Medicaid Waiver Management Application Initial Case …tris.eku.edu/MWMA/TrainingMaterials/JobAids... · 2015. 2. 4. · Medicaid Waiver Management Application Initial Case Assignment

Medicaid Waiver Management Application

Initial Case Assignment Quick Reference Guide

This Quick Reference Guide provides a step-by-step description of the case assignment processes for Case Managers, Case Management Administrators and Case Supervisors.

Overview

Once an Individual’s LOC for a waiver program has been marked as met by the LOC Reviewer, a physical correspondence is sent to the Individual from MWMA. The correspondence includes a list of case management agencies from which the Individual can choose. If the Individual chooses a case management agency from the list, the initial case assignment process is handled primarily by the Case Supervisor and will follow the steps here. The individual can also choose to contact the Case Management Administrator to assist in the assignment of a case management agency. If the Case Management Administrator assists in the assignment, the process will follow the steps here. CHFS will not choose the service provider for the Individual.

Initial Case Assignment Process for the Case Supervisor

Once the Individual selects a case management agency from the list provided and contacts the case management agency, a Case Supervisor from that case management agency performs the following initial case assignment steps:

1. Access your MWMA Dashboard (Figure 1).

2. Within the Quick Links section of your Dashboard, click the “Case Manager Assignment” quick link.

Figure 1: Case Supervisor Dashboard

MWMA Initial Case Assignment Quick Reference Guide 1

3. The Case Manager Assignment screen (Figure 2) displays. Enter information (first name; last name; case number; date of birth; level of care end date; and select waiver program name) in the required fields.

Figure 2: Case Manager Assignment Screen

4. After entering the required information, click Search.

NOTE: The required fields in the Case Manager Assignment screen (Figure 2) should contain the same information collected from the correspondence generated by MWMA and sent to the Individual after the level of care is determined as met. The Case Supervisor should obtain this information from the Individual if they want the Individual to be assigned to the caseload of a Case Manager from their case management agency.

Submitting an Initial Case Assignment Request Quick Reference Guide 2

5. The search results display (Figure 3). To begin entering the name of the Case Manager, click within the

text box or click the Search icon.

Figure 3: Case Manager Assignment Search Results Screen

6. The Search Employee window (Figure 4) displays as a pop-up screen. Check the View All Employees

box and click Search.

Figure 4: Search Employee Window

NOTE: The Individual will only show up in the search results if: • A Case Manager has not yet been assigned to the Individual; • Information in the required fields are entered accurately; • The level of care (LOC) is marked as met; and • The waiver program has not yet been closed.


7. A list of Case Managers and Case Supervisors that belong to your case management agency displays (Figure 5). Select one of the Case Managers or Case Supervisors from the list by clicking the radio button next to the employee name, then click Select.

Figure 5: Search Employee Search Results

8. The selected Case Manager populates in the text box. Click Save. After saving the initial case

manager assignment, the Individual’s information disappears from the Case Supervisor’s task queue.

Figure 6: Selecting a Case Manager


Initial Case Assignment Process for a Case Management Administrator

Once the Individual contacts the CHFS Medicaid waiver department and requests assistance from the department in assigning a case management agency, the Case Management Administrator performs the following steps:

1. Access MWMA.

2. Click Quick Search from the navigation bar.

3. The Search Individual (Figure 7) screen displays. Enter search criteria and click Search.

Figure 7: Search Individual Screen

4. The search results display. Click the hyperlinked name of the Individual to access the Individual Summary screen (Figure 9)


Figure 8: Search Individual Search Results

5. The Individual Summary screen (Figure 9) displays. From the Case Action section, click Submit Initial Case Assignment Request.

NOTE: Clicking Reset erases the information entered in each field and allows you to re-enter the information.


Figure 9: Individual Summary Screen


6. The Case Management Agency List screen (Figure 10) displays. In this screen, the list of case management agencies is viewable by county. Select the county by highlighting the county name from the dropdown menu and clicking View List.

Figure 10: Case Management Agency List Screen

a. If the county you select does not have a case management agency for that waiver program, the screen displays “No results found.”

Figure 11: Case Management Agency List by County -No Results


b. If the county you select has at least one case management agency for that waiver program the screen displays a list of all case management agencies in that county.

Figure 12: Case Management Agency List by County

7. Click the radio button next to the case management agency name (Figure 12) for which you are requesting an initial case assignment request

8. Enter applicable comments in the Comments box. These comments will be viewable by the Case Supervisors at the assigned agency.

9. Click Submit Request to submit the initial case assignment request to the selected case management agency.


Figure 13: Selecting a Case Management Agency

NOTE: When you click Export to Excel, MWMA generates an Excel spreadsheet that lists the case management agency, the agency address, the agency contact person, the contact person’s e-mail address and the contact person’s telephone number.


Accept/Decline Initial Case Assignment Request Process for the Case Supervisor

When an initial case assignment request is received by the case management agency, the pool of Case Supervisors at that agency makes a determination whether to accept or decline the request, and a Case Supervisor from that group processes the initial case assignment request:

To accept the request, perform these steps:

1. Access your MWMA Dashboard.

2. Within the Tasks section of your Dashboard (Figure 1), select a task titled “Accept/Decline Initial Case Assignment Request” by clicking “Start.”

3. The Accept/Decline Initial Case Assignment Request screen (Figure 14) displays. Respond to the required question, “Would you like to accept or decline individual?”

Figure 14: Accept/Decline Initial Case Assignment Request Screen

a. To accept the initial case assignment, click the radio button next to “Accept.” A text box displays where you can enter the name of the Case Manager to whom you are assigning the Individual. Follow steps 5 through 8 detailed in the Initial Case Assignment for Case Supervisor section to select a Case Manager for the Individual. Additionally, a “Comments” text box displays. Enter comments viewable by the Case Manager in this text box. Click Save when you complete your entries.


Figure 15: Accepting a Case Assignment Request

b. To decline the case assignment request, click the radio button next to “Decline.” Select a reason for the decline from the dropdown menu. Enter comments viewable by the Case Manager in this text box. Click Save when you complete your entries.

Figure 16: Declining a Case Assignment Request


Medicaid Waiver Management ApplicationInitial Case Assignment Quick Reference GuideOverviewInitial Case Assignment Process for the Case SupervisorInitial Case Assignment Process for a Case Management AdministratorAccept/Decline Initial Case Assignment Request Process for the Case Supervisor

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Medicaid Waiver Management Application Initial Case …tris.eku.edu/MWMA/TrainingMaterials/JobAids... · 2015. 2. 4. · Medicaid Waiver Management Application Initial Case Assignment