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MHCP Provider Update PCA-06-05

Deadline Extended for New PCA Time Sheet Documentation Requirements

December 22, 2006

MHCP is extending the deadline until April 1, 2007, for Personal Care Provider Organizations (PCPOs) and PCA Choice providers to comply with new time and activity documentation requirements for Personal Care Assistance (PCA) services. New requirements for PCA service documentation were posted in MHCP Provider Update New Documentation Requirements for PCA Time Sheets PCA-06-03. Content requirements for time sheets remain the same. This update contains new instructions for submitting alternate time sheets and extends the deadline for compliance.

Effective April 1, 2007, all PCA providers must use the PCA Time and Activity Documentation (DHS-4691) form or an approved alternate.

Alternate Time Sheet Timeline

Effective immediately, MHCP will no longer accept time sheets through MN–ITS. Instead, e-mail proposed alternate time sheets to Pca.timesheets@state.mn.us, established for submitting alternate time sheets to DHS.

If you would like MHCP to consider an alternate time sheet before April 1, 2007, submit the alternate form using this e-mail box by January 31, 2007. If you submit an alternate time sheet after January 31, 2007, you must use the DHS-4691 beginning April 1. MHCP will continue to review alternate time sheets for new and existing providers on an ongoing basis. Priority for review will be given to providers who have submitted at least one time sheet prior to January 31. MHCP will send letters of approval or denial within 45 days of receipt. All providers without written approval from MHCP for an alternate time sheet, regardless of the status of their alternate time sheets, must use DHS-4691 beginning on April 1, 2007.

Alternate Time Sheet Denials

MHCP will deny alternate time sheets that do not comply with the new requirements. The denial letter will include information about changes to bring the form into compliance. You may submit an amended time sheet for approval. MHCP does not guarantee review or approval of amended time sheets before April 1, 2007.

If you submit an alternate time sheet, include a cover letter with the following information:

• A contact name, address, and telephone number

• An explanation of how the alternate time sheet meets each of the requirements for PCA time and activity documentation in Provider Update PCA-06-03

• A list of abbreviations used in the alternate time sheets, spelled out

• Definitions of all terms used, if not included on DHS-4691

• Instructions for filling out and using the alternate time sheets

Note on Shared Care: If you do not plan to use the time sheet for shared care, include a statement in your cover letter that the time sheet will be used only for 1:1 services

Submit the proposed alternate time sheet and cover letter to: Pca.timesheets@state.mn.us.

Additional Resources

New Documentation Requirements for PCA Time Sheets PCA-06-03

PCA Organizations/PCPOs Web page

Minnesota Statutes 256B.0655

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