To set up an account for HHAeXchange (HHAX):

1. Contact your Account Manager to start the process. 
2. 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. 
3. 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
4. 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.
5. In the timesheet, on the left-hand side: 
   • Enter the Billing provider 
   • Enter the Service facility

To utilize HHAX with CR Mobile, users need to complete the following steps:

1. Contact your Account Manager to enable visit verification.
2. In CentralReach:
   • Clients’ addresses need to be geolocated.
   • Set up clients’ Medicaid Insured IDs in their Payors section.
   • Input the HHAX production credentials in the Visit Verification Settings.
   • In the organization’s “Accepted Insurances” section, identify the payor as Medicaid (select the Medicaid checkbox).
   • Add the billing provider’s Tax ID in the organization’s Claims Settings.
   • Enter employees’ first name, last name, DOB, and hire date to the Basics section of their profile, and make sure the information is synced in their Claims Settings.
   • Ensure the appropriate staff have the necessary CR Mobile and billing permissions, including the (Billing > Visit Verification) permission.
3. In the organization account, navigate to (Settings > Visit Verification Settings > +Add Credentials) to input your HHAX production credentials, which should have been emailed to you from HHAX.
   • The email should contain a secure message for users to create a password and access production credentials.
4. Complete all EVV appointments in CR Mobile.
5. Complete draft timesheets by inputting EVV reason codes, adding session notes, or addressing any other next steps.
6. Generate claims before sending visits to HHAX.
7. Submit visit verification data in the Billing module.
   • If records are accepted, access the HHAX Portal for any pre-billing and billing edits. If records are not accepted, review errors and resend the visit(s). For questions contact CR Support.

Visits can be omitted from the HHAeXchange (HHAX) portal without deleting billing entries. Please note, omitting visits does not delete or modify billing entries. 

To omit a visit: 

1. Navigate to the Billing module and select
2. Click the right arrow on the left-hand side of an entry to view the most recent activity made to the visit
3. Click Omit visit and then Omit

• • Or, click View full visit history to view all activity made to the entry 
  • In the “Visit History” modal, click Omit Visit 
  • Omitting a visit will set the visit status back to “unsent.” 

Visits should be sent to HHAeXchange (HHAX) after a claim is generated in CentralReach.  

To send visits to HHAX: 

1. Navigate to the Billing module and select Visit Verification 
2. Select the checkbox next to unsent claims 
3. On the upper right-hand side, select Send to send visits to HHAX based on the billing provider in the billing entry. “Send As” allows users to select a single set of credentials when sending visits to HHAX and can be used if required. Reach out to your CR representative for more information regarding Send As. 
4. Billing entries will show as pending until they are accepted, rejected, or error. Once they are accepted by HHAX, access the HHAX portal for any pre-billing and billing edits prior to claims being generated. If records are rejected, review errors and resend the visits. Click here to learn more about the status of visit verification data. 

The “Visit History” section allows users to view all activity related to visits sent to HHAeXchange (HHAX), such as the most recent status of the visit, when the entry was sent to and received by HHAX, any changes made to records, the Transaction ID used to send requests about particular visits, and any reasons the visit has been rejected. 

To view the visit history: 

1. Navigate to the Billing module and select Visit Verification 
2. Click the arrow on the left-hand side of an entry to view the most recent activity made to the visit 
3. Click View full visit history to view all activity made to the entry 
4. In the “Visit History” modal, users can view all activity made to the entry and omit visits 

For organizations using an alternate Electronic Visit Verification (EVV) vendor for HHAeXchange (HHAX):

1. Providers selecting a third–party EVV system must utilize the same system for all services subject to EVV requirements provided and billed under that provider number. 
2. Providers must complete the two page HHAX attestation form: https://www.cognitoforms.com/HHAXchange1/thirdpartyevvattestationnj 
3. Once the attestation is completed, providers should reach out to edisupport@HHAXchange.com to begin the integration onboarding process with the HHAX aggregator. (HHAX provides an API for third–party vendors. Providers and EVV vendors must reach out to edisupport@HHAXchange.com with the subject line “NJ API Onboarding Request” to start the onboarding process). 
   • Include the following: 
     • Provider legal name 
     • Provider Medicaid ID 
     • Provider Tax ID 
     • Provider NPI 
     • Provider primary point of contact for integration efforts with HHAX: 
       • Name 
       • Email 
       • Phone number 
     • Provider mailing address 
     • Vendor legal name: CentralReach  
     • Vendor primary point of contact for integration efforts with HHAX. (Contact your CSL for the following information). 
       • Name
       • Email
       • Phone
4. Providers must coordinate with HHAX to establish a timeline for the testing process. 
   • HHAX will provide a test plan to providers; both parties will sign-off on testing efforts once successful testing has been completed. 
   • Upon the completion of testing, providers must request production credentials from HHAX and establish a go-live date for the integration of the third–party EVV system and HHAX aggregator. 
   • CR has successfully completed testing with HHAX on _____. 
5. If a provider’s third–party EVV vendor has successfully tested with HHAX for NJ EVV, it is the provider’s responsibility to note this in the attestation, to include: 
   • Vendor name 
   • Vendor Tax ID 
   • Vendor primary contact. (Contact your CSL for the following information).  
     • Name
     • Email
     • Phone
   • Date of successful/completed testing [date] 
6. Providers’ third–party EVV systems must provide the required data for EVV aggregation to HHAX via API. 
   • New and edited data must be provided in real-time. 
   • Providers are required to affirm that data is not being manipulated. 
   • Visit cannot be modified in the HHAX system. 
   • If providers cannot send data within real time to HHAX, providers may be required to use the HHAX EVV solution.
   • Electronically capture the six data elements outlined by the 21st Century Cures Act. 
   • Must allow providers to make manual entries and edits. 
   • The third-party system must gather the reason code for the manual entry and/or edit. 
   • DMAHS will provide the list of reason codes. 
   • Providers must establish a process to review and correct exceptions to data that does not comply with quality assurance guidelines established by HHAX aggregator. 
   • HHAX will provide a list of exceptions to providers. Please note, the list of exceptions is subject to change. Changes are published to https://HHAXchange.com/nj-dmahs/ for providers to review. 
   • Providers must continue to comply with the technical specification and business requirements for the duration of the aggregation to HHAX. 
   • HHAX will continue to screen data integrity. 
   • HHAX reserves the right to update technical specification and business requirements to meet the expectations of the State of NJ; providers are required to comply with these updates. Failing to do so may result in requirement for provider to utilize HHAX’s EVV solution until the existing third–party EVV system is certified. 
   • Providers must ensure that their third–party EVV systems must maintain all necessary data to fully report on the services provided in accordance with the State of NJ’s policies and procedures. Systems must retain records for seven years from date of receipt of payment for services rendered. 
   • Regardless of EVV method used, all visits will be distributed to the appropriate payor by HHAX for any visit data coming directly to HHAX. 
   • Regardless of the EVV method used, all visits are billed through HHAX for DDI (Fee For Service) members. 

Submit general integration support inquiries via a ticket to edisupport@HHAXchange.com with the subject line ‘NJ EVV General Inquiry’.