To see the errors from HHAeXchange or CareBridge, go to Billing > HIPAA Transactions > HHAeXchange/Carebridge.
Click the tab that says Status Of HHAeXchange and CareBridge Uploads. That tab has a list of all the uploads you've sent and a general status (Accepted or ERROR).
Click one of the ERROR files. A list of all visits imported on the selected file will show up with either an error message or success.
If the status is "Success", that means the visit uploaded fine. No further action is needed.
HHAeXchange Errors
Common errors list below, along with action the provider should take.
See URL sites at the bottom of this article for all rejection listings.
Agency is not linked with Payer = provider's enrollment process with the MCO has not been completed yet.
Action to take: Provider should submit a ticket on HHAeXchange Portal.
Payer not configured for EDI billing rates = HHAeXchange has not set up the payer correctly for provider.
Action to take: Provider should submit a ticket on HHAeXchange Portal.
Here is a template you can copy, paste, and edit to fit your needs:
Our third-party vendor submitted EVV Visits for [PAYER NAME HERE]. We received the following error message: The Payer is not configured for EDI Billing Rates. Please contact EDI Support to configure the payer for EDI Billing Rates.
Please assist with getting the rates configured.
Patient not found
Search patient by First and Last Name in the HHAeXchange portal.
If patient is not loaded, this is a valid rejection.
Contact the MCO and advise that you are unable to bill for this patient because they are not loaded in HHAeXchange.
Once the MCO loads the patient, these exceptions auto reprocess.
If the patient is loaded in HHAeXchange, check the patient subscriber number under Referral > Payer > HIC #. If it is wrong, fix it and re-send all visits for the patient. That should correct the problem.
If unsure, Provider should submit a ticket on HHAeXchange Portal.
Records/claims submitted with the wrong Member ID should be corrected and resubmitted.
Visit is already billed that means that you attempted to upload a visit that was already in HHAeXchange.
No further action is needed.
Overlapping shifts are not allowed means that HHAeXchange will not accept that visit because you have another visit for the same patient or employee on that date and time.
Overlapping Shifts Error (HHAeXchange)
HHAeXchange won’t accept visits that overlap each other — even by one minute. This could be for the same employee or patient for the same date of service.
Troubleshooting:
- Look at the error report and note the date, patient, employee, and times.
- Go to EVV Visits and pull up that date.
- Find the visit listed on the error report and click it.
- Click the Employee Summary tab to view other visits for that employee.
- Look for overlapping times.
- If you do not find overlapping times, click All Visits and then click Patient Summary.
Research:
If you find the overlapping issue, find out which visit was entered incorrectly.
Scenario A: The visit that needs corrected has already been accepted into HHAeXchange.
You will need to edit the visit and resend it separately before attempting to send the rejected visit.
Scenario B: The visit that needs corrected has NOT been accepted into HHAeXchange.
Edit the rejected visit and send with the next batch to HHAeXchange.
How to Fix:
- From the EVV Visits screen, select the visit that needs corrected.
- If the Edit button is grey, click the lock icon to unlock it.
- Click Edit, then check the Adjust Times box.
- Only adjust the overlapping time:
- Example: Change the end time from 4:00 to 3:59
- Or change the start time from 4:00 to 4:01
- Click Update Visit.
- Go to Employee Activity > Import Visit Charges
- Set the same date
- Click View Visits, then Create Visit Charges
- Recreate and send the HHAeXchange import file for that date.
NOTE about overlapping time: make sure your aide plan does not have overlapping visit times.
NOTE about overnight visits: HHAeXchange does not accept overnight visits. The first day needs to end at 11:50 and the next day needs to start at 12am. Make sure your aide plans reflect this in Barnestorm.