Elderly Waiver (EW) case management transfers

Page posted: 8/3/26

A person needs a case management transfer when they have a change in their lead agency responsible for EW management and administration, including when they:

· Disenroll from their managed care organization (MCO).

· Change MCOs.

· Move from one county to another county.

· Choose a Tribal Nation as their lead agency.

· Choose a county or MCO and transfer from Tribal Nation management.

The case management transfer ensures the person’s EW eligibility and services continue without interruption. A transfer of lead agency responsibility, including disenrollment from managed care, does not end the person’s EW eligibility.

The current lead agency completes a case management transfer upon notification of these changes (e.g., from the person or the monthly MCO disenrollment reports), or when the person has moved or will move.

The new lead agency cannot:

· Impose any restriction or time limit in which to accept the transfer.

· Refuse to accept a transfer of an EW case in anticipation of reenrollment in managed care.

Instructions

Counties, Tribal Nations and MCOs complete case management transfers using MnCHOICES Lead Agency Transfer and Communication Form, DHS-6037 (PDF). The transfer materials include information about the current support plan, services, units and providers.

To ensure payments to EW providers continue for services during any period in which the person is not enrolled in managed care, the county/Tribal Nation must enter a fee for service (FFS) service agreement. For instructions, refer to MMIS LTSS Manual – Work with service agreements. When applicable, the county/Tribal Nation also is responsible to ensure they complete the required annual reassessment to avoid gaps in the person’s EW eligibility.

The county/Tribal Nation also completes a case manager transfer if the person subsequently enrolls or reenrolls in managed care. They close the FFS service agreement, but EW remains open.

The care coordinator/case manager follows the MCO’s requirements for when an in-person assessment or other visit is required for new enrollees. They must complete the annual reassessment as scheduled.

If a Tribal Nation is providing case management and/or one or more services, the new MCO contacts the Tribal Nation to coordinate other services.

Additional resources

MMIS LTSS Manual – Work with service agreements
MnCHOICES Lead Agency Transfer and Communication Form, DHS-6037 (PDF)