Minnesota uses HHAeXchange — and runs an open model
Minnesota's state-designated aggregator is HHAeXchange. Every provider delivering EVV-covered services must be enrolled, regardless of who pays the claim and regardless of which capture system they use.
Beyond that, the state runs an open model. You can use the free HHAeXchange system Minnesota sponsors, or a third-party EVV system that meets state requirements and integrates with the aggregator. Third-party costs are yours.
The current threshold is 80% of all visits billed, effective July 1, 2026, up from 50% on January 1. DHS began issuing corrective action notices in April 2026, escalating through claim recoupment to payment suspension.
HHAeXchange and Sandata — how they differ in practice
HHAeXchange is Minnesota's aggregator and also operates in a number of other states. It provides both the aggregation layer and, in Minnesota, a free provider-facing capture system.
Sandata is the aggregator in several other states. If you operate across state lines, or plan to, you will likely encounter both.
For a provider, the practical difference is less about the aggregators and more about whether your capture system feeds them cleanly. Sothcare submits natively to both, so a multi-state expansion does not mean changing platforms.
The six required data elements
1 · Type of service
Which covered service was delivered — not just that a visit happened. This is the one most often missed when a worker delivers several service types in one visit.
2 · Individual receiving
The person served, tied to their authorization.
3 · Individual providing
The worker, individually attributable. Shared logins break this.
4 · Date of service
The date the service was delivered.
5 · Location
Where delivery happened. GPS at clock-in; the most common single point of failure.
6 · Start and end time
Both. An unclosed visit fails here, and it is the second most common failure.
Why visits fail, in order
Location. Clocking in from the car outside, or from home before setting off. The care happened; the record says it happened somewhere else.
Unclosed visits. Someone forgets to clock out. The visit stays open and has no end time.
No signal. Rural Minnesota has plenty of homes with no mobile data. If the app cannot capture offline and sync later, the visit is simply lost.
Exceptions nobody clears. Failed visits queue up. When clearing them belongs to nobody, the backlog grows quietly until the percentage drops.
Missing service type. The visit is recorded but the service delivered is not, which fails the first element without anyone noticing.
If you are below threshold right now
Find the actual number first — it is in HHAeXchange, and guessing is worse than a bad number you can act on.
Then look at why visits fail rather than how many. In most agencies two causes account for the large majority, and fixing one workflow habit moves the percentage more than general effort does.
Submit everything, including the failures. Clear the backlog, then give someone ownership of keeping it clear — a weekly thirty-minute pass is enough at most sizes. And if a corrective action notice has arrived, respond to it: DHS escalation is a process, not a switch.
Full Minnesota EVV guide →Common questions
Which aggregator does Minnesota use?
HHAeXchange is Minnesota's state-designated EVV aggregator. Enrollment is mandatory for providers delivering EVV-covered services, regardless of payer.
Where does Sandata come in?
Sandata is the aggregator in a number of other states. Sothcare submits to both, which matters if you operate across state lines or plan to.
What are the six required data elements?
Type of service performed, individual receiving the service, individual providing the service, date of service, location of service delivery, and the time the service begins and ends. Miss one and the visit is not verified.
Why do visits fail most often?
Location and end time. A caregiver clocking in from the car park fails location; a caregiver who forgets to clock out leaves the visit open and fails on end time.
Should I hold back non-compliant visits?
No. DHS wants data for every visit, including failures. Withholding them leaves a gap in the record rather than protecting your percentage.
See your real compliance number
20 minutes, founder-led. Bring your current EVV setup and we will look at where visits are actually failing.
Book my 20-min demoRegulatory details on this page reflect Minnesota DHS and MDH guidance current as of August 2026. Requirements change — confirm current rules with your licensor before relying on this summary. Sothcare is documentation and workflow software; it supports your compliance program but does not replace your licensing, policies, or clinical judgment.