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 – For imports, the Response File for each import is placed in the Outbox in a subfolder (after processing) where users can view successful/unsuccessful files.

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 Import interface.

Integration Guide

Interface File

Direction

SFTP Folder

Description

Visit Import

Import

Inbox

Creates/Updates imported information

Response File

Response

Outbox\ResponseFiles

Folder to hold Response Files for processed files

File Type

CSV

Text Qualifier

Double Quotes

Headers are included?

Yes

Delimiter for end of row

CRLF (Carriage Return/Line Feed)

A tabbed text editor application (such as Notepad ++) visually organizes information allowing users to view data as well as hidden formats (such as double quotes and CRLF) to easily identify and correct errors.

Tabbed Text Editor Application (editor sample)

HHAeXchange Homecare Import Interface File Information

File Name and Frequency

Interface

SFTP Location

File Name

Frequency (SFTP Import Only)

Visit Import

Inbox

VISITS_AgencyTaxID_YYYYMMDDHHMMSS.CSV

As/when desired by Client

To minimize errors and ensure system processes are running efficiently, HHAeXchange requests for Agencies to upload the entire file (ALL records starting from go-live date) only on the initial load (first time). Thereafter, all future import files should only contain incremental changes.

The Response File contains each field in the Visit Import specs, along with the two additional fields noted above.

File Format

Status Code

Status code indicating record status.

Import Status

The description of the status code.

The table below outlines guidelines for establishing an effective file submission schedule, considering variables such as file size and the unique record count per file. To ensure efficient processing, it is recommended to maintain a file size of fewer than 2000 records per file. These recommendations are applicable to the total number of records submitted within a single day.

For both UPR and non-UPR, E-billing export processing runs daily at 4 am EST.

Count of Records per File 

Approx Processing Time 

Recommended Time

0 – 1,000

1 hour

Before 2am for non-UPR

Before 2am for UPR

1,000 – 3,000

1 hour - 2.5 hours

Before 1am for non-UPR

Before 1am for UPR

3,000 – 5,000

2.5 hours - 7 hours

Before 8am for non-UPR

Before 7am for UPR

5,000 – 10,000

7 hours - 15 hours

Before 5 am for non-UPR Before 4 am for UPR

10,000 – 20,000

> 20 hours

Before 8 am for non-UPR

Before 7 am for UPR

20,000 – 40,000

> 48 hours

Before 3 am for non-UPR

Before 2 am for UPR

40,000+

> 54 - 65 hours

Before 3 am for non-UPR

Before 2 am for UPR