MI Choice Waiver: What Facilities Must Track Monthly

The MI Choice Waiver Program is a lifeline for many Adult Foster Care (AFC) and Home for the Aged (HFA) providers in Michigan. It helps cover the cost of care for residents who would otherwise need nursing home placement.

But with this funding comes responsibility: facilities must carefully track and document services each month. Missed or inconsistent records can delay payments—or worse, put your waiver contract at risk.

Here’s a breakdown of what every provider should be monitoring on a monthly basis.

1. Service Delivery Notes

Each resident receiving waiver services needs detailed progress notes that reflect:

• Services provided

• Frequency and duration

• Resident response or outcomes

Tip: Always tie the notes back to the resident’s person-centered plan of care.

2. Care Plan Compliance

The plan of care is your contract with the waiver agency. Track:

• Which services were delivered

• Who provided them

• Whether frequency matches the plan

If a service is missed, document why (illness, refusal, staff absence).

3. Billing Logs

Before submitting claims, reconcile:

• Dates of service

• Units billed

• Supporting notes in resident files

Billing without proper documentation is the #1 reason for audit findings.

4. Staff Credentialing and Training

Agencies may request staff rosters to verify that only qualified, trained individuals are delivering waiver services. Keep monthly logs up to date.

5. Variances or Changes in Condition

If a resident’s needs change, waiver agencies must be notified. Document any changes and update the care plan promptly to stay in compliance.

6. Incident Reports

All waiver-related incidents must be reported within required timelines. Track and follow up to ensure closure.

Best Practices for Staying on Track

• Use a monthly waiver compliance checklist.

• Schedule a standing reconciliation day for billing.

• Audit 10% of resident files each month for accuracy.

• Train staff on note-writing standards.

At Roseberri, we help facilities build systems that make MI Choice Waiver compliance simple and stress-free.

📌 Free Resource

Download our Monthly Waiver Tracking Template to keep your billing, notes, and compliance

aligned.

Monthly Waiver Tracking Template For Michigan AFC & HFA Providers.pdf

Download PDF • 145KB