New York: Configure EVV Aggregation
Providers operating on the HHAeXchange system who have enrolled with HHAeXchange specifically for EVV Aggregation services. Providers are subject to EVV Submission, as per the state guidelines. Refer to the eMedNY EVV page to view the guidelines.
Providers must complete the steps outlined below to configure HHAeXchange for EVV Aggregation. Failure to comply may result in no data sent to the aggregator.
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Go to Admin > Contract Setup > New Contract to create a contract.
Skip this step if the contract already exists in the system.
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Providers are identified by their 9-digit Tax ID and either their 8-digit Medicaid Provider ID (MPI) or 10-digit National Provider ID (NPI) in the State aggregator.
Enter the appropriate Tax ID and MPI/NPI for each contract in their respective fields.
Enter either the MPI or NPI, not both values as doing so will cause rejections.
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Go to Admin > Reference Table Management > Contract Service Code to enter the valid service code in the Export Code field. Repeat this step for each applicable contract.
Refer to the Reference Table Management topic for steps on how to add a Contract Service Code.
Applicable Export Codes Type of Service/Program Rate Codes/Procedure Codes Personal Care Services (PCS)
Fee-For-Services (FFS)
2401
2402
2403
2404
2405
2406
2422
2423
2424
2425
2501
2502
2507
2508
2593
2594
2595
2596
2597
4743
4755
2598
2601
2602
2622
2623
2626
2627
2632
2633
2742
2787
4722
4723
4724
4725
4741
4742
4756
4757
4758
4764
4765
4766
4767
4768
4796
4797
4798
4799
7421
7425
7426
7427
7428
7430
8012
8013
8014
8023
8024
8025
8026
8027
8028
8029
8030
9768
9795
9875
9879
9880
9881
9882
Personal Care Services (PCS) Managed Care (MC) H2014:HA
H2014:HA:UN
H2014:HA:UP
S5130:TV
S5130:U1
S5130:U2
S5130:U3
S5150:HA
T1020:U5
S5150:HA:ET
S5150:HA:HQ
S5151:HA
S5151:HA:ET
S5151:HA:ET:HK
T1019:TV
T1019:U1
T1019:U2
T1019:U3
T1019:U4
T1019:U5
T1019:U6
T1019:U7
T1019:U8
T1019:U9
T1020
T1020:TV
T1020:U2
T1020:U6
T1020:U7
T1020:U8
T1020:U9
Home Health Care Services (HHCS) Fee-For-Services (FFS) 1606
1607
2610
2620
2640
2650
2662
2841
2842
2844
2845
2847
2878
4810
4811
4812
4813
4814
4815
4816
4817
4818
4819
4820
4821
4822
4823
4824
4825
4826
4827
4828
4829
4830
4831
4832
4833
4834
4835
4836
4837
4838
4839
4840
4841
4842
4843
4844
4845
4846
4847
4848
4849
4850
4851
4852
4853
4854
4855
4856
4857
4858
4859
4860
4861
4862
4863
4864
4865
4866
4867
4868
4869
4870
4871
4872
4873
4874
4875
4876
4877
4878
4879
4880
4881
4882
4883
4884
4885
4886
4887
4888
4889
4890
4891
4892
4893
4894
4895
4896
4897
4898
4899
4900
4901
4902
4903
4904
4905
4906
4907
4908
4909
4910
4911
4912
4913
4914
4915
4916
4917
Home Health Care Services (HHCS) Managed Care (MC) T1019:HA
T1019:HI
T1019:HQ:HA
T1019:HQ:HI
T1019:HQ:HX
T1019:HQ:U1
T1019:HX
T1019:SC:HA
G0237
G0238
S5125
S5125:U2
S5126
S5126:U2
S9122
S9122:U1
S9123
S9124
S9127
S9128
S9129
S9131
S9470
T1002
T1003
T1013
T1030
T1031
Only the confirmed visits associated to the In-Scope Export Codes are aggregated.
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Review all Member Profiles to ensure the Member details are entered correctly.
Members must be identified by Medicaid ID and Date of Birth. Member Medicaid IDs must be entered in the Member Profile > Medicaid ID field. Medicaid ID must be alphanumeric and 8-characters long.
Member names can consist of alpha letters, hyphens, periods, and apostrophes. All other special characters cause the record to reject.
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HHAeXchange aggregates EVV data to eMedNY for the Medicaid Service Codes. Refer to the NY DOH EVV page for the codes.
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HHAeXchange sends an API message to eMedNY according to the state’s Interface Control Document (click to access). Refer to the HHAeXchangeField Chart below for a condensed version.
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HHAeXchange sends EVV confirmed shifts only; meaning, there is a VALID EVV transaction on the IN and OUT. If there is no EVV at all, or no EVV on the IN or OUT, then this is considered a manually confirmed shift, and is not sent to the state. Refer to the image below for further details.
Shifts with EVV time stamp will be sent. If rounding is employed the Actual time is sent, not the rounding time. If the EVV transaction exists but the Visit Start/End are manually adjusted, the adjusted times will be sent.
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HHAeXchange sends data for each enrolled Provider on a daily basis. Information sent consists of newly confirmed shifts (directly linked from EVV to the calendar or from the Call Dashboard), updated shifts, or deleted shifts.
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Provider runs the State Aggregation Report to review rejections. Refer to State Aggregation Report for guidance.
The table below is a condensed version of the fields sent by HHAeXchange to eMedNY via the API message.
Refer to the eMedNY EVV according to the state’s MMIS Interface Control Document EVV Data API (click to access for full details regarding eMedNY interface requirements).
| HHAeXchange Field Chart (Condensed Version) | ||
|---|---|---|
| Property | Required | HHAeXchange System Logic |
| Transaction ID | Y | HHAeXchange Visit ID. |
|
Member ID |
Y | Patient Profile > Medicaid ID. |
| Date of Birth | Y | Patient Profile > DOB. |
| Provider Name | N | N/A (Only required fields are sent). |
| NPI | Situational | Admin > Contract Setup > Contract General Page > NPI Provider. |
| Provider ID | Situational | Admin > Contract Setup > Contract General Page > Provider ID. |
| Tax Payer ID | Y | Admin > Contract Setup > Contract General Page > Tax ID. |
| Provider Address | N | N/A (Only required fields are sent). |
| Provider Rate Code | Situational | Admin > Reference Table Management > Contract Service Codes > Export Code. |
| Procedure Code | Situational | Admin > Reference Table Management > Contract Service Codes > Export Code. |
| Procedure Mod Code | N | Admin > Reference Table Management > Contract Service Codes > Export Code. |
| Service Start Date and Time | Y |
Calendar > Visit > EVV Call Out Timestamp or Visit End Time. Refer to the image in Step 3 above. |
| Service End Date and Time | Y |
Calendar > Visit > EVV Call Out Timestamp or Visit End Time. Refer to the image in Step 3 above. |
| Service Start Location | Y | Patient > Profile > Address Type (as associated to Address, Phone or FOB). |
| Service End Location | Y | Patient > Profile > Address Type (as associated to Address, Phone or FOB). |
| Service Provider First Name | Y | Calendar > Visit > Caregiver First Name. |
| Service Provider Last Name | Y | Calendar > Visit > Caregiver Last Name. |
| Service Provider Phone Number | N | N/A (Only sending required fields). |
| Caregiver ID | Y | HHAeXchangeCaregiver Unique Database ID. |
| Submitter ID | Y | HHAeXchange Unique eMedNY Submitter ID: 03432491. |