Elderly Waiver (EW) slot allocation daily report

Page posted: 8/3/26

The number of people who can be served under the EW program is limited to the number approved by the federal Centers for Medicare & Medicaid Services (CMS) in the EW waiver plan. This number, referred to as waiver “slots,” includes people enrolled in Minnesota Senior Health Options (MSHO) and Minnesota Senior Care Plus (MSC+) programs who use EW services.

The EW program remains open for new applicants when slots are available and until DHS closes the program to new applicants.

DHS uses a process that relies on MMIS screening document data to track the number of people enrolled in EW, both to remain in federal compliance with the waiver plan and to track the number of people new to, continuing on and leaving the EW program. Infopac produces a report to help lead agencies access this information.

Daily Report MW2216: WAIVER SLOT ALLOCATION MASTER LIST

Infopac generates this daily report to identify the person master index (PMI) number, name, assessment result (i.e., last opening, reopening, reassessment or exit), and last assessment (effective) date for each person on EW in the current waiver year. It is sorted by county of financial responsibility (CFR) and Tribal Nation.

When a person exits EW, the report includes a Y in the DEL IND column that shows removal from the program at the end of the waiver year.

Use this report to confirm each person on the report is currently on EW and receiving services. If a person on this report is no longer open to EW, you must enter and approve an exit screening document. People who are missing from the report or not the financial responsibility of the lead agency may have the wrong CFR listed on the ALT1 screen of their opening or reopening screening document.

To support the accuracy of the report, it is important to:

· Enter documents (including exit screening documents) in MMIS in an accurate and timely way to ensure the accuracy of reports related to EW slot availability.

· Use the correct CFR on approved opening or reopening screening documents to ensure people are included in the correct report. The CFR on the major program Medical Assistance (MA) span in the recipient subsystem carries over to the screening document. If the CFR is incorrect, the financial worker must make the correction to the RELG screen. When corrected, you must delete the opening or reopening screening document and reenter a new document for the person to show on the correct lead agency’s report.

MMIS tracking process for EW enrollment

For a long-term care (LTC) screening document opening a person to EW using assessment result 01 (initial opening) or 10 (program change), MMIS will post informational exception code 269 to indicate the program is still open for new people. MMIS counts this person toward the maximum statewide cap amount based on the effective date on the screening document.

The EW “waiver year” is July 1 through June 30 of the following calendar year. When exiting the program, the person retains their slot until June 30 of the current waiver year. If the person reopens to EW using assessment result 11 (reopening to program) before June 30 of the current waiver year, they retain the same slot allocation, and MMIS posts exception code 268.

EW slots return to the statewide pool of slots when:

· A person has an approved screening document with exit type 25 (waiver services will not be/were not used). That slot can be reused immediately.

· A person exited from the program and did not reopen again before the end of the current waiver year. That slot is reassigned in the new waiver year beginning July 1.

Screening document exception codes for EW waiver slots

The following screening document exception codes help accurately count people on EW.

Exception code 269: Open to EW

MMIS will post this informational exception code (status 6) for new screening documents that open or reopen a person to EW when the program is accepting new people. MMIS counts people for the current waiver year based on a current open eligibility span. The process does not consider diversions and conversions, so MMIS does not assign a new slot if they change from one EW program type to another.

Exception code 268: Reopened in same waiver year as closed

MMIS will post this informational exception code (status 6) for screening documents when the reopening effective date is in the same waiver year as the exit effective date. MMIS will not give a new assignment for the waiver slot. The person keeps the same slot.

Exception code 270: Waiver slots not available

MMIS will post this denial exception code (status 3) if the EW program closes because the number of people open to the program have met the maximum number allowed during a waiver year.

Scenarios

The following scenarios are examples of different cases and the corresponding exception codes and report information.

Scenario 1: Open or reopen with available slots

The person has an opening or reopening screening document, and EW has available slots.

MMIS posts exception code 269 on the screening document and adds the person to report 2216.

Scenario 2: Exit

The person exits from EW. They remain on report 2216. A Y indicator shows that the person will be removed from the report at the end of the waiver year (June 30) if they do not reopen to the program before the end of the waiver year.

Scenario 3: Reopen during same year

The person reopens to EW during the same waiver year they exited. MMIS posts exception code 268 on the screening document. The person remains on report 2216, and the Y indicator is removed.

Scenario 4: Reopen during a new year

The person reopens to EW after they exited in a previous waiver year. MMIS posts exception code 269 on the screening document and adds the person to report 2216.

Additional resources

MMIS LTSS Manual – Home and community-based services (HCBS) program management reports