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Minnesota Department of Human Services Community-Based Services Manual (CBSM)
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Developmental Disability Screening

Page posted: 10/1/03

Page reviewed:

Page updated: 9/29/10

Legal authority

Minn. Stat. §256B.092, Minn. R. chapter 9525, parts 9525.0004 to 9525.0036

Definition

Developmental Disability (DD) Screening: An assessment for a person with a diagnosis of developmental disability or a related condition to evaluate the level of care needed.

Purpose

The DD Screening addresses if home and community-based services are appropriate for persons:

  • • Who are at risk of placement in an ICF/DD
  • • Who request services in the areas of residential, training and habilitation, nursing facility or family support
  • • For whom there is reasonable indication that they might require this level of care
  • DD Screening teams

    The screening team consists of the:

  • • Person with a diagnosis of a developmental disability or a related condition
  • • Parent if the person is a minor
  • • Legal guardian or conservator
  • • Qualified DD professional (QDDP)
  • • Case manager for persons with DD or a related condition
  • The case manager is responsible to:

  • • Notify screening team members of meeting dates
  • • Convene meetings at a time and place that ensures participation of all screening team members
  • The case manager, with the concurrence of the person or their legal representative, may invite other persons to attend meetings of the screening team. No member of the screening team shall have any direct or indirect service interest.

    Secondary information

    The case manager may also act as the qualified DD professional if the case manager meets the federal definition.

    A registered nurse must be designated as either the case manager or the qualified DD professional for persons who are:

  • • Determined to have overriding health care needs
  • • Seeking admission to a nursing facility, ICF/DD or access to home and community-based services
  • Public guardianship representation
    County social service agencies may contract with a public agency, private agency or individual who is not a service provider for the person. The contract:

  • • Is limited to public guardianship representation for the screening and individual service planning activities
  • • May be for paid or voluntary services
  • • Requires compliance with the commissioner’s instructions
  • Persons under the jurisdiction of correctional agency
    Case managers must consult with the corrections administrator regarding additional health, safety and supervision needs.

    Screening team responsibilities

    The screening team is responsible to:

    1. Review diagnostic data.
    2. Review health, social and developmental assessment data.
    3. Identify the level of services appropriate to maintain the person in the most normal and least restrictive setting consistent with the person's treatment needs.
    4. Identify other non-institutional public assistance or social service(s) that may prevent or delay long-term residential placement.
    5. Assess whether a person is in need of long-term residential care.
    6. Make recommendations about placement and payment for:

  • • Social service or public assistance support to maintain a person in the their own home or other place of residence
  • • Training and habilitation service, vocational rehabilitation, employment training activities
  • • Community residential placement
  • • Regional treatment center placement
  • • Home and community-based service alternative to community residential placement or regional treatment center placement
  • 7. Evaluate the availability, location and quality of the services listed above including the impact of placement alternatives on the person’s ability to maintain or improve existing patterns of contact and involvement with parents and other family members.
    8. Identify the cost implications of recommendations made regarding needed social services or public assistance.
    9. Make recommendations to a court as needed to assist the court in making decisions regarding commitment of persons with developmental disability or related condition.
    10. Inform the person and their legal guardian or conservator, or the parent if the person is a minor that they may appeal.

    Informed choice

    If the screening team determines the person is eligible for ICF/DD or home and community-based services, the person or their legal representative must make an informed choice between those services. Case Manager’s Guide to Determining ICF/DD DHS-4147A (PDF) / Instructions DHS-4147B (PDF)

    Timelines

    The screening team makes an evaluation of need within:

  • • 60 working days of the request for service by a person with DD or a related condition
  • • 5 working days of an emergency admission of a person to an ICF/DD
  • Full team screenings must occur when:

  • • Person is identified to be at risk of ICF/DD or nursing facility placement
  • • Person or their legal representative request services
  • • Service needs of a person have changed effecting the level of care needed
  • • Person enters or exits Minnesota Extended Treatment Options (METO)
  • Guardianship status of a person has changed
  • • Child reaches the age of five and has a current diagnosis of unspecified DD
  • • Last full team screening is six years old (adult) or three years old (child)
  • • Entry into waiver services is anticipated in thirty days or less
  • Billing

    DD full-team screening (face-to-face) activities eligible for payment include time spent by the case manager for the following:

  • • Arrange the assessment
  • • Prepare screening document before assessment
  • • Travel to and returning from the meeting (does not including mileage costs)
  • • Conduct the assessment
  • • Approve and enter the screening document
  • A person (if not the case manager) who provides qualified DD professional or state guardian representative services may bill for time spent to attend the meeting and travel time.

    Counties/tribes:

  • • Are responsible to be sure all full team DD screening activities are completed before they submit a claim
  • • Bill the cost of performing full team screening activities at the current full team DD screening rate
  • • May claim up to a maximum of 96 units
  • MMIS and SSIS are programmed to post an edit if counties/tribes:

  • • Do not complete DD screening activities within 35 calendar days before and 35 calendar days after the face-to-face screening date
  • • Submit a claim exceeding 96 units
  • A billing claim cannot include multiple from and through dates. Bill units of time for all activities:

  • • In 15-minutes increments
  • • Combined into one claim
  • • Under the code T2024 (1 Unit = 15 minutes)
  • Example
    Action date: 09/01/09
    Team Member: Joe Doe
    Activity: Full-team screening
    Time: Claim includes time to prepare document(.5 hours), actual meeting time (1.5 hours), and travel (1 hour)
    Billable Units: 12
    Rate: Current full team DD screening rate

    Documentation
    The screening team completes, signs and submits the DD Screening Document DHS-3067 (PDF) to DHS for authorization of Medical Assistance payments. Click here for information on screening documents and services agreements.

    The case manager, qualified DD professional and/or state guardian representative document the amount of time spent for each activity on the Case Manager’s Cost Report for DD Full Team Screening (PDF) or similar form. The billing date for all screening activities must match the action date of an approved full team screening document.

    Submitting claims through MMIS

    Batch all full team screening activities eligible for payment into one claim using procedure code T2024. The claim date must match the date of an approved full team screening date (activity date on ALT1 screen). Document all activities in the recipient case file:

  • • Date the activity was completed
  • • Name and role of the team member completing the activity
  • • Activity completed
  • • Amount of time spent on the activity.
  • Submitting claims through SSIS

    Effective Oct. 1, 2010, claim all completed DD full team screening activities through SSIS. When entering a time record for DD Screenings in SSIS, the worker must:

    1. First select the BRASS service for DD Screenings (505 for children and adults).
    2. Then select the screening activity in the SSIS Staff Activity time record module to record the full team screening activities along with the time spent completing those tasks. Enter only the claimable full team screening activities listed above in SSIS using the time record activity Screening.
    3. Record activities that are not claimable under another:

  • • Time record activity such as client contact or
  • • BRASS service such as Case Management
  • Additional resources

    CBSM – DD Screening Document guide for assessing children in MnCHOICES
    CBSM – Level of care

    CBSM – Public guardianship

    DD Screening Document Codebook

    DSD MMIS Reference Guide

    ICF/DD Systems Manual

    Related Conditions Checklist, DHS-3848 (PDF)

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