How do I add a Home Care Worker ID (HHA/PCA Registry Number)?

Overview

The HHA/PCA Registry Number is the state-issued registry ID assigned to a caregiver (Home Health Aide or Personal Care Aide). Many state Medicaid programs and MCOs require this number to appear on claims as part of the rendering provider identification, since it confirms that the individual delivering care is registered and in good standing with the state.

Because of this requirement, the HHA/PCA Registry Number must be entered on the caregiver profile page in HHAeXchange. A missing or incorrectly formatted registry number in HHAeXchange can result in a rejected claim. Keeping this field accurate on every caregiver profile and knowing how the field is used downstream in billing helps prevent avoidable pre-billing holds and claim rejections.

This article covers:

  • How to locate registry numbers in bulk and identify caregivers missing one in HHAeXchange

  • How the field is used on claims, and the contract setup required for it to parse

Locating Registry Numbers En Masse and Identifying Missing Values

Use the List of Caregivers (Ent) report to review registry numbers across your entire caregiver roster and flag anyone missing one.

  1. Navigate to Reports > Caregiver > List of Caregivers (Ent).

    List of Caregivers (Ent)

  2. Within the report, select the State Registry checkbox under Select Caregiver Employment Columns.

    State Registry Checkbox

  3. Select the Print Excel button at the bottom of the page.

    Print Excel button

  4. Review the exported spreadsheet. Any caregiver with a blank State Registry column is missing their HHA/PCA Registry Number in HHAeXchange.

  5. To add or update a number, navigate to Caregiver > Search Caregiver . Locate the caregiver and click the name to open their profile. Click Edit at the top right and scroll down to the Employment information to enter the value in the HHA/PCA Registry Number field and Added/Checked Registry Date then Save.

    When entering the number in the HHA/PCA Registry Number field:

    • Enter numbers only (0-9).

    • Do not include spaces, before, after, or within the number.

    • Do not include letters, punctuation, or special characters (for example: hyphens, colons, commas, slashes, or periods).

    • Enter one registry number only per caregiver. Do not enter multiple IDs in the field.

    • Enter the ID exactly as issued by the state. Do not add labels or notes (for example, “ID:” or “pending”) to the field.

HHA/PCA Registry Number and Added/Checked Registry Date

Why this matters: Depending on the payer, a missing registry number in this field will result in a pre-billing hold, preventing the claim from being submitted until the field is corrected.

Understanding How the Registry Number Parses to Claims

Once the HHA/PCA Registry Number is filled out on the caregiver's profile, it can parse onto the claim as the rendering provider ID — but whether it does so automatically depends on the contract type.

  • Linked contracts: This setting is controlled by the payer. It's automatically enabled, and no additional setup is required on the provider side.

  • Internal contracts: This setting is controlled by the provider and must be manually enabled per contract. If it isn't enabled, the registry number will not parse to the claim even if it's filled out on the caregiver profile.

To enable this setting for an internal contract: 

  1. Navigate to Admin > Contract Setup.

  2. Select the Billing/Collections tab.

  3. Check the box for Enable E-Billing Config for Rendering Provider ID.

Enable e-billing config for rendering provider ID

  1. Save the contract.

Repeat this step for every internal contract where the registry number needs to appear on claims.

Enabling Modifier 77 to Bill Multiple Caregivers on Same Date of Service

We have released functionality that supports Modifier 77 when multiple caregivers provide services on the same date of service.

Internal Contracts - Action Required
If you received duplicate claim denials on an internal contract because Modifier 77 was not included, you may now update your contract configuration to enable this functionality and rebill the affected claims as corrected.

To enable Modifier 77:

  1. Navigate to Admin > Contract Setup.

  2. Click the name of thee internal contract.

  3. Click Billing/Collections tab.

  4. Select Enable E-Billing Config for Modifier for Caregivers with same Service.

  5. Click Save.

Contract Setup - General Billing and Collections Configuration

Download a new claim batch and resubmit the affected claims. To learn more about resubmissions or adjustments to claims, see our Rebilling Knowledge Base article.

NY Home Care Worker ID FAQ for Providers

HHAeXchange is also working with NY Health Plans and NY Providers to address their claims configurations. This FAQ explains what has been fixed, what is still in progress, and what you can do if your claims are rejected.

NY Home Care Worker ID FAQ for Providers