Minnesota EVV Data Aggregation API Business Requirements

The Minnesota Department of Human Services (MN DHS) will utilize an Electronic Visit Verification (EVV) system for selected home and community-based services, beginning December 1, 2021. Minnesota Department of Human Services provides the HHAeXchange EVV system without charge; providers can select the HHAeXchange EVV system or implement a third party EVV application.

Providers that implement a third party EVV system that is not HHAeXchange are required to integrate with the HHAeXchange EVV system, as described below.

MN DHS and HHAeXchange are not responsible for any costs related to implementation of a third party EVV system, including those tied to the integration with HHAeXchange EVV system. Providers should select one EVV solution for the MN Aggregation; simultaneous use of a third party EVV system and HHAeXchange will not be possible.

Providers will be required to pass a Phase I Certification Process, outlined below, and are expected to initiate contact with HHAeXchange to begin the integration process.

Phase II (post go-live) will entail a more detailed certification process outlined by MN DHS and supported by HHAeXchange in future communication. This process will occur in conjunction with the project go-live in December 2021.

Providers utilizing a third party EVV system will be required to comply with both the Business Requirements and the Technical Specifications found on the MN DHS and HHAeXchange website (https://www.hhaexchange.com/info-hub/minnesota).

Providers utilizing a third-party EVV system must comply with the following Business Requirements to achieve integration with the HHAeXchange EVV system:

  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.

    Providers using a third party EVV solution must complete the HHAeXchange Third Party EVV Attestation - MN form, affirming they have read through the Technical Specification and Business Requirements when completing the attestation.

  2. Once the attestation is complete, HHAeXchange will email the Agency Contact provided within 2 business days with next steps for the integration process.

    Providers who do not receive a timely response, contact 3rd Party Integration Support Desk for further details.

  3. Providers must coordinate with HHAeXchange to establish a timeline for the testing process, with full participation from the providers to ensure production go-live is met by December 1, 2021.

    New integration efforts will be paused during the go-live period.

    • HHAeXchange 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 HHAeXchange and establish a go-live date for the integration of the third party EVV system and HHAeXchange aggregator.

    • If providers are unable to meet the December 1, 2021 deadline, they will be expected to utilize HHAeXchange free EVV tools until integration efforts are re-initiated after go-live.

  4. If a provider’s third party EVV vendor has successfully tested with HHAeXchange for MN EVV, it is the provider’s responsibility to note this in the attestation, to include:

    • Provider name

    • Provider tax ID (FEIN)

    • 3rd Party EVV Vendor name

    • 3rd Party EVV Vendor primary contact

  5. Providers’ third party EVV systems must be able to provide required data for EVV aggregation to HHAeXchange in real time via Application Programming Interface (API).

    • New and edited data must be provided to the HHAeXchange aggregator at the time of entry into the third party EVV system.

    • Providers are required to affirm that data is not being manipulated once generated from third party EVV system.

    • Visit data captured in the third party EVV system and sent to HHAeXchange cannot be modified in the HHAeXchange system.

    • If providers cannot send data within real time to HHAeXchange, providers may be required to use the HHAeXchange EVV solution.

  6. Providers’ third party EVV systems must electronically capture the six data elements outlined by the 21st Century Cures Act.

  7. Third party EVV systems 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. DHS will provide the list of reason codes.

  8. Providers must establish a process to review & correct exceptions to data that does not comply with quality assurance guidelines established by HHAeXchange aggregator.

  9. Providers must continue to comply with the technical specification and business requirements for duration of the aggregation to HHAeXchange.

    • HHAeXchange will continue to screen data integrity and will contact providers should they fall out of compliance with technical specification and business requirements.

    • HHAeXchange reserves the right to update technical specification and business requirements to meet the expectations of the State of MN; providers will be required to comply with these updates.

    • Failing to do so may result in requirement for provider to utilize HHAeXchange EVV solution until existing third party EVV system is certified.

  10. 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 MN policies and procedures. Systems must retain records for seven years from date of receipt of payment for services rendered.

  11. Regardless of the EVV method used:

    • All visits will be distributed to the appropriate payer by HHAeXchange for any visit data coming directly to HHAeXchange.

    • All visits will be billed through HHAeXchange for DDI (Fee For Service) members.