Correcting common errors received from HHAeXchange.
To see the errors from HHAeXchange, 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 on one of the ERROR files. It may take a moment for this to come up, so be patient.
The file that comes up shows each visit that was in the upload, as well as the response from HHAeXchange for that visit.
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.
Note that the list continues as images below.
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 hasn't set up the payer correctly for provider.
Action to take: Provider should submit a ticket on HHAeXchange Portal.
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.
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 in HHAeXchange that overlaps that one for that date and time. This could be the same patient or employee.
How to fix this:
- Note the visit date, patient, employee and times on the Error report.
- Go EVV Visits and pull up that date.
- Click the visit that is overlapping.
- Click the Patient Summary (or Employee) tab so you can see just the visits for that patient--this makes it easier to see how they are overlapping.
- You will edit the visit that showed on the error report as Overlapping. Click that visit. If the Edit button is grey, click the lock to unlock the visit.
- Click the Edit button.
- Check the Adjust Times box near the upper right.
- IMPORTANT: do not change the time that does NOT overlap. ONLY change the time that overlaps the other visit.
- HHAeXchange does not allow overlapping times, so if the first visit ends at 4pm and the next visit starts at 4pm, they will not allow that. Either the first visit must end at 3:59 if it was the one with the error, or the second visit must start at 4:01 if it was the one with the error. You will ONLY change the visit with the error, and you will ONLY change ONE time on that visit--only the one that overlaps. DO NOT adjust the other time on the visit.
- Click the Update Visit button.
- Go to Employee Activity > Import Visit Charges.
- Set the start & end date to the same date as the visit. Click View Visits. You should see the corrected visit there. It's ok if you see other visits, as well.
- Create Visit Charges.
- Create the HHAeXchange Import for that date to send the updated visit to HHAx. It's ok if other visits are there, as well.
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.