Admin Contract Setup Overview

The Contract Setup function is comprised of seven tabs to optimize the organization of fields and information according to subject.

The Contract Setup function allows users to add new or edit existing Internal Contracts. Users can Adjust Authorization requirements, set Compliance Rules, setup and view Billing information, add Billing Rates, and adjust settings for Eligibility Checks, Audits, and Collections.

This category covers the seven tabs and the features in each. Users can toggle between pages by clicking from tab to tab.

Some of these fields may only be edited or adjusted during the initial creation of a Contract. To change the settings in these fields, contact HHAeXchange Client Support.

Key Terms and Definitions Closed

Term	Definition
Patient	Refers to the Member, Consumer, or Recipient. The Patient is the person receiving services.
Caregiver	Refers to the Aide, Homecare Aide, Homecare Worker, or Worker. The Caregiver is the person providing services.
Provider	Refers to the Agency or organization coordinating services.
Payer	Refers to the Managed Care Organization (MCO), Contract, or HHS. The Payer is the organization placing Patients with Providers.

General

The General section is used to capture and set basic Agency information and requirements.

Field	Description
Accept Time and Attendance Call From*	(Required) Select which phone numbers (from the Patient’s Profile) are acceptable for Time and Attendance calls. Calls made from an unverified number are sent to the Call Maintenance exception page.
Account Receivable Contact	Enter the name of the individual responsible for the Agency’s Accounts Receivable.
Add Caregiver Team Identifier to Billing Batch Number	Select for all billing batches generated based on a Caregiver Team to be included the first two letters of the selected Team in the billing batch number. Note: This field is for review purposes only: only the HHAeXchange Support Team can change an Agency’s IVR number.
Agency Name/Initials/Code*	(Required) The name, initials, and system code assigned to the Agency. These fields are set by HHAeXchange during implementation and cannot be edited by users.
Allow Auto-Activating of Caregiver Mobile Access	Select to automatically re-activate Caregivers who switched from Non-Active to Active status.
Closing Date (Date through which books are closed)	Use the Update link to set a Closing Date to prevent alterations to billing and payment data prior to the specified date. For example, if a Closing Date of 3/1/2019 is set, any billing and payment data entered into the system prior to 3/1/2019 can no longer be edited.
Default Coordinator	Select a Coordinator who is automatically assigned to every new Patient entered in the system.
Disable NPI Validation	Select to allow entry of custom alpha-numeric values, up to 15 characters (from standard 10). If unselected, then alpha-numeric values are not allowed and the 10-character limit remains.
Enable Automated Non-Compliance Restrictions	Select for the system to automatically generate a Non-Compliant Restriction on the Caregiver’s Absence/Restriction page for all dates the Caregiver is listed as Non-Compliant (based on the Agency’s Compliance Rules). When a restriction is created, the Caregiver cannot be scheduled for any of the listed days, regardless of their current compliance status.
Encryption Password	When an Agency transmits a Caregiver’s Profile, the system automatically encrypts the data due to the sensitive information contained within the file. Enter a password in this field to allow recipients to view sensitive information on a transmitted file.
Hide Manual Confirmations on Confirm Timesheets Page When	Select Visit Start Time is updated and/or Visit End Time is updated for user not to see any manually adjusted times when reviewing visit information on the Confirm Timesheets page.
Homepage Default View	Select Communication or Notification to indicate which page is the default homepage when users open the application.
HRA Agency ID	Enter the Agency’s HRA ID number.
Invoice Numbers by Contract	Select for the system to assign invoice numbers by Contract, instead of assigning the next available invoice number regardless of what Contract it is generated for. Note: This field is for review purposes only: only the HHAeXchange Support Team can change an Agency’s IVR number.
IVR Phone #	The IVR phone number Caregivers must dial in to Clock IN and OUT of a visit. Note: This field is for review purposes only: only the HHAeXchange Support Team can change an Agency’s IVR number.
Languages*	(Required) Use the Select Language link to define applicable languages spoken to provide services.
Maintain Pay Code after Changing Caregiver on Visit	Select for the system to maintain the Pay Code applied to a visit if the assigned Caregiver is switched. This only applies if both the original and newly assigned Caregiver are of the same Discipline. Note: This field is for review purposes only: only the HHAeXchange Support Team can change an Agency’s IVR number.
Master Week Rollover on Deleted Visit	Select for the Master Week rollover to recreate deleted visits within the rollover range.
MD Order ICD Code Requirement*	(Required) Select the type of ICD Diagnosis Codes required and applied to Patient MD Orders (e.g., 485 Orders). The effective date is required.
NPI No.	Enter the Agency’s specific identifier number for the NPI registry.
Password Expires Within (Days)	Enter the number of days the Agency’s password is valid before expiration.
Prompt with Current Time During Time and Attendance Calls	Select for Caregivers to be prompted with the current time when making a Time and Attendance Call.
Provider ID (33b)	Enter the Provider ID in this field to allow the system to automatically populate this field on the HCFA 1500 form when generating invoices in that format.
Serviced Zip Codes	Use the Enter Serviced Zip Codes link to define zip codes where service is provided.
Speak Out Duties	Speak Out Duties refers to the duty entry model where the system uses a voice recording to read off the required duties, based on the specific Patient’s POC, for the visit when a Caregiver is Clocking Out. After each duty is read, the Caregiver must enter 1 for completed, 0 for incomplete, or * for refused. Note: This field is for review purposes only: only the HHAeXchange Support Team can change an Agency’s IVR number.
Tax ID No.	Enter the Agency’s unique Tax Identification number.
Total Uploaded File Usage	This number indicates the total size of all files loaded and hosted in the HHAeXchange system for the Agency. Once the hosting limit is reached, the system does not allow further loading. Contact the HHAeXchange Support Team to increase file limit for the Agency.
Validate ICD CodeSelections	Select for the system to validate the codes assigned to each Patient.
Vendor Export link	Select for the Vendor Export link to be visible in the search results when performing a batch search.