HHAeXchange EVV - State-Specific FAQs

See below for a list of state-specific HHAeXchange Electronic Visit Verification (EVV) Frequently Asked Questions (FAQs):

• New Jersey Specific FAQs
  1. 1. I am getting an error: "Multiple Member records found based on Qualifier value. Please provide unique identifier" on sending visits to HHAeXchange.
     2. I am getting an error: "Provide the correct Qualifier value and call API. Caregiver is not found based on Qualifer value"
• New York Specific FAQs
  1. 1. The caregiver's department in AlayaCare does not cross over into HHAeXchange system via the EVV export.
     2. I am getting an error: "Invalid Payer Initial/Id" with error code 412 on sending visits to HHAeXchange.
• Pennsylvania Specific FAQs
  1. 1. I am getting an error: "Visits cannot be imported prior to patient SOC date or after patient discharge date", with error code: 397 on sending visits to HHAeXchange.
     2. I am getting the following pre-validation errors associated with overnight visits that are being sent from AlayaCare to HHAeXchange.

New Jersey Specific FAQs:

1. I am getting an error: "Multiple Member records found based on Qualifier value. Please provide unique identifier" on sending visits to HHAeXchange.

You will receive this error if the client has multiple profiles in their HHAeXchange. To remove this error, enter Admission ID as a secondary member identifier under Client Demographics > HHax Admission ID field in AlayaCare, based on this information available in HHAeXchange.

The Admission ID entered in AlayaCare should only be numeric numbers. No additional letters, dashes, or special characters should be added. Once Admission ID is added, you can resend the export, and this will send Member ID along with the Admission ID, which should allow for the member to be correctly matched with the profiles inside HHAeXchange.

Alternatively, if one of the profiles is not needed inside HHAeXchange, you can remove it, and resend the exports that failed due to this error.

2. I am getting an error: "Provide the correct Qualifier value and call API. Caregiver is not found based on Qualifer value"

Please review the SSN (Social Security Number) # entered for this employee under Employee Profile > Employment > Employment Settings > SSN field and ensure that this is the same as the employee profile available in HHAeXchange side. If there are multiple employee profiles, please inactivate the employee profile you are not using within HHAeXchange, and then attempt to resend the EVV export.

Also, the ALT Caregiver code for employees in AlayaCare should match with the information available in the HHAeXchange portal.

To address this issue, you can run a DE 2.0 report in AlayaCare using the Employee Explore and obtain the employee's UID (see below screenshot), which can then be entered as an ALT caregiver code within HHAeXchange.

The DE 2.0 report should be filtered for active caregivers, and once the ALT caregiver code is updated for the employees receiving the above error, you can resent EVV exports from AlayaCare.

New York Specific FAQs:

1. The caregiver's department in AlayaCare does not cross over into HHAeXchange system via the EVV export.

From AlayaCare, we are not sending information about the employee's department in the EVV export to HHAeXchange. You can see the information we are sending on an EVV export when you review the VISITS file contained within an export folder. You will see that department is not included as a column within that file as well.

You will need to open a ticket with HHAeXchange to get the employment type updated for the employee within their system.

2. I am getting an error: "Invalid Payer Initial/Id" with error code 412 on sending visits to HHAeXchange.

This is a post-validation error/response coming back from HHAeXchange and it has to do with incorrect payer ID at the payor level.

HHAeXchange usually already has this information configured on the backend from their side. This value should match with what you are trying to send from AlayaCare for the error/rejection to be removed. It is always best to contact the aggregator you are working with if you are unsure what this value should be defined as. Once you receive this information from HHAeXchange, please update this information as part of Electronic billing payors > Payer ID.

Pennsylvania Specific FAQs:

1. I am getting an error: "Visits cannot be imported prior to patient SOC date or after patient discharge date", with error code: 397 on sending visits to HHAeXChange.

Typically this error means that the Start of Care date for this client in HHAeXchange is later than the visit date we are trying to send from AlayaCare or the client is discharged. You would need to reach out to the payor/MCO to identify the reason for this error.

• If the error is because of the Start of Care date, then that can be updated from your side within HHAeXchange to ensure that the visits sent from AlayaCare are covered within that period and have the proper authorization.
• If the error is occurring due to the client's status, then that would need to be updated by the payer in the aggregator portal, i.e., HHAeXchange, as your agency will not be able to update that information.

2. I am getting the following pre-validation errors associated with overnight visits that are being sent from AlayaCare to HHAeXchange.

_root_ - None - VisitEditReasonCode is required if VisitStartTime and EVVStartTime doesn't match
_root_ - None - VisitEditActionTaken is required if VisitEndTime and EVVEndTime doesn't match
_root_ - None - VisitEditReasonCode is required if VisitEndTime and EVVEndTime doesn't match
_root_ - None - VisitEditActionTaken is required if VisitStartTime and EVVStartTime doesn't match

For any overnight visits to be sent to HHAeXchange for billing purposes, you will need to split these visits manually on AlayaCare schedule. For example, for an overnight shift from 11:00 PM to 05:00 AM, you will need to schedule the first visit in AlayaCare from 11:00 PM to 11:59 PM and the second one will need to be scheduled from 12:00 AM to 05:00 AM.

The alternative option is to enable the Billable Items Management feature, and this will automatically split the visits into two to avoid having to manually split the visits on the schedule. If using Billable Items Management, you are able to schedule a single visit within AlayaCare from 11:00 PM to 05:00 AM.

To enable this feature, please reach out to your AlayaCare account manager.

Notes:

• You can troubleshoot the issues explored in this article in your staging environment.
• If the issue is not resolved after going through the steps in this article, please search through other related Zendesk articles or have your super user submit a Zendesk ticket.
• For a full list of FAQs related to Electronic Visit Verification (EVV), check out this section in Zendesk.