchange using Electronic Data Interchange (EDI) To contact our EDI team, go to, from the support portal page please click on 3rd party integration support request and include the name of West Virginia.

Important Dates

Information Sessions – October 24, 2022 to October 28, 2022

System User Training Sessions – December 6, 2022 to December 8, 2022

Full Launch Go-Live Date – January 2, 2023

HHAeXchange Overview (applicable to ALL providers): Information Sessions will be held for all providers to provide them with key dates and details about the implementation, including key workflow changes, system benefits, and next steps. The Information Sessions concluded on October 28, 22. The recording and slide deck can be found below.

Recording | Slides

HHAeXchange EDI Session (applicable only to EDI providers with their own third party EVV system): For Providers that want to integrate with HHAeXchange, EDI Information Sessions are going to be held to provide more information about key next steps in regards to your EDI Integration. Please Click Here to Register. Please see below for dates of the upcoming webinar:

  • Thursday, November 3, 2022 at 11:00 AM EST
  • Tuesday, November 8, 2022 at 3:00 PM EST
  • Thursday, December 1, 2022 at 12:30 PM EST

HHAeXchange is offered at no cost to the providers. Here is a look at some of the benefits you will get if you choose the HHAeXchange Portal as your EVV solution.


  • Member Management for the WV Fee-for-Service (FFS) Program
  • Clock-In / Clock-Out Exception Dashboard
  • Submission / Aggregation of EVV Data to WV FFS
  • Mobile Application in Multiple Languages
  • Telephony Lines in English and Spanish


  • Master Week Scheduling
  • Case & Scheduling Coordination
  • Plan of Care Management for


  • Real-Time Two-Way Messaging with WV FFS


  • Prebilling Claims Scrubbing
  • eBilling (837) / eRemittance (835) for WV FFS


  • Automatic Authorization Receipt from WV FFS
  • Plan of Care Adherence
  • Visit Confirmation Compliance
  • Visit reporting

Ease of billing

  • Quickly enter confirmed visits in a user-friendly interface.
  • Increase billing acceptance rates with realtime pre-claim edit checks.

Efficient communication

  • Reduce payer communication time with realtime, 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

Upcoming Webinars

WV DHHR Home Health Information Sessions

Please Click Here for Additional Training Webinars.

Provider System User Training

Receive LMS Credentials from the HHAeXchange Onboarding Team and follow instructions to complete the courses and videos on a self-paced format to complete:

  • An email will be sent to the contact that completed the Provider portal questionnaire
  • One Username will be sent for 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 reviewing the information provided
  • Any updates made to the password should be distributed amongst all members who have access to the account
  • All providers can use our Client Support Portal to find answers to questions and create support requests

EDI Overview (Integrating with a 3rd Party Agency Management System). Note, this process applies specifically for providers that chose option 2, found on the “Overview” tab above.

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 successfully integrate your 3rd Agency Management System with HHAeXchange. EDI Providers will be required to comply with both the business requirements and technical specifications listed below. Upon review of the documents below, please initiate contact with HHAX to begin the integration process Initial steps EDI providers should follow:

Please review and follow the steps below, (these steps are also found on the HHAeXchange Provider EDI Welcome Packet):

  1. Business Requirements Link: Business Requirements for Third Party EVV Data Aggregation WV
  2. Technical Specification document: HHAeXchange EVV API Technical Specifications WV
  3. Please follow these instructions in order for the EDI team to receive your file. Go to, from the support portal page please click on 3rd party integration support and submit a caregiver import request.

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.

A detailed FAQ document in regard to the West Virginia Implementation will be provided to you with more insight on the program, patient placement, billing, EVV, Communications, as well as EDI and other functionalities.

What is HHAeXchange?

HHAeXchange is the premiere homecare management software solution for the Medicaid LTSS population. We act as the single source of truth in connecting payers, providers, and patients through our intuitive web-based platform, enabling unparalleled communication, transparency, and visibility.

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
  • Prebilling Claims Scrubbing
  • eBilling (837) / eRemittance (835) for WV FFS

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, West Virginia DHHR is offering free telephony for clock-in and clock-out functionality, including capturing completed plan of care duties. 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 West Virginia DHHR 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 the West Virginia DHHR send to my agency through the HHAeXchange Portal?

They will be sending new placements, authorizations, and all communication through the HHAeXchange Portal. West Virginia DHHR may send additional information as they deem necessary.

How will the HHAeXchange Portal bill to West Virginia’s DHHR?

More billing information to be shared by West Virginia DHHR.

Can I check my claims before submitting them to West Virginia’s DHHR?

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

Will I need a Portal for West Virginia DHHR?

Yes. You will need a Portal to connect to West VirginiaDHHR(s) for placements, authorizations, communication, 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 the West Virginia DHHR, 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 also webinar details with live Q/A chat option to interact and review this information with the HHAeXchange training team.

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.

West Virginia Direct Contact Information

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 (866) 983-4627.

Please call (866) 983-4627 or email at [email protected].

For questions and issues please contact us by submitting a ticket via the Client Support Portal: