Dear Providers,
We would like to inform you that the Illinois Department of Healthcare and Family Services (IL HFS) has issued guidance requiring agencies to begin documenting caregivers full Social Security Number (SSN) starting October 17, 2024. This change will help improve tracking in the HHAeXchange (HHA) system.
What This Means for Agencies Directly Using the Free Version of HHAeXchange for EVV (i.e., no third-party vendor):
- You will need to manually update existing caregiver profiles within your agency’s portal to include the full SSN and ensure that going forward all new caregiver profiles are created with this information.
- Caregivers are not required to make any changes within the Mobile App.
What This Means for EDI Agencies:
If caregiver exists in HHAeXchange portal:
- You can modify the SSN manually in the HHAeXchange portal or send an update via API Caregiver Import process
- If there is a caregiver import with a different SSN for the same caregiver, it will overwrite what is in the HHAeXchange portal.
- Caregiver import for this caregiver does not need to occur again unless you are purposely changing caregiver information.
If caregiver does not exist in portal:
- Caregiver should be sent with their full SSN through the API Caregiver Import process.
Bulk Caregiver Update:
If your agency would like to update all caregiver SSNs to accommodate large volumes of caregivers, there is a bulk update option available. Please note that this is a one-time update, and manual upkeep will be needed thereafter. For details, refer to the Bulk Import Process Guide.
Important Note on Viewing SSNs:
The HHAeXchange system allows for SSN management only by users with Admin roles. All other user roles will see the SSN masked. If you need to update user roles, please refer to our Knowledge Base for instructions.
Thank you for your attention to this important update and for your continued partnership in providing quality care.
If you have any questions regarding system configuration, please reach out to the HHAeXchange EDI team. For questions regarding this policy change, please reach out to your state contact. If you would like to learn more about EVV compliance, check out this article.
Best regards,
The HHAeXchange Team
