Finding recoverable margin comes down to comparing three things: the authorizations that set what you could bill, the visits that record what you delivered, and the claims that show what you submitted and were paid. Where they fail to line up is where the money leaks, care delivered but never billed, authorizations that lapsed, claims that paid short.

HHAeXchange is worth a special note here, because in many states Medicaid personal care is routed through HHAeXchange as the state aggregator, which means it holds the authorization and visit record that the payer itself is matching against. That makes its exports especially clean for a reconciliation. This guide walks through pulling them for a single closed month.

The exports, and where they live

1. Authorizations

  1. Log into HHAeXchange and go to Reports → Authorizations.
  2. Filter to one closed month.
  3. Export as Excel (.xlsx) or CSV.

This sets the ceiling: the units each client was authorized for, by service code, over the period. Since recoverable margin is capped at what the payer authorized, this is the anchor.

2. Visits

  1. Go to Reports → Visit Detail for the same period.
  2. Export.

This is the record of what was delivered. Because HHAeXchange is the aggregator in many states, its visit record is often the same one the payer uses to adjudicate, so comparing delivered visits to authorized units maps closely to how the payer sees your book.

3. Claims (if available)

If you can also pull a claims or billing export for the same period, include it. It is not required, since the review can infer missing claims from the gap between authorized-and-delivered and billed. But it lets the review catch underpayments, where a claim paid below the contracted rate and closed with no denial.

Because HHAeXchange is the state's own aggregator in many places, its exports line up closely with how the payer adjudicates your visits.

A note on format and report names

HHAeXchange often exports as Excel (.xlsx), and that is fine, you do not need to convert to CSV first. Its report library also varies by state placement and configuration. If the exact names differ from the above, look for anything under Reports labeled Authorization and anything labeled Visit. The columns matter more than the report title: you need authorized units and delivered visits for a date range.

What to do with the exports

The work is a line-level reconciliation: match authorized units to delivered visits to claims, and flag every place they disagree. An authorized, delivered visit with no matching claim is an unbilled visit. A visit delivered after an authorization expired is a lapsed-auth exposure. A claim that paid below the contracted rate is a silent underpayment. For a small book, a spreadsheet works; as volume grows, a read-only tool that runs the reconciliation and ranks recoverable dollars by filing deadline is faster.

De-identify client names before any analysis, or work screen-to-screen so the file never leaves your building. For what the reconciliation finds, see what a margin teardown finds, and for how EVV records feed it, EVV billing in home care. For the deadline that decides what is still recoverable, see timely filing limits by payer, and for the full process, home care revenue recovery.

Have your HHAeXchange exports? See what's recoverable.

Reeve reads your HHAeXchange authorization and visit exports read-only, reconciles them against claims, and returns the recoverable margin ranked by dollars and filing deadline. Free teardown, no commitment.

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Questions about exporting from HHAeXchange

What reports do I export from HHAeXchange?

The Authorizations report (Reports) for authorized units and the Visit Detail report (Reports) for delivered visits, both filtered to the same closed month and exported as Excel or CSV. Add any claims or billing export for the period to also catch underpayments.

Does it export as Excel or CSV?

HHAeXchange often exports as Excel (.xlsx), and that works fine for a margin review; you do not need to convert to CSV. What matters is one row per authorization line and one per visit, with dates, service codes, and units.

My report names look different. What do I use?

HHAeXchange's report library varies by state placement and configuration. If names differ, look for anything under Reports labeled Authorization and anything labeled Visit. The columns matter more than the report title.

Is my data safe when I export it?

The export is a standard report you control. For a read-only review, de-identify client names before analysis, or work screen-to-screen so the file never leaves your building. A read-only review writes nothing back to HHAeXchange.