District of Columbia EVV Aggregation Most Common Failed Responses

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 EVV Aggregation Support and include a copy of the State Aggregation Report.
Refer to Client Support Portal for instructions on how to create and submit a request.

Member Demographics Records - Failed Responses Closed

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 12-digit Medicaid ID in Member Profile. If Member’s Medicaid ID and DOB are correct and the Aggregator is erroneously rejecting the record, then contact HHAeXchange via Client Support Portal, select EVV Aggregation Support. HHAeXchange contacts the Aggregator to resolve.
ERROR: The ClientMedicaidID value is incorrect.	Provider	Member Medicaid ID must be 12-digits long. Review Member’s Medicaid ID in the Member Profile > Medicaid Number.
ERROR: The ClientFirstName format is incorrect.	Provider	Member first name is missing or incorrect length. Review and update the Member Name.
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 EVV Aggregation Support. HHAeXchange contacts the Aggregator to resolve.

Caregiver Records - Failed Responses Closed

Response	Owner	Description / Recommended Resolution
ERROR: The EmployeeIFirstName 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, then contact HHAeXchange at HHAeXchange EVVAggregation Support. HHAeXchange contacts the Aggregator to resolve.
Caregiver not sent to Sandata due to duplicate SSN	Provider	Caregiver Social Security Number (SSN) is incorrect. Provider must confirm each Caregiver Profile contains the accurate SSN in the following format XXX-XX-XXXX. DHSS requires last 5-digits of each Caregiver’s SSN (000-0X-XXXX).
ERROR: The EmployeeSSN cannot be NULL.	HHAeXchange	HHAeXchange export issue. Contact HHAeXchange at HHAeXchange EVV Aggregation Support Support to resolve.

EVV Visit Records - Failed Responses Closed

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 EVV Aggregation Support 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 EVV Aggregation Support 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 EVV Aggregation Support 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 EVV Aggregation Support to resolve.
ERROR: Visit Date out of range	Aggregator	Configuration issue in the Aggregator Provider Portal. Contact HHAeXchange via Client Support Portal, select EVV Aggregation Support. HHAeXchange contacts the Aggregator to resolve.
ERROR: visit_date field is empty, it is a required field	HHAeXchange	HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select EVV Aggregation Support to resolve.
ERROR: The VisitOtherID cannot be duplicated in list.	HHAeXchange	HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select EVV Aggregation Support to resolve.
ERROR: If CallType = Telephony (IVR), TelephonyPIN and OriginatingPhoneNumber are required.	Provider	HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select EVV Aggregation Support to resolve.
ERROR: If CallType = Mobile(MVV), MobileLogin, CallLatitude and CallLongitude are required. The record is being rejected.	Provider	HHAeXchange export issue. Contact HHAeXchange via Client Support Portal, select EVV Aggregation Support to resolve.
ERROR: The ProcedureCode format is incorrect.	Provider	Enter or update the valid HCPCS Code under Admin > Reference Table Management > Contract Service Code > Export 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 > Export Code. Refer to the latest Addendum for the HCPCS Codes.
Error during retrieving service service_id entered	Provider Aggregator	Make sure to have correct HCPCS Code under Admin > Reference Table Management > Contract Service Code > Export 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 EVV Aggregation Support.
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 1-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.