Work with a person’s data

Page posted: 8/3/26

The recipient subsystem stores information related to eligibility for Minnesota Health Care Programs (MHCP). It contains data for all people who have a person master index (PMI) number, regardless of their eligibility for MHCP. For example, many people have a PMI number because they received a preadmission screening for nursing facility admission. The PMIN function in MAXIS creates and assigns PMI numbers.

The recipient subsystem includes data generated by DHS, the Social Security Administration, the Minnesota Department of Health and MAXIS. It contains a person’s health care program eligibility determination for both state-supervised and county- and Tribal-Nation-administrated programs such as Medical Assistance (MA), MinnesotaCare, Alternative Care, etc.

Some information in the recipient subsystem is populated automatically from other systems like MAXIS, while other information must be entered manually by eligibility workers (also called financial workers).

Eligibility information in the recipient subsystem interacts with information in screening documents and service agreements to ensure the person meets service and financial eligibility for HCBS programs and services.

Lead agency staff create and maintain HCBS program eligibility data in the recipient subsystem when they enter an approved and saved long-term care (LTC) or developmental disability (DD) screening document.

Note: This manual only provides information about LTC screening documents. For information about the DD Waiver, refer to the DD Screening Document Codebook. For information related to personal care assistance (PCA)/Community First Services and Supports (CFSS) for people not on a waiver, Alternative Care (AC) or Essential Community Supports (ECS), refer to the CFSS Policy Manual.

MMIS LTSS Manual – About the service agreement includes information about how eligibility for HCBS programs is established and documented in the recipient subsystem.

Changes to data

If you are an assessor or case manager/care coordinator, you cannot add or change data in the recipient subsystem. Only eligibility workers can make changes to data shown on recipient subsystem screens that are not created or updated by a screening document.

If you need to make changes to data in the recipient subsystem, you must contact the person’s county or Tribal Nation eligibility worker for assistance with eligibility questions or needed changes.

Eligibility workers do not update information for the AC and ECS programs. You can add information about eligibility for the AC or ECS program to the recipient subsystem directly from an approved screening document for these program types.

Resources

This section of the manual includes information about:

· Recipient screen descriptions.

· Instructions to look up a person.

· Instructions to look up a person’s case number.