Massachusetts: 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. Go to Admin > Contract Setup > New Contract.

2. Providers are identified by the first 9-digits of their Provider ID and Service Location (PIDSL) in the State aggregator. Providers can be configured at the contract or office level.

   Enter the appropriate PIDSL for each contract or office in the Agency ID (33b) field.

   

3. Select the appropriate Contract Type.

   Refer to the MA 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 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.

   If the 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 confirmed visits associated to the above In-Scope Services Codes with the correct Contract Type are aggregated.

   Refer to the MA EVV Contract Service Codes to view a full list of In-Scope Contract Service Codes.

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

   Reason Code	Description
   100	Employee did not check in/out .
   110	Mobile device not available.
   120	Emergency.
   130	Member considerations.
   140	Technology Issue / EVV System Unavailable.
   150	Member ID was not available or incorrect.
   160	Employee ID was not available or incorrect.
   170	Service was incorrect.
   180	Location was incorrect.
   190	Services provided without Authorization.
   200	Group Visit.
   210	Overnight Visit.
   220	Other.

   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, Date of Birth, and either Medicaid ID or the Executive Office of Elder Affairs (EOEA) ID. Member Medicaid IDs must be entered in the Member Profile > Medicaid ID field. Medicaid ID must be a 12-digit numeric value. Member phone number and address are also required.

   The aggregator recommends providers use Medicaid ID if available. The aggregation interface prioritizes the member Medicaid ID value if present. If the Medicaid ID is blank, the aggregation interface will export the member EOEA ID.

   Member EOEA IDs must be entered in the Patient > Contracts > Alt Patient ID field. EOEA ID must be a 10-12 digit numeric value.

   

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

   Caregivers must be identified by First Name and Last Name.

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

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

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