Prior to posting to HHA via the HHA Data post, please ensure that production credentials have been received by the CareSmartz360 technical team and that the necessary configuration is complete in your CareSmartz360 system. Please refer to https://info.hhaexchange.com/getting-started-checklist-illinois-alternate-evv and complete steps 2 and 4 if credentials were never issued. There are some required data elements that need to be added to the system to avoid errors.
Client Profile
Medicaid ID field must be populated with one of the below numbers:
· IDOA – Client ID
· IL DRS – Case Number
· MCO Payers – Medicaid ID
A diagnosis code must be added to the Claim Codes Tab of the Billing Info & Settings Section
Caregiver Profile
Update the Caregiver type to Both and add the Caregiver license number to the State ID and License Number fields. If you do not have the License number, please add 999999999999 instead.
Additional required fields are:
· SSN
· Date of Birth
· Hire Date
Payer Profile – EVV Integration
Make sure that HHA Exchange is selected as the Aggregator. The Payer ID (EVV) field must include the Payer ID/Initials provided by HHA.
Navigate to the Billing and Rates Section and add the procedure codes associated with your service types.
Once all required data elements have been added/verified, proceed with creating invoices for your services. Then, navigate to Reports>EVV>HHA Exchange Data Post
You will first need to post your caregivers to HHA. Change the Entity from Visits to Caregivers.
Select the caregivers you wish to post and click Post to HHA.
Check the status of posted caregivers by changing the Data Posted filter to Posted
To post visits, use the filters at the top of the screen to select your desired date range. You can also choose to select specific payers, clients, caregivers or service types associated with the visits.
Prior to posting visits, best practice is to complete a sync. This will ensure that all diagnosis codes and modifiers are synced correctly to the schedules.
1. Select all visits
2. Click on the 3 dots in the top right corner and select Sync Diagnosis/Modifier. Please note that you can also use this workflow to add reason codes for manual edits to multiple visits at once.
Once a sync has been completed. You can proceed with posting your visits to HHA by clicking Post to HHA.
Change the Data Posted filter from Not Posted to Posted to review the status of each visit. Please note that visits will automatically go into a Pending Status until a response is received from HHA.
If visits are in a Pending Status for an extended period of time (over an hour), you can complete a Sync by selecting this option in the menu accessed by clicking on the 3 dots in the top right corner. Please select all affected visits first.
Visits that are posted successfully will have a blue check mark and visits that have errors will be marked by a red X. Click on the X to determine the reason for the error and resolve then post to HHA again. Reach out to the CareSmartz360 support team via Chat if you have any difficulty with resolving errors.