OBJECTIVE: This article provides instructions on how to review and accept a new Linked Contract Patient as well as information about all correspondence between an Agency and the authorizing Payer for any Linked Contract Patients in HHAeXchange.
New Linked Contract Patient cases are presented to Agencies from an authorizing Payor as Placements. An Agency is free to review the Patient’s case before ultimately deciding whether to accept or reject it. If an Agency accepts a case, all Patient information stored on the Payor’s Professional system transfers to the Agency’s Enterprise system. The following section covers the review and acceptance of new Linked Contract Patients as well as all correspondence between an Agency and the authorizing Payor for any Linked Contract Patients.
Table of Contents:
The Link Communication tab in the Home Module facilitates communication between an Agency and all Payers (Linked Contracts). This is where any data shared between the Professional and Enterprise systems is stored for review. In the Home page, Pending Placements, and Notes (described under the following image) are seen.
|New Patient cases are presented to Providers from an authorizing Payer as “Placements”. Agencies are free to review the Patient’s case before deciding whether to Accept or Deny it.
|All miscellaneous communications between an Agency and the Payer pertaining to Linked Contract Patient cases.
Use the Office(s) and Coordinator fields to sort information under the Home tab.
NOTE: PA users may not be able to filter by office and coordinator at this stage in the process since the payor will send the placement with an “uspecified office.”
The Pending Placements section contains new Linked Contract Patient cases sent to an Agency from Linked Payers (as illustrated in the following image). The table under the image describes the information seen per line item.
|Patient’s Admission ID
|The Office within the Agency where a Patient is assigned.
|Start / Stop Dates
|Specifies the case’s start and stop dates.
|Specifies the frequency of service to provide for the Patient.
|Indicates the service category such as Home Health or Non-Home Health.
|Indicates the type of service required by the Patient.
|Request Sent At
|The time the Payer sent the Placement.
|Indicates the Status of the case (whether it has been accepted or not).
|Cut Off Time
Indicates the date and time when the system will automatically remove the Pending Placement from the queue.
The value in the Request Sent At column is highlighted in red text when a Placement is nearing Cut Off Time; signifying immediate action is required.
|Indicates the Payer sending the Placement.
To accept or deny a Pending Placement:
1. Navigate to the Pending Placements queue and click on the Placement Admission ID.
2. The Patient Info page opens to display Patient information such as General, Demographics, Special Requests, and Authorizations. Review the details and scroll to the bottom to proceed.
NOTE: HHAX for PA will not show the patient’s Name and other information until after Placement has been accepted.
3. There are several Placement options to include: Accept, Request More Time (from the Payer to further review the case), Accept and Print, and Deny (to reject the Placement).
- If accepting the Placement, an Office and a Coordinator must be selected.
- If denying the case, select a rejection reason from the dropdown menu (to the left of the Deny button).
Once a Placement is Accepted or Denied, it is cleared from the Pending Placement section and a patient profile is automatically created.
The Notes section contains all open correspondence between an Agency and Payers. Notes may include information such as Caregiver observations, Patient requests, or any other information pertaining to the Patient’s case.
Source: West Monroe; HHAeXchange Enterprise Help Portal