Pennsylvania MCO 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.

Patient 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.	Aggregator	Member Medicaid ID is not found in the Aggregator. Steps to resolve: Medicaid ID is incorrect. Review and confirm the 10-digit Medicaid ID. If the Member’s Medicaid is incorrect, contact HHAeXchange at edisupport@hhaexchange.com to resolve. Member is ineligible. Confirm Member’s eligibility within the LME/PHP program. If both items are confirmed, then the Aggregator is erroneously rejecting the record. Contact HHAeXchange at edisupport@hhaexchange.com. HHAeXchange contacts the Aggregator to resolve.
ERROR: The ClientMedicaidID value is incorrect. The length should be between 1 and 10.	MCO	Member Medicaid ID must be 10-digits long. HHAeXchange is working with the MCO to resolve. No further action is required.
ERROR: The ClientPayerInformation cannot not be empty.	MCO	Member county is missing, or the Member’s county falls outside the MCOs’ jurisdiction. HHAeXchange is working with the MCO to resolve. No further action is required.
ERROR: The PayerID value is incorrect.	MCO	Member county is missing, or the Member’s county falls outside the MCOs’ jurisdiction. HHAeXchange is working with the MCO to resolve. No further action is required.
ERROR: The ClientAddressLine1 value is incorrect. The length should be between 1 and 30.	MCO	Member address is missing or incorrect length. HHAeXchange is working with the MCO to resolve. No further action is required.
ERROR: The ClientAddressLine1 format is incorrect.	MCO	Member address has invalid special characters. HHAeXchangeis working with the MCO to resolve. No further action is required.
ERROR: The ClientPhone format is incorrect.	MCO	Member phone number must be 10-digits long. HHAeXchange is working with the MCO to resolve. No further action is required.
ERROR: The EffectiveStartDate format is incorrect.	Aggregator	Configuration issue in the Aggregator Provider Portal. HHAeXchange is working with the Aggregator to resolve. No further action is required.

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 will be rejected. Remove all disallowed values.
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 or 000-0X-XXXX. PA DHS requires at least the 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. If Member record is a ‘Success’, then the visits are rejecting because the Member is not eligible for the dates of service in the Aggregator Portal. Provider should confirm Member eligibility for the rejected visit dates. If Member is eligible, contact HHAeXchange at edisupport@hhaexchange.com.
ERROR: The PayerID cannot be null. The record is being rejected.	MCO	Member county is missing, or the Member’s county falls outside the MCOs’ jurisdiction. HHAeXchange is working with the MCO to resolve. No further action is required.
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.
The schedule is past due	Aggregator	Aggregator issue. HHAeXchange is working with the Aggregator to resolve. No further action is required.
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.	Provider	GPS coordinates are required for mobile EVV confirmation. EDI/Integrated Providers must send these values from their 3rd party vendor to HHAeXchange.
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: 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. The length should be between 1 and 10.	Provider	Member Medicaid ID must be 8-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.
ERROR: row in inbox.visits not found	HHAeXchange	HHAeXchange is working to resolve. No further action is required.