Tracking System within MMIS

Posted: November 9, 2026

MMIS manages the enrollment process on the RTRK screen.

The RTRK screen does the following:

· Tracks the type of managed care education an enrollee receives

· Generates and sends enrollees enrollment forms

· Generates notices

· Creates health plan enrollment spans on the RPPH screen

· Transfers information to the REFM screen

· Contains information for reports used by the Minnesota Department of Human Services (DHS), counties and Tribes

Page Contents

RTRK Screen
Tracking Criteria
Counter Number Timeline
Changing System-Generated Enrollment Spans

RTRK Screen

Processing entities (county, Tribal or Department of Human Services (DHS) staff) update information on the RTRK screen in MMIS using the “case path” from the RKEY screen. This begins the process to enroll a person into managed care.

Note: It is important to update the tracking information for all enrollees on the same case at the same time to reduce confusion. Each tracking span triggers MMIS to generate a case-based notice.

To begin tracking, processing entities record the type of managed care education provided to the enrollee using the appropriate contact type:

M (Mail out)	An enrollment form will print at the county, Tribe or DHS location the next working day. The processing entity must mail the form to the enrollee with an education packet. The education packet must inform the enrollee about their choices of health plans and how to choose and use health plan services.
P (Presentation)	Rarely used: no enrollment form will print. However, the system clock will activate. Once the counter reaches 030 (30 days), MMIS will create an enrollment span using the default plan for the next available month. Only use this managed care education code if you have discussed the managed care process with the enrollee in office and have provided the required education materials.
C (Phone Call)	Rarely used: use this code if the enrollee has received education materials and you have discussed their enrollment options by phone.
O (System Entered)	MMIS will enter this code when there is an open YY or BB exclusion on RPPH, or when DHS runs a monthly program to begin tracking for enrollees who do not have an active tracking span but should. The county, Tribe or DHS will print an enrollment form and mail it to the enrollee with the education packet.

If a processing entity enters the wrong contact type, do not overwrite it. Instead, submit an HPEN ticket to request that the tracking span be deleted, and a new span be added.

The tracking program begins the evening that the enrollee meets all criteria listed in the Tracking Criteria section. The counter number on the RTRK screen records the number of days an enrollee has to select a health plan. When the counter number reaches 30 days and there is no open enrollment span on RPPH, MMIS will automatically generate an enrollment span and enroll the enrollee in the default health plan for the next available month.

Tracking Criteria

For the tracking program to begin in MMIS and the counter number to progress forward, all the following factors must be true for the enrollee:

· Eligibility is open on the MMIS RELG screen.

· There is no open enrollment span on the MMIS RPPH screen.

· There is only a “YY” or “BB” exclusion code or there is no open exclusion span on the MMIS RPPH screen.

For each day the previously listed factors are met, the tracking counter number increases by one. This process occurs automatically in a nightly batch job. If at any time one of the previously listed factors is not true, the counter will stop and will not increase that evening. If all factors become true again, the counter will automatically continue to increase from where it left off, unless the tracking span on the RTRK screen is over 90 days old.

Note: If the enrollee meets the criteria to enter tracking and a tracking span was not created, MMIS will add a tracking span to the case on the first of the month.

To reset the 30-day counter on the MMIS RTRK screen, submit an HPEN ticket.

Counter Number Timeline

When the contact type on the RTRK screen is “M”, “C” or “O” and the counter number reaches:

001: The tracking system in MMIS generates a one-day cover letter, (MW0412-RTRK 1-Day Letter Report) also referred to as an enrollment form in an overnight batch job. The enrollment form lists the health plan options available in the county of residence. The county or Tribe will print the notice from InfoPac and mail it with all other enrollment packet contents to the enrollee. For MinnesotaCare and SNBC enrollees, DHS will do this.

010: The tracking system in MMIS generates a reminder notice when the counter reaches 010 if an enrollee has not selected a health plan. The processing entity will print and mail this noticeto the enrollee on the next working day.

030: If an enrollee does not respond and the counter reaches 030, the tracking system automatically creates an enrollment span on the RPPH screen for the default health plan and sends the enrollee an enrollment notice.

When the contact type is “P” and the counter reaches:

001: Nothing happens. No one-day cover letter is sent.

010: The tracking system in MMIS generates a reminder notice when the counter reaches 010 if an enrollee has not selected a health plan. The processing entity will print and mail this noticeto the enrollee on the next working day.

030: If the enrollee has not made a health plan selection and the counter reaches 030, the tracking system automatically creates an enrollment span on the RPPH screen for the default health plan and sends the enrollee an enrollment notice.

Changing System-Generated Enrollment Spans

A processing entity can change the system-created enrollment span on the RPPH screen. If all the following apply:

· It is prior to the cutoff date.

· The health plan coverage hasn’t started yet.

Find instructions for how to Edit a Future Health Plan Enrollment Span in OneSource.