Minnesota HHAX
  • 19 Oct 2022
  • 10 Minutes to read
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Minnesota HHAX

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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. There are several steps to implementation: 

  • Contact HHAX
  • Prepare Generations
  • Generations interface for HHAX
  • Daily Operations
  • Log File
  • Errors
  • Billing

Be sure that your office receives EVV training. This is time to spend with a member of the Generations staff to discuss and configure EVV, as well as talk about daily operations and other features.

Contact HHAX

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.

Preparing Generations

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.

Company Settings

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

For each Service Code to be used by these clients, add procedure codes into Alternate Descriptions. 

  • For instance, T1005 is an example of a procedure code for Respite Agency/RESP/Respite Care. 
  • Some agencies create separate service codes just for HHAX clients and/or specific Payors. Refer to the HHAX user guide for the correct up-to-date codes.
  • Minnesota (Opens a PDF.)

Payors

Payor: Enter the Payor ID (This is supplied by HHAX) in the ID field within the Payors Master List found under the Clients tab. Refer to the HHAX user guides above for valid Payor IDs. Below is a list of the MCO Payer IDs.

Caregiver Personal Data

  • Social Security Number (SSN) is required. Note: 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).
  • Professional License Number is required: Enter this into the Caregiver NPI field in Generations.
  • EVV ID: Required
  • NPI:  Enter this into the Caregiver State License field in Generations.
  • Hire Date: Required.
  • Date of Birth: Required
  • Email: Required
  • Gender: Required
  • Phone Number: Optional
  • Home Address including State and Zip code: Required


Client Personal Data 

  • Client First Name and Last Name: Required
  • Client Phone Number: Required
  • Client Address: Required
  • Client EVV ID: Required
  • Client Diagnosis Code: Required
  • Medical Record Number: This is the Client's Medicaid ID (This is a REQUIRED field. This MUST be the Medicaid ID, not the MCO Client ID or any other number).
  • Assign Payor and Procedure Code. On the additional payors tab, select the payors appropriate for the client and assign procedure codes.  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
  • (Optional) Service Order to track authorization. 
  • However, service orders are required if you must submit claims in quarter hour units (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
  • HHAX Admission ID (Optional): Needed 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. 

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. 
  • 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.

Tasks (Duties)

Add require tasks to schedules with HHAX payors. Minnesota has a specific list of acceptable tasks (duties) to use per payor.

Refer to the HHAX user guide link above for the correct up-to-date list. Generations will load tasks as needed.

Generations Interface with HHAX

We help you set up the interface during training. Find the HHAX Interface under the Interfaces menu at the top of the Home Screen. This will only appear after you contact us and we turn the HHAX Interface on for your agency.

Go to the Settings tab. Complete these fields based on information provided by HHAX. To ensure the credentials are entered and work properly:

  • Enter Client ID provided by HHAX
  • Enter Client Secret provided by HHAX
  • Click Save

Go to the Main tab and establish

  • Begin Schedule Processing Date: This is initially set to today's date. You can change this to the date you wish to begin sending data to HHAX. Typically this is the day you were required to start using HHAX.
  • Indicate Payor(s):  Check off Payors that you will be billing through 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.
  • 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 if you need to manually resend specific time periods (and usually only when directed by Generations Support.)
  • Export Caregivers: This button pushes data to HHAX. Before going live, you must click this button once to get the initial data to HHAX. NOTE: Once you click this button and Go Live, information will send automatically to HHAX. Going forward you will only need to click this when instructed to do so by Generations Support
  • Confirmed Visit Add/Update: This button pushes data to HHAX. Before going live, you must click this button once to get the initial data to HHAX. NOTE: Once you click this button and Go Live, information will send automatically to HHAX. Going forward you will only need to click this when instructed to do so by Generations Support

Daily Operations

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

For every shift that is not automatically confirmed by EVV, you must add an exception plus a reason and resolution. From the Home Screen, click EVV at the top of the screen to find the Reasons and Resolutions Master Lists.

  • The Exception is the fact that the shift was not automatically confirmed by EVV. Exceptions are flagged for you by Generations.
  • Reasons answer the question, "Why is there no electronic login or logout?"
  • The resolution (actions) answers the question, "How did you resolve the reason?" For example, if the caregiver forgot the EVV ID, you maintain written documentation about speaking with the caregiver and client to verify that the caregiver was in fact working with the client.

To help identify exceptions, show the Exceptions Alert in EVV Schedules (click the column chooser and select Exceptions Alert.) Best practice when in EVV Schedules is to have the following columns displayed in the EVV Schedule view: 

  • Exception Alert
  • Schedule ID
  • Payor
  • Service

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.

Log

The Log File shows you any issues that need to be addressed. We strongly suggest you review this log daily. The person in the office responsible for downloading visits should add their ID to the error notification list so they can an email notification whenever an error occurs.

Errors

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: 

CodeResolution

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.

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.

101999.

Contact HHAX. This error happens because of a configuration update required by HHAX.

Billing

The Minnesota Billing Export is done when you wish. To generate a successful Billing, the following steps must be completed first:

  1. Schedule(s) must be confirmed with no EVV Exceptions.
  2. (Optional) Other Expenses must been added to the shift.
  3. Timesheets must be created.

For Quarter Hour Units (1 hr = 4 units)

If you need to submit claims in quarter hour units (1 hour = 4 units) you must use Service Orders.

  • The Client must have a Service Order established that specifies 4 units per hour.
  • The Service Order must be attached to the schedule
  • The Service Order must be attached to Timesheets.

Billing Export

The Billing Export is done when you wish. Steps to use Billing Export are:

  1. From the Home Screen, select Billing Export at the top of the screen.
  2. Enter your date range and specify payor.
  3. Select clients.
  4. Check box to "Update Timesheets as billed"
  5. Click HHAX
  6. Specify Units/Hour.
  7. Click OK.
  8. The Billing Visit Export uploads billing information to HHAX  and validates the information.
    • If there are errors, review the 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, 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

FieldGenerations Location/Comes From Definition

Agency ID

Company Settings > Company Information

Provided by HHAX

Patient ID

Client Medical Record Number

 

Schedule ID

Schedules

This number is automatically assigned to each schedule by Generations.

Schedule Start Time

Schedules

 

Schedule End Time

Schedules

 

Visit Start Time

Timesheets

 

Visit End Time

Timesheets

 

Invoice Number

Company Settings > Other Options.

Automatically assigned based on the invoice number.

Billing Service Code

Service Code Master List > Alternate Description.

Based on the Service Code associated with Schedules.

Payor ID

Payor Master List > Payor ID.

 


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