Non-Homecare Import SFTP and File Requirements

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

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

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.

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.

Import Interface Required Fields and Formats

There are required fields for each file document that must be in a specific format. The following information describes the file type and applicable required fields and cell formats.

HHAeXchange Flat File Data Exchange interfaces support Non-Homecare Services import operations into HHAeXchange.

You may use the Non-Homecare Services Import sample template. Save the .csv file on your computer, and open the file using a text editor (such as Notepad) to preserve the formats for each field.

Non-Homecare rendered services in HHAeXchange are based on a flat file given in the following format.

Field	Description	Data Type	Required	Max Length	Cell
Payer ID	ID of the MCO in HHAeXchange. Refer to the MCO/Payer ID Table.	Number	Y	10	A
Agency ID	ID of the Agency in HHAeXchange.	Number	Y	10	B
Patient ID	Member identifier. Possible values: ·       HHAeXchange unique ID ·       MCO Member ID ·       Medicaid Number ·       MR Number The Agency’s Management System can decide which value to send in the file. HHAeXchange needs to know which value the Agency is sending, before activating data exchange interfaces.	Text	Y	50	C
Authorization Number	Authorization Number in HHAeXchange	Text	Y	50	D
Procedure Code	Code related to the Non-Homecare service provided. Procedure Codes in HHAeXchange are related to rates, and these rates in HHAeXchange determine how the Amount field is calculated and displayed in the Non-Homecare portal. Refer to the Procedure Code Table.	Text	Y	50	E
Service Reference Number	Unique Record Identifier in 3rd Party System.	Text	Y	30	F
Service Date	Format: YYYY-MM-DD	Date	Y	10	G
Units	Number of units of service provided. For procedure codes with associated rates > $0.00, the Amount field is calculated as Units x Rate.   Note: If the HHAeXchange Rate associated with the Procedure Code is $0.00, then the Units field is ignored when calculating and displaying the Amount field in the Non-Homecare Portal.	Number	Y	10	H
Amount	Field calculated based on Procedure Code, associated Rate in HHAeXchange, and Units as listed below: ·       If the Rate associated with the Procedure Code = $0.00, or the Procedure Code does not exist in HHAeXchange, the Amount field supplied in the EDI file record will display in the HHAeXchange Non-Homecare Portal (and the Units field will be ignored). ·       If the Rate associated with the Procedure Code > $0.00, then the Amount field supplied in the EDI file record is ignored, and the Amount field in the HHAeXchange Non-Homecare Portal is calculated as (Rate) x (Units) Format: 999.99 OR 999999	Decimal	S	8	I
Note		Text	N	500	J
Invoice Number	Invoice number in the 3rd Party System.   *Note: This field is required in order to initiate the billing process, but is not required in other circumstances	Text	*N	12	K
Is Deletion	Possible Values: Y (Yes) or N (No) If “Y”, then the service is deleted from HHAeXchange (if the service is not yet Invoiced in HHAeXchange). If the Service is already Invoiced in HHAeXchange, then this flag is ignored.	Text	N	1	L
Invoice Line Item ID	Unique identifier of the invoice line item in the 3rd party system (if applicable)	Text	N	30	M
User Field 1	Patient diagnosis code(s) attributed to the visit. Required if visit is confirmed or billed. Format: Pipe (|) separated list of the DX codes; For example: F84.0|B19.10|M87.059.   • Field must be alpha numeric and contain up to 3-7 characters (including the decimal). Special characters are not allowed. • Up to 26 Diagnosis Codes can be passed for a single record. • Field must contain valid/billable codes. If invalid codes are received, the sender is responsible for corrections. Field is not required for all Payer(s).   Refer to the EDI Code Table Guide for your specific Payer(s)	Text	S	208	N
User Field 2		Text	N	500	O
User Field 3		Text	N	500	P
User Field 4		Text	N	500	Q
User Field 5		Text	N	500	R
User Field 6		Text	N	500	S
User Field 7		Text	N	500	T