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ALW waitlist and enrollment timing: the steps to remember

The short step lists from each lesson of The ALW waitlist and enrollment timing for care coordinators, on one page. Print it for the station or the break room. Each list points back to its lesson, where the sources are linked.

Open the coursePrint a poster with a QR code

Decision guide

A slot was released: what next?

Has DHCS notified your agency of a slot for this person?

  • Yes

    Have you reached the person or their representative since the slot notice?

    • Yes

      Does the person still want ALW?

      • Yes

        Is the request in the first priority group, for a stay of 60 days or more in an institutional setting?

        • Yes

          Does the file hold proof of 60 consecutive days, such as the SNF face sheet or admission record?

          • Yes

            Complete the assessment, the ISP and the documents, and send a complete application within 60 days of the slot notice. A DHCS nurse makes the level-of-care decision.

          • No

            Get the proof before you apply. If the person has already moved home, it goes with a community transition application.

        • No

          Complete the assessment, the ISP and the documents, and send a complete application within 60 days of the slot notice. A DHCS nurse makes the level-of-care decision.

      • No

        Record the decline, and notify DHCS that the person is no longer interested, within the 60 days. The choice is theirs.

    • No

      Have you made at least three attempts, weekly over three weeks, at different times and on different days, all documented?

      • Yes

        The request may be closed for no contact. Keep the documentation of every attempt with the file.

      • No

        Keep trying: at least once a week, at a new time of day and on a new day. Log each attempt on the tracking sheet, and watch the 60-day date.

  • No

    The person is still on the waitlist. Tell them the stage and their placement date, give no release date, and confirm their contact details.

This guide sorts your next step on a released slot. It does not decide eligibility, level of care or admission: DHCS, the home and the person each decide their own part.

Step through it one question at a time: alwbeta.com/training/courses/alw-waitlist-and-enrollment#decision-guide

Lesson 1

How the waitlist works, as DHCS describes it

Every new ALW request your agency takes starts as a waitlist request. How fast you screen it, submit it and confirm it sets the date the person is placed on the list. This lesson prepares the first decisions on a new request: what to screen, how fast, what goes to DHCS and what the person gets in writing.

  1. Slots are limited; DHCS keeps the master list and releases them
  2. Every new request, institutional transfers too, starts as a waitlist request
  3. Screen within 7 calendar days: basic eligibility and priority group
  4. Submit to DHCS at once; that date is the placement date
  5. Written notice within 3 calendar days of screening
  6. Keep the list current: wrong details can delay enrollment

Lesson: alwbeta.com/training/courses/alw-waitlist-and-enrollment#lesson-wait-how-it-works

Lesson 2

Slot release order and priority groups

When DHCS releases slots, it follows a published order. Families will ask where their person stands, and your agency screens which group applies. This lesson prepares both jobs: which priority group a request belongs to, what proof the first group needs, and why you teach the order but never quote a split of slots.

  1. 1: institutional setting 60+ days when the request is submitted to DHCS
  2. 2: imminent need in an APS referral; 3: in an Ombudsman referral
  3. 4: community requests, first come, first served
  4. Within each group: by the date placed on the waitlist
  5. Proof of the stay: face sheet, admission record; priority survives a move home
  6. Teach the order, not a split; priority is not eligibility

Lesson: alwbeta.com/training/courses/alw-waitlist-and-enrollment#lesson-wait-release-order

Lesson 3

From a released slot to enrollment: the CCA's work

A slot release starts a clock. In 60 days your agency must turn a name on a list into a complete application, or record why not. This lesson prepares the work in that window: the contact rules, the order you process slots in, the steps the waiver lists, and what counts as enrollment.

  1. 60 days from the slot notice: a complete application, or tell DHCS the person declined
  2. No contact: 3 or more attempts, weekly for 3 weeks, different days and times, logged
  3. Process slots in waitlist order
  4. Choices, Medi-Cal, Assessment Tool, facilities, ISP, documents to DHCS
  5. CCA RN or social worker assesses; a DHCS nurse decides level of care
  6. Enrollment: after the steps and after the move

Lesson: alwbeta.com/training/courses/alw-waitlist-and-enrollment#lesson-wait-slot-to-enrollment

Lesson 4

Timing enrollment with the home and the participant

A slot, a willing person and a room at a home rarely arrive on the same day. Your job is to line them up. This lesson prepares the timing calls: how the 60-day window, the home's admission decision, the move and enrollment fit together, and what happens to the slot if the person goes to a hospital later.

  1. Fit the assessment, ISP, home choice and application in the 60 days
  2. The person chooses the home; the home appraises and decides, with consent
  3. Enrollment comes after the steps and after the move
  4. NF transition coordination: within 180 days before the move, once
  5. Hospital stay after enrollment: up to 30 days to return; slot kept 60 days
  6. An Appendix K exception applies only to the emergency it names

Lesson: alwbeta.com/training/courses/alw-waitlist-and-enrollment#lesson-wait-timing-the-move

Lesson 5

Keeping the participant informed, and what never to promise

People wait months, and they plan their lives around what you tell them. Clear, true updates keep their trust. A promise you cannot keep breaks it. This lesson prepares your words: what to say about status, timing, priority and money, and which promises nobody at a CCA can make.

  1. Name the stage: waitlist, slot released, enrolled
  2. No release date: DHCS sets monthly releases, and the number varies
  3. Priority group: say it; a position or a date: do not
  4. ALW pays for care; the person pays room and board
  5. Ask for new phone numbers; three missed attempts can close a request
  6. The person chooses the CCA and the home, and may decline at any time

Lesson: alwbeta.com/training/courses/alw-waitlist-and-enrollment#lesson-wait-informed-no-promises

Beta’s ALW team, course version 2026.10.3, text checked against its sources on October 22, 2026. Educational only. Not continuing-education, licensure or regulatory credit. Follow your employer’s current procedure and the person’s current plan. Call 911 for a medical emergency.

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