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Day service fields

Here is a description of the fields you will see in the day service fields within the RMS tool. Because each service requires different input, not all services require input for all the fields listed below:

The day services include:

  • • Adult day 15-minute
  • • Adult day bath
  • • Adult day daily
  • • DT and H 15-minute
  • • DT and H daily
  • • DT and H partial day
  • • Prevocational daily
  • • Prevocational hourly
  • • Structured day 15-minute
  • • Structured day daily
  • Fields

    Prior to entering data into Rate Management System, it will be helpful for you to obtain information beforehand.

    Field name

    Action

    Provider NPI

    Enter provider’s NPI or UMPI. Do not enter county UMPI

    Information you need

    Provider’s National Provider Identifier (NPI) or Unique Minnesota Provider Identifier (UMPI)

    Service start and end date

    Enter start date and end date to match MMIS service agreement line

    Information you need

    Day service starts and ends

    Average staffing ratio

    Select staffing ratio from drop down menu

    Information you need

    Average daily ratio of direct care staff to recipients

    Total units

    Use the following scenarios to determine appropriate units:

  • • If adult day daily, prevocational services daily, or structured day daily are not provided at least 6 hours per day (not including transportation to/from), go to adult day (15-minute), prevocational hourly, or structured day (15-minute)
  • • If DT and H daily is not provided at least 6 hours per day (including transportation time to/from when provided by DT and H provider), go to DT and H 15-minute, or partial day DT&H
  • • If DT and H was authorized for the individual in 2013, and the individual will receive partial days, partial day DT&H is available. Authorize partial day using the exception process detailed below.
  • • If the lead agency and provider agree the authorization of partial days is not appropriate for the individual, authorize 15-minute unit DT and H.
  • Information you need

  • • Number of units inclusive of service start and end date that person is authorized to receive service
  • • If partial day DT and H is being authorized, please use the rate file sheet provided to lead agencies to determine an individual's rate.
  • Individual RN hours/unit

    Enter amount of time service will be provided during unit

    Information you need

    Assessment and treatment provided on a 1:1 basis by RN during a unit of service

    Individual LPN hours/unit

    Enter amount of time service will be provided during unit

    Information you need

    Assessment and treatment provided on a 1:1 basis by LPN during a unit of service

    Meals per day

    Enter number of meals per unit of service

    Information you need

    Number of meals per day of service

    AM snacks per day

    Enter number of AM snacks per unit

    Information you need

    Number of morning snacks per day

    PM snacks per day

    Enter number of PM snacks per unit

    Information you need

    Number of afternoon snacks per day

    Customization

    1. Review screening document to determine if person meets criteria
    2. Choose appropriate option from drop-down box

    Information you need

    Determine if person meets criteria for deaf/hard of hearing customization

    Total daily to/from DT and H transportation

    Enter amount of DT and H transportation rate if authorizing extended transportation or DT&H transportation

    Information you need

  • • Obtain amount authorized on MMIS SA for T2002, DT and H transportation
  • • For individuals with new service plans for daily DT and H, use the lead agency’s historic rate-setting methods to price what previously would have been T2002
  • Average time spent on transportation per day

    Enter average time spend on transportation per day from pick up to drop off

    Information you need

    Average time individual spends on transportation (use standard rounding rules)

    Lift required

    Enter whether or not the individual requires a vehicle lift for transport

    Information you need

    Obtain information from assessment

    Lift used

    Enter whether or not the individual uses a vehicle with a lift for transport

    Information you need

    Gather information from service provider

    Shared average number of one-way trips per day

    Enter the number of shared trips the individual takes per day (cannot exceed two)

    Information you need

    Gather information from service provider

    Individual average number of one-way trips per day

    Enter the number of individual trips the individual takes per day (cannot exceed two)

    Information you need

    Gather information from service provider

    Shared number of miles per day

    Enter the average number of miles for the individual's most direct route if transportation is shared. To determine this, use an internet mapping application or information derived from transportation provider's odometer. In many cases, the number of miles traveled will be higher than the most direct route. Please enter information for the most direct route.

    Information you need

    Gather information from service provider

    Individual number of miles per day

    Enter the average number of miles for individual's most direct route if individual transportation. To determine this, use an internet mapping application or information derived from transportation provider's odometer.

    Information you need

    Gather information from service provider

    Number of riders

    Enter the average number of riders the individual travels with per day

    For public transportation, enter “99” as the average number of riders.

    Information you need

    Gather information from service provider

    Exception unit rate

    Enter amount of requested rate

    Information you need

    Rate that will be requested on Disability Waiver Rates System exception request application, DHS-5820 form

    Exception type

    Use drop down menu to select type

    Drop-down options

  • • Exception-person will be discharged/service needs cannot be met
  • • Manual banding needed
  • • Residential-change in service plan
  • • DT and H partial day
  • Exception reason

    Choose reason from drop down box or enter narrative to describe “other”

    Information you need

    Brief description of why exception was needed

    Exception approval

    Leave blank (This is a DHS-entered field)

    Exception approval reason

    Leave blank (This is a DHS-entered field)

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