HHAeXchange Home Care Scheduling Services
HHAeXchange-trained schedulers managing Medicaid scheduling, EVV compliance, and payer integration. Live in 2 weeks. 800+ providers trust Staffingly to run scheduling inside their primary platform. Same HHAeXchange workflow your branch team already uses, run by certified Staffingly scheduling specialists.
0:55
0:48HHAeXchange runs your Medicaid panel. The workflow eats your team.
Three HHAeXchange-specific pressures slow Medicaid-heavy home care agencies in NY, NJ, IL, and MA. HHAeXchange is the EVV vendor for several states and a leading homecare management platform supporting more than 950,000 caregivers across the country (hhaexchange.com). That scale is great for payers and rough on coordinators who must answer to every payer rule.
HHAeXchange Medicaid workflow complexity
HHAeXchange handles intake, authorization, scheduling, EVV, and Medicaid billing for hundreds of MCOs (hhaexchange.com). Each payer brings its own service codes, authorization rules, and prior-approval workflows. New schedulers in NY often need 4 weeks to handle a multi-payer panel cleanly.
Billing-side denials spill into scheduling
A scheduling error in HHAeXchange (wrong service code, missed authorization window, unverified visit) becomes a Medicaid claim denial 2 to 3 weeks later (CMS Medicaid HCBS guidance, cms.gov). The billing team then sends the visit back to scheduling for correction. Your team handles each visit twice.
EVV exception backlogs in HHAeXchange
Section 12006 of the 21st Century Cures Act mandates EVV for all Medicaid personal care services (medicaid.gov). HHAeXchange acts as the state EVV aggregator in IL, MA, NJ, and several others. Unresolved exceptions backlog inside HHAeXchange and trigger FMAP funding risk for the agency.
Tell us about your agency.
Send us your situation and our team will scope the right setup, usually within one business day. No obligation.
What is an HHAeXchange home care scheduling service ?
An HHAeXchange home care scheduling service is a remote scheduling team that lives inside HHAeXchange on your behalf, handling Medicaid scheduling, EVV compliance, payer integration, and the billing-side handoff. Not a generic VA. Not a call center. A trained HHAeXchange scheduling specialist who passes a Medicaid workflow assessment before placement and treats your caregivers and clients the way your in-office coordinator already does.
What your HHAeXchange scheduler actually handles, day to day
Native HHAeXchange workflows. The eight queues that drain in-office coordinator hours on a Medicaid-heavy panel, absorbed by a scheduler trained in HHAeXchange scheduling, EVV exception handling, and payer authorization rules.
Shift fill inside HHAeXchange
Pulls the open-shift queue from HHAeXchange, respects the payer authorization window, calls the right caregiver in the right zip code, books the visit, and confirms the assignment back to HHAeXchange.
Medicaid schedule build
Builds weekly schedules in HHAeXchange tied to each payer authorization. Reassigns visits when clients reschedule. Keeps the eight-hour rule, weekend cap, and overtime caps clean.
HHAeXchange EVV exceptions
Monitors EVV clock-ins inside HHAeXchange, applies the correct reason code on manual edits, documents missed visits, and keeps the state aggregator file clean.
Authorization tracking
Reads the active authorization on each Medicaid client. Flags visits about to exceed the auth. Pushes renewal alerts to your case manager.
Caregiver and client messaging
Two-way SMS confirmations, shift reminders, post-visit check-ins, and reschedule outreach. Documented inside HHAeXchange notes for audit pull.
Route planning across HHAeXchange visits
Geo-aware visit ordering so a caregiver does not drive 30 miles between two clients on the same block. Travel time captured in HHAeXchange.
HHAeXchange on-call coverage
After-hours coverage for emergency call-outs, hospital discharges, and weekend reschedules. Documented escalation rules, all updates logged in HHAeXchange.
HHAeXchange reports and KPIs
Daily fill rate, missed-visit count, EVV exception backlog, denial-risk visits, caregiver utilization. Pulled from HHAeXchange and delivered as owner-level summaries.
HHAeXchange-trained schedulers, not generic VAs
Most outsourcing companies offer call-center agents and call them "schedulers." We do not. Our HHAeXchange scheduling specialists pass a Medicaid workflow assessment on HHAeXchange before they touch a live shift in your tenant.
HHAeXchange-trained pre-placement
Every scheduler passes a Staffingly assessment on HHAeXchange Medicaid scheduling, payer authorization rules, EVV exception coding, and the billing-side handoff. No on-the-job learning on your dime.
Stacked compliance posture
HIPAA plus SOC 2 Type II plus ISO 27001 plus HITRUST. Plus alignment with Section 12006 of the 21st Century Cures Act for EVV documentation (medicaid.gov). Ask your current vendor for proof of all four. We will wait.
2-Week Free Trial in HHAeXchange
Industry offers no trial. We give you 14 days of live HHAeXchange scheduling at the same rate. Cancel before day 14, owe nothing. No annual contracts after.
Staffingly HHAeXchange scheduler vs DIY in-house vs generic VA vs onshore BPO
The real cost math for a single full-time HHAeXchange scheduler role at a mid-size Medicaid-heavy agency. HHAeXchange-specific training included in the Staffingly model only.
From "let's talk" to live in 1 to 2 weeks
Six steps. Each one is documented. Nothing is mysterious.
Strategy call (15 min)
Tell us which scheduling pain is loudest. Shift fill? EVV exceptions? On-call? We map it on a shared call. No prep needed from you.
BAA + platform access
Business associate agreement signed. Role-based access provisioned inside your HHAeXchange tenant. EVV submission scope and Medicaid payer access mapped per branch.
Workflow shadow (2 to 3 days)
Your scheduler shadows your branch coordinators in NY, NJ, IL, or MA inside the live HHAeXchange tenant. Call-out scripts captured. Tone matched. HHAeXchange reason-code and payer playbook locked.
Parallel pilot starts
Week 2 to 3. Your scheduler runs alongside your team. Daily 15-minute sync. You see every shift fill, every EVV note, every reschedule.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most agencies keep going.
Full handoff, cadence locked
Fill-rate and missed-visit KPIs in your inbox. Weekly review with your account lead. Monthly QA audit. Expansion paths discussed.
How your home care scheduler's day actually looks
A real shift, hour by hour. Times shown in your local time. We rotate coverage so your agency phones are never dark during business hours.
How Staffingly works, in practice
Inside the workA trained Staffingly specialist works inside your existing platform, with clear escalation back to your team.
One Flat Weekly Rate. No Surprises.
Dedicated senior care schedulers at a fixed weekly cost. Per scheduler FTE, per week. No contracts, no minimums, no hidden fees.
Want to compare against an in-house hire? Use the savings calculator.
Frequently asked questions
How fast can a Staffingly HHAeXchange scheduler start working in our tenant?
Onboarding inside HHAeXchange typically takes 5 to 7 business days from BAA execution to first live shift. State aggregator setup adds 3 to 5 business days for states where HHAeXchange is the contracted EVV aggregator.
Are your schedulers HHAeXchange-certified before placement?
Yes. Every HHAeXchange scheduler passes a Staffingly internal assessment on HHAeXchange Medicaid scheduling, payer authorization rules, EVV reason codes, and the billing-side handoff to Medicaid claims.
How is PHI handled across remote HHAeXchange schedulers?
Full HIPAA-aware workflow with signed BAA, role-based HHAeXchange access, and audit logging. PHI never leaves the controlled environment. Schedulers work from biometric-secured facilities.
Can we keep our in-office coordinator and still use a Staffingly HHAeXchange scheduler?
Yes. The Staffingly HHAeXchange scheduler absorbs repeatable queue work so your in-office coordinator focuses on caregiver relationships, audits, and field issues.
How do you handle HHAeXchange EVV exceptions and 21st Century Cures Act compliance?
Section 12006(a) of the 21st Century Cures Act mandates EVV for all Medicaid personal care and home health services. HHAeXchange is the contracted state EVV aggregator in NY, IL, MA, and others. Our schedulers are trained on the HHAeXchange EVV exception queue, manual edit reason codes, and aggregator passthrough.
What is included in the 2-Week Free Trial?
Two weeks of live HHAeXchange scheduling running in parallel with your branch coordinators. Full reporting on fill rate, missed visits, EVV exception resolution, and denial-risk visits pulled from HHAeXchange. No setup fee. No penalty if you cancel before day 14.
How does pricing work across multiple HHAeXchange schedulers and branches?
Per HHAeXchange scheduler FTE, per week. No setup fees. $399 Standard, $349 Volume (5 or more), $299 Enterprise (10 or more). Add or remove schedulers by the week.
Do your schedulers know the Medicaid payer rules in our state?
Yes. Our HHAeXchange team is trained on the largest MCOs across NY, NJ, IL, and MA including Fidelis, Healthfirst, Anthem BCBS, Aetna Better Health, Centene/WellCare, and Molina.
President and CEO, Staffingly, Inc. 25+ years in IT consulting and healthcare BPO operations. One of the earliest US operators to set up an RPO/BPO delivery network in India. Leads AI-driven home care workflows that help agencies, home health providers, and multi-branch operators cut admin cost without compromising care.
Security Your Compliance Officer Will Sign Off On
Staffingly is audited to SOC 2 Type II with zero exceptions and certified for ISO/IEC 27001:2022, HIPAA, and GDPR. In eight years we have never had a breach. Every workstation runs inside the Venn Blue Border secure enclave on US-based servers, screen captures and downloads are blocked by policy, and every engagement operates under a signed BAA, and Staffingly maintains $5M in professional liability (E&O) and cyber insurance as part of its enterprise risk-management program.