Homecare SFTP and File Requirements

Users need a Secure FTP client software to access their HHAeXchange SFTP account. Any standard SFTP client software should be able to connect to the HHAeXchange SFTP (such as Filezilla, CuteFTP, and WINSCP).

HHAeXchange provides SFTP credentials once an Agency has validated their file format.

HHAeXchange does not endorse or technically support any particular 3rd Party software. Some examples and images used within this document are exclusively for demonstration purposes.

The following information is needed to connect to the SFTP location.

  • HOST/IP/URL: sftpprod.hhaexchange.com

  • Username: Enter the Username received from HHAeXchange

  • Password: Enter the password received from HHAeXchange

  • Port: 2222

  • Connection: SSH/SFTP

SFTP Configuration Settings (Sample SFTP Application)

When transferring files via SFTP, select the BINARY mode in your FTP client application. Binary Mode in Advanced Settings sample shown.

Binary Mode in Advanced Settings (Sample)

Folders are used to organize the files exchanged through SFTP as follows:

  • Inbox – Used to import a file into HHAeXchange. Users can place files into the Inbox folder for automated import into the HHAeXchange system.

  • Outbox – The export files are automatically placed by the HHAeXchange system in the Outbox folder.

The following guidelines address how long files are retained by HHAeXchange before removal from the HHAeXchange SFTP server.

  • Files in Inbox folders are retained until successfully processed and moved to the Processed folder.

  • All files size 50 MEGABYTES or larger in the Processed, Saved, or Outbox SFTP folders are retained for 3 days.

  • All other files in the Processed, Saved, or Outbox SFTP folders are retained for 15 days.

The following table contains a brief description as well as direction and location of each Export interface.

Interface File

Direction

SFTP Folder

Description

Billing Exceptions*

Export

Outbox\BillingExceptions

Exports confirmed visits that are not billable

Billed/Processed Visits*

Export

Outbox\BilledVisits

Exports Billed visits

Claim Status*

Export

Outbox\ClaimStatus

Exports 999/277CA claim status

Pre-Adjudication Rejections*

Export

Outbox\PreAdjRejections

Exports Billed visits that are not sent to the payer due to validation failures

Patient Demographics*

Export

Outbox\Patient

Exports Patient Demographic information

POC*

Export

Outbox\POC

Exports Patient Plan of Care information

Patient Authorization*

Export

Outbox\Authorization

Exports Patient Authorization information

Patient Authorization Blackout Dates*

Export

Outbox\Authorization

Exports Patient Authorization Blackout Dates

Response File

Response

Outbox\ResponseFiles

Folder to hold Response Files for processed files
File Format

File Type

CSV

Headers are included?

Yes

Text Qualifier

Double Quotes

This naming convention and frequency is applicable to all export files, as noted in the table below:

Interface

SFTP Folder

File Name

Frequency

Billing Exceptions*

Outbox\ BillingExceptions

EDIExport_AgencyTaxID_PayerID_BillingExceptionsV5_YYYYMMDDHHMMSS.csv

After processing billed visit file & once every night (Weekdays).

Pre-Adjudication Rejections*

Outbox\ PreAdjRejections

EDIExport_AgencyTaxID_PayerID_PreAdjRejectionsV5_YYYYMMDDHHMMSS.csv

Incremental: Once every night

Full File: Every Weekend

Billed /Processed Visits*

Outbox\ BilledVisits

Incremental File: EDIExport_AgencyTaxID_PayerID_BilledVisitsV5_YYYYMMDDHHMMSS.csv

 

Full File:

EDIExport_AgencyTaxID_PayerID_BilledVisitsV5_YYYYMMDDHHMMSS_Full.csv

Incremental: Once every night

Full File: Every Weekend - Billed visits for last 30 days (by visit date).

Patient Demographics*

Outbox\

Patient

Incremental File:

EDIExport_AgencyTaxID_PayerID_PATDemV5_YYYYMMDDHHMMSS.csv

 

Full File:

EDIExport _AgencyTaxID_PayerID_PATDemV5_YYYYMMDDHHMMSS_Full.csv

Incremental: Once every night

Full File: Every Weekend (All active patients + modified in the last 30 days)

POC*

Outbox\POC

Incremental:

EDIExport_AgencyTaxID_PayerID_POCV5_YYYYMMDDHHMMSS.csv

 

Full:

EDIExport_AgencyTaxID_PayerID_POCV5_YYYYMMDDHHMMSS_Full.csv

Incremental: Once every night

Full File: Every Weekend (POC for all active patients and POC records modified in the last 30 days)

Patient Authorization*

Outbox\

Authorization

Incremental File: EDIExport_AgencyTaxID_PayerID_PatAuthV5_YYYYMMDDHHMMSS.csv

 

Full File: EDIExport _AgencyTaxID_PayerID_PatAuthV5_YYYYMMDDHHMMSS_Full.csv

Incremental: Once every night

Full File Every Weekend (Authorizations for all active patients + authorizations modified in the last 30 days)

Patient Authorization Blackout Dates*

Outbox\

Authorization

EDIExport_AgencyTaxID_PayerID_PatAuthBlackoutDatesV5_YYYYMMDDHHMMSS_Full.CSV

Incremental: N/A

Full File every night

Claim Status*

Outbox\

Claim Status

Incremental File: EDIExport_AgencyTaxID_PayerID_ClaimStatusV5_YYYYMMDDHHMMSS.csv

 

Full File: EDIExport _AgencyTaxID_PayerID_ClaimStatusV5_Full_YYYYMMDDHHMMSS_Full.csv

Incremental: Once every night

Full File: every weekend (claims billed within the last 30 days).

To elaborate, the following example explains the naming convention:

File Name: EDIExport_123456789_456_BillingExceptionsV5_20180115080030.CSV

  • EDIExport = Hardcoded

  • 123456789 = Agency Tax ID

  • 456 = Payer ID

  • BillingExceptionsV5 = File type identifier (Billing Exceptions)

  • 20180115 = Date in YYYYMMDD format

  • 080030 = Time Stamp in HHMMSS format

HHAeXchange saves all files with a .csv (extension) file. The system is not able to process or convert any other type of data file.

By default, these files open in Excel, which may alter the format of certain fields. To maintain the integrity of the sample templates and formats, HHAeXchange strongly recommends that these templates be saved on a User’s workstation first using the following steps:

EDI Import

  1. Click the desired Template link.

  2. Select Save As and save as a *.csv file onto the workstation when prompted by the system.

  3. To open the file from the workstation, select Open With and select a tabbed text editor (such as Notepad ++). This preserves the formats for each field.