Getting Started Checklist

As a first step, review existing user accounts and create new user accounts for any additional agency members that will be using the HHAeXchange portal. Please note, users must first complete HHAeXchange system training, pass the required testing, and receive a certificate of completion. Users should provide the certificate of completion to the agency admin for account creation and to receive login access to the HHAeXchange portal.

Watch the Administration User Training video

Next, please validate any caregiver information in the system or create caregivers that need to be added.  Once caregiver is in the system, validate the EVV method to be used by the caregiver.   

• If mobile app, then ask caregiver to download the HHAeXchange mobile app, sign up, and create profile. Once completed, the caregiver will be assigned a 7-digit Mobile ID number to provide to the agency.  
• In the Mobile ID field of the Caregiver profile, the agency needs to select Clinical or Non-clinical, enter the Mobile ID number, and click Save.  This will link the Caregiver to the agency and member schedules. 
• Select Clinical to allow the Caregiver to access the member’s clinical information.
• Select Non-Clinical to limit the Caregiver’s access, not allowing them to see clinical information on the app. 
• If IVR, please provide time and attendance

Ready to practice? Try the Caregiver Management interactive training.

Agencies may have many different service code rates by payer contract or agency office.  HHAeXchange allows you to easily add and manage rates.  Please make sure that all contract rates and taxonomy codes are added into the application for the services provided. 

Ready to practice? Try the Rate Management Interactive Training 

If you are providing Home Health Services (HH), the member, payer, and authorization (if applicable) will need to be manually entered into HHAeXchange portal. 

• Once member is created, add payer contract, diagnosis code, and Medicaid ID. Please note the Diagnosis Code must be manually added to the Contract. 
• An automated process will validate member and will link payer contract to complete member placement. Please see Home Health Member Management
  interactive training for steps on this process. 

This is optional for providers who utilize schedules.  As soon as members and caregivers are in the application, you can begin creating schedules if you choose to.  When members have a regular schedule, it is recommended to set up a Master Week as a rolling schedule. The link below will walk you through the scheduling options. 

Ready to practice? Try the Interactive Scheduling Training

The Member Notes functionality allows providers to easily communicate regarding a specific member and any aspects of the member’s care in a safe and secure portal.  

• Member Notes are under Member General page, here you can view existing notes create a New Message.  
• Notes can also be added to the Member Calendar. 

The Linked Communication page allows Providers to communicate with Payers. Providers can create new communication notes, review/reply to open notes, and archive closed notes to Payers. 

• The Linked Communications tab is on the Homepage.  

Ready to practice? Try the Member Notes and Communications training