EVV provider onboarding guide

All providers

First step for all providers

Review the information session posted to the HHAX Minnesota Provider Information Center. Providers will receive an overview of EVV in Minnesota and the HHAeXchange system.

• Providers without an EVV system or who would like to use the state-selected system: Visit the Info Session tab and review the information session for the services you provide.
• Providers with an existing EVV system or who want to use a third-party EVV system: Visit the EDI Process tab and review the EDI (Integrating Providers) Information Webinar for the services you provide.

HHAeXchange enrollment form

Regardless of the system you choose, complete the enrollment form below (if you have already completed the previous enrollment surveys, you do not need to complete it again):

• New combined Minnesota Provider Enrollment Form

Note: The email used to complete the survey will be the email used to receive all communication from HHAeXchange, including user credentials.

Required information to complete the enrollment form:

• Company name, address, and phone number
• Technical person and administrator in your office (name, email, phone)
• Agency Medicaid ID
• Federal tax ID
• NPI(s) or UMPI number
• EVV system selection
• Approximate number of members your agency services today
• Number of caregivers in your agency
• Number of office staff (non-caregiver staff)
• Third-party EVV system in use (if applicable) and vendor contact

HHAX system users

Training

Once the enrollment form is complete, providers will receive their learning management system (LMS) credentials within three to five business days. Providers receive one username used throughout the provider agency for HHAX LMS. All provider agency EVV staff need to complete all the modules in order to navigate the HHAeXchange system. If a provider has not received its LMS credentials, contact HHAX through the HHAX Client Support Portal.

Providers are responsible for training and ensuring caregivers, members and responsible parties feel comfortable with the system. Providers have access to job aids and guides in their Provider Portal. These can be used to aid in training caregivers, members and responsible parties on how to use the system. Providers might have to create additional training material to onboard people.

Training materials from HHAX will be available in English, Spanish, Hmong, Somali, Vietnamese and Russian.

Provider portal

Providers will receive their HHAeXchange portal credentials within three to five business days once the survey is complete. Admin users will be responsible for creating additional accounts for staff in the HHAeXchange system. If you do not receive your portal credentials, contact HHAX through the HHAX Client Support Portal.

Once providers receive their portal credentials and complete LMS trainings, they may begin to enroll caregivers in the system.

Providers may use the Caregiver Bulk Import Process Guide to upload caregivers into the system when they have a large number of caregivers. This may also be done manually with smaller numbers.

Member information and authorizations are sent from MMIS by DHS to the HHAeXchange system, and then connected to the provider’s portal. Providers must check member information to ensure it is accurate and add additional information as needed.

Once caregivers have been uploaded and member information is connected to the provider portal, providers may begin connecting caregivers to members.

Authorization and member workflow

Prior authorization workflow (personal care services and specific home health services dependent on payer/state):

1. Sent from the payer; will load authorization and member data automatically.
2. An authorization is transmitted to HHAX, facilitating a placement.
3. Once the provider accepts a placement, the member and authorization data become visible.

No prior authorization workflow (home health services):

1. No member or authorization data received directly from payer.
2. Providers initiate the auto-placement process.
3. HHAX providers manually create a new member in their HHAX portal.
4. EDI/third-party providers send visit data via EVV API.

Using the HHAX system

Once caregivers are connected to members, provider agencies will direct their caregivers to begin using the system to verify EVV visits. Caregivers will begin to use the mobile application at the start and end of every visit to verify EVV: The caregiver downloads and uses the HHAX mobile application on the caregiver’s phone.

Providers are responsible to ensure that caregivers have devices to document EVV visits.

Third-party EVV system users

Providers must review the business and technical specifications posted on the HHAX Minnesota Provider Information Center under the EDI Process tab before they can begin to connect to the HHAeXchange data collection system.

Connecting to HHAX data collection system

Once you have completed the enrollment form, contact the HHAX EDI team, HHAX Support, select third-party integration support request and include the name of Minnesota EVV to begin the integration process.

Providers will receive an attestation form that must be completed and returned to HHAeXchange.

HHAeXchange will begin working with the provider and their EVV vendor to complete testing in the testing environment.

Once testing is successful – meaning correct files are sent by the provider agency and are successfully received by HHAeXchange – providers will receive their production credentials. Providers use these credentials to send files to HHAX in the production environment.

Training

Once the survey is complete, providers will receive their learning management system (LMS) credentials within three to five business days. Providers receive one username used throughout the provider agency for HHAX LMS. 

All provider agency level EVV staff need to complete the EDI module in order to navigate the HHAeXchange Portal connected to their EVV system.

Providers will have access to other modules in LMS to reference when using their portal to review data.

If a provider has not received their LMS credentials, contact HHAX through the HHAX Client Support Portal.

Providers using a third-party EVV system need to work with their vendor for training in their EVV system. Providers are responsible for training and ensuring caregivers, members and responsible parties feel comfortable with their EVV system.

Sending data

Providers will begin using their EVV system to send data to HHAeXchange once testing is complete and production files have been sent.

Providers will receive an HHAeXchange Portal to review data being sent to HHAeXchange. Providers will receive their HHAeXchange Portal credentials within three to five business days once the survey is complete.

Admin users will be responsible for creating additional accounts for staff in the HHAeXchange system.

If you do not receive your portal credentials, contact HHAX through the HHAX Client Support Portal.

Providers are required to review any rejections and correct them in a timely manner.