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Minnesota Department of Human Services Community-Based Services Manual (CBSM)
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Case management aide

Page posted: 10/1/03

Page reviewed: 12/29/17

Page updated: 12/29/17

Legal authority

Federally approved BI, CAC, CADI, DD and EW waiver plans; Alternative Care program (Minn. Stat. §256b.0913); Essential Community Supports program (Minn. Stat. §256B.0922)


Case management aide: Assists the case manager with administrative activities related to waiver case management services.

Waiver case management: Assists people on a waiver to access needed services and resources. Those services and resources can be formal and informal supports not necessarily funded through the waiver.

Covered services

Case management aides perform administrative activities as assigned by a case manager. The case manager is responsible to provide oversight of the tasks assigned to the case management aide.

Examples of covered services include:

  • • Case preparation and filing of relevant materials
  • • Provider/vendor contacts (e.g., scheduling services, referrals)
  • • Phone contacts (e.g., connecting with the person to complete an administrative task)
  • • MMIS entry of screening documents and service authorizations.
  • Non-covered services

    A case management aide cannot:

  • • Assume responsibilities that require professional judgement
  • • Conduct assessments or reassessments
  • • Develop support plans.
  • Secondary information

    The case management aide must understand, respect and maintain confidentiality for all details of each case.

    The case manager or case management aide cannot have a personal financial interest in the services provided to the person. Case management or case management aide services must not be provided by a private agency that has a financial interest in the services provided to the person.

    Case management aide services must not be billed as case management services. DHS will not pay for case management aide services delivered by more than one provider on the same day. DHS pays the provider as indicated on the service agreement.

    Provider standards and qualifications

    A qualified case manager must supervise and direct the case management aide. For more information about case manager qualifications, see CBSM – Waiver case management/service coordination.

    The case management aide must:

  • • Be a high school graduate
  • • Have one year of experience as a case aide or in a closely related field or one year of post-secondary education
  • • Be employed by an agency that provides waiver case management services.
  • Additional resources

    CBSM – Waiver case management/service coordination
    DD Screening Document Codebook

    DSD MMIS Reference Guide

    Instructions for Completing and Entering the LTCC Screening Document and Service Agreement Into MMIS, DHS-4625 (PDF)

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