Guides · Minnesota
HHAeXchange in Minnesota: what providers actually have to do.
The aggregator requirement, the monthly report, the compliance thresholds, and a workflow that keeps your rate above the line.
What HHAeXchange is, and why you can't opt out
HHAeXchange is the state aggregator for Minnesota’s EVV program. Every provider required to use EVV must enroll with it. That’s true whether you capture visits in HHAeXchange’s own tools or in a third-party EVV system: the aggregator is where the state looks, so your data has to end up there either way.
This trips up agencies that picked an EVV vendor early and assumed the vendor relationship was the whole job. It isn’t. Enrollment with HHAeXchange is its own step, and if your visit data isn’t flowing into the aggregator, then from the state’s perspective those visits may as well not exist. If you’re still getting oriented on EVV generally, start with the parent guide on Minnesota EVV requirements and come back here for the aggregator-specific mechanics.
A compliant visit record carries the six Cures Act elements: the type of service, the individual receiving the service, the individual providing it, the date, the location, and the time the service begins and ends. Every one of those has to be captured for a visit to verify.
All visit data means all visit data
The submission requirement is not “submit your good visits.” It’s submit everything. A visit where the caregiver forgot to clock in, a visit with a missing location, a visit that had to be manually reconstructed after the fact — those all go through HHAeXchange too.
This matters for two reasons. First, it’s the rule, and selectively withholding visits is the kind of pattern that looks much worse in a review than an honest non-compliant visit does. Second, your compliance rate is calculated against your billed visits, so the way to a better number is not hiding failures — it’s reducing them. An agency that submits everything and works its exceptions weekly will beat an agency that curates its submissions every time, and it will sleep better during audits.
The thresholds, and the date that actually bites
Minnesota phased in its EVV compliance floor. From January 1, 2026, 50% of billed visits had to be EVV-compliant. From July 1, 2026, that floor rose to 80%. Both of those dates have already passed, so if you’re reading this, the 80% requirement applies to you now.
The date to circle is October 2026. That’s when DHS begins sending corrective-action notices to providers running below 80%. A corrective-action notice is not a fine, but it puts your agency on the department’s radar with a documented deficiency, and it obligates you to demonstrate improvement. For a 245D agency already managing license obligations, it’s an enforcement track you want to stay off entirely. The practical takeaway: if your rate is under 80% today, you have a defined window to fix it before the notices start, and that window is closing.
The monthly compliance report: your scoreboard
HHAeXchange emails each enrolled provider a monthly compliance report, arriving around the 25th of the month. This report is the state’s view of your EVV performance — which makes it the authoritative scoreboard, whatever your internal numbers say.
Two habits are worth building around it. First, make sure the report actually reaches a person who acts on it. Reports that land in a founder’s overflowing inbox, or in the mailbox of someone who left the agency, are a common and entirely avoidable failure. Assign an owner, and put a recurring calendar block in the last week of every month to review it. Second, reconcile it against your own records. If HHAeXchange shows visits you don’t recognize, or is missing visits you know were submitted, that’s a data-flow problem between your EVV system and the aggregator — and it’s dragging your rate down through no fault of your caregivers.
A workflow that keeps the rate up
Agencies that stay comfortably above 80% don’t do it by heroics at month-end. They do it by catching broken visits while the visit is still fresh enough to understand. A workable rhythm looks like this:
- Daily: someone scans yesterday's visits for missing elements — no clock-in, no location, no service type — while the caregiver still remembers the shift.
- Weekly: work the exception queue to zero. Every non-compliant visit gets either corrected through your documented process or root-caused: wrong app setup, dead phone, caregiver habit, bad schedule data.
- Weekly: check that your EVV system's feed to HHAeXchange is current, so the aggregator is seeing what you're seeing.
- Monthly, around the 25th: reconcile the HHAeXchange compliance report against your internal numbers, and log the rate somewhere leadership actually looks.
- Every onboarding: new caregivers do a supervised first clock-in on their own device before their first solo shift. Most chronic EVV failures start on day one.
None of this is sophisticated. It’s the same discipline as timesheet review, pointed at a different system. The agencies that struggle are the ones treating EVV as a billing-department problem instead of an operations habit.
Common questions
Do I have to enroll with HHAeXchange if I already use a different EVV system?
Yes. HHAeXchange is Minnesota's state aggregator, and every EVV-required provider must enroll with it regardless of which EVV system captures visits day to day. A third-party EVV system doesn't replace enrollment; it just means your system needs to feed its visit data into HHAeXchange. Enrollment and data submission are separate obligations, and you need both.
Should I submit visits that are missing EVV elements, or hold them back?
Submit them. The requirement is that all visit data goes through HHAeXchange, including visits that are non-compliant. Holding back bad visits doesn't help your compliance picture; it just means the state has an incomplete view of your services. The right response to a non-compliant visit is to submit it, then fix the process that produced it so the next one verifies.
What happens if my agency stays below 80% compliance?
DHS begins sending corrective-action notices to providers below the 80% threshold in October 2026. The 80% requirement itself took effect July 1, 2026, following the 50% requirement that started January 1, 2026. That gap between the threshold date and the notice date is the window to get your rate up before enforcement contact starts.
How do I know what my compliance rate actually is?
HHAeXchange emails a monthly compliance report around the 25th of each month. That report is the state's view of your performance, which is the view that matters. Treat it as a monthly checkpoint, but don't let it be your only signal; a month-old surprise is much harder to fix than a visit flagged the day it happened.
Where ClientCentric fits, plainly
ClientCentric is operations software for 245D and HCBS agencies, and its visit documentation is built around EVV workflows that work with HHAeXchange — so the daily and weekly checks above happen inside the same system where scheduling, case notes, and staff time already live. It produces billing-ready, EVV-verified hours and units; submitting claims to MN–ITS or MCOs stays in your billing workflow, not ours. If you want to see how your current setup compares, the free 245D review readiness quiz is a reasonable place to start.
Keep reading
- Minnesota EVV requirementsThe parent guide: who EVV applies to, the six required elements, and the full timeline.
- EVV workflows in ClientCentricHow visit documentation, exception handling, and HHAeXchange-ready data work in the product.
- 245D compliance checklistThe broader license obligations EVV sits inside for a 245D agency.
Written and maintained by the ClientCentric team from the working product. Last reviewed . Based on Minnesota DHS EVV program requirements and HHAeXchange aggregator guidance as of the review date. This is operational guidance, not legal advice; confirm current requirements with DHS or your licensor.