What is HHAeXchange in Minnesota?

HHAeXchange is the electronic visit verification vendor the Minnesota Department of Human Services selected in May 2021 to provide a free state EVV system and to act as the state aggregator. As the aggregator, HHAeXchange collects every EVV visit for in-scope Medicaid personal care, home health, waiver, and FMS-billed services, whether the visit was captured in the HHAeXchange app or in a third-party system, and produces the compliance report DHS uses to enforce the 50 percent and 80 percent thresholds.

Do I have to use HHAeXchange if I already have an EVV system?

You must enroll with HHAeXchange, but you do not have to capture visits in it. Since January 1, 2026 DHS requires every in-scope provider to complete HHAeXchange enrollment regardless of system or payer. A provider that keeps a third-party EVV system integrates it with the HHAeXchange aggregator through the API, at the provider's cost, completes the Third Party EVV Attestation, and sends every visit, including noncompliant ones, at the time it is entered or edited.

How does third-party EVV integration with HHAeXchange work?

The provider completes the Minnesota Provider Enrollment Form, submits an API configuration support ticket, and its vendor builds to the HHAeXchange Minnesota business requirements and API technical specifications published on knowledge.hhaexchange.com. Caregivers are imported first, then visits are sent in batches of up to 100 records. HHAeXchange validates each record against the member, payer, service code, and authorization and returns an error code for anything it rejects. The provider is responsible for reviewing and resolving rejections.

What data does HHAeXchange collect from a Minnesota provider?

HHAeXchange holds three data sets. Caregiver records carry an external ID, name, date of birth, and type. Member placements and authorizations carry the Medicaid ID, payer ID, service code and modifiers, and authorization dates. Visit records carry the six Cures Act elements, the confirmation method (mobile GPS, telephony, or fixed device), clock-in and clock-out times, and, for any manual entry or edit, the edited flag, DHS reason code, action code, and a note. Missed visits carry their own reason and action codes.

How do I read the HHAeXchange monthly compliance report?

HHAeXchange emails the Monthly EVV Compliance Percentage Report to the provider portal's admin users around the 25th of each month for the previous month, and DHS receives the same report. The rate equals total EVV compliant visits divided by total confirmed visits for the period, across every NPI and UMPI tied to the agency. Manually entered, edited, and missed visits are in the denominator but not the numerator, which is why every visit must be submitted and why the rate cannot be improved by withholding bad visits.

Can HHAeXchange bill Minnesota Medicaid claims for me?

Optionally, yes. HHAeXchange added fee-for-service claim generation from compliant visits in September 2025 and extended billing to unit-based fee-for-service programs for state-system users in December 2025. Providers are not required to bill through HHAeXchange. A third-party provider that bills MHCP or an MCO directly should not send the billing fields in the API, because those fields trigger claim submission and would create duplicate billing.

HHAeXchange in Minnesota: enrollment, aggregator, third-party EVV

Short answer

HHAeXchange is the Minnesota Department of Human Services (DHS) state-selected electronic visit verification (EVV) vendor and the state data aggregator, chosen in May 2021. Since January 1, 2026 every provider of in-scope Medicaid personal care and home health services must complete HHAeXchange enrollment regardless of which EVV system or payer it uses. Providers either use the free state-provided HHAeXchange portal and caregiver app, or keep a third-party EVV system and send every visit to the HHAeXchange aggregator through its API at their own cost. HHAeXchange produces the monthly compliance report DHS uses to enforce the 50 percent and 80 percent thresholds, and it can optionally generate fee-for-service claims.

At a glance

Role: State-provided EVV system and state data aggregator for Minnesota DHS, contract awarded May 25, 2021
Enrollment: Mandatory for every in-scope provider since January 1, 2026, regardless of EVV system or payer
Cost: State-provided HHAeXchange system is free; third-party systems and their integration are at the provider's cost
Integration: API to the aggregator per the Minnesota business requirements and technical specifications; new and edited data sent at time of entry
Compliance report: Emailed monthly around the 25th; compliant visits divided by confirmed visits; DHS gets the same report
Thresholds it measures: 50% of visits billed after January 1, 2026; 80% after July 1, 2026
Billing: Optional claim generation since September 2025; unit-based FFS billing since December 2025

Key takeaways

HHAeXchange collects all Minnesota EVV visit data regardless of the system used, and DHS awarded it the state aggregator contract on May 25, 2021.
Enrollment has been mandatory since January 1, 2026; it starts with the Minnesota Provider Enrollment Form, and each office in the portal holds one NPI and one UMPI.
The state-provided system is free; a third-party system is at the provider's cost and must send new and edited visits to the aggregator at the time of entry, with a DHS reason code on every manual entry or edit.
Caregivers must be imported before visits; the API accepts up to 100 visit records per request and rejects any that fail validation, and the provider must resolve rejections.
The monthly compliance report is emailed to portal admin users around the 25th and is calculated as compliant visits divided by confirmed visits; DHS receives the same report.
Eight MCOs receive EVV data through HHAeXchange, and payer changes such as the Medica One transition on October 1, 2026 require providers to update placements and specifications.

HHAeXchange in Minnesota plays two roles. It is the free electronic visit verification (EVV) system the Minnesota Department of Human Services (DHS) offers every provider, and it is the state data aggregator that collects every EVV visit in Minnesota regardless of which system captured it. DHS awarded HHAeXchange the aggregator contract on May 25, 2021, and since January 1, 2026 every in-scope provider must complete HHAeXchange enrollment whether or not it uses the HHAeXchange app.

That second role is what makes HHAeXchange unavoidable: the monthly compliance report DHS uses to enforce the 50 percent and 80 percent thresholds is produced by HHAeXchange from the data it holds, so an unintegrated third-party system scores zero on the report DHS reads. The Minnesota EVV requirements guide covers the thresholds and enforcement; this guide covers the vendor.

Everything below applies as of September 2026.

What HHAeXchange does in Minnesota

Function	What it means for a provider
State-provided EVV system	A provider portal and caregiver mobile app, with telephony (IVR) as a fallback, at no cost to the provider
State aggregator	Collects all visit data "regardless of the EVV System being used" and validates it against members, payers, and service codes
Compliance reporting	Emails the Monthly EVV Compliance Percentage Report to portal admin users; DHS receives the same report
Payer connectivity	Holds linked contracts for DHS fee-for-service programs and eight managed care organizations (MCOs)
Optional billing	Can generate fee-for-service claims from compliant visits; not required

In-scope services, per the information hub, include PCA and CFSS personal care (T1019), home health aide, skilled nursing, therapies, waiver services such as respite and individualized home supports, and FMS-billed CDCS and Consumer Support Grant services. Adult day services are attendance-based and out of scope.

Enrollment: mandatory since January 1, 2026

DHS's EVV compliance requirements state that, effective January 1, 2026, providers must complete HHAeXchange enrollment regardless of system or payer and must submit complete data for all visits, including noncompliant ones. Enrollment is the same for both paths:

Complete the Minnesota Provider Enrollment Form on the HHAeXchange Minnesota information hub. Submitting it identifies you as a Minnesota DHS provider and creates your provider portal.
Review Agency Setup and Office Setup in the portal. Each office holds one NPI and one UMPI; a provider that bills under several identifiers needs an office for each, because the compliance rate is measured across all of them.
Set up user accounts with the right access levels, and confirm the admin user email is a monitored mailbox, since that is where the compliance report goes.
Register for an MN-ITS mailbox. EVV announcements are sent there, and DHS corrective action notices land in its PRVLTR folder.

State-provided system or third-party aggregator path

	State-provided HHAeXchange system	Third-party EVV system
Cost	No cost to the provider	All vendor and integration costs are the provider's responsibility
Capture	HHAeXchange mobile app (GPS), telephony, or fixed device	Vendor's app, telephony, or fixed device
Path to the aggregator	Visits are already in HHAeXchange	API integration built to the Minnesota business requirements and technical specifications
Editing visits	In the HHAeXchange portal, with reason codes	In the vendor's system; visits sent to HHAeXchange cannot be modified there
Scheduling, authorizations, claims	Available in the HHAeXchange platform; billing optional	In the vendor's system; HHAeXchange billing fields optional
Attestation	Not required	HHAeXchange Third Party EVV Attestation - MN, with provider name, FEIN, and vendor contact

The choice usually comes down to whether the agency wants scheduling, documentation, and claims in one system alongside EVV. The PCA and CFSS agency software guide lists what to check in a vendor's HHAeXchange integration before signing.

Third-party integration: the EDI and API process

For a third-party system, HHAeXchange's information hub lists five steps: complete the enrollment form, submit an API configuration support ticket (select "3rd party integration support request"), review the Business Requirements for Third Party EVV Data Aggregation, review the HHAeXchange EVV API Technical Specifications for Minnesota, then test and implement.

The business requirements set the rules the vendor must meet:

Real time. "New and edited data must be provided to the HHAeXchange aggregator at the time of entry into the third party EVV system."
Reason codes. The system must gather a reason code for every manual entry or edit from the list DHS provides; the EVV reason codes guide lists them.
No manipulation. Data is not manipulated after generation, and visits sent to HHAeXchange cannot be modified there.
Retention. Records are kept for seven years from the date of receipt of payment.

The technical specifications add the mechanics. Caregivers are imported first, keyed by an external ID. Visits are then sent in requests of up to 100 records, each identified by the member's Medicaid ID, the payer ID assigned at implementation, the procedure code and up to four modifiers, and the caregiver. Records that fail validation are rejected with an error code and message, and the provider resubmits corrected records.

Compliance note: a rejected visit is a missed visit on the compliance report until it is fixed. HHAeXchange's checklist puts the responsibility on the provider, "with help from your Third-Party System and HHAeXchange," to continuously review and resolve import rejections. Assign an owner and check the rejection queue daily, not at month end.

What data flows to the aggregator

Data set	Fields that matter	Notes
Caregivers	External ID, name, date of birth, gender, type (skilled, non-skilled, both), license information	Must exist before any visit for that caregiver
Members and authorizations	Medicaid ID, optional admission ID, payer ID, service code and modifiers, authorization or eligibility dates	Placements and authorizations come from the payer side; a visit outside the dates is rejected
Visits	Scheduled and actual start and end times in UTC, confirmation method (telephony, mobile, FOB), GPS latitude and longitude for mobile, service code, caregiver, member	The six Cures Act elements plus how they were captured
Edits and manual entries	Edited flag, reason code, action code, note up to 256 characters	Required whenever times, member, or service are changed after capture
Missed visits	Missed flag, missed visit reason code, action code	Action codes state the service cannot be billed
Billing (optional)	Invoice number, billed amount, units, rate, diagnosis codes	Sending these triggers a claim; omit if billing the payer directly

Live-in caregivers are exempt only from real-time collection; the system must still record the service type and hours for each shift.

The monthly compliance report

HHAeXchange emails the Monthly EVV Compliance Percentage Report to the provider portal's admin users around the 25th of each month, covering the previous month, and DHS receives the same report. The formula on the information hub is "total EVV Compliant Visits ÷ total Confirmed Visits in a specific time period." Every confirmed visit is in the denominator, so manual entries, edits, and missed visits reduce the rate whether or not they were billable.

Against that rate DHS applies the thresholds: 50 percent for visits billed after January 1, 2026 and 80 percent for visits billed after July 1, 2026, with corrective action notices to the MN-ITS PRVLTR folder for providers below them. The EVV compliance checklist explains how to reconcile your own numbers to the report and what to do when a notice arrives.

Optional billing through HHAeXchange

Providers are not required to submit claims through HHAeXchange. Claim generation from compliant fee-for-service visits became available in September 2025, and billing for unit-based fee-for-service programs opened to state-system users in December 2025. For third-party providers the specification is explicit: the billing fields are what trigger claim submission, and "to avoid duplicate billing, this field should not be sent if the provider is billing the payer directly." Decide which system bills before go-live and configure the other not to send.

How MCOs receive data

HHAeXchange holds linked contracts for DHS fee-for-service programs (CFSS, home health, and waiver services) and for eight MCOs: Blue Cross, HealthPartners, Hennepin Health, Itasca Medical Care, Medica, PrimeWest Health, South Country Health Alliance, and UCare. Each payer has a payer ID assigned at implementation, and a visit is validated against the member's placement under that payer.

Payer changes flow through the same structure. The information hub describes the Medica One Health Plan transition: legacy UCare Medicaid members move to Medica One on October 1, 2026, providers discharge UCare placements by September 30, 2026, and third-party vendors must implement the specification changes before that date. DHS's compliance requirements apply to MCOs and FMS providers too, so a visit billed to an MCO counts on the same report.

Common integration problems

The HHAeXchange common import rejections page lists the errors that account for most failed visits:

Rejection	Cause	Fix
Caregiver not found based on qualifier value	Caregiver record was not loaded, or was loaded after the visit	Send the caregiver file first and confirm the record is active in the portal
Member not found based on qualifier value	Medicaid ID does not match a member under that payer and office	Verify the ID, the payer ID, and that the office NPI or UMPI matches
Multiple member records found	Duplicate member profiles with the same Medicaid ID	Include the HHAeXchange admission ID in the visit record
Procedure code not found	Code or modifier does not match the state-approved list or format	Map service codes to the API specification exactly
No active contract for this visit	No valid authorization or placement for the visit date	Contact the payer to add or renew the authorization; do not edit the visit
Visit date not in range of eligibility	Visit falls outside the start of care or discharge dates	Update the placement dates or confirm eligibility with the payer

Three patterns cause most of these: member matching, service code mapping, and missing authorizations. All three are fixed on the setup side, never by editing a verified visit.

Setup checklist

Enrollment form submitted; one office per NPI and UMPI; admin email monitored; MN-ITS mailbox registered.
For third-party: API ticket opened, attestation filed, vendor sends new and edited data at time of entry.
Caregiver import complete before the first visit; payer IDs, service codes, and modifiers mapped and tested.
Rejection queue owner assigned; daily review.
Billing system decided; billing fields suppressed in the other system.
First monthly report reconciled to your own visit count.

How Trustora helps

Trustora's caregiver app on iOS and Android captures GPS clock-in and clock-out and the client's signature, works offline and syncs when a signal returns, and sends every visit, compliant or not, to the HHAeXchange aggregator through the Minnesota API at the time of entry. Manual entries and edits require a DHS reason code and action code and route to a supervisor, and the compliance engine shows the month-to-date rate by worker, client, and identifier so the number on the 25th is not a surprise.

Because scheduling, authorizations, EVV, and claims are one record, Trustora validates members, payers, and service codes before the visit is sent, which removes most import rejections at the source. See the features page for the EVV, scheduling, and claims workflow.

Frequently asked questions

What is HHAeXchange in Minnesota?: HHAeXchange is the electronic visit verification vendor the Minnesota Department of Human Services selected in May 2021 to provide a free state EVV system and to act as the state aggregator. As the aggregator, HHAeXchange collects every EVV visit for in-scope Medicaid personal care, home health, waiver, and FMS-billed services, whether the visit was captured in the HHAeXchange app or in a third-party system, and produces the compliance report DHS uses to enforce the 50 percent and 80 percent thresholds.
Do I have to use HHAeXchange if I already have an EVV system?: You must enroll with HHAeXchange, but you do not have to capture visits in it. Since January 1, 2026 DHS requires every in-scope provider to complete HHAeXchange enrollment regardless of system or payer. A provider that keeps a third-party EVV system integrates it with the HHAeXchange aggregator through the API, at the provider's cost, completes the Third Party EVV Attestation, and sends every visit, including noncompliant ones, at the time it is entered or edited.
How does third-party EVV integration with HHAeXchange work?: The provider completes the Minnesota Provider Enrollment Form, submits an API configuration support ticket, and its vendor builds to the HHAeXchange Minnesota business requirements and API technical specifications published on knowledge.hhaexchange.com. Caregivers are imported first, then visits are sent in batches of up to 100 records. HHAeXchange validates each record against the member, payer, service code, and authorization and returns an error code for anything it rejects. The provider is responsible for reviewing and resolving rejections.
What data does HHAeXchange collect from a Minnesota provider?: HHAeXchange holds three data sets. Caregiver records carry an external ID, name, date of birth, and type. Member placements and authorizations carry the Medicaid ID, payer ID, service code and modifiers, and authorization dates. Visit records carry the six Cures Act elements, the confirmation method (mobile GPS, telephony, or fixed device), clock-in and clock-out times, and, for any manual entry or edit, the edited flag, DHS reason code, action code, and a note. Missed visits carry their own reason and action codes.
How do I read the HHAeXchange monthly compliance report?: HHAeXchange emails the Monthly EVV Compliance Percentage Report to the provider portal's admin users around the 25th of each month for the previous month, and DHS receives the same report. The rate equals total EVV compliant visits divided by total confirmed visits for the period, across every NPI and UMPI tied to the agency. Manually entered, edited, and missed visits are in the denominator but not the numerator, which is why every visit must be submitted and why the rate cannot be improved by withholding bad visits.
Can HHAeXchange bill Minnesota Medicaid claims for me?: Optionally, yes. HHAeXchange added fee-for-service claim generation from compliant visits in September 2025 and extended billing to unit-based fee-for-service programs for state-system users in December 2025. Providers are not required to bill through HHAeXchange. A third-party provider that bills MHCP or an MCO directly should not send the billing fields in the API, because those fields trigger claim submission and would create duplicate billing.

Sources and further reading

Cite this article

Trustora Editorial Team. (2026, September 6). HHAeXchange in Minnesota: enrollment, aggregator, third-party EVV. Trustora. https://trustora.com/blog/hhaexchange-minnesota-provider-guide

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This article is general information for Minnesota agencies, not legal, clinical, or billing advice. Minnesota DHS policy changes often. Confirm current requirements in the MHCP Provider Manual, the Minnesota Statutes, and DHS provider notices before acting on anything here.