EVV in Texas: Aggregator, Approved Vendors, Reason Codes and Deadlines (2026)

Short answer. Texas matches EVV claims at the TMHP EVV Aggregator. Agencies use HHAeXchange, the state-funded EVV system since October 1, 2023, or become an approved Proprietary System Operator (PSO). Visit maintenance must be done within 95 calendar days of the date of service. Check a visit before billing with the EVV visit checker.

At a glance

Which vendors are approved in Texas?

HHAeXchange, or a proprietary system approved through TMHP’s PSO process. To become a PSO, submit the EVV Proprietary System Request Form in the EVV Portal and complete an Operational Readiness Review with TMHP. TMHP posts the list of approved proprietary systems on its EVV Proprietary Systems page.

Open or closed model, and what it means for you

Caregivers clock in and out in HHAeXchange or an approved PSO system, the visit goes to the TMHP EVV Aggregator, and the claim is matched against it. A claim that doesn’t match an accepted visit denies with an EVV match code. Clock-in methods are the mobile method, the member’s home landline and an alternative device in the home; only the mobile method is allowed for services in the community.

The six elements every visit must carry

Type of service, individual receiving the service, individual providing the service, date, location, and start and end time. Missing any one is a rejected visit. The usual failures: a missing clock-out, a caregiver not linked to the agency on that date, and a check-in away from the home with no reason recorded.

Rounding and units

Texas rounds each visit to the nearest 15 minutes: up to 7 extra minutes round down, and 8 or more count as another unit (HHSC EVV Policy Handbook, section 8020). Round per visit, not per week. Convert minutes with the units calculator.

Reason codes

HHSC sets the reason codes and free-text rules in its EVV Reason Codes table, which was renumbered on October 1, 2023. Use the current table on HHSC’s EVV page, not older training copies. HHSC compliance reviews look at how reason codes are used, so pick the code that matches what happened.

Grace window

We did not find a set grace period for late clock-ins in Texas’s EVV guidance. Small differences from the schedule usually pass; the EVV visit checker flags visits more than 15 minutes off schedule so you can add a reason first. Your health plan contract may set a tighter threshold.

Deadlines and the correction window

Visit maintenance, including manual visits, must be done within 95 calendar days of the date of service. After that the visit locks, and it can only be changed if the payer approves a Visit Maintenance Unlock Request, for example for an unresolved EVV system error you reported in time or a retroactive authorization. A worker forgetting to clock in is not a valid reason. The payer decides within 10 business days, and you have 20 business days after the unlock to finish. An unlock does not extend the timely filing deadline.

If a claim denies for EVV

1. Find the visit in your EVV system and read the rejection reason.
2. Fix the element (member ID, service code, times, location) and attach the reason code.
3. Confirm the aggregator shows the visit as accepted or verified.
4. Resubmit the claim. Do not resubmit before step 3; it denies again.

How Caregiver Scheduling handles Texas EVV

Caregiver Scheduling captures the six elements with geofenced GPS check-in, logs an override reason when GPS can’t confirm the location, and flags late and missed check-ins for the office. In Texas, Medicaid visits must be recorded in HHAeXchange or an approved proprietary system, so ask us how that works for your agency. GPS check-in and EVV.

Sources

• TMHP, Electronic Visit Verification
• TMHP, EVV Proprietary Systems
• HHSC EVV Policy Handbook, 9000 Visit Maintenance
• HHSC EVV Policy Handbook, Appendix I, EVV Reason Codes Table

Last reviewed November 6, 2026. General information, not legal or billing advice; confirm current rules with Texas’s Medicaid agency.