Illinois: Configure EVV Aggregation

Fill out the missing Agency Information below and send via Email to ILAltEVV@sandata.com.

AltEVV/3rd Party Vendor Selection and Information
Agency Information:
Agency Name:
Medicaid ID Number:
NPI Number:
Current STX #: ‘N/A’ if a new Sandata Account [only for Sandata]
Contact Name:
Contact Phone Number:
Contact Email:
Vendor Information:
Vendor:	HHAeXchange
EVV Vendor Contact Name:	HHAeXchange EVV Aggregation Support
EVV Vendor Contact Email:	EASTeam@hhaexchange.com
EVV Vendor Contact Phone Number:	855-400-4429
EVV Product Name:	HHAeXchange

Complete the following steps in the HHAeXchange system:

1. Go to Admin > Contract Setup > New Contract to create a contract.

   Skip this step if the contract already exists in the system.

2. Complete all fields. Select the appropriate Contract Type and enter the appropriate TIN for each Contract1 or Office2 in the Tax ID No fields.

   

   Providers are identified by their 9-digit Federal TaxID Number (TIN) in the State aggregator. Providers can be configured at the Contract or Office level.

   Refer to the following topics for steps on how to add the Contract Type and Provider Identifiers to a Contract or Office:

   1. If your agency is using a unique Provider Identifier per payer/contract, then complete the Contract Config steps: General Tab for Admin Contract Setup.

   2. If your agency is using a unique Provider Identifier per office, and all respective contracts in that office uses the same Provider Identifier, then complete the Office Config steps: Set Up or Edit a New Office.

   3. Use the Contract Type Configuration ILDHS-HSPA for the Contract Payers and Programs.

   If a Contract Type is not found in the HHAeXchange system, go to Admin > Reference Table Management > Contract Service Code. Refer to the Reference Table Management topic for steps on how to add a Contract Type.

3. Go to Admin > Reference Table Management > Contract Service Code to enter a valid Service Code in the HCPCS Code field. Repeat this step for each contract.

   1. Refer to the Contract Service Code Configuration table below for a full list of valid/in-scope Service Codes.

   2. Refer to the Reference Table Management topic for steps on how to add a Contract Service Code and HCPCS Code.

   If a HCPCS Code is associated to an incorrect Contract Type, then the EVV visit data associated to the HCPCS Code is not sent to the aggregator. Only the confirmed visits associated to the below valid/in-scope Service Codes and the correct Contract Type are sent to the aggregator.

   Service Code Configuration
   Contract Type-Program Name	Type of Service	Applicable HCPCS Code and Modifiers
   ILDHS-HSPA	Homemaker	S5130
   	RN/LPN - Agency (multiple clients)	T1002:TT
   	LPN - Agency	T1003
   	RN - Agency	T1002
   	CNA - Agency	T1004
   	RN - Agency (visits < 2hrs)	G0299
   	LPN - Agency (visits < 2hrs)	G0300

4. Go to Admin > Reference Table Management > Visit Edit Reason to configure the valid Reason codes.

   A default value of Other is exported with the visit when the Reason Code differs from the table above. Excessive use of the Other in the Reason field can result in potential compliance issues and/or audit.

   Reason Description	Note Required?
   Wrong Phone Number - Agency Verified	No
   Invalid ID - Agency Verified	No
   Phone Unavailable - Agency Verified	No
   Agency Worker Failed to Call In/Out - Customer Verified Agency Worker Worked Hours as Entered as Daily Pay Hours	No
   Agency Worker did not work as per Customer Request	No
   Fill-in for Regular Agency Worker	No
   Additional Hours at Customer Request	No
   Customer Does Not Have a Home Phone	No
   Companion Case	No
   Customer Refused Agency Worker Use of Phone	No
   Services Provided Outside of the Home	No
   FVV Requested	No
   No Home Phone - Does Not Qualify for FVV	No
   PhoneLines Not Working - Agency Worker Not Able to Call	No
   Less Hours Worked Than Scheduled at Customer's Request	No
   Other	Yes

5. Review all Member Profiles and ensure the Member details are entered correctly. Members must be identified by First Name, Last Name, Medicaid ID1, and Case #.

   1. Member Medicaid IDs must be entered in the Member’s Profile > Medicaid Number field. The Medicaid ID must be a 9-character alphanumeric value.

   2. Member Case #s must be entered in the Patient > Contracts > Alt Patient ID field. Case #s must be a 8 digit numeric value, including leading zeros.

   Member names can consist of alpha letters, hyphens, periods, and apostrophes. All other special characters cause the record to reject.

6. Review all Caregiver profiles to ensure that the Caregiver details are entered correctly.

   Caregivers must be identified by First Name, Last Name, Full 9-digits of the Social Security Number (SSN).

   Caregiver names can consist of alpha letters, hyphens, periods, and apostrophes. All other special characters cause the record to reject.

7. Once all of the above steps are complete, create a case via Client Support Portal > Data & Integration > EVV Aggregation Support to setup the IL EVV Aggregation Interface. If a case already exists, update the case advising that all steps have been completed.

   When confirmation is received, proceed to the IL State Aggregation Report topic for steps on how to review exported EVV data.

This report contains all transactions sent to the aggregator. The transactions provide record status for each Caregiver, Patient, and Visit record.

HHAeXchange sends EVV data when a visit is confirmed. The visit must have a confirmed Clock In and confirmed Clock Out time to be sent to the aggregator. Information sent consists of newly confirmed visits and all updates made to confirmed visits. Data is sent daily during the overnight process.

It is recommended to bill in correspondence with the state’s system after a Success response is received for the visit on the State Aggregation Report.

1. Go to Report > Exception Reports > State Aggregation Report, the State Aggregation Report window opens.

2. Complete the required fields, and then select Generate Report:

   

   1. State: select IL

   2. Report Type: select FFS

   3. Report Section: Select Caregiver, Patient, or Visits

   4. Visit From Date

   5. Visit To Date

   6. Record Status(es): Select All to view all statuses. Field defaults to Failed for each report.

3. Providers must run the Caregiver, Patient, and Visits reports to review and address all rejections associated to the EVV aggregation.

   Refer to the Common Failed Responses for a list of common failed responses found in the State Aggregation Report.

The tables below contain the most common failed responses found in the IL EVV Aggregator interface, and the recommended actions to take to successfully address responses in the HHAeXchange system.

Record Status Response	Description / Recommended Resolution
Success	The record successfully imported into the Aggregator. No further action is required.
Pending	The record is pending in the Aggregator. Record updates with a Success or Failed status when the Aggregator completes processing the record. No further action is required.
Failed	The record failed to import into the Aggregator. Action required.

Items to consider in this process:

• A single record can contain more than one failed response. Each failed response is separated by a pipe delimiter (|).

• The Owner column indicates which entity is responsible for resolving the failed response.

• Records in a Pending status can take between 24-48 hours to process in the Aggregator Portal. When the Aggregator finishes processing the record, HHAeXchange updates the record status to a Success or Failed response. If a Pending status persists after 48 hours, contact HHAeXchange via HHAeXchange Support Team, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) and include a copy of the State Aggregation Report.

Refer to the Client Support Portal topic for instructions on how to create and submit a request.