Getting Started Checklist

If you do not have an HHAeXchange Portal, please complete the Minnesota Provider Enrollment Form as soon as possible.

As a first step, log into your existing HHAeXchange Portal and review your Agency Setup and Office Setup to ensure your Agency’s demographic information is correct. It is crucial that any and all NPIs or UMPIs under which your Agency will collect EVV data is present in your Office Setup. There can only be one NPI and one UMPI in each Office. Next, please review your user accounts to ensure those employees at your Agency have the necessary access to help manage EVV.

Review and Update Provider Identifier – NPI and UMPI Numbers User Management

All announcements and important communications concerning EVV will be sent to your MN-ITS mailbox. If you haven’t already done so, please register for a MN-ITS mailbox by clicking the link below.

MHCP MN-ITS User Manual

There is a lot to learn when you are getting started with EVV. You are encouraged to participate in software training. After your HHAeXchange Portal was created, you should have received an email with a link to self-register for the HHAeXchange University through Skilljar. Beyond this self-paced training, explore our Knowledge Base where you’ll find helpful documentation and additional training videos. We've listed some helpful Caregiver training videos below including instruction on how to download and use the HHAeXchange Mobile App.

Download, Sign Up, and Register for HHAeXchange Mobile App Access

Clock In/Out for Unscheduled Visit HHAeXchange Mobile App

Clock In/Out Using Telephony

Not every service you provide may require EVV. Review the Services in Scope section of the Minnesota State Info Hub to learn more. Services in scope for EVV fall into two main categories: Prior Authorization and Auto Placement. Prior Authorization services require an authorization from MN Payers to be loaded into HHAeXchange prior to capturing EVV for that member and service. Auto Placement services do not require prior authorization in the HHAeXchange system. Use the Auto Placement Guide below to complete an Auto Placement for a Member.

Minnesota State Info Hub

Auto Placement Services

To capture necessary EVV data, you first have to add your Agency’s Caregivers. Caregivers will not successfully register and use the HHAeXchange Mobile App or Telephony EVV services without first being added to your Portal.

• Live-In (Residing) Caregivers: Don’t forget, MN DHS requires Live-In Caregivers to interact with EVV one time every 24 hours. To appropriately track which Caregivers are Live-In, ensure you add Caregivers to the Residing Caregiver section of the applicable member’s profile.

Add a New Caregiver

Residing Caregiver

Caregiver Bulk Import Process

Once you’ve completed all the above steps, your Agency is ready to begin capturing EVV. For services in scope for EVV, Caregivers will clock in and out of every visit by either using the HHAeXchange Mobile App or Telephony. Your agency will automatically be assigned an 800# which will be emailed to you after your HHAeXchange Portal is created. As Caregivers begin capturing EVV, it is your responsibility to review EVV data in your HHAeXchange Portal.

How EVV Appears in HHAeXchange

Call Dashboard

Your Agency is required to comply with EVV policies set forth by the Minnesota Department of Human Services. Make sure your Agency is on the right track and comply with EVV by reviewing the reporting tools made available to you by HHAeXchange.

• Monthly EVV Compliance % Report: HHAeXchange will email your Agency Admin Users a monthly report which details your Agency’s compliance % for each MN Payer you contract with. The report is delivered via email on the 25^th of every month. EVV Compliance is measured by dividing the number of EVV compliant visits by the total number of confirmed visits in a given time period.

Exception Reports

Understanding Your EVV Compliance Report

The HHAeXchange Mobile App is a great tool for capturing mobile Electronic Visit Verification (EVV). Service Providers will need to install the app to their personal mobile devices.  

To download the app, click this link.

For a step-by-step overview the mobile app, explore the HHAeXchange Mobile App Caregiver Overview