MMIS-generated service agreement letters
Page posted: 8/3/26
MMIS generates a service agreement letter when you create or update a service agreement. Service agreement letters communicate information about the services approved for a person, including the name of the service, provider, units and approved rate. The service agreement is based on the person’s support plan approved by their lead agency.
General information
MMIS generates a letter when you:
Service agreements with a suspended header status do not generate letters.
Letters print nightly during batch processing. MMIS only generates letters once at the end of the workday. You might update the service agreement more than once during the day, but the letter will reflect the last changes you made.
Each letter generated as a result of changes to a service agreement is a duplicate of the initial letter with any header or line item changes or line item additions.
Recipient and case manager letters
The recipient and case manager letters contain information about all services included on the service agreement.
Recipient letters
The “send recipient letter” field on the ASA2 screen of the service agreement determines if the person receives an MMIS-generated service agreement letter.
If the “send recipient letter” field is N, MMIS does not generate a letter for the person. The lead agency is responsible to notify the person of the status of their services. There is one exception to this rule: If a provider becomes ineligible for a service previously approved on the service agreement (e.g., the provider’s category of service or specialty code is no longer valid), MMIS will send a letter to the person, even if the “send recipient letter” field is N.
If the “send recipient letter” field is Y, the person will receive the same type of letter the case manager receives that shows all line items in an approved or denied status.
The mailing address for a person on a waiver program is on the RCAD screen in the case file of the recipient subsystem. If there is an alternative address on file, MMIS will use that address instead of the person's home address.
The mailing address for a person on Alternative Care (AC) or Essential Community Supports (ECS) is entered on the ALT6 screen when you complete the screening document. This address information then transfers to the RCAD screen when you save and approve the screening document in MMIS.
The county/Tribal Nation will receive recipient letters returned by the post office for incorrect addresses.
Case manager letters
Counties and Tribal Nations may receive two letters:
All letters show the case manager’s name and phone number.
The case manager’s name is on the ASA1 screen of the service agreement. You must keep the case manager number field on the ASA1 screen updated whenever the person changes case managers.
The case manager’s phone number is from the PADD screen in the provider subsystem for that case manager’s provider ID number. Lead agency staff with correct MMIS security can update the telephone number. For instructions to update the PADD screen for case managers and care coordinators, refer to MMIS LTSS Manual – Work with provider data. Changing case manager information does not generate a new letter, but it will provide accurate contact information for future letters.
Provider letters
Individual provider letters only include information about that provider’s service authorization (i.e., the approved, denied or pended service[s] authorized for that provider).
Diagnosis codes are required on claims for all home and community-based services (HCBS). The MMIS-generated provider letter includes a diagnosis code the provider can use when billing for services. The provider letter shows the primary diagnosis code on the last approved screening document with an effective date that falls within the service agreement period. The provider may choose to use this diagnosis code or another more recent diagnosis code obtained from a qualified diagnosing provider.
If a provider requests another copy of their service agreement letter, you can add reason code 488 to one of their line items.
Check the PADD screen of the provider subsystem to verify the provider’s address is correct for their provider number. If it is not correct, the provider must contact DHS Provider Enrollment to change it.
Additional personal care assistance (PCA) language
MMIS includes additional information on service agreement letters for all PCA service authorizations. For more examples of content included in service agreement letters, refer to MMIS LTSS Manual – HCBS service agreements with PCA complex or PCA shared services.
Note: DHS is working to add information about Community First Services and Supports (CFSS) to this manual.
PCA flexible use
CFSS Manual – Flexible use of PCA/CFSS services includes information about the flexible use of PCA. Flexible use PCA services are hours/units that may vary within a service authorization period to meet the person’s needs for assistance, health, safety and schedule.
An approved line item for PCA code T1019 and PCA Complex Code T1019 TG will add a message to the provider, recipient and case manager letters based on the value in the “frequency” field on the service agreement line item.
Note: This text does not apply to Alternative Care service agreement letters.
Value 1 in the frequency field will show this message:
“PCA/PCA Complex services are restricted. Daily and weekly usage of PCA/PCA Complex service units/hours should be close to the daily average allocation. Hours/units do not transfer from month to month. If the recipient uses all PCA/PCA Complex service hours/units before the end of the month, the Department cannot authorize additional PCA/PCA Complex service units. MN Statutes 256B.0659.”
Value 5 in the frequency will show this message:
“The flexible use option allows recipients to plan the use of authorized PCA/PCA Complex service units/hours in a flexible schedule to more effectively meet their needs. Authorized PCA/PCA Complex units/hours are divided into two date spans of six months or less for one year of PCA/PCA Complex services. Recipients may vary the use of authorized PCA/PCA Complex units/hours within the start and end dates of each date span. Units/Hours cannot transfer from one line number to the next or one date span to the next. MN Statutes 256B.0659.”
PCA shared care option
When the procedure code is T1019 or T1019 TG and the "shared care” field is Y, the first approved line item will post reason code 565 with this message:
“The recipient has elected to receive the shared service option for PCA/CFSS or PCA/CFSS Complex services. This allows two or three recipients to share services in the same setting at the same time. An agreement with consent is required to grant permission for the agency to place the recipient’s name in the chart of the other recipient they share services with. The services are delivered according to each individual’s plan of care. The assessment and authorization for shared services is based on the person’s 24-hour needs. Participation in a shared care arrangement does not reduce the total services authorized. Minn Stat Sect 256B.0625 and 256B.0659.”
For information about PCA-specific exception codes, refer to MMIS LTSS Manual – Service agreement exception codes.
Reason codes and messages in letters
You may use reason codes:
All reason code messages are included in the recipient and case manager letters.
Reason code messages appear after the first paragraph on the letters when you enter reason codes on the ASA2 (header) screen.
For more information about reason codes, refer to MMIS LTSS Manual – Service agreement reason codes.
Comment screens
You can enter text on the comment screens to provide additional information and/or explain changes to help the person and provider understand the letter. The recipient and case manager letters include text entered on the recipient comment screen. The provider letters include text entered on the provider comment screen.
Text from the DHS comment screen is not printed on any letter.
For more detailed information about comment screens, refer to MMIS LTSS Manual – Service agreement screens.
No letter received
There are several reasons why a person, case manager or provider may not receive a letter:
MN–ITS electronic mailboxes
Providers
Providers will receive the following in their MN–ITS mailbox:
Case managers and care coordinators
Social services and public health nursing agencies receive provider type 23 case manager service agreement letters in their MN–ITS mailbox. Tribal Nations receive Tribal case manager letters in their MN–ITS mailboxes.
Managed care organizations do not use MMIS service agreements to authorize HCBS or home care services. However, care coordinators enrolled under provider type 27 receive a welcome letter from provider enrollment with instructions to register for MN–ITS if they wish to receive other types of provider communications.
Assistance with MN–ITS mailboxes
MN−ITS User Manual Home includes additional information related to the use of electronic mailboxes.
Contact the MHCP Provider Resource Center for assistance with temporary passwords, questions and problems with MN–ITS mailboxes.
Additional resources
CFSS Manual – Flexible use of PCA/CFSS services
MHCP Provider Resource Center
MMIS LTSS Manual – HCBS service agreements with PCA complex or PCA shared services
MMIS LTSS Manual – Service agreement exception codes
MMIS LTSS Manual – Service agreement reason codes
MMIS LTSS Manual – Service agreement screens
MMIS LTSS Manual – Work with provider data
MN−ITS User Manual Home
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