HHAeXchange

HHAeXchange is a care-management platform for Medicaid home and community-based services, bringing agency and payer workflows together. Its strongest case is for organizations that need visit verification connected to scheduling and back-office administration. Teams outside that care setting should look for software built around their own workflows.

Overview

HHAeXchange links homecare providers, caregivers, payers, and state agencies in a system focused on Medicaid services. Its combination of EVV, scheduling, care documentation, billing, and payroll addresses a connected set of operational needs rather than one isolated task.

The practical advantage is continuity from a scheduled, authorized service to a recorded visit and related administrative work. That breadth may help reduce manual handling of timesheets, visit validation, and claims. It also makes the fit more specific: organizations that do not coordinate home and community-based care are unlikely to benefit from its specialization.

Key features

Visit verification and scheduling

EVV tools simplify caregiver clock-in and clock-out, while scheduling uses authorizations, plans of care, and patient needs to automate caregiver and patient schedules. Keeping these workflows connected is useful for agencies that need visit records to reflect authorized care. The feature set includes availability management and care documentation, though the published capabilities do not establish how those tools handle every agency’s particular processes.

Billing, payroll, and integrations

Billing and payroll capabilities aim to reduce manual work such as collecting timesheets, validating visits, and checking claims. EDI and API connections support links with EVV, payroll, and other systems; Partner Connect adds integrations in areas including payroll, patient intake, quick pay, CRM, e-learning, and health screening. This breadth can suit organizations working across several systems, but teams should confirm that the connections they need are supported.

Caregiver app and support

The HHAeXchange+ app supports EVV, scheduling, and communication in more than 20 languages. Caregivers can use it with limited or no internet connectivity, with data syncing once connectivity returns—a useful provision for work outside reliable coverage. The app requires an agency to use either the State-Sponsored Portal or Enterprise Platform, and some advanced functionality is Enterprise-only.

The company says it holds HITRUST CSF and SOC 1 and SOC 2 certifications, and provides tailored implementation training, live sessions, recorded modules, guides, and ongoing support. These offerings may help organizations with implementation and staff onboarding; buyers should match the available support to their rollout needs.

Pricing

The State-sponsored provider portal costs nothing, with no fee for providers to access the portal. It is the clear starting point for providers who can work within the state-sponsored option. The HHAeXchange Enterprise plan uses custom pricing based on agency size, service lines, and specific needs. Its core functionality includes EVV, scheduling, compliance tools, and billing, making it the relevant option for organizations whose requirements call for the Enterprise Platform. Some advanced app functionality also requires Enterprise, so the portal’s no-fee access does not mean every app capability is included.

No trial terms or seat and usage caps are given for either plan. Organizations should establish which platform they need and obtain Enterprise pricing before budgeting around it.

Platforms

HHAeXchange supports Android, iOS, web, and API. The caregiver app is available for mobile use, with offline operation and later data syncing when connectivity returns.

Who it's for

Personal care providers, self-direction program administrators, managed care organizations, and state Medicaid agencies are the intended audiences. It is most compelling for teams that need EVV, scheduling, and billing or payroll workflows aligned around Medicaid home and community-based care. A provider able to use the State-Sponsored Portal can start without a fee; an agency needing the Enterprise Platform should weigh its custom price and app feature requirements. It is a poor fit for organizations seeking a general-purpose scheduling or workforce system unrelated to this care model.

Pros and cons

• Pro: EVV, authorization-based scheduling, care documentation, billing, and payroll cover connected field and administrative workflows.
• Pro: The caregiver app supports more than 20 languages and offline use, helpful for multilingual teams and work in areas with limited connectivity.
• Pro: EDI, API, and Partner Connect integrations offer routes to connect payroll and other partner systems.
• Con: Enterprise pricing is custom, so agencies must request a quote to judge cost against their requirements.
• Con: The app depends on agency access to the State-Sponsored Portal or Enterprise Platform, and advanced app functions are limited to Enterprise.

Alternatives

For a broader comparison, browse Home Care Scheduling Software.

Consider Alora Home Care if its Android, iOS, macOS, web, and Windows platform coverage better fits your organization; 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 discussed after contacting the company for a demo. eCaring offers personalized pricing after a meeting, for organizations from startups through enterprise.

Generations Homecare System offers a paid EVV plan at $25 a month, but it requires an existing Generations account and additional visit verification fees apply. ANKOTA is a paid option covering home care, EVV, I/DD, adult day, and self-direction programs, with pricing by contact. AxisCare has quote-based options for medium agencies with 15–500 clients and enterprise agencies with 1,000+ clients.

Birdie may suit buyers considering recording-hour pricing: its SmartPlans subscription starts at £2.75 a month per recording hour, with monthly commitment and unused hours rolling forward. CareCade offers a Grow plan at $300 a month for up to 50 clients and unlimited staff, or Scale at $550 a month for unlimited clients and staff.

Verdict

Choose HHAeXchange when Medicaid home and community-based care requires EVV, scheduling, and billing or payroll workflows under one specialized platform. The no-fee State-Sponsored Portal gives providers a low-cost entry point, while multilingual offline app support and integration options strengthen its operational case. Look elsewhere if your organization does not fit that care model, or if Enterprise pricing and its app access requirements do not align with your needs.