How Does HHAeXchange Work?

Does your home care agency interact with HHAeXchange?

We’ll share more about what they do and how your agency can make the most of your agency management system. 

Now that all states are subject to using electronic visit verification (or EVV), you might want to understand the behind-the-scenes. 

What are the different state EVV models?

Before we talk about HHAeXchange, let’s go over what EVV models exist. 

• State-Mandated: You have to use the solution that the state picks.
• State-Sponsored: The state selects the EVV vendor and aggregator and provides it to providers at no-cost while providing a list of state-approved alternatives that will be paid for out-of-pocket if agencies don’t want to use the state-sponsored solution.
• Provider choice: Home care agencies can choose the solutions they want out of pocket.

As an example, West Virginia has selected HHAeXchange as a state-sponsored EVV and aggregator solution. The state adopted an open EVV model, meaning that home care agencies can choose to use the state-sponsored solution or pay for a different solution out of pocket.

What is HHAeXchange?

HHAeXchange is an agency management system, as well as the state EVV aggregator for certain states. You can see what states they have contracts with by going to their website and selecting “State Info Centers” on the top right.

If your state is using HHAeXchange as a state-mandated solution, you must use their systems in order to get claims approved.

If your state uses a state-sponsored model or provider choice (open) model, you can select the system that best meets your home care agency’s needs. 

READ MORE: What’s The Difference Between a Clearinghouse and Aggregator?

What’s more, if your state uses HHAeXchange as an aggregator, you can opt to use a different solution for EVV and then have your data flow through to HHAeXchange as an aggregator. 

“We’ve heard a lot of confusion from our customers about the role that HHAeXchange plays in an agency’s day-to-day and although they may be the aggregator for your state, in most cases, you can opt out of using them for EVV purposes and only for aggregating claims data,” shared Julio Barea, head of sales. 

What you should look for in an EVV vendor

If you feel tied down in terms of what to do for your electronic visit verification requirements, we’re here to provide some clarity. When evaluating your options for an EVV vendor (if you don’t have a state-mandated solution), take a look at the complete alternative EVV vendor list and see which ones work the best for your agency’s operations. 

• Can you do scheduling in the same system? 
• Can you do billing in the same system? 
• Can you get visibility into a claim’s status?
• Can you use the same solution as an applicant tracking system or CRM? 

Having too many solutions to log into can be frustrating for you and your team members. Finding the right agency management system that meets EVV requirements is essential for not only your team, but also keeping your caregivers on track. 

If they have to use one system for scheduling and a different system for clocking in and out, that not only causes frustration but billing and payroll issues down the line. 

Why choose CareTime for EVV

CareTime is an agency management system—and so much more. Out of the box, CareTime comes with three stand-out features you won’t find in other home care software: 

• Billing While You Sleep: CareTime will bill claims for you at night. So, you can now wake up to a text with how many claims were filed overnight. 
• Automated Rules Engine: Set rules for each payer like how often they bill, the period you bill for, and set it up like a crock pot (and forget it). 
• Claims visibility: Get never-before-seen visibility into where your claims are at. No more calling around asking for an update or why something was denied. 

With multiple ways for caregivers to clock in and out for shifts, and more, you can save time, money, and resources by switching to CareTime. Learn more about how we can help you and your agency today by scheduling a demo.