Set Up a New Office

The General section is used to set basic Office information and requirements. All fields marked with an asterisk are required. Click the History link to view previous settings.

The Scheduling section is used to manage settings related to scheduling Visits.

All fields marked with an asterisk are required. Click the History link to view previous settings.

The Mobile section is used to manage settings related to EVV and the HHAeXchange Mobile App. Click the History link to view previous settings.

To create Case Broadcast settings, go to Admin > Office Setup to access the Mobile settings and select the applicable fields in the Open Case Settings section.

These settings determine the configuration for all new Caregivers, who have a matching set of options on the Caregiver level. The following table provides a description for these settings.

The Address section is used to edit the Office street address and phone number(s) . The State and Zip fields must be filled to save any changes.

In addition, select:

• Use Office Address for Invoice to use this Address for invoices rather than the Address entered in the Agency Profile page.

• Use Office Address for Clinical Documentation to use this Address on clinical documentation.

• Enabled MN Tiered Caregiver Rates to add Minnesota State Specific tiered rates based on tiered levels assigned to Caregivers, and are used for final billing rate calculations.

Providers can add additional logos at the Office level to support an Agency’s multi-office model, comprised of different business lines and/or regional affiliates. This is standard functionality at the Agency level, only supporting one, unified logo across the system.

To enable, tick the Use Office-Specific Logo checkbox under the Address section.

To add the office-specific logo, click the attach (paperclip) icon and follow the prompts to load the logo. Once saved, the logo appears in all relevant areas across the application for the Office, such as in printed invoices.

By default, all office users with permission to access and edit Office Setup (normally users with Administrative functions) can record and activate a Broadcast Message. To add or remove permissions, go toAdmin > User Management > Edit Roles and select Action from the Section dropdown field and select applicable title(s) from the Roles dropdown field. Select the View button.

A list of permissions appears. Scroll to Broadcast Message and select or deselect the Broadcast Message and Edit Broadcast Message permissions.

The Recording Information for Conexus and Message Broadcasting section is used to set up the Conexus function for the Office. The Office ID field is system-assigned to the Agency and acts as the Office Conexus Login as well the login ID to access the HHAeXchange Phone Recording Center. The Password can be managed by users as needed.

The QuickBooks Configuration section is used to configure specific QuickBooks information, such as QB Account Name, QB Account Number, and Terms

The Overtime Scheduling section is used to specify or define Overtime settings. This feature is found underAdmin > Office Setup.

The Exclusion and Verification Lists section allows users to review the applicable subscriptions and settings to HHAeXchange’s exclusion and verification list service. These services run a search through various databases (such as OMIG (Office of the Medicaid Inspector General), OIG (Office of Inspector General), and GSA (General Services Administration)) to ensure Physicians and Caregivers are not on any exclusion lists.

Refer to the Exclusion and Verification Lists topic for details and instructions.

The Exclusion and Verification Lists settings are viewed at an office level. Go to Admin> Office Setup > Edit Office and scroll to the Exclusion and Verification Lists section. The image shows the selected state in the Exclusion List State dropdown field and the selected options for the office to run exclusion and verification lists for caregivers and physicians.

The dropdown options of the Caregiver Verification Lists and Physician Verification Lists are available for viewing purposes only (not editable), as seen in the image below for caregiver lists. The same applies for the Physician Verification Lists. These dropdown menus are organized alphabetically by state followed by the list name.

Go to Admin > Physician Setup > Physician Search to search and locate the physician. On the Add Physician page, scroll down to the Licensing Information section to view the available lists. To add or edit a physician’s licensing information, click the Edit icon.

The Edit Licensing Information window opens. In the License Number field, edit or enter the physician’s license number, select the applicable Profession from the dropdown menu and click Save.

The Required Fields section is used to set specific fields as required across the system, where they are denoted with a Red Asterisk*. Program providers and FMSAs can require fields when entering or editing Applicants (Caregiver) in the system.

Select the Required Fields using the three multi-select dropdowns: Required Caregiver (Employee) Fields, Required Caregiver (Applicant) Fields, and Required Patient Fields.

For the state of Texas, Required Caregiver (Employee) Field values include the following:

• Zip Code(s)

• State

• City

• Street Address

The values in these fields correspond directly to the checkboxes used to define Required Fields for Caregivers and Patients. Using the dropdown fields, define Required Fields for the three defined categories. By default, no fields are required for Applicant Caregivers; only those saved as Employees are tracked against existing requirements.

Available Caregiver (Employee) Fields

Team Location Branch Ethnicity Employee ID HCA/PCA* Registry Number Language 1 Language 2 Notification Preferences

Email Mobile/Text Message Voice Message Added/Checked Registry Date NPI Professional License Number SSN Note Subject

*HCA/PCA: Health Care Assistant/Personal Care Aide

We recommend selecting at least the following fields for Caregiver profiles:

• Notification Preferences

• Mobile/Text Number

• Email

• SSN

Available Caregiver (Applicant) Fields

Team Location Branch Ethnicity Employee ID HCA/PCA Registry Number Language 1 Language 2 Notification Preferences

Email Mobile/Text Message Voice Message Added/Checked Registry Date NPI Professional License Number SSN Note Subject

Available Patient Fields

Team Location Branch ID Number Priority Code Source of Admission Medicaid Number Nurse SSN Evacuation Zone Evacuation Location

Mobility Status Reason Required to Edit In/Out Time of Visit Referral ID Address Line 1 Contract Discharge Reason Referral Diagnosis Code Diagnosis Date Contract Discharge Reason Description Alternate Billing Address

We recommend selecting at least the following fields for patient profiles:

• Address Line 1

• Medicaid ID (if your contracts are Medicaid-funded)

The Travel Time Setup section is used to manage Travel Time settings. Please see Travel Time Configuration for more information on these settings.

ODT must be enabled to apply to a visit. Complete the following steps to configure ODT at an office level.

1. Go to Admin > Office Setup > Search Office to search and locate the office.

2. On the Edit Office page, in the Scheduling section, select the Calculate and Pay Off Duty Time (ODT) checkbox.

3. In the Max ODT required field, enter the maximum number of minutes to pay off duty. Any time beyond the defined time is not paid.

4. Click Save.

   

See the Reference Table Management topic to assign ODT rates.

The Caregiver Absence/Restriction page is comprised of three sections: Absences, Paid Time Off Accruals, and Restricted. The Absence function is used to record and track a Caregiver’s absences and paid time off (PTO) balances.

Some Agencies allow the scheduling of absent Caregivers. Check the Agency settings under Admin > Office Setup > Search Office > Edit Office to enable/disable the Allow Caregiver Absence and Visit / In Service Overlaps field.

Before selecting specific Absence reasons, these options must be configured via the Reference Table Management functionality. Follow the steps below to add Absence reasons.

1. Go to Admin > Reference Table Management.

2. Select Caregiver Absence Type under the Caregiver section from the Reference Table field. Click Search to view the current options. Click the Add button to add a Preference.

3. The Absence Type window appears providing various fields as shown. Complete the required (denoted by red asterisks) and optional fields, as follows:

   • Enter the Absence value in the Absence field.

   • Select the PTO Accrual Type (Bonus, Personal, Sick Leave, or Vacation).

   • Enter a Description (optional).

   • Ensure the Status field is set to Active.

   

   Additional Caregiver PTO Accrual Types are created via the Reference Table Management functionality under the Caregiver PTO Accrual Type category.

4. Click the Save button to finalize.

The Automatic Email section allows you to set up automatic email notifications, ensuring the right people at your agency are informed when specific actions are taken within the HHAeXchange portal and Mobile App. This section only appears for a previously-created Office, and not on the New Office page.

Common Notifications

The Automatic Email library of Common Notifications includes a diverse number of notification emails created according to functionality and business needs. To add specific intended recipients, click the Edit icon at far right corresponding to the applicable Common Notification.

Once the Edit icon is clicked, the Automatic Email Recipients window opens for the Authorized Edited notification. Select specific recipients and/or recipient groups (e.g., Patient Coordinator and Roles).

Only intended recipients can be edited using the Automatic Email functionality. Refer to the table below describing recipient types.

Recipient Type (Select…)	Description
Email	Enter specific recipient’s email address to receive notification. Enter as many email addresses as needed separated by a comma and space.
Coordinator of Patient	Directs the system to automatically send an email notification to a Patient’s Coordinator as indicated in the system.
Roles	Expands a multi-select menu to indicate applicable roles to receive notification. All is the default selection. Users may select a specific role as assigned by the Agency.

Select the Active checkbox to generate an automated message for all entered recipients when the appropriate condition is met. To stop the automated message for all recipients, unselect the Active checkbox.

Received Note Notification

To ensure that notification emails are received, scroll to the Received Note Notification section, underneath the Automatic Email section. Click the Add Custom Notification button to indicate the information selected under the Note Reasons field for the notification.

In the Automatic Email window, complete the required fields indicated in the table below.

Field	Description
Notification Name*	(Required) Subject or title of the notification used to identify the notification under the Received Note Notifications column.
Note Reason*	(Required) Select the reasons to issue an automatic email (functionality to execute). Note Reasons originate on the Payer side and indicate the corresponding Payer. All is the default selection; however, each dropdown is populated with associated Payer Reasons by Office.
Emergency of Priority*	Select Yes, No, or All. This field is used to configure the priority of the messages so that emails are only sent based on priority settings. Yes = Urgent No = Not urgent All = Applies to all messages regardless of priority settings
Recipients	Refer to previous section.
Active	Refer to previous section.

The following image is a sample email notification for a Confirmed Placement.