- 20 Feb 2024
- 17 Minutes to read
- Updated on 20 Feb 2024
- 17 Minutes to read
If you have not already done so, tell Generations Support that you are going to be using HHAX so we can assign a trainer to work with you.
Overview and Checklist Combined
Here is the overview and checklist combined into a PDF. Click the two arrows in the upper-right corner to print or download.
Contact HHAX and set your account up.
- If you already have an HHAX account, we still recommend contacting them to ensure they know that your account will be utilizing an interface from a third party; they may have some special instructions for your agency.
- Do not manually add employees to HHAX. If you have already done this, the employees must be manually deleted from HHAX prior to using the interface; if this is not done, your agency will get a duplicate social security number error on all files.
We strongly encourage you to review the HHAX specifications. While you don't need to understand the majority of the specifications, you may need to refer to them for Service Codes and Payors.
- Click here for HHAX specifications. Select EDI Process on the left of the screen, then scroll down to the Alabama Medicaid EVV Data Aggregator API Technical Specifications. The Payor and Procedure Codes are in Appendix B, Code Information.
There are several areas in Generations that must be prepared before transmitting data to HHAX including Company Settings, Service Code Master List, Client Personal Data, Caregiver Personal Data, Payors, Schedules, and more.
There are a couple of things to establish in Company Settings (Admin > Company Settings.)
Company Information Tab
- Add your Tax ID (TIN/EIN) is entered in the Tax ID field.
- The Tax ID should be entered with no dashes like the example below.
Other Options Tab
HHAX requires that overnight shifts be split at midnight. If you are not already doing so, place a checkmark to the left of "Split all shifts worked at midnight."
Service Code Master List
The recommended best practice is to create separate Service Code descriptions for state programs. For example, for state personal care services your service code description might be "Personal Care" or "Personal Care T1019."
- Add the correct HCPCS Procedure Code in the Procedure Code field of the Service Code (i.e., T1019). This field was formerly known as Alternate Description..
- We recommend Procedure codes be entered with capital letters. Lowercase letters can cause errors; for example, t1019 is not acceptable and T1019 is acceptable.
- You do not need to check the box for State EVV.
- Refer to the HHAX specifications for the correct up-to-date codes. Click here for HHAX specifications. Select EDI Process on the left of the screen, then scroll down to the Alabama Medicaid EVV Data Aggregator API Technical Specifications. The Payor and Procedure Codes are in Appendix B, Code Information.
Enter the Payor ID in the ID field within the Payors Master List found under the Clients tab.
- We've listed the Payor codes below.
- If you're not sure what to use, refer to the specifications for valid Payor IDs. Click here for HHAX specifications. Select EDI Process on the left of the screen, then scroll down to the Alabama Medicaid EVV Data Aggregator API Technical Specifications. The Payor and Procedure Codes are in Appendix B, Code Information.
Several fields are required for caregivers.
- SSN: Required. For SSNs with leading 0s, Generations does not send the SSN to HHAX with the leading 0s. You will want to confirm the SSN on file in Generations matches what is listed in HHAX's system. (You may need to remove the leading 0s in HHAX so the two systems match).
- Birth Date: Required.
- Hire Date: Required.
- Phone 1: Required. This should only be a phone number and cannot include special characters. For example, 654-854-1254 daughter is not acceptable; 654-854-1254 is acceptable.
- Gender: Required.
- Email: Required.
- EVV ID: Required.
- Address, City, State, Zip: Required. This should be the home address of the caregiver.
- First Name: Required. The name can only be a name and it cannot include special characters. For example, Suzanne "Susie" Smith is not acceptable.
- Middle Initial: Optional, but may be required.
- Last name: Required. The name can only be a name and it cannot include special characters. For example, Suzanne "Susie" Smith is not acceptable.
- Phone 1 and Phone 2: Phone 1 is required; enter Phone 2 if there is an additional phone number for the client. Client phone number can only be a phone number and cannot include special characters. For example, 654-854-1254 daughter is not acceptable; 654-854-1254 is acceptable.
- Diagnosis Code: Required. The diagnosis should look like this on the Client Personal Data page. If you do not know a code, click the information button to search. The best search results tend to come from searching by description and description search option of contain.
- Medical Record #: Required. This is the Client's Medicaid ID. This MUST be the Medicaid ID, not the MCO Client ID or any other number.
- EVV ID: Required for EVV.
- Address, City, State, and Zip: Required.
- HHAX Admission ID: Used if client is dual enrolled with a health plan and has multiple accounts in HHAX. To avoid rejections, add a Custom Fields titled "HHAX Admission ID" and in the description field list the client's AdmissionID without the alpha prefix. Example, if admissionID shows as EDY-12345678 in HHAX, enter in Generations as 12345678.
- Additional Payor: The payor must be added on the additional payors tab. Failing to do so can cause billing errors. Then click Assign to Payor, enter the procedure code, put a checkmark by the Payor and click assign. If desired you can also select or remove all
- Service Orders are not required, but are strongly recommended because they help you keep track of hours and dollars allowed and scheduled.
- However, service orders are required if you must submit claims in quarter hour unitswhere 1 hour = 4 units.
- The client must have a service order established that specifies 4 unit/hour.
- The service order must be attached to schedules, and
- The service order must be attached to Timesheets.
Schedules and Timesheets
Schedule as normal, and ensure that each shift has the correct Payor assigned.
- The Payor field should not be “Self.”
- Schedules and Timesheets must have the same times. Any difference between the Schedule time and the time on the Timesheets causes errors.
- Be sure to follow the best practice by adjusting times on the schedule, then creating Timesheets.
HHAX calls Tasks duties. Add required tasks to schedules with HHAX payors.
- Generations adds the tasks into your database; you must assign the correct tasks.
- Refer to the HHAX user guide links above for the correct up-to-date list.
Check Your Work
It is very important that your work is accurate because even the slightest discrepancy can cause issues with the interface. Here are several ways that you can use to double and triple check your work. This is optional, but can help find issues before you enter interface credentials into Generations.
- Service Code Master List: Be sure that all Service Codes for HHAX have a procedure code in the procedure code field.
- Payor Master List: Double check the payor setup.
- Client List: Use the Column Chooser. Select all fields you just updated like EVV ID, date of birth, phone number, Medical Record #, and Diagnosis Code.
- Caregiver List: Use the Column Chooser and show things like EVV ID, SSN, Gender, NPI, and more.
- Completed Schedules and Tasks Report: Check that schedules have appropriate tasks assigned. Go to Reports > Completed Schedules and Tasks Report. Filter to the correct Client Type, pick a date range, and be sure to choose "Schedules Without Tasks Assigned."
- Report Writer: To check that you have additional payors and service orders, go to Reports > Report Writer. Choose the report source of client, and then the options of "additional payor" and "service order." This helps confirm that all clients have the payor on the additional payor tab and that a service order is created.
- Report Writer: To verify that schedules have payors assigned, stay in Report Writer. Select the report source of schedules and pick a start date when you are going to start using the interface; the end date should be a couple of months out. You may need to play with that date range a little to be able to display all shifts. Once you have schedules displaying, use the Column Chooser to view service order, payor, and service; this will help you spot any schedules that do not have payors assigned.
- You may need to apply client type to narrow down the list.
- You can also export this to Excel for easier manipulation. Learn more about Report Writer.
Generations Interface with HHAX
The next step cannot be completed until setup is done and you 1) have an account with HHAX and 2) have the correct client ID and client secret. Click the Interfaces menu at the top of the Home Screen and select HHAX. There are three tabs: Main, Log, and Settings. Main and Settings are discussed here and Log is looked at in detail further below. Your Generations trainer works with you on these settings.
Complete these fields based on information provided by HHAX.
- Client ID: Required. Provided by HHAX
- Client Secret: Required. Provided by HHAX
- Save: Click to save.
- Begin Schedule Processing Date: This is the date that Generations starts interacting with HHAX and it is typically today's date. This date can be today, sometime in the future, or even sometime in the past. For example, if today is November 10 and you need to send visits from November 1 forward, you would set this date to November 1. Going forward, the interface looks back to November 1 to find any visits that need to send. Typically this is the day you are required to start using HHAX.
- Add checkmarks for each Payor associated with HHAX: Only schedules with these Payors are included in the HHAX Interface process; that is why it is crucial that each client and schedule associated with HHAX has one of the selected Payors assigned.
- Export Caregivers:This button pushes data to HHAX. Before going live, you must click this button once to get the initial data to HHAX. Once you click this button, information sends automatically to HHAX. Going forward you will only need to click this when instructed to do so by Generations Support or if you are troubleshooting specific things.
- Export Visit and Start / End Dates:
- We recommend you leave the start date to match Begin Schedule Processing Date.
- The end date should be today's date.
- Only change these dates as directed by Generations Support or if you need to manually resend specific time periods. Change the dates, click save, then click Export visits.
- Client: Select client as desired.
- Save: Click to save any changes.
- Close: Click to exit the screen.
- Keep watching the log and let us know when you start seeing things in that log file that indicate it's working -- watch for a "success" or even an "error."
- Finally, when the interface is working, log into HHAX and verify that you can see visits on client calendar's.
- Please let us know when you have visits successfully appearing in HHAX.
Every ten (10) minutes, Generations sends confirmed shifts with no exceptions. On a daily basis, we strongly recommend that you:
- Review EVV schedules. Resolve Exceptions and Confirm Schedules.
- Review the Log File in the HHAX Interface in Generations and correct errors.
- (Optional) You can manually export clients, caregivers, and visits as desired. Manual exporting is not normally required, but may be used if directed to do so by Generations support.
Schedules and Timesheets must have the same times. Be sure to follow the best practice by adjusting times on the schedule, then creating Timesheets. Any difference between the Schedule time and the time on the Timesheets causes errors.
- Confirmed schedules are sent as far back as Begin Schedule Processing date.
- HHAX usually takes at least 30 minutes or longer to process data.
- Once processed, the results are in the Log Tab.
Exceptions on EVV Schedules
For every shift that is not automatically confirmed by EVV, you must add an exception plus a reason and resolution. Essentially the exception is saying that there is something wrong with the electronic part of the shift; the reason clarifies what happened, and the resolution explains what you did to resolve the reason. Once all exceptions are acknowledged, the shift is ready to send.
- Generations adds the approved state Reasons and Resolutions for you.
- If you make any change to the schedule after it is signed or confirmed, you must explain the exception with a reason and resolution.
- For example, let's say that you notice on Monday there is a schedule from Friday with a missing logout exception. You add a manual logout which confirms the schedule and resolves the exception. The schedule can now be sent; it cannot be sent unless it is a completed visit with both a login and logout.
Recommended Columns for EVV Schedules
- Exception Alert
- Schedule ID
- Other columns at your discretion.
Canceled (Missed Visits) Shift Reasons and Resolutions
If a visit was sent to HHAX and is then cancelled, you must document the reason for the cancellation and how it was resolved.
- Each state has a specific list of acceptable reasons and resolutions.
- Refer to the HHAX user guide links above for the correct up-to-date codes.
- Generations adds these codes for you.
When A Shift Does Not Send or Does Not Appear In The Log
When a shift doesn't send or appear in the log, you want to review all aspects of that shift. Here are things we typically review: we'll often work our way right through the entire setup process until we find a solution.
- Is the shift in the log? If so, is there an error? If there is an error, look at the errors below to see if we have a resolution.
- Did the client send successfully? The caregiver? If not, check the setup.
- Is the visit confirmed?
- Are all exceptions acknowledged in EVV Schedules?
- Does shift have a payor? Is it the correct payor? Is the payor checked off on the Main tab of the interface?
- Does the shift have the correct service code? Is the service code set up correctly with a procedure code in the Procedure Code field in the Service Code Master List? Is the service code checked in the Main tab of the interface?
- Is there a service order on the shift? Is it the correct service order?
- Is the Begin Schedule Processing date set to the date that you started exporting visits?
- Do you have two provider IDs? In some states, if this is the case you must have a Service Order and the provider ID has to be on the Service Order.
Earlier we looked at the HHAX Interface Main and Settings pages. This is the other tab in the interface - the Log - which shows you any issues that need to be addressed.
- We strongly suggest you review this log daily.
Buttons and Filters
- Dates: This refers to the date visits were sent to HHAX. The date range defaults to today. Select a date range as desired and click filter to view a different range of days.
- Type: This refers to the type of data sent through the interface.
- Billed Visit: Select this to see shifts that have been billed.
- Confirmed visit: A visit that is confirmed in Generations.
- Deleted Schedule: A visit that is deleted in Generations.
- Missed visit: Cancelled shifts.
- Status: This is the condition of the items sent through the interface.
- Success: Select this to see all Successes.
- Error: Select this to see all Errors.
- Pending: Select this to see all pending items.
- Waiting for Process: Select this to see all items waiting for processing.
- Caregiver: Your caregivers.
- Client: Your clients.
- HHAX-Payor: The payors enabled on the Main tab.
- Record ID: The ID number associated with the Caregiver (EVV ID) or Schedule (Schedule ID automatically assigned by Generations.) The Schedule ID can be found in the EVV Schedules screen, by using the Audit Button on individual schedules, or via Report Writer.
- Schedule Date: Date of the schedule.
- Filter: Click to apply changes made.
- Export: Click to export the log results in an Excel file.
- Date: The date and time the item was sent to HHAX.
- Type: As above.
- Details: The visit details - date, time, caregiver, client.
- Status: As above.
- Record ID: As above.
- Payor ID: The ID number associated with the payor.
- Med Rec Num#: The number entered on the Client's Personal Data screen in the Med Rec Num# field.
- Service Procedure Code: The procedure code assigned to the service code on this item.
- Errors: Any errors returned by HHAX.
- File Name: Click to review the raw data sent to HHAX in Excel.
Error codes do not come from HHAX; instead, they come from the MCO or Payor. As a result, you might see two of the same codes from two different payors referring to two different things. You must work directly with the MCO or Payor to understand the codes; HHAX typically cannot help you with them. Some error codes we've seen:
101012 Member is not found based on qualifier value.
This typically means that the Medicaid ID sent on the visit for the member does not match to the Medicaid ID HHAX has received from the payer for that member.
101013 Member is not active.
Contact the MCO and determine why the member is not active.
101014 Multiple member records found based on qualifier value. Please provide unique identifier.
This can happen if there are multiple profiles for a client in HHAX. One may be marked "active" and the other "inactive;" however, there may not be a discharge date attached to that inactive one. Open a ticket with HHAX who can discharge the inactive client.
|101017 Caregiver is not found based on qualifier value.
|This error typically indicates that the visit was sent to HHAX before the Caregiver's information has arrived at HHAX. The Caregiver must always be in HHAX before visits are sent. Check the Caregiver to ensure that the SSN is correct, then manually send Caregivers to HHAX. Wait until the Caregiver is in HHAX and then resend the visit(s;) the visits may also resend on their own.
101021 Visit cannot be greater than 25 hours.
Change the length of the shift to be less than 25 hours.
101028 There is no active contract for this visit.
This typically means that the member is not eligible or does not have an active authorization for the visit sent. Contact the MCO to ask about the status of any authorizations for this member that would cover the visit date.
|101031 EVVMSID not found.
|Contact Generations support for assistance with this error.
101052 Once EVV clock in/out is completed then change in EVV clock in/out is not allowed in subsequent requests.
Delete the visit and resubmit.
|101078 Edit visit reason code is required.
|This can occur if a manual login/logout exists. Correct the visit reason code and resubmit. If the error persists, contact Generations support.
|101081 Edit visit action code is required.
|This can occur if a manual login/logout exists. Correct the visit reason code and resubmit. If the error persists, contact Generations support.
|101085 Another visit is using the same time in full or in part.
|Overlapping shifts are not allowed. Correct times so they do not share the same time frame.
|Contact HHAX. This error happens because of a configuration update required by HHAX.
|Until billing is successfully sent from Generations to HHAX, visits may have a status of hold due to caregiver compliance. This is a temporary hold and will clear when billing is sent and an invoice number is attached to the schedule.
Here is a step-by-step of the best practices for sending billing from Generations to HHAX. Billing is sent via the Billing Export.
Do not send billing to HHAX until you have verified 1) the visit is in HHAX and 2) there are no errors on the visit in the HHAX log in Generations.
- Update and confirm schedules. Add Other Expenses. Run an Unconfirmed Schedules Report.
- Resolve Exceptions in EVV Schedules.
- Manually send visits to HHAX as needed.
- Verify visits are in HHAX.
- Create Timesheets.
- Edit Timesheets and (Optional) add Other Expenses.
- Review the Billing Report by Client.
- If there are errors on the Billing Report by Client, correct the errors in Schedules and create Timesheets again.
- Use the Billing Export to send billing to HHAX.
- Handle billing errors.
The Billing Export is done when you wish. Do not send billing to HHAX until you have verified 1) the visit is in HHAX for at least 24-hours and 2) there are no errors on the visit in the HHAX log in Generations.
- From the Home Screen, select Billing Export at the top of the screen.
- Enter your date range and specify payor.
- Select clients.
- Check box to "Update Timesheets as billed."
- Click HHAX
- Specify Units/Hour. If you need to submit claims in quarter hours (1 hour = 4 units) you must use Service Orders, and those service orders must be attached to the schedule and the timesheet.
- Click OK. The Billing Visit Export uploads billing information to HHAX and validates the information.
- If there are errors, there is a missing data report in the Log tab.
- If the API is not accessible, a message appears that "Failed to connect to the HHAX server. Billing file was not created." Just try again at a later time.
- After the file is created, you can check the success or failure of the billing using the Log tab in the HHAX Interface. The log is updated once HHAX has processed the file, usually within an hour.
Billed Fields Sent
|Generations Location/Comes From
Company Settings > Company Information
Provided by HHAX
Client Medical Record Number
This number is automatically assigned to each schedule by Generations.
Schedule Start Time
Schedule End Time
Visit Start Time
Visit End Time
Company Settings > Other Options.
Automatically assigned based on the invoice number.
Billing Service Code
Service Code Master List > Procedure Code.
Based on the Service Code associated with Schedules.
Payor Master List > Payor ID.