Convert from HHAeXchange to an Alternate Electronic Visit Verification (EVV) System

If your agency has chosen to transition from using HHAeXchange to an alternate Electronic Visit Verification (EVV) solution, follow the steps below to ensure a smooth and successful integration. Completing these steps helps prevent any post-integration issues and ensures billing and visit verification processes are uninterrupted.

1. Submit a request to end HHAeXchange EVV use.

   Agencies transitioning to a different EVV provider must open a ticket with the Technical Customer Care Team or request directly from their Client Success Manager to discontinue use of HHAeXchange EVV tools. This step is required before any integration with the alternate EVV system can begin.

   Note: This does not impact your use of the HHAeXchange Portal for other tools or reporting—only EVV functions are impacted.

   Once the request to discontinue HHAeXchange EVV is submitted, the Client Success Management (CSM) or Customer Advisory (CA) Team initiates a permissions update to reflect your agency’s new configuration. This ensures the portal is set up correctly to receive data from your alternate EVV vendor.

2. Confirm required actions are complete.

   Before integration begins, confirm that the following have been completed:

   • HHAeXchange EVV usage has been formally discontinued.

   • Portal permissions have been updated.

   Confirming these steps ensures your agency won’t experience data rejections or billing issues during and after integration.

3. Clear visits from prebilling and billing review.

   All visits created manually or through HHAeXchange EVV tools must be resolved in Prebilling and Billing Review before the integration can continue.

   Once your alternate EVV system is connected:

   • Manual invoicing is no longer supported.

   • Billing is triggered directly from the data received from your new EVV provider.

   If your agency prefers, you may choose to wait until integration is complete and submit claims exclusively via your alternate EVV solution.

4. Provide a go-live date.

   As part of the integration process, your agency must provide the start date your caregivers will begin using the alternate EVV system to verify visits. This date serves as your cutoff date in HHAeXchange.

   • All unconfirmed Master Weeks dated on or after the go-live date are deleted.

   • HHAeXchange EVV functionality is disabled to prevent import errors once your alternate EVV data starts flowing in.

   If the go-live date with your selected EVV vendor changes for any reason, please notify the HHAeXchange Integration Team immediately so necessary adjustments can be made.

5. Review office configurations.

   Once your interface is configured, go to Admin > Office Setup, and search for your offices.

   1. For each office, scroll to the Required Fields section and verify all options are unchecked under the Required Caregiver (Employee) Fields dropdown.

   2. Select the Save button in this section to save your changes before continuing.

   Note: Leaving any of these fields checked may result in import failures due to missing data during the employee creation process.

   After reviewing office configurations, caregivers are managed through your alternate EVV system, and these field-level requirements are no longer necessary.