Idaho EVV Common Failed Responses

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

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 Pending status persists after 48 hours, contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) and include a copy of the State Aggregation Report.

Response Owner Description / Recommended Resolution
ERROR: Client Not Found. Clients must have been previously received from Payer to be updated via Alt-EVV. Provider, Aggregator

Member Medicaid ID is not found in the Aggregator. Steps to resolve:

  • Confirm Member's 10-digit Medicaid ID in Member Profile.

  • If Member’s Medicaid ID is correct and the Aggregator is erroneously rejecting the record, then contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS). HHAeXchangecontacts the Aggregator to resolve.
ERROR: The ClientMedicaidID value is incorrect. Provider Member Medicaid ID must be 10-digits long. Review Member’s Medicaid ID in the Member Profile > Medicaid ID.
ERROR: The ClientLastName format is incorrect. Provider Member last name is missing or incorrect length. Review and update the Member Name.
ERROR: The ClientAddressLine1 value is incorrect. The length should be between 1 and 30. Provider Member address is missing or incorrect length. Review and update the Member Address.
ERROR: The ClientAddressLine1 format is incorrect. Provider Member address has invalid special characters. Review and update the Member Address.
ERROR: The ClientPhone format is incorrect. Provider Member phone number must be 10-digits long. Review and update the Member Phone Number.
ERROR: The EffectiveStartDate format is incorrect. Aggregator Configuration issue in the Aggregator Provider Portal. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS). HHAeXchangecontacts the Aggregator to resolve.
Response Owner Description / Recommended Resolution
ERROR: The EmployeeFirstName format is incorrect. Provider Caregiver First Name has invalid characters. The Aggregator only allows the following characters in the Caregiver Name: alpha letters, hyphens, periods, apostrophe. All other special characters are rejected. Remove all unallowed values.
ERROR: The EmployeeLastName format is incorrect. Provider Caregiver Last Name has invalid characters. The Aggregator only allows the following characters in the Caregiver Name: alpha letters, hyphens, periods, apostrophe. All other special characters are rejected. Remove all unallowed values.
ERROR: The EmployeeEmail expected format is not correct. Provider Caregiver email has invalid characters. Review and update the email ID.
Account not active Aggregator

Provider Portal in the Aggregator system is suspended. Steps to resolve:

  • If Provider failed to revalidate, the Provider account is suspended in the Aggregator. Provider must revalidate with the State.

  • If Provider validation is active, contact HHAeXchangevia Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS). HHAeXchange contacts the Aggregator to resolve.
ERROR: The EmployeeSSN cannot be NULL. HHAeXchange HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
Response Owner Description / Recommended Resolution
ERROR: The EmployeeIdentifier cannot be null. The record is being rejected. Provider Visit cannot be confirmed with a TEMP Caregiver. Update the visit with valid Caregiver Profile.
Worker not found Provider Caregiver record is not found in the Aggregator Portal. Check the Caregiver rejections and correct any issues with the Caregiver Profile.
Client not found Provider Member record is not found in the Aggregator Portal. Check the Member rejections and correct any issues with the Member Profile.
ERROR: The CallDateTime cannot be null. The record is being rejected. HHAeXchange HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: The ChangeReasonMemo cannot be null for some values of ReasonCode. The record is being rejected. HHAeXchange HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: The Call In cannot be greater than the Call Out. The record is being rejected. HHAeXchange HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: The OriginatingPhoneNumber value is incorrect. The length should be between 0 and 10. Provider HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: Visit Date out of range Aggregator Configuration issue in the Aggregator Provider Portal. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: visit_date field is empty, it is a required field HHAeXchange HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: The VisitOtherID cannot be duplicated in list. HHAeXchange HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: If CallType = Telephony (IVR), TelephonyPIN and OriginatingPhoneNumber are required. Provider HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: The ProcedureCode format is incorrect. Provider Enter or update the valid HCPCS Code under Admin > Reference Table Management > Contract Service Code > HCPCS Code. Refer to the latest Addendum for the HCPCS Codes.
ERROR: The ProcedureCode length is invalid. Provider Enter or update the valid HCPCS Code under Admin > Reference Table Management > Contract Service Code > HCPCS Code. Refer to the latest Addendum for the HCPCS Codes.
Error during retrieving service service_id entered Provider, Aggregator Make sure to have the correct HCPCS Code under Admin > Reference Table Management > Contract Service Code > HCPCS Code. Refer to the latest Addendum for the HCPCS Codes.If HCPCS Code is correct, then it may be a configuration issue in the Aggregator Provider Portal. Contact HHAeXchange via Client Support Portal, select Category: Data & Integration, Sub-Category: EVV Aggregation Support (EAS) to resolve.
ERROR: Total visit time cannot exceed 25 hours. Provider Visit cannot exceed 25 hours. Update the confirmed visit times. It is recommended for overnight shifts to be split into two shifts.
Pay/Bill Hours exceed maximum hours allowed Provider Visit cannot exceed 25 hours. Update the confirmed visit times. It is recommended for overnight shifts to be split into two shifts.
ERROR: The ClientIdentifierOnCall value is incorrect. Provider Member Medicaid ID must be 10-digits long. Review Member’s Medicaid ID in the Member Profile and update the correct ID.
A visit row exists in stx.visits table (by account/visit_id) and no changes are specified in current import of account/visit_id Aggregator Technical interface error from the Aggregator. HHAeXchange automatically resends this record.
Records uploaded failed, please check errors/warning and try again. Aggregator Technical interface error from the Aggregator. HHAeXchange automatically resends this record.