MWMA and Your Agency's Case Management Software: What Goes Where

Direct answer: MWMA is Kentucky's required portal for waiver applications, level-of-care and plan-of-care requests, incident reports and, for most waivers, the case manager's monthly note. It is not optional and agency software does not replace it. Agency software covers the work around it: caseloads, visit schedules, drafting and reviewing notes, follow-up and supervision. One Care Portal does not connect to MWMA.

What MWMA is

MWMA stands for Medicaid Waiver Management Application. The Cabinet for Health and Family Services describes it as the system used to enroll individuals in Kentucky's 1915(c) Home and Community Based Services waiver programs and the Program of All-Inclusive Care for the Elderly (PACE), and to manage their care. According to the Cabinet:

• Only HCBS waiver case managers, HCBS waiver providers and PACE organizations can access it.
• Each user needs an MWMA username and password. Staff without access contact the organizational administrator for their provider agency.
• All waiver applications, level-of-care requests and plan-of-care requests must be submitted through MWMA. Paper and verbal processes are no longer accepted.
• Training materials, including user guides, job aids and tip sheets, are provided by the state.

For access problems or system errors, use the contact details on the Cabinet's MWMA page. We cannot reset MWMA passwords or see MWMA records.

What the regulations put in MWMA

Each waiver's regulation names MWMA for specific records. These are the ones a case manager meets most often.

The rules differ by waiver. See Kentucky Medicaid waivers compared for the contact and note requirements side by side.

What the regulations leave to the agency

The regulations say what must end up in MWMA. They do not say how an agency organizes the work that comes before it. These are agency responsibilities, and they are where agencies still rely on paper files, spreadsheets or their own software:

• deciding which case manager carries which participants;
• planning each month's contacts so every waiver's visit rule is met;
• supervising case managers and reviewing their notes;
• keeping staff and participant documents current;
• carrying an unresolved issue from one contact to the next; and
• keeping authorization details where the case manager can see them.

Where One Care Portal fits

Kentucky Michelle P., SCL, HCB and ABI/ABI-LTC case management agencies can use One Care Portal for that agency-side work.

How the two fit in a working month

This is one way agencies divide the work. It is our suggestion, not a state procedure.

1. Plan. Each case manager sees their caseload and schedules the month's contacts in the agency system.
2. Contact and write. After the contact, the case manager writes the note there, with the method and location recorded.
3. Review. A supervisor approves the note or returns it with feedback.
4. Enter in MWMA. Staff enter or upload in MWMA what that waiver's regulation requires. One Care Portal does not do this step for you.
5. Follow up. Open items carry into next month's note until they are resolved.

Important boundary: One Care Portal does not connect to MWMA and sends nothing to it. It does not replace MWMA for anything the regulations place there, and it is not certified, endorsed or approved by Kentucky. If a vendor tells you their software connects to MWMA, ask them to show exactly what moves between the two systems and how. Each agency's forms, permissions, reporting, authorizations and billing route are confirmed before implementation.

Pricing is pay as you go and month to month: a $299/month platform fee plus $7.99 per active participant. See the Kentucky overview or the Case Management Care Module.