Missouri: Configure EVV Aggregation

The Missouri Department of Social Services (MODSS) has certified HHAeXchange to submit Electronic Visit Verification (EVV) data on behalf of providers who render Personal Care Services (PCS) and/or Home Health Care Services (HHCS). Providers are subject to MODSS EVV guidelines and must ensure visits are recorded in the aggregator.

Providers must complete the steps outlined below to configure HHAeXchange for EVV Aggregation. Failure to comply may result in no data sent to the aggregator.

  1. Inform the state aggregator of the decision to use AltEVV.

    1. Complete the Missouri DSS EAS (EVV Aggregator Solution) Provider Online EVV Vendor Registration. Complete one form per MPI. Use the following information to complete the form:

      AltEVV Vendor Selection and Information
      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

  2. Next, go to Admin > Contract Setup > New Contract to create a contract.

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

    1. Providers are identified by their 9-digit Medicaid Provider ID (MPI) in the State aggregator. Enter the appropriate MPI for each contract in the Agency ID (33b) field.

    2. Select the appropriate Contract Type value:

      Contract Type Configuration
      Contract Type Payer Program/Waiver Name
      MODSS-DSDS Division of Senior and Disability Services (DSDS).
      MODSS-BHSH Bureau of HIV, STD, & Hepatitis (BHSH).
      MODSS-SHCN Special Health Care Needs (SHCN).
      MODSS-DDD Division of Developmental Disabilities (DDD).
      MOHSH-MOHSH Home State Health - Centene (MOHSH) .
      MOBCBS-MOBCBS Healthy Blue – BCBS (MOBCBS).
      MOUHC-MOUHC United Healthcare – UHC (MOUHC).
      MOBCBS-BCBSHH Healthy Children and Youth – HHCS (SHCNHH).
      MODSS-DSSHH Department of Social Services HHCS (DSSHH).
      MODSS-SHCNHH Home State Health – Centene HHCS (HSHHH).
      MOHSH-HSHHH Healthy Blue – BCBS HHCS (BCBSHH).
      MOUHC-UHCHH United Healthcare – UHC HHCS (UHCHH).

    3. If a Contract Type is not found, go to Admin > Reference Table Management > Contract Type.

      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 field.

    Repeat this step for each contract.

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

    Contract Service Code Configuration
    Contract Type Applicable Export Codes and Modifiers
    MODSS-DSDS

    S5120

    S5130

    S5150

    S5150:TF

    T1019:U2

    T1019

    T1019:U6

    T1019:TF

    		  
    MODSS-BHSH

    T1019

    T1019:U4

    T1019:TF

    		      
    MODSS-SHCN

    S5125:U5

    T1019:HB

    T1019:EP

    T1019:TF:EP

    T1019

    T1019:TF

    		    
    MODSS-DDD

    T1019:HA

    T1019:HI

    T1019:HQ:HA

    T1019:HQ:HI

    T1019:HQ:HX

    T1019:HQ:U1

    T1019:HX

    T1019:SC:HA

    T1019:SC:HI

    T1019:SC:HX

    T1019:SC:SE:HA

    T1019:SC:SE:HI

    T1019:SC:SE:HX

    T1019:SC:SE:U1

    T1019:SC:U1

    T1019:U1

    T1019:U2:HA

    T1019:U2:HI

    T1019:U2:HX

    T1019:U2:U1
    MOHSH-MOHSH T1019      
    MOBCBS-MOBCBS T1019      
    MOUHC-MOUHC T1019      
    MOBCBS-BCBSHH

    92521:EP

    92522:EP

    92523:EP

    92524:EP

    97161:EP

    97162:EP

    97163:EP

    97164:EP

    97165:EP

    97166:EP

    97167:EP

    99501

    G0151

    G0151:96

    G0151:EP

    G0157

    G0157:96

    G0157:EP

    G0157:SC

    G0151:SC

    G0152

    G0152:96

    G0152:EP

    G0152:SC

    G0153

    G0153:96

    G0153:EP

    G0153:SC

    G0156

    G0156:EP

    G0160:SC

    G0161

    G0161:96

    G0161:EP

    G0158

    G0158:96

    G0158:EP

    G0158:SC

    G0159

    G0159:96

    G0159:EP

    G0159:SC

    G0160

    G0160:96

    G0160:EP

    G0161:SC

    G0162

    G0162:EP

    G0299

    G0299:EP

    G0300

    G0300:EP

    T1001:EP

    MODSS-DSSHH

    92521:EP

    92522:EP

    92523:EP

    92524:EP

    97161:EP

    97162:EP

    97163:EP

    97164:EP

    97165:EP

    97166:EP

    97167:EP

    99501

    G0151

    G0151:96

    G0151:EP

    G0157

    G0157:96

    G0157:EP

    G0157:SC

    G0151:SC

    G0152

    G0152:96

    G0152:EP

    G0152:SC

    G0153

    G0153:96

    G0153:EP

    G0153:SC

    G0156

    G0156:EP

    G0160:SC

    G0161

    G0161:96

    G0161:EP

    G0158

    G0158:96

    G0158:EP

    G0158:SC

    G0159

    G0159:96

    G0159:EP

    G0159:SC

    G0160

    G0160:96

    G0160:EP

    G0161:SC

    G0162

    G0162:EP

    G0299

    G0299:EP

    G0300

    G0300:EP

    T1001:EP

    MODSS-SHCNHH

    G0156:EP

    G0162:EP

    G0299:EP

    G0300:EP

    		      
    MOHSH-HSHHH

    92521:EP

    92522:EP

    92523:EP

    92524:EP

    97161:EP

    97162:EP

    97163:EP

    97164:EP

    97165:EP

    97166:EP

    97167:EP

    99501

    G0151

    G0151:96

    G0151:EP

    G0157

    G0157:96

    G0157:EP

    G0157:SC

    G0151:SC

    G0152

    G0152:96

    G0152:EP

    G0152:SC

    G0153

    G0153:96

    G0153:EP

    G0153:SC

    G0156

    G0156:EP

    G0160:SC

    G0161

    G0161:96

    G0161:EP

    G0158

    G0158:96

    G0158:EP

    G0158:SC

    G0159

    G0159:96

    G0159:EP

    G0159:SC

    G0160

    G0160:96

    G0160:EP

    G0161:SC

    G0162

    G0162:EP

    G0299

    G0299:EP

    G0300

    G0300:EP

    T1001:EP

    MOUHC-UHCHH

    92521:EP

    92522:EP

    92523:EP

    92524:EP

    97161:EP

    97162:EP

    97163:EP

    97164:EP

    97165:EP

    97166:EP

    97167:EP

    99501

    G0151

    G0151:96

    G0151:EP

    G0157

    G0157:96

    G0157:EP

    G0157:SC

    G0151:SC

    G0152

    G0152:96

    G0152:EP

    G0152:SC

    G0153

    G0153:96

    G0153:EP

    G0153:SC

    G0156

    G0156:EP

    G0160:SC

    G0161

    G0161:96

    G0161:EP

    G0158

    G0158:96

    G0158:EP

    G0158:SC

    G0159

    G0159:96

    G0159:EP

    G0159:SC

    G0160

    G0160:96

    G0160:EP

    G0161:SC

    G0162

    G0162:EP

    G0299

    G0299:EP

    G0300

    G0300:EP

    T1001:EP

    If an 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 above In-Scope Service Codes and the correct Contract Type are aggregated.

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

    Reason Code Description Note Required?
    100

    Member No Show

    		 Yes
    110 Member Unavailable Yes
    120 Member Refused Verification Yes
    130 Member Refused Service Yes
    140 Member Incapable, Designee Unavailable No
    150 Caregiver Failed to Call In - Verified Services Were Delivered No
    160 Caregiver Failed to Call Out - Verified Services Were Delivered No
    170 Caregiver Failed to Call In and Out - Verified Services Were Delivered No
    180 Caregiver Called Using an Alternate Phone Yes
    190 Caregiver Change No
    200 Mobile App Issue/Inoperable No
    210 Telephony Issue/Inoperable No
    220 FVV Issue/Inoperable No
    230 Service Outside the Home Yes
    240 Unsafe Environment Yes
    250 Does Not Contain Task or Memo Information Yes
    260 DD Budget Authorization Approved Late No
    270 DD Correction for System Alignment No
    280 Accrued Minutes Visit No

  5. Go to Admin > Duty List Setup to view all HHAeXchange Duty Codes.

    Refer to the Duty List Setup topic on how to manage Plan of Care (POC) Duties.

    Download the EVV Agency Task Code Mapping workbook.

    1. Enter your agency’s HHAeXchange Duty Code in column A.

    2. Enter the respective HHAeXchange Duty Name in column B.

    3. Select or enter the appropriate SandataTaskCode in column C.

      1. If multiple SandataTaskCodes match the HHAeXchange Duty Code, enter all applicable codes in this field and HHAeXchange updates the form upon receipt.

    4. Attach the form to the ticket when creating in Step 9 below or provide via existing ticket, and HHAeXchange configures back-end mapping ensuring that the approved Duty/Task codes are aggregated.

      The SandataTaskCodes provided are the only Duty/Task codes approved by the Missouri Department of Social Services (MODSS) that can be sent to the State Aggregator. The completed workbook must be provided to HHAeXchange to configure the mapping, regardless if the same Duty/Task codes are entered in the HHAeXchangeAdmin > Duty List Setup. Failure to provide this document results in visits as Incomplete status in the State Aggregator’s Portal.

  6. Review all Member Profiles to ensure the Member details are entered correctly.

    Members must be identified by First Name, Last Name, and Departmental Client Number (DCN) Member DCNs must be entered in the Member Profile > Medicaid ID field. DCN must be an 8-digit numeric value, including leading zeros.

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

    Caregivers must be identified by First Name, Last Name, and Family Care Safety Registry (FCSR) Number. Caregiver FCSR Numbers must be entered in the Caregiver Profile > HHA/PCA Registry Number field. FCSR Numbers are 8-digits long, including leading zeros.

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

  8. Open a support case to set up the Missouri EVV aggregation interface. If you already have an existing support case open, let your agent know through the existing case.

    Once confirmation is received, proceed to the Missouri State Aggregation Report topic to review exported EVV data.

Missouri EVV programs require Providers to follow specific visit documentation and billing rules related to Medicaid compliance. These rules apply to Accrued Minutes Visits (AMV). Accrued minutes are leftover visit minutes that do not reach a full 15‑minute billing increment. These minutes can be combined within the same calendar month to create a payable AMV. The HHAeXchange portal currently does not automate accrued minute accumulation and certain validation rules. Providers must complete these processes manually.

HHAeXchange is actively working toward an automated solution that will support Missouri Accrued Minutes Visit (AMV) processing in the future. This enhancement is intended to reduce manual effort and help standardize how accrued minutes are calculated and submitted.

The following steps are required to create an AMV.

See the information in this guide for a detailed list of instructions.

Accrued Minutes Rules

Review the following key rules for creating an AMV:

  • The 15-Minute Billing Rule: Only 15‑minute increments (i.e. 15, 30, 45, 60) are payable. All visits round down.

  • Monthly Carry‑Forward Only: Unused minutes carry forward within the same calendar month only. Minutes under 15 are discarded at month‑end.

  • Modifiers Must Match: Accrued minutes can only be combined when the procedure code and modifier are the same.

Create an Accrued Minutes Visit

Keep the following in mind before creating an AMV:

  • HHAeXchange does not calculate accrued minutes automatically.

  • HHAeXchange does not enforce modifier separation or one AMV per day rules.

  • Providers must validate all AMV rules before submission.

To create an Accrued Minutes Visit:

  1. Run the Accrued Minutes Report for each Provider office:

    1. Go to Reports > Billing > Accrued Minutes Report in the HHAeXchange portal.

    2. Set the Visit Date Range to the full calendar month.

    3. Filter to Missouri contracts only and include EVV in-scope services.

    4. Export the report to Excel. This report displays confirmed duration, billed duration, and accrued minutes (confirmed minus billed minutes), and grouping (Patient + contract + service code).

      This report identifies only “accrued minutes” — NOT full accrual logic.

  2. Next, run the Comparison of Hours Report for each Provider office:

    1. Go to Reports > Billing > Accrued Minutes Report.

    2. Set the Visit Date Range to the full calendar month.

    3. Next, filter to Missouri contracts only and include EVV in scope services.

    4. Set View to Daily View.

    5. Set Billable vs. Confirmed Discrepancy to Positive.

    6. Export the report to Excel. This report displays confirmed time/hours, billed hours, billable/conf. discrepancy (accrued minutes), and grouping (Patient + Caregiver + contract + service code).

      Each report can be run monthly or weekly based on the Provider's preference.

      This report identifies only “accrued minutes” — NOT full accrual logic.

  3. Next, calculate Eligible Accrued Minutes manually.

    1. Using Excel, Providers must determine AMV eligibility. For each Client + service code + modifier, calculate:

      1. Total accrued minutes

      2. Whether the total is 15 minutes or greater

      3. Payable AMV minutes (floor: total accrued minutes ÷ 15) × 15)

      4. Any remaining minutes may carry forward within the same month only.

        HHAX Support/IMP/CS does not perform these calculations and can only guide the Provider.

  4. Confirm modifier separation. Missouri requires accrued minutes to be grouped by procedure code and modifier. Do not combine minutes across different modifiers (for example: HA, HI, HX, U1, U2, HQ). Only minutes with the same code and modifier may be combined into a single AMV.

  5. Create the AMV in HHAeXchange.

    1. Choose the correct procedure code + all modifiers.

    2. Enter start/end time that equals the approved AMV minutes (e.g., 30 minutes → 10:00–10:30 AM.)

    3. Choose the same Caregiver as the original visit that the minutes were accrued from.

    4. Select Visit Edit Reason Code 280 for Accrued Minutes Visit.

    5. Select the appropriate Pay Code. Choose Non-Payable if Caregivers are not paid for accrued minutes.

    6. Add a visit memo, if required by contract and service code. A compliant memo should be entered that provides context and details about the services performed and should be between 28 and 1240 characters.

      It is recommended to document the source dates of accrued minutes for audit support. See the Provider bulletin for more details.

    7. Add required tasks/duties, if applicable.

      The requirements below vary by Missouri contract. Review carefully to ensure your Accrued Minutes Visits meet contract‑specific submission rules before billing.

      Contract-Specific Requirements
      Contract Reminders
      MODSS‑DSDS

      • Tasks are required.

      • A memo is not required.

      • EVV duty compliance is enforced.

      • Reason Code 280 must be used.
      MODSS‑DDD

      • A meaningful memo is required (28–1240 characters), including services provided, issues or incidents, and change from typical support.

      • A missing memo results in the visit not being submitted.

      MODSS-DDD Memo Examples

      1. T1019 HA, T1019 HI, T1019 HQ+HA, T1019 HQ+HI, T1019 HQ+HX, T1019 HQ+U1

      2. T1019 HX (PFH Individual), T1019 U1 (CSW Individual), etc.

      3. T1019 SC+HA/HI/HX – Medical, Agency/Contractor

      4. T1019 SC+SE+HA/HI/HX/U1 – Medical, Self-Directed

      5. T1019 U2 + HA/HI/HX/U1 – MOCDD/COMP/PFH/CSW, Individual Self-Directed

  6. Submit the Accrued Minutes Visit. Before submitting, confirm the following rules are met:

    • Only one AMV per day per client per service code

    • AMVs must be submitted within the same calendar month the minutes were accrued

    • Visit duration must be divisible by 15 minutes

  7. Complete ongoing monitoring. Providers should:

    • Review accrued minutes weekly (optional)

    • Complete a final review at month end (required)

    • Retain supporting documentation for audits

Common Submission Mistakes

The items below highlight the most common issues that delay or prevent Accrued Minutes Visits from being submitted successfully. Reviewing these upfront can help avoid rework, rejected visits, and month‑end compliance issues.

  • Carrying minutes into a new month

  • Combining different modifiers

  • Submitting more than one AMV per day for the same service

  • Assuming the HHAeXchange portal automatically calculates accrued minutes

For detailed configuration steps, service code mappings, and EVV aggregation setup, see Missouri: Configure EVV Aggregation.