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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
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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
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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.
Submitting an Initial Case Assignment Request Quick Reference
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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
Submitting an Initial Case Assignment Request Quick Reference
Guide 4
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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)
Submitting an Initial Case Assignment Request Quick Reference
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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.
Submitting an Initial Case Assignment Request Quick Reference
Guide 6
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Figure 9: Individual Summary Screen
Submitting an Initial Case Assignment Request Quick Reference
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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
Submitting an Initial Case Assignment Request Quick Reference
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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.
Submitting an Initial Case Assignment Request Quick Reference
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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.
Submitting an Initial Case Assignment Request Quick Reference
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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.
Submitting an Initial Case Assignment Request Quick Reference
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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
Submitting an Initial Case Assignment Request Quick Reference
Guide 12
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