HHAeXchange EVV Training — Free Caregiver & Office Staff Guides

Published 2026-07-20 · Visiting Systems

If your agency runs HHAeXchange for electronic visit verification, success comes down to two things: caregivers clocking in and out cleanly from the app, and office staff moving every visit through the pipeline before it stalls. We built a set of free, plain-English training materials to speed both up. Read the summary below, or download the guides to hand straight to your team.

These are independent training aids. Menus and exception names vary by state program and agency configuration. Not affiliated with or endorsed by HHAeXchange. Last verified July 2026.

For caregivers: clock in, clock out, get paid

The caregiver routine on the HHAeXchange app is short once it's habit:

• Clock in: Open the app and log in, tap Today's Schedule, tap the patient's visit, and on the Clock In/Out tab tap Clock In. Choose GPS (or Security Token if your agency uses a FOB). Green time = success; red time means the EVV didn't verify — finish the visit normally and tell your office.
• Clock out: Open the visit, tap Clock Out, mark each Plan of Care duty as done or refused (pick a reason if refused), capture the patient signature or voice consent if prompted, and tap Submit / Confirm. Green time means you're done.
• When something goes wrong: A red (failed) EVV time still records the visit — it just needs office review, so keep working and tell your coordinator. No signal? Offline Mode saves everything and syncs later — never skip clocking in. Forgot to clock in or out? Use the edit icon to request a Time Correction (the patient must sign; times show orange until the office approves).

Golden rules: always clock in and out even if something looks wrong (a flagged visit can be fixed; a missing one is a fight), clock in at the patient's location — not the car or the parking lot — and when in doubt, call your office. Never guess, never share your login.

Downloads for caregivers:

• HHAeXchange Caregiver Quick Reference (one-page cheat sheet, PDF)
• HHAeXchange Caregiver Visual Walkthrough (screen-by-screen, PDF)

For office staff: three gates every visit passes through

Every caregiver punch flows through the same pipeline, and when a visit stalls, it stalls at one of three gates:

1. Call Dashboard — EVV punches the system couldn't match to a scheduled visit, or that failed verification. Link the call to the right visit, or reject it. Unresolved calls are unconfirmed visits.
2. Visit Maintenance — the working view of all visits. Fix visit-level problems: missing times, wrong service codes, missing duties, authorization mismatches.
3. Prebilling Review — the final quality gate. Visits with uncorrected problems are held out of billing. A visit stuck here is care you delivered but cannot invoice.

The one-sentence job: every visit should end each day either confirmed (green) or actively being worked. Visits nobody is watching become billing write-offs at month-end. A workable daily rhythm:

• Morning (15 min): Work the Call Dashboard, newest first — yesterday's problems are easiest to fix while memories are fresh.
• Midday (10 min): Filter Visit Maintenance to today. A missing clock-in on a morning visit usually means a no-show or app trouble — call the caregiver now.
• End of day (15 min): Sweep completed visits for exceptions, then clear Prebilling holds so the billing team never inherits a backlog.
• Weekly (30 min): Find repeat offenders — the same caregiver failing GPS every Tuesday is one training conversation, not ten fixes. Review pink (unauthorized) visits before they pile up.

Download for office staff:

• HHAeXchange Office Staff Guide — Call Dashboard, visit maintenance & prebilling (PDF)
• HHAeXchange EVV Training Deck (PowerPoint, for staff sessions)

Want to check comprehension after training? Our free EVV scenario quiz covers realistic situations for both HHAeXchange and Sandata.

A note for private-pay agencies

HHAeXchange and Sandata exist because state Medicaid programs require EVV through an aggregator. If your agency is private-pay, you generally aren't required to use one — you can run GPS-verified visit tracking without the aggregator dependency, which is exactly what Visiting Systems is built for. Serving both Medicaid and private-pay clients? These guides cover the Medicaid side; a simpler tool can handle the rest.