Idaho: Configure EVV Aggregation

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

1. Inform the state aggregator of the decision

   Create a ticket with Sandata by going to Sandata on Demand and include the information in the AltEVV/3rd Party Vendor Selection and Information table below:

   AltEVV Vendor Selection and Information
   Agency Information:
   Agency Name:
   Medicaid ID Number:
   NPI Number:
   Current STX #: [N/A if new Sandata account]
   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

2. Complete the following steps in the HHAeXchange system:

   1. If the contract already exists in the system, skip this step.

      Navigate to Admin > Contract Setup > New Contract to create a contract.

   2. Providers are identified either by their 10-digit National Provider ID (NPI), or 8-character Atypical ID Number (A0000000) in the State aggregator. Providers can be configured at the Contract or Office level.

      • If your agency is using a unique Provider Identifier per payer/contract, then complete the Contract Configuration step (a) below.

      • If your agency is using a unique Provider Identifier per office, and all respective contracts in that office uses the same identifier, then complete the Office Configuration step (b) below.

      Enter the appropriate NPI, MPI, and TIN for each Contract or Office in the NPI No, Agency ID (33b), and Tax ID No fields. Refer to the following topics for steps on how to add the ProviderIdentifiers to a Contract or Office:

      1. Contract Configuration: General Tab for Admin Contract Setup

         

      2. Office Configuration: Set Up a New Office > General

         

   3. Select the appropriate Contract Type.

      • See General Tab for Admin Contract Setup for steps on how to add the Contract Type to a Contract.

      • Refer to the Contract Type Configuration table below to view a full list of Contract Payers and Programs.

        Contract Type Configuration
        Contract Type	Payer Program/Waiver Name
        ID-DHW	Idaho Department of Health & Welfare

      If a Contract Type is not found in the HHAeXchange system, go to Admin > Reference Table Management > Contract Type.

      See Reference Table Management for steps on how to add a Contract Type.

   4. 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.

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

      • See Reference Table Management for steps on how to add a Contract Service Code and HCPCS Code.

      Service Code Configuration
      Contract Type	Applicable HCPCS Code and Modifiers	Service Description
      ID-DHW	S5125	Attendant Care
      	S5130	Homemaker
      	T1019	Personal Care Services
      	T1005	Respite - PAA
      	0571	Aide Services
      	0470	Audiology Services
      	0471	Audiology Services - Diagnostic
      	0472	Audiology Services - Treatment
      	0431	Occupational Therapy
      	0421	Physical Therapy
      	0551	Skilled Nursing
      	0441	Speech-language Pathology

   5. Navigate to Admin > Reference Table Management > Visit Edit Reason to configure the valid Reason Codes.

      Reason Description	Note Required?
      Caregiver Error	No
      Member Unavailable	No
      Mobile Device Issue	No
      Telephony Issue	No
      Member Refused Verification	Yes
      Service Outside the Home	No
      Missing in System	No
      Other	Yes

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

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

      Members must be identified by First Name, Last Name, and Medicaid ID. Member Medicaid IDs must be entered in the Member’s Profile > Medicaid ID field. Medicaid ID must be a 10-digit numeric value.

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

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

      Caregivers must be identified by First Name, Last Name and Last 5-digits of the Social Security number (SSN). Providers can enter the full 9-digit SSN or the last 5-digits using the following format: 000-0X-XXXX.

      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 Idaho 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 Idaho State Aggregation Report topic to review exported EVV data.