Hawaii: Configure EVV Aggregation

Providers must complete the steps outlined below to configure HHAeXchange for EVV Aggregation. Failure to comply may result in data not being sent to the aggregator.

1. Create a ticket on this page and include the following information:

   • Agency Name

   • Medicaid ID Number

   • NPI Number

   • Current STX # (If not using Sandata, enter NA)

   • Contact Name

   • Contact Phone Number

   • Contact Email

   • Vendor: HHAeXchange

   • EVV Vendor Contact Name: HHAX EVV Aggregation Support

   • EVV Vendor Contact Email: EASTeam@hhaexchange.com

   • EVV Vendor Contact Phone Number: 855-400-4429

   • EVV Product Name: HHAeXchange

   • EVV Credential Type: Production Credentials

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

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

   Providers are identified by their 6-digit Medicaid Provider ID (MPI) in the State aggregator. Enter the appropriate MPI for each contract in the Agency ID (33b) field.

   

3. Select the appropriate Contract Type value.

   Refer to the HI EVV Contract Types view a full list of Contract Payers and Programs.

4. 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.

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

   Refer to the Reference Table Management topic on how to add/edit Contract Service Codes.

   Refer to the Hawaii Service Codes to view a full list of Hawaii In-Scope Service Codes.

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

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

   Refer to the Reference Table Management topic on how to add Reason Codes.

   Reason Code	Description	Note Required?
   1	Member No Show	YES
   2	Member Unavailable	YES
   3	Member Refused Verification	YES
   4	Member Refused Service	YES
   5	Member Incapable, Designee Unavailable	NO
   6	Caregiver Failed to Call In - Verified Services Were Delivered	NO
   7	Caregiver Failed to Call Out - Verified Services Were Delivered	NO
   8	Caregiver Failed to Call In and Out - Verified Services Were Delivered	NO
   9	Caregiver Called Using an Alternate Phone	YES
   10	Caregiver Change	NO
   11	Mobile App Issue/Inoperable	NO
   12	Telephony Issue/Inoperable	NO
   13	FVV Issue/Inoperable	NO
   14	Service Outside the Home	YES
   15	Unsafe Environment	YES
   16	Other	YES
   17	Caregiver No Show	NO

   A default value of Other is exported with the visit when the Reason Code differs from the table above.

7. Review all Member Profiles to 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 Number field. Member Medicaid IDs must be 10 characters.

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

   Caregivers must be identified by First Name, Last Name, and Full 9-digit Social Security number (SSN).

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

9. Once complete, create a ticket via the Client Support Portal > State EVV Aggregation queue to set up the AZ EVV Aggregation interface.

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