Close a service agreement

Page posted: 8/3/26

This page describes the reasons you must end or “close” a service agreement in MMIS, including:

· Loss of or change in program eligibility.

· Duplicate person master index (PMI) number.

· Change in lead agency.

· Person’s choice.

It also includes instructions to close a service agreement.

Loss of or change in program eligibility

You may close a person’s home and community-based services (HCBS) program because the person no longer meets program or financial eligibility requirements. You must always close the service agreement before you close a program within the long-term care (LTC) screening document. For more information, refer to MMIS LTSS Manual – Close an HCBS program.

A person may change from one HCBS program to another HCBS program (e.g., change from Alternative Care [AC] to fee-for-service Elderly Waiver [EW]). You must close the previous service agreement before you close the previous HCBS program because:

· MMIS will not allow you to approve two service agreements with header and/or line item dates that overlap.

· Each HCBS program uses its own service agreement type.

Duplicate person master index (PMI) number

You must close a service agreement when it contains a person’s PMI number that is no longer valid. In cases when a person has been assigned more than one PMI number (i.e., has duplicate PMIs), MMIS will provide information about the PMI number that must be used to continue the person’s services and eligibility. That number is called a “keeper” PMI number. For more information, refer to MMIS Manual – Select from duplicate PMI numbers (coming soon).

Change in lead agency

You might need to close a service agreement when the lead agency responsible for program administration and case management changes. You do not close the person’s program when their lead agency changes. For information about case management transfers, refer to:

· CBSM – Documents for LTSS assessment, eligibility and support planning.

· MnCHOICES Lead Agency Transfer and Communication Form, DHS-6037 (PDF).

· CBSM – Resource: MnCHOICES lead agency transfer and communication form: Scenarios for people on AC, EW or ECS.

· CBSM – Resource: MnCHOICES lead agency transfer and communication form: Scenarios for people on a disability waiver (BI, CAC, CADI or DD).

A change in lead agency can result from a change in county of residence, a choice to move between county and Tribal Nation HCBS management or enrollment in managed care.

Person’s choice

If the person no longer wants HCBS, you must close the service agreement and then close the program.

Choosing home care only

A person might choose home care only to meet an identified need, including personal care assistance (PCA) services/Community First Services and Supports (CFSS). For fee-for-service authorizations, you must enter a home care service agreement into MMIS for these services. You must close the HCBS program service agreement before you close HCBS program eligibility.

Choosing relocation service coordination – targeted case management (RSC-TCM)

A person might choose to receive RSC-TCM during institutional or residential treatment admission. You cannot approve RSC-TCM for dates of service overlapping those on a waiver service agreement or a waiver eligibility span. You must close the HCBS program service agreement and the HCBS program while the person receives RSC-TCM.

Choosing to start or stop consumer directed community supports (CDCS)

If a person on AC or EW decides to start or stop CDCS, you might need to end the service agreement. For more information, refer to MMIS LTSS Manual – Work with CDCS.

Instructions to close a service agreement

To close a service agreement:

1. Determine the last date claims should be paid from the service agreement.

Note: The date you use to close the service agreement will affect the date you can close a program in the screening document, as well as the begin date of any new service agreement you might enter.

2. Log into MMIS and choose prior authorization from the main menu.

3. Press the transmit key to go to the AKEY (service agreement key panel) screen.

4. Open the service agreement you need to close from the prior authorization subsystem using:

· Change (C) mode.

· Person’s PMI.

· Service agreement type.

· Service agreement authorization number.

5. Press the transmit key to move to the ASA1 screen.

6. Change the header end date on ASA1 and each line item end date on the ASA3 screens to the last date claims should be paid from the service agreement.

Note:

· This date cannot be sooner than the last date of service on paid claims from any line item.

· If you need to adjust claims to close the service agreement appropriately, refer to MMIS LTSS Manual – Claims corrections.

· The line item end date cannot exceed the header end date you use to close the service agreement.

7. Add appropriate reason codes at the header on the ASA2 screen or on line items at ASA3 (optional step). For more information, refer to MMIS LTSS Manual – Service agreement reason codes.

8. Press F3 to save and return to the AKEY screen.

Additional resources

CBSM – Documents for LTSS assessment, eligibility and support planning
CBSM – Resource: MnCHOICES lead agency transfer and communication form: Scenarios for people on AC, EW or ECS
CBSM – Resource: MnCHOICES lead agency transfer and communication form: Scenarios for people on a disability waiver (BI, CAC, CADI or DD)
MMIS LTSS Manual – Claims corrections
MMIS LTSS Manual – Close an HCBS program
MMIS LTSS Manual – Service agreement reason codes
MMIS LTSS Manual – Work with CDCS
MnCHOICES Lead Agency Transfer and Communication Form, DHS-6037 (PDF)