HHAeXchange

HHAeXchange connects homecare providers, caregivers, payers, and state agencies through software developed for Medicaid home and community-based services. Its tools cover electronic visit verification, caregiver and patient scheduling, billing, and payroll. Scheduling can use authorizations, plans of care, and patient needs, while billing workflows address timesheets, visit validation, and claims. The HHAeXchange+ mobile app supports EVV, scheduling, and communication in more than 20 languages. Caregivers can use it with limited or no internet connectivity, with data syncing when connection returns. Connections to other systems include EDI and API support for EVV, payroll, and related workflows, as well as Partner Connect integrations for areas such as payroll, patient intake, quick pay, CRM, e-learning, and health screening. HHAeXchange says it holds HITRUST CSF, SOC 1, and SOC 2 security certifications. It provides implementation training, live sessions, recorded modules, guides, and ongoing support. The State-sponsored provider portal is free; Enterprise pricing varies by agency size, service lines, and needs. The mobile app requires an agency to use the State-Sponsored Portal or Enterprise Platform, and some advanced app functions are Enterprise-only.

HHAeXchange focuses on homecare operations, combining visit verification and scheduling with billing, payroll, and partner connections. Agencies should note that app access depends on their platform and that some app functions require Enterprise.

HHAeXchange is for personal care providers, self-direction program administrators, managed care organizations, and state Medicaid agencies. Its caregiver app and offline syncing may suit agencies coordinating visits where connectivity is limited.

HHAeXchange is a homecare operations platform built for Medicaid home and community-based services. It is best suited to providers and public programs coordinating visits, schedules, and administration. Its integrated workflows are a strong fit for that work, but agencies should check which portal their caregivers need and whether Enterprise-only app functions are essential.

Overview

HHAeXchange connects homecare providers, caregivers, payers, and state agencies in a platform that links field visits with administrative tasks. Its Medicaid focus makes it a more targeted choice than a general workforce system, particularly for organizations managing authorized home and community-based care.

The central benefit is continuity across operations: scheduling draws on authorizations, plans of care, and patient needs, while EVV records caregiver clock-in and clock-out. Billing and payroll tools address timesheet collection, visit validation, and claim checks. That scope can reduce manual work across related processes, though the breadth comes with a meaningful buying distinction between the free provider portal and the custom-priced Enterprise platform.

Key features

Visit, schedule, and back-office workflows

EVV and authorization-based scheduling suit agencies that need visit records and planned care connected. Billing and payroll extend the workflow into administrative processing, and care documentation is also supported. These capabilities make HHAeXchange more compelling for organizations coordinating several parts of homecare delivery than for teams that only need a basic schedule.

Caregiver app and connectivity

The HHAeXchange+ app supports EVV, scheduling, and communication in more than 20 languages. Caregivers can continue using it with limited or no internet connectivity; the data syncs once connectivity returns. That offline support is useful for field staff working in areas with unreliable service. Access is conditional, however: an agency must use the State-Sponsored Portal or Enterprise, and some advanced app functions require Enterprise.

Connections, security, and onboarding

EDI and API connections support EVV, payroll, and other systems, while Partner Connect includes integrations for payroll, patient intake, quick pay, CRM, e-learning, and health screening. This range can help agencies connect adjacent services, although the practical fit depends on the systems they use.

HHAeXchange says it holds HITRUST CSF, SOC 1, and SOC 2 certifications; it says its HITRUST certification covers standards including HIPAA, NIST, and ISO. The company also provides tailored implementation training, live sessions, recorded modules, guides, and ongoing support—useful provisions for teams adopting operational software across staff roles.

Pricing

HHAeXchange uses a freemium model, with a free provider portal and custom pricing for Enterprise. The State-sponsored provider portal costs free; providers pay no fee to access the portal. It is the sensible starting point for providers whose needs fit the portal, rather than a substitute for Enterprise where broader functionality is required.

HHAeXchange Enterprise has custom pricing that varies by agency size, service lines, and specific needs. Core functionality includes EVV, scheduling, compliance tools, and billing. Agencies needing those broader capabilities should request pricing against their own requirements; the free portal is not the right comparison if Enterprise-only app functions matter.

Platforms

HHAeXchange supports Android, iOS, web, and API access. The caregiver app is available in 20+ languages and supports offline use, subject to the portal and Enterprise requirements described above.

Who it's for

Personal care providers, self-direction program administrators, managed care organizations, and state Medicaid agencies are the clearest fits. Providers seeking connected visit verification, scheduling, billing, and payroll have the strongest reason to consider it. Organizations outside Medicaid home and community-based services, or agencies that need app functions reserved for Enterprise but cannot accommodate custom pricing, should compare alternatives before choosing.

Pros and cons

Pros

• Connected operational workflows: EVV, scheduling, billing, and payroll address linked field and administrative work in one platform.
• Field-friendly app support: More than 20 languages and offline syncing can help caregivers working across language and connectivity conditions.
• Free provider access: The State-sponsored provider portal has no provider access fee.
• Broad integration options: EDI, API, and Partner Connect cover several adjacent operational categories.

Cons

• Enterprise costs require a quote: Pricing varies by agency size, service lines, and needs, which makes budgeting less direct.
• App access depends on the platform: Agencies must use the State-Sponsored Portal or Enterprise, and advanced app functionality is Enterprise-only.
• Specialized audience: Its Medicaid home and community-based services focus makes it less suited to organizations seeking a general-purpose workforce tool.

Alternatives

For a broader shortlist, see Home Care Scheduling Software. Consider Alora Home Care instead if Android, iOS, macOS, web, and Windows coverage is important; its price depends on agency users or patient count and is available by written quote. CareVoyant is another paid option for Android, iOS, and web, with pricing available by contacting the company for a demo. Choose eCaring if you want personalized pricing after a meeting, with plans offered from startups through enterprise.

ANKOTA is a paid alternative for home care, EVV, I/DD, adult day, and self-direction programs. AxisCare is another paid option, with quote-based plans for small, medium, and enterprise agencies. Birdie offers a paid SmartPlans subscription from £2.75 per recording hour, with a monthly commitment and unused hours rolling forward. CareFree is a paid alternative. TimeGrid offers a founding agency rate of $6 per active caregiver per month, locked for 12 months from go-live and available by application only.

Verdict

Choose HHAeXchange if your organization runs Medicaid home and community-based services and wants EVV, authorization-based scheduling, and administrative workflows connected. The free provider portal is a low-cost entry point, while the platform’s broader operational coverage is its main reason to choose it. Look elsewhere if you need a general workforce system, need advanced app functions without Enterprise, or require straightforward published pricing.