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EVV HHAeXchange Updates: Onboarding, System User Training & Alternative Device Policy
Date: September 1, 2023
Attention: STAR Kids Providers/Consumer Directed Services employers, and FMSA Providers
Call to action: Texas Children’s Health Plan (TCHP) would like to remind providers that Texas Health and Human Services Commission (HHSC) has selected HHAeXchange as the state EVV vendor.
Onboarding
The HHAeXchange Provider Onboarding Form is used to create and configure the HHAeXchange Portal. The person who submits the form will be the provider’s point of contact and will receive all communication from HHAeXchange.
- Personal care services program providers and Financial Management Services Agencies (FMSAs) who currently use EVV vendor systems (DataLogic/Vesta or First Data/AuthentiCare) or have recently enrolled to provide personal care services and are not in the proprietary system onboarding process must onboard with HHAeXchange by October 1, 2023.
- Program providers and FMSAs who will be new to EVV must onboard with HHAeXchange no later than October 31, 2023. However, it's recommended to complete the form as soon as possible to be able to practice using EVV before the January 1, 2024, implementation.
System User Training Sessions
HHAeXchange is hosting System User Training sessions for program providers, financial management services agencies (FMSAs), Consumer Directed Services (CDS) employers and CDS employees who do any of the following:
Program Providers and FMSAs
- Perform EVV system operations.
- Complete visit maintenance in the EVV vendor system.
- Conduct visit or claim searches.
- Generate reports.
- Submit Medicaid claims (billing) for an EVV-required service.
CDS Employers and CDS Employees
- Complete visit maintenance in the EVV vendor system.
- Clock in or out of the EVV system.
Attendees will have the opportunity to submit questions throughout the training.
How to Register for System User Training?
CDS Employers and CDS Employees
In-Person Sessions –The System User Training Sessions will be held in-person and through Zoom webinars for CDS employers. CDS employees are also encouraged to attend the webinars to see the methods demonstrated.
Register for in-person sessions:
- Austin – Wednesday, Sept. 6
- Dallas – Thursday, Sept. 7
- McAllen – Tuesday, Sept. 12
- Houston – Thursday, Sept. 14
Webinar Sessions – The webinar sessions are being held through Sept. 29 and are available in English and Spanish. Please click on the links below to register for a session.
Register for webinar sessions in English.
Register for webinar sessions in Spanish.
Program Providers and FMSAs
The System User Training Sessions will be held through Zoom webinars and attendees must register for both a Day 1 session and Day 2 session.
- Day 1 sessions will cover Member Management, Visit Management and EVV.
- Day 2 sessions will cover Billing and Administration.
Register for System User Training Webinar.
EVV Alternative Device Policy
An update to the new EVV Alternative Device Policy was published on Aug. 18.
HHSC is allowing program providers and financial management services agencies (FMSAs) who will use the new State EVV vendor, HHAeXchange, to purchase additional alternative devices for qualifying members.
A qualified member using the agency option, or the service responsibility option (SRO), is a person who meets the following conditions:
- Does not have a landline or does not allow the service provider to use their landline.
- Their service provider does not have a smartphone or tablet.
A qualified member using the Consumer Directed Services (CDS) option is a person who meets the following conditions:
- Does not have a landline or does not allow the service provider to use their landline.
- Their service provider does not have a smartphone or tablet.
- Does not allow the CDS employee to use their smart phone or tablet.
The cost of each alternative device is $12 (includes shipping) plus applicable sales tax. Please contact HHSC EVV Operations with any questions.
You can find details regarding HHAeXchange on the HHAeXchange Texas website.
Next steps for providers: Providers should share this communication with their staff.
If you have any questions, please email Provider Relations at: providerrelations@texaschildrens.org.For access to all provider alerts,log into:
www.thecheckup.org or www.texaschildrenshealthplan.org/for-providers.