HHAX Texas Terms and Definitions

HHAX Term	Texas Term	Definition
Billable Hours (Adjusted Hours)	Bill Hours	The EVV system calculates Bill Hours by subtracting the Bill Time In from Bill Time Out and rounding to the nearest quarter hour increment. Bill Hours represents the hours to be billed
Caregiver*	Service Provider or Consumer Directed Services (CDS) Employee	Service Provider: Person who provides an EVV service to a Member and is employed by or contracted with a Program Provider. CDS Employee: Person who provides an EVV service to a Member and is employed by a CDS Employer.
Confirmed Visit	EVV Visit Transaction	Record generated by an EVV system that contains data elements for an EVV visit. Data elements include service authorization data, member data, service provider data, program provider or FMSA data, and EVV service delivery data.
--	Consumer Directed Services (CDS) Employer	Member or legally authorized representative (LAR) who chooses to participate in the CDS option and is responsible for hiring and retaining a service provider to deliver a Medicaid service.
Duty	Task	Activities of Daily Living that can be recorded as having been performed or refused during a visit.
EVV Call In	EVV Clock In	Time captured by the EVV system from the electronic verification method (home phone landline, alternative methods/devices, mobile method) that the service provider used to indicate the beginning of a service delivery visit.
EVV Call Out	EVV Clock Out	Time captured by the EVV system from the electronic verification method (home phone landline, alternative methods/devices, mobile method) that the service provider used to indicate the end of a service delivery visit.
Fixed Object (FOB)	Alternative Device	An HHSC-approved electronic device that allows a service provider or CDS employee to clock in and clock out of the EVV system from the member’s home.
HHAX	HHAeXchange	Acronym for HHAeXchange.
Manual Visit Confirmation	Manually Entered Visit	A visit transaction manually entered into the EVV system when the service provider or CDS employee fails to clock in or out of the EVV system or an HHSC-approved clock in or clock out method is not available.
Mobile Verification	Mobile Method	Clocking in and out of the EVV system in the home or community using an HHAX-provided application on a smart phone or other mobile device with Internet connectivity.
Office	Business Unit/Branch	A separate branch office, under the same or a different National Provider Identifier (NPI), associated with the same Provider Agency.
Passcode	Alternative Device Code or Token number	Code generated by the FOB and entered by the service provider or CDS employee to validate the visit.
Patient*	Member	Person eligible to receive Medicaid services requiring the use of EVV.
Plan Code	Payer Plan Code	Code to identify a specific payer (HHSC or managed care organization)
Provider/ Agency*	Program Provider or Financial Management Services Agency (FMSA)	Program provider: Entity that contracts with HHSC or a managed care organization (MCO) to provide an EVV service. FMSA: Entity that contracts with HHSC or an MCO to provide financial management services to a CDS employer.
New Reason	EVV Reason Code Number and Description	Reason Code Numbers represent the overall issue for the need to complete visit maintenance. Reason Code Descriptions provide more detail about why visit maintenance was completed on an EVV visit transaction. In HHAX, select the Reason Code Number and Description from the New Reason list.
Representative	Designated Representative (DR)	Person designated by the CDS employer (member or Legally Authorized Representative) to assist or perform CDS and EVV responsibilities in the CDS option.
Scheduled Visit	Pending Visit	A visit that has not been performed yet
Secondary Identifier	Atypical Provider Identifier (API)	Unique number assigned to a program provider or FMSA instead of a National Provider Identifier (NPI) number. The Centers for Medicare and Medicaid Services (CMS) defines atypical program providers as a program provider or FMSA that does not provide healthcare.
Service Code	Healthcare Common Procedure Coding System (HCPCS) + Modifier	A collection of codes that represent procedures and services provided to individuals, based on the American Medical Association’s Current Procedural Terminology (CPT).
Service Location	Service Delivery Location	Location where EVV services were provided. Valid values are Member Home, Family Home, Neighbor Home, and Community.
Shift	Visit	Time elapsed between the time the service provider clocked in for service delivery using an HHSC-approved method and the time the service provider clocked out for service delivery using an HHSC-approved method.
UPR	---	Universal Patient Record (Linked Contract Patient)
Visit Start Time	Bill Time In	The time the service provider clocked in for service delivery using an HHSC-approved clock-in method. If the EVV clock in time is not captured by an approved clock in method, it must be entered in this field after the visit (visit maintenance) and a reason code is required. Format: HH:MM AM/PM.
Visit End Time	Bill Time Out	The time the service provider clocked-out for service delivery using an approved clock in method. If the EVV clock out time is not captured by an approved clock out method, it must be entered in this field after the visit (visit maintenance) and a reason code is required. Format: HH:MM AM/PM.

Billable Hours (Adjusted Hours)

Bill Hours

The EVV system calculates Bill Hours by subtracting the Bill Time In from Bill Time Out and rounding to the nearest quarter hour increment. Bill Hours represents the hours to be billed

Caregiver*

Service Provider or Consumer Directed Services (CDS) Employee

Service Provider: Person who provides an EVV service to a Member and is employed by or contracted with a Program Provider.

CDS Employee: Person who provides an EVV service to a Member and is employed by a CDS Employer.

Confirmed Visit

EVV Visit Transaction

Record generated by an EVV system that contains data elements for an EVV visit. Data elements include service authorization data, member data, service provider data, program provider or FMSA data, and EVV service delivery data.

--

Consumer Directed Services (CDS) Employer

Member or legally authorized representative (LAR) who chooses to participate in the CDS option and is responsible for hiring and retaining a service provider to deliver a Medicaid service.

Duty

Task

Activities of Daily Living that can be recorded as having been performed or refused during a visit.

EVV Call In

EVV Clock In

Time captured by the EVV system from the electronic verification method (home phone landline, alternative methods/devices, mobile method) that the service provider used to indicate the beginning of a service delivery visit.

EVV Call Out

EVV Clock Out

Time captured by the EVV system from the electronic verification method (home phone landline, alternative methods/devices, mobile method) that the service provider used to indicate the end of a service delivery visit.

Fixed Object (FOB)

Alternative Device

An HHSC-approved electronic device that allows a service provider or CDS employee to clock in and clock out of the EVV system from the member’s home.

HHAX

HHAeXchange

Acronym for HHAeXchange.

Manual Visit Confirmation

Manually Entered Visit

A visit transaction manually entered into the EVV system when the service provider or CDS employee fails to clock in or out of the EVV system or an HHSC-approved clock in or clock out method is not available.

Mobile
Verification

Mobile Method

Clocking in and out of the EVV system in the home or community using an HHAX-provided application on a smart phone or other mobile device with Internet connectivity.

Office

Business Unit/Branch

A separate branch office, under the same or a different National Provider Identifier (NPI), associated with the same Provider Agency.

Passcode

Alternative Device Code or Token number

Code generated by the FOB and entered by the service provider or CDS employee to validate the visit.

Patient*

Member

Person eligible to receive Medicaid services requiring the use of EVV.

Plan Code

Payer Plan Code

Code to identify a specific payer (HHSC or managed care organization)

Provider/
Agency*

Program Provider or
Financial Management Services Agency (FMSA)

Program provider: Entity that contracts with HHSC or a managed care organization (MCO) to provide an EVV service.

FMSA: Entity that contracts with HHSC or an MCO to provide financial management services to a CDS employer.

New Reason

EVV Reason Code Number and Description

Reason Code Numbers represent the overall issue for the need to complete visit maintenance. Reason Code Descriptions provide more detail about why visit maintenance was completed on an EVV visit transaction.

In HHAX, select the Reason Code Number and Description from the New Reason list.

Representative

Designated Representative (DR)

Person designated by the CDS employer (member or Legally Authorized Representative) to assist or perform CDS and EVV responsibilities in the CDS option.

Scheduled Visit

Pending Visit

A visit that has not been performed yet

Secondary
Identifier

Atypical Provider Identifier (API)

Unique number assigned to a program provider or FMSA instead of a National Provider Identifier (NPI) number. The Centers for Medicare and Medicaid Services (CMS) defines atypical program providers as a program provider or FMSA that does not provide healthcare.

Service Code

Healthcare Common Procedure Coding System (HCPCS) + Modifier

A collection of codes that represent procedures and services provided to individuals, based on the American Medical Association’s Current Procedural Terminology (CPT).

Service
Location

Service Delivery Location

Location where EVV services were provided. Valid values are Member Home, Family Home, Neighbor Home, and Community.

Shift

Visit

Time elapsed between the time the service provider clocked in for service delivery using an HHSC-approved method and the time the service provider clocked out for service delivery using an HHSC-approved method.

UPR

---

Universal Patient Record (Linked Contract Patient)

Visit Start Time

Bill Time In

The time the service provider clocked in for service delivery using an HHSC-approved clock-in method.

If the EVV clock in time is not captured by an approved clock in method, it must be entered in this field after the visit (visit maintenance) and a reason code is required.

Format: HH:MM AM/PM.

Visit End Time

Bill Time Out

The time the service provider clocked-out for service delivery using an approved clock in method.

If the EVV clock out time is not captured by an approved clock out method, it must be entered in this field after the visit (visit maintenance) and a reason code is required.

Format: HH:MM AM/PM.