HHAeXchange

HHAeXchange is software for coordinating Medicaid homecare operations, from caregiver visits to agency administration. It is best suited to providers and public programs that need EVV and scheduling tied to billing and payroll; teams seeking a general-purpose workforce platform should look elsewhere.

Overview

The platform connects providers, caregivers, payers, and state agencies around home and community-based services. Its focus gives personal care providers, self-direction administrators, managed care organizations, and state Medicaid agencies a more relevant operational fit than a broad, industry-neutral scheduling tool.

HHAeXchange links field activity to back-office work: schedules reflect authorizations, plans of care, and patient needs, while visit verification captures clock-in and clock-out. Billing and payroll capabilities can reduce manual handling of timesheets, visit validation, and claims. That connected scope is useful when an organization wants these workflows in one system, but the Enterprise price depends on agency needs and requires a quote.

Key features

Visit verification and scheduling

EVV records caregiver clock-in and clock-out, and scheduling is built around authorized services, care plans, and patient needs. Together, they address the practical link between arranging care and recording that it occurred. Availability management and care documentation further suit organizations coordinating recurring homecare work.

Caregiver app and connectivity

HHAeXchange+ supports EVV, scheduling, and communication in more than 20 languages. Its offline capability lets caregivers continue using the app with limited or no connectivity, syncing data once a connection returns—a meaningful safeguard for visits in areas with unreliable service. The app requires an agency to use either the State-Sponsored Portal or Enterprise, and some advanced functions are Enterprise-only, so the free portal does not guarantee access to every app capability.

Back-office tools and integrations

Billing and payroll tools are intended to cut manual work around timesheets, visit checks, and claims. EDI and API connections support EVV, payroll, and other systems, while Partner Connect includes integrations for areas such as payroll, patient intake, quick pay, CRM, e-learning, and health screening. This integration range may help agencies connect related services, though the right fit depends on the systems they need to link.

Security and onboarding

HHAeXchange says it holds HITRUST CSF, SOC 1, and SOC 2 certifications, with HITRUST coverage that includes standards such as HIPAA, NIST, and ISO. It also provides tailored implementation training, live sessions, recorded modules, guides, and ongoing support. Those provisions matter for organizations handling sensitive care operations and training distributed teams.

Pricing

HHAeXchange uses a freemium model, with a no-fee portal and custom pricing for Enterprise. The free access is useful for providers who need the State-Sponsored Provider Portal, but it should not be mistaken for a free version of every app feature.

Enterprise is the relevant option for agencies needing broader operational functionality, but the lack of a standard price means buyers must request a quote based on their organization. Some advanced HHAeXchange+ app functions also require Enterprise. No trial or seat-based terms are established.

Platforms

HHAeXchange supports web, Android, iOS, and API access. The mobile app is designed for caregivers, while web and API availability support broader operational and integration needs.

Who it's for

Personal care providers and self-direction program administrators are natural candidates when they need Medicaid-oriented EVV and scheduling connected to administrative tasks. Managed care organizations and state Medicaid agencies are also among the audiences served. Organizations that need the caregiver app should confirm whether portal access meets their needs or whether Enterprise-only app functions are necessary.

Pros and cons

• Connected Medicaid workflows: EVV, authorization-based scheduling, billing, and payroll cover linked field and administrative tasks.
• Useful app resilience: Offline use with later syncing helps caregivers continue work through connectivity gaps, and support for 20+ languages serves multilingual teams.
• Integration options: EDI, API, and Partner Connect can bridge the platform to systems spanning payroll, intake, and other operational areas.
• Enterprise costs are quote-based: Agencies cannot compare a standard Enterprise rate without accounting for their size, service lines, and requirements.
• App access has prerequisites: HHAeXchange+ requires portal or Enterprise use, and some advanced capabilities are reserved for Enterprise.

Alternatives

For a broader set of options, browse Home Care Scheduling Software. Consider Alora Home Care if you want a paid homecare product available across Android, iOS, macOS, web, and Windows, with pricing quoted according to agency users or patient count. CareVoyant is another paid option across Android, iOS, and web, with pricing handled through a demo request. Choose eCaring if personalized paid pricing for a range from startup to enterprise is a better match.

Generations Homecare System may suit buyers comparing paid EVV, which starts at $25 a month but requires an existing account and adds visit verification fees. Rosemark System offers a $49 a month month-to-month Starter plan for small, private-pay agencies, with no long-term contract and Medicaid integrations excluded. ANKOTA serves home care, EVV, I/DD, adult day, and self-direction programs, with agency pricing by contact. Birdie is a paid option with a free trial and SmartPlans from £2.75 a month per recording hour, with a monthly commitment. WellSky Personal Care is another paid alternative with pricing provided through a demo request.

Verdict

Choose HHAeXchange when Medicaid homecare operations need EVV, scheduling, and administrative workflows connected, especially if offline caregiver use and integration options matter. Its free portal lowers the entry cost, but Enterprise pricing is custom and app access has conditions. Organizations that need advanced app functions should budget for Enterprise; those seeking a broadly applicable workforce tool or a readily comparable standard price should consider another option.