To set up an account for HHAeXchange (HHAX):
- Contact your Account Manager to start the process.
- In the organization’s account:
- Navigate to Visit Verification Settings and input the HHAX production credentials. These credentials are provided by HHAX.
- Dashboard > My Profile > Settings > Visit Verification Settings > + Add Credentials
- In the “Accepted Insurances” section, identify the payor as Medicaid by selecting the Medicaid checkbox.
- Dashboard > My Profile > Ext Profile > Accepted Insurances > Select Medicaid insurance > click pencil to Edit > check Medicaid box
- Note: all insurances used for HHAX should have Office Ally Payor IDs listed (required for mapping).
- Add Tax ID (This number should be the same for Visit Verification Settings, billing provider, and claim box 33). Use generic contacts for each additional billing providers’ Tax ID.
- Dashboard > My Profile > Settings > Claim Settings > Tax ID (billing provider)
- Enable Electronic Visit Verification (EVV). To be EVV compliant and properly capture providers’ locations when providing services, the following steps need to be completed in CentralReach and CR Mobile:
- When editing a service code, select the Visit Verification checkbox under the “Validation” section. This automatically:
- Enables “Enforce Single Timesheet Conversion” and “Requires Schedule Conversion”.
- Sets the “Service Address,” “Provider Signature,” and “Client Signature” drop-downs to Required.
- Note: If an appointment has a service code with Visit Verification enabled, service lines cannot be added or deleted. EVV service codes cannot be added to existing timesheets.
- When editing a service code, select the Visit Verification checkbox under the “Validation” section. This automatically:
- Navigate to Visit Verification Settings and input the HHAX production credentials. These credentials are provided by HHAX.
- In the client’s account:
- Clients’ addresses need to be geolocated.
- Contacts module > Clients > Profile > Basics > Address > Search Address (for latitude and longitude)
- Bulk geocoding can be accessed Contacts module > Utilities & Tools > Address Management
- In the Payors section of clients’ profiles, set up their Medicaid Insured ID under the Subscriber and Patient tabs.
- Contacts module > Clients > Profile > Payors > Details > Add Insured ID to both Subscriber and Patient tabs
- Clients’ addresses need to be geolocated.
- In the employee’s account:
- Billing providers need their Tax ID entered in the Claim Settings of their profile. This needs to be completed for each billing provider contact.
- Please note, the “billing provider” is the entity billing information populated in box 33.
- Contacts module > Employee > Profile > Settings > Claim Settings > Tax ID
- Employees need their email address, DOB, and phone number entered in the “Claim Settings” of their profile. The following are required fields for the caregiver/rendering provider:
- Contacts module > Employee > My Profile > Basics > DOB
- Contacts module > Employee > My Profile > Basics > Gender
- Contacts module > Employee > My Profile > Basics > Address > Cell
- Contacts module > Employee > My Profile > Basics > Hire Date
- (Employee) Dashboard > My Profile > Basics > Address > Address fields
- Contacts module > Employee > My Profile > Settings > Claim Settings > Last Name
- Contacts module > Employee > My Profile > Settings > Claim Settings > First Name
- Contacts module > Employee > Profile > Settings > Claim Settings > E-mail
- Ensure the appropriate staff have the necessary CR Mobile and billing permissions, including the (Billing > Visit Verification) permission.
- Billing providers need their Tax ID entered in the Claim Settings of their profile. This needs to be completed for each billing provider contact.
- In the timesheet, on the left-hand side:
- Enter the Billing provider
- Enter the Service facility