Page posted: 11/14/16
Page updated: 8/30/17
This page provides information about the applicability of and timelines for long-term services and supports (LTSS) assessments. For more information about assessments, including who does them and how, see CBSM – MnCHOICES.
We divide applicability and timeline information by type of assessment:
The LTSS assessment is valid for 60 days from the face-to-face assessment visit.
This page also provides information about lead agency responsibilities during the reassessment process.
Who needs it
A person or his or her legal representative may request an assessment at any time, whether he or she lives in an institution or the community.
Third party requests
When a third party requests an assessment on behalf of a person, the lead agency must contact the person to confirm it is his or her choice to have an assessment. If the person does not agree to an assessment, the lead agency does not do one. When a person is not in a position to actively communicate his or her agreement to have an assessment, the lead agency should use professional judgment in honoring the third party’s request.
The lead agency must complete a face-to-face assessment no later than 20 calendar days from when the person accepts the assessment.
The lead agency must evaluate the person’s need within five working days of an emergency admission to an intermediate care facility for persons with developmental disabilities (ICF/DD).
Nursing facility admissions
For people admitted to a nursing facility, the following timelines apply.
The lead agency:
If the person leaves the nursing facility for another institutional setting (e.g., hospital) after he or she is admitted, the 80-day timeline resets when he or she re-enters the nursing facility.
45-day temporary start of service
When a provider requests a 45-day temporary start of service for personal care assistance (PCA) services, the lead agency must complete a telephone assessment with the person to determine his or her needs before services start. The lead agency must complete an in-person assessment within the 45-day authorization period.
Who needs it
The following people require an annual reassessment:
Choice to waive
Although DHS strongly encourages an annual reassessment for everyone, the following people, or their legal representatives, may waive their annual reassessment for no more than two straight years:
For a person, or his or her legal representative, to waive his or her annual reassessment, certain conditions must be met. See CBSM – Choice to waive annual reassessment.
AC, ECS and EW
A person who uses one of the following programs must receive an annual reassessment within 60 days of the end of his or her current service agreement or program span, but no later than 365 days from his or her last in-person assessment:
CAC, CADI, BI, DD, PCA and Rule 185
A person who uses one of the following programs or services must receive an annual reassessment within 60 days of the end of his or her current service agreement:
When a person does not have a service agreement, the annual reassessment must occur within the anniversary month of his or her last in-person assessment.
Waiver waiting list
A person who wishes to remain on the waiver waiting list must receive an annual reassessment during the anniversary month of his or her last assessment.
Who needs it
When a person experiences a significant and potentially long-term change in his or her need for services and supports before his or her anticipated annual reassessment, the lead agency must conduct a change-in-condition reassessment.
The following are potential reasons for a change-in-condition reassessment:
The person, case manager or others (on behalf of the person) may request a change-in-condition reassessment.
The lead agency may address some short-term changes if the person already has an assessed need for supports by:
For the person to access services that do not reflect an already assessed need, the lead agency must complete a face-to-face, change-in-condition reassessment.
The lead agency must complete a change-in-condition reassessment no later than 20 calendar days from the request.
The lead agency should conduct these assessments in a timely manner and expedite urgent requests. The lead agency should evaluate urgent requests based on the person’s needs and potential risks to the person if the reassessment is delayed.
Who needs it
The lead agency must do reassessments for all people on the BI, CADI and CAC waivers when they turn 65 years old.
The lead agency has a four-month window to conduct the in-person assessment. The four-month window includes the two months before the birthday month, the birthday month and one month after. For example, if the person turns 65 in January, the lead agency would be able to conduct the reassessment in November, December, January or February.
How to document
To document the reassessment, the lead agency enters a new screening document into MMIS using an 08-activity type.
There are two ways a lead agency can use the reassessment to renew a service authorization:
People who receive disability waiver services may choose to stay on their current waiver when they turn 65 years old. For more information, see CBSM — BI, CAC, CADI and DD waiver general process and procedures page.
The certified assessor is responsible for the annual reassessment. In this important role, he or she:
A case manager, the service provider (s) and the person (or his/her legal representative) sign the MnCHOICES Coordinated Services and Supports Plan Signature Sheet, DHS-6791D (PDF) to indicate agreement with the services and supports in the support plan.
Managed care organizations (MCOs)
If the person receives services through a managed care organization, the care coordinator should follow the MCO’s protocols for reassessments and support plans.
Lead agency responsibilities when COR and CFR are different
DHS created new lead-agency timelines/guidelines for annual and change-in-condition reassessments when the county of residence (COR) and county of financial responsibility (CFR) are different. These apply to people who use:
For more information, including case manager and certified assessor responsibilities, see:
CBSM — Choice to waive annual LTSS assessment
Community Support Plan Worksheet, DHS-6791A (PDF)