Video: Send Visits to HHAeXchange (youtube.com)
HHAeXchange will need to receive EVV Visits file for importing into their system and forwarding to Sandata. This process includes MCOs: Amerihealth, Carolina Complete, United Healthcare, Wellcare, ECBI, Alliance, Trillium, Vaya, Partners.
Note: The HHAeXchange password may need updated roughly every 90 days. You will update your password within your HHAeXchange portal (under the Admin menu) and then update it in Barnestorm, from Barnestorm from Billing > HIPAA Transactions > HHAeXchange/CareBridge > Edit HHAeXchange SFTP Credentials.
The following are required in order for EVV Visits to appear on the HHAeXchange import list:
- The Referral must have the correct spelling of patient's first and last name, correct date of birth, MCO Payer, ICD codes (dated on or before the admit date).
- The visits must be recorded as EVV Visits, not manually entered visits on the Visit Entry screen, as they lack EVV data.
HHAeXchange PDF with common errors: Click here
1. Go to Billing > HIPAA Transactions > HHAeXchange/CareBridge.
2. From the HHAeXchange File Create tab - Change the from and thru date to match the dates you've cleaned up and prepared in EVV Visits.
3. Click the Select EVV Visits button.
4. If there are any issues, an error report will pop up. Print or save this so you can solve those issues and send those visits later. Reasons the visit shows up on the error report: 1) the visit was not imported yet. 2) the visit was manually keyed into the system, meaning it is not an EVV Visit.
5. The visits that are ready to send will appear in the main part of the screen. IMPORTANT: Look these over, because if there are issues, you need to go back to EVV Visits and fix them before you complete. the rest of this process!
6. Click the button to Prepare the Import File. What this does is takes all the EVV info on the screen and prepares a file that will go to HHAeXchange in the format they need to import the EVV visits.
7. A pop-up will appear. NOTE: If you click Yes, the file you created will automatically be sent to HHAeXchange right now. If you click No, the file was still created but will not send. So, if you're ready to send the info to HHAeXchange, click Yes.
You have completed the process to upload your EVV visits to HHAeXchange. The file gets sent to HHAeXchange automatically. HHAeXchange takes 24-48 hours to process files. They do not provide a response unless there is an error. To check your visits, wait 24-48 hours and then check the HHAeXchange portal.
Resend Visits When They Had Error
To re-send visits that had an error on HHAeXchange:
1. View the error: go to Status of HHAeXchange and CareBridge Uploads and then click the file with the error (it will say ERROR on status). You can print or save the status file. VIewing the status file marks the visits that errored so that you can re-send them.
2. Go back to HHAeXchange File Create tab. Pull up the From and Thru dates.
3. Click Prepare the Import File and click Yes to send.
Resend Corrected Visits When Already Sent
To re-send visits that were sent incorrectly:
1. Pull up the From and Thru dates
2. Click the Only Previously Sent EVV box.
3. Click Prepare the Import File and click Yes to send.
Generate Billing Claims for HHAeXchange
You will use Barnestorm to create electronic claim files for PHP MCOs (Bill Medicaid Claims):
Amerihealth, Carolina Complete, United Healthcare, Wellcare.
If you have different NPI numbers for each program, then create separate claim file for each NPI by using the program number filter option - when generating the claim.
If you do not want to use Barnestorms's Change Healthcare service to send claims, you can use each MCO portal to transmit electronic claim files for MCOs: Amerihealth, Carolina Complete, United Healthcare, Wellcare.
Barnestorm does not have instructions for uploading the claims on each MCO portal: those instructions are included in the billing guide for the MCO, or you can call the MCO for assistance.
Follow the claim status on the MCO portal.