Table of Contents
Syncing with HHAXechange is a simple process. Start by going to the File menu in the main Rosemark menu, the select HHAeXchange Sync Status.
The HHAX Sync window will appear, the columns breakdown the status of caregiver and shift data and displays what part of the process the data is in.
Sync Stages
- Up to date – Data that has already been synced with HHAX.
- To be Added – Data that is ready to go with no errors. Will be sent to HHAXwhen you next sync.
- In Process and To be Updated - Shifts currently being synced to HHAX.
- INVALID – These are the errors that must be fixed before the data can be synced.
- Rejected - These shifts have been sent to HHAX, but were rejected due to configuration issues - See ‘Rejections’ section below on how to address these issues.
Per state guidelines the HHAX syncs daily around 5am but can be manually synced at any time by clicking the Sync Now button.
At the bottom of the HHAX Sync window you will see any errors or rejections that are preventing a shift from syncing with the state. When resolving errors relating to your HHAX sync we suggest you fix caregiver issues first as one fix on their data can resolve multiple issues relating to shifts. For more information about errors that might occur you can review the sections below.
Sync Range & Backfills
Per state and HHAX guidelines the HHAX sync sends data in a range of dates. By default this range is the previous 31 days. If a visit outside of this date range needs to be sent or a change is made that needs to be updated in the HHAX portal you will need to reach out to the customer success team and request a backfill. The Customer Success team will then adjust the window to account for the needed date range and retransmit the data. For any questions or concerns about a backfill please reach out to the Customer Success team.
How to clear Rejections
- First, click on the Rejection listed in the HHAX Sync window, and click the ‘ View Shifts button’ to see which client/shifts are affected.
- Update/edit or add the missing or invalid fields, referencing the list above.
- Once updated, click the ‘ Clear Rejections’ button.
- If rejections are not corrected the Rejections error will reappear upon the next hourly sync with HHAX.
Manual EVV
The majority of errors you encounter will be related to missing clock in and clock outs. For more information about how to handle missing EVV please refer to the Manual EVV section below.
Manual EVV
A Manual EVV event may be needed on specific service types, most often those associated with Medicaid. The most common reason a manual EVV event is needed is due to a missing clock in or out but there are a wide variety of reasons it could be used.These EVV events are tracked by the relevant state Medicaid offices so should be used only when needed. Manual EVV is not currently available for private pay services.If you have questions about Manual EVV or state specific manual EVV questions please reach out to the Customer Success team.
To create a manual EVV event open the Shift window for the date that needs the Manual EVV event.
On the shift window click the EVV event (either the clock in or clock out) that needs a manual EVV event added. When there is no EVV event to link Rosemark will prompt if you would like to add a manual EVV event. Click Yes.
In the Manual EVV event window enter the time the caregiver clocked in or out, and then select a reason code. Reason codes are state specific so the reason codes you see may be different than the image below. When choosing a reason code choose the code that best reflects why a manual EVV event is being used.
The notes field is mostly optional but there are some state specific reasons codes that may require you to enter a comment. Selecting Other will often require you to enter a comment. Even when not requiered we recommend entering a comment as this is recommended by most state Medicaid offices. Manual EVV events require the Attestation check box is checked, this tells the state that you have supporting documentation that supports the caregiver was at the correct location at the time you entered for the manual EVV event.
Once completed you will see a linked EVV event in the Shift window. Reviewing the EVV event will show the source as a Manual EVV event.
