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Minnesota Department of Human Services RMS User Manual
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Training modules

DHS developed training videos to help new and current users navigate and understand the Disability Waiver Rate System (DWRS) and Rate Management System (RMS). These courses will help you:

  • • Expand your knowledge about DWRS and RMS
  • • Understand banding and how it is applied in RMS
  • • Calculate service intensity changes
  • • Navigate various banding scenarios
  • • Create screenshots of RMS calculations to share with necessary parties
  • • Understand the exception process
  • • Understand how to complete a DHS-6790 worksheet
  • • Understand how to calculate a rate in RMS.
  • How to watch

    You can either:

  • • Select the course links in the DWRS courses section to watch directly
  • • Use the following process to gain TrainLink credit.
  • Gain TrainLink credit

    Users can watch the videos on TrainLink for credit. To do so:

    1. Go to TrainLink
    2. Click sign on in the upper right corner
    3. Use your unique key (If you do not have a unique key, request one on the TrainLink home page)
    4. Click search learning activities
    5. Enter DWRS in the search field
    6. Choose your desired course and click select
    7. Click start course in the upper right once the course page displays
    8. Close the video window when you finish watching it.

    Video controls

    While using the video player, you can use the following controls:

    Icon

    Function

    What does it do?

    Full screen icon

    Full screen

    Allows you to watch the video in full screen

    Closed caption icon

    Closed caption

    Gives you the ability to turn on closed captions

    Volume icon

    Audio volume

    Allows you to control the volume

    DWRS courses

    Intro to Disability Waiver Rate System and Rate Management System

    Course code

    To take this course for TrainLink credit, use course code DWRS101.

    Modules

    1. What is the Disability Waiver Rate System (DWRS)?

  • Description: Explains why Minnesota implemented a statewide rate system for home and community-based disability waiver services, how the DWRS affects your work and introduces RMS.
  • 2. Rate Management System (RMS) service planning and purchasing

  • Description: Describes how a lead agency and service provider work together to come to an agreement on input values required to determine a rate in RMS. Addresses considerations and what a lead agency or provider may do if they cannot reach an agreement for input values.
  • 3. How to calculate a rate in the MnCHOICES Support Plan Application

  • Description: Explains where lead agencies access the RMS, how to input data into RMS and how to calculate a rate for a service in RMS.
  • What is banding?

    Course code

    To take this course for TrainLink credit, use course code DWRS102.

    Modules

    1. Banding overview

  • Description: Describes what banding is and how banding is applied in RMS. Defines individual historic rates and weighted average historic rates.
  • 2. Banding logic for day and unit-based services

  • Description: Explains how banding logic works in RMS for day and unit-based services. Describes the five possible scenarios for how banding is applied in RMS for day and unit-based services.
  • 3. Banding logic for residential services

  • Description: Explains how banding logic works in RMS for residential services. Describes the three possible scenarios for how banding is applied in RMS for residential services.
  • Manual banding scenarios (exceptions)

    Course code

    To take this course for TrainLink credit, use course code DWRS104.

    Module

    1. Understanding the exception process

  • Description: Describes the DWRS exception process, eligibility criteria, required documentation, submission process and timelines for exceptions.
  • Additional information

    For more information, see RMS User Manual – Banding scenarios

    How to take screenshots

    Course code

    To take this course for TrainLink credit, use course code DWRS105.

    Modules

    1. Full-screen screenshot

  • Description: Describes and gives an example of how to take a screenshot of an entire screen in RMS.
  • 2. Specific window screenshot

  • Description: Describes and gives an example of how to take screenshot of an RMS screen when multiple windows are available.
  • 3. Screenshot snipping tool

  • Description: Describes and gives an example of how to take a screenshot in RMS using the snipping tool.
  • How to complete a DHS-6790 worksheet

    Course code

    To take this course for TrainLink credit, use course code DWRS201.

    Modules

    Description: The following modules explain how providers use the DHS-6790 worksheets to submit rate-setting inputs to lead agencies for review. Each module provides step-by-step instruction and defines the input fields on the worksheet.

    1. How to complete a DHS-6790A worksheet

  • Applies to these services: Adult day 15-minute, structured day 15-minutes and DT&H 15-minute.
  • 2. How to complete a DHS-6790B worksheet

  • Applies to this service: Adult day daily.
  • 3. How to complete a DHS-6790C worksheet

  • Applies to these services: Foster care and supported living services (SLS) daily.
  • 4. How to complete a DHS-6790E worksheet

  • Applies to these services: Prevocational services daily and structured day daily.
  • 5. How to complete a DHS-6790F worksheet

  • Applies to this service: Prevocational services hourly.
  • 6. How to complete a DHS-6790G worksheet

  • Applies to these services: Customized living services, 24-hour customized living services and residential care services.
  • 7. How to complete a DHS-6790I worksheet

  • Applies to these services: Adult day, prevocational services and structured day daily.
  • 8. How to complete a DHS-6790J worksheet

  • Applies to this service: DT&H daily.
  • How to use the DWRS supplemental worksheets

    Course code

    To take this course for TrainLink credit, use course code DWRS203.

    Modules

    1. How to determine shared and individual staffing hours for residential services

  • Description: Explains how to determine shared and individual staffing hours for residential services and how to use DHS-6910 as an aide in determining residential staffing hours.
  • 2. How to determine staff hours for residential services for individuals who are regularly home during the weekday

  • Description: Explains how to use the planned weekday daytime staff hours business rules worksheet. Providers can use it for situations where multiple people in the home, but not all, are regularly home during the weekday.
  • 3. How to determine incidental weekday daytime staffing hours

  • Description: Explains how to use the incidental weekday daytime staff hours business rules worksheet. Providers can use it to calculate the projected number of hours a person is unexpectedly at home and additional direct care staff are brought in to care for the person’s needs.
  • 4. How to determine staffing ratios for day services

  • Description: Explains how to determine staffing ratios for day services and how to use the day services worksheet as an aide in determining day staffing hours.
  • How to calculate rates in the MnCHOICES Support Plan

    Course code

    To take this course for TrainLink credit, use course code MNSP_R100.

    Modules

    1. Preparing to Compute Rates for Disability Wavier Services: Workflow Scenarios

  • Description: Explains the workflow that must occur to calculate RMS framework rates, market rates and pre-determined rates for disability waiver services in the MnCHOICES Support Plan. The module demonstrates two possible workflow scenarios.
  • 2. Preparing to Calculate a Rate Management System (RMS) Framework Service

  • Description: Explains how to complete the service line screen to calculate rates for RMS framework services in the MnCHOICES Support Plan.
  • 3. How to Enter a Market Rate Service

  • Description: Explains how to complete the service line screen to enter rates for market rate services in the MnCHOICES Support Plan.
  • 4. How to Enter a Pre-determined Rate Service

  • Description: Explains how to complete the service line screen to obtain rates for pre-determined rate services in the MnCHOICES Support Plan.
  • How to complete non-framework rates in the MnCHOICES Support Plan

    Course code

    To take this course for TrainLink credit, use course code MNSP_R200.

    Modules

    1. RMS Rate Calculator Screen: Historic Rate Not Available

  • Description: Explains how to complete the non-framework rate information section of the RMS rate calculator screen when a historic rate does not populate.
  • 2. RMS Rate Calculator Screen: Service Intensity Change

  • Description: Explains how complete the non-framework rate information section of the RMS rate calculator screen when a person with a banded rate has a change in service intensity.
  • 3. RMS Rate Calculator Screen: Change in Residential Service Provider

  • Description: Explains how complete the non-framework rate information section of the RMS rate calculator screen when there is a change in residential service provider for a person who received a residential service in December 2013.
  • 4. RMS Rate Calculator Screen: MAPCY Reduction

  • Description: Explains how to complete the non-framework rate information section of the RMS rate calculator screen when a child in out-of-home placement also receives foster care payments determined by the MAPCY tool.
  • How to complete framework rates in the MnCHOICES Support Plan

    Course code

    To take this course for TrainLink credit, use course code MNSP_R300.

    Modules

    1. Calculating Rates for Disability Waiver Framework Services: Foster Care and SLS Daily

  • Description: Defines the input fields on the RMS rate calculator screen and demonstrates how to calculate a final rate in the MnCHOICES Support Plan
  • Applies to these services: Foster care daily and supported living services (SLS) daily.
  • 2. Calculating Rates for Disability Waiver Framework Services: Customized Living, Customized Living 24-hour and Residential Care

  • Description: Defines the input fields on the RMS rate calculator screen and demonstrates how to calculate a final rate in the MnCHOICES Support Plan
  • Applies to these services: Customized living, customized living 24-hour and residential care.
  • 3. Calculating Rates for Disability Waiver Framework Services: DT&H Daily

  • Description: Defines the input fields on the RMS rate calculator screen and demonstrates how to calculate a final rate in the MnCHOICES Support Plan
  • Applies to this service: DT&H daily.
  • 4. Calculating Rates for Disability Waiver Framework Services: Adult Day and Adult Day FADS Daily

  • Description: Defines the input fields on the RMS rate calculator screen and demonstrates how to calculate a final rate in the MnCHOICES Support Plan
  • Applies to these services: Adult day daily and adult day FADS daily.
  • 5. Calculating Rates for Disability Waiver Framework Services: Prevocational Services Daily and Structured Day Daily

  • Description: Defines the input fields on the RMS rate calculator screen and demonstrates how to calculate a final rate in the MnCHOICES Support Plan
  • Applies to these services: Prevocational services daily and structured day daily.
  • 6. Calculating Rates for Disability Waiver Framework Services: DT&H 15 minute, Prevocational Hourly, Structured Day 15 Minute, Adult Day 15 Minute

  • Description: Defines the input fields on the RMS rate calculator screen and demonstrates how to calculate a final rate in the MnCHOICES Support Plan
  • Applies to these services: DT&H 15-minute, prevocational hourly, structured day 15-minute and adult day 15-minute.
  • 7. Calculating Rates for Disability Waiver Framework Services: Unit-based Services

  • Description: Defines the input fields on the RMS rate calculator screen and demonstrates how to calculate a final rate in the MnCHOICES Support Plan
  • Applies to these services: Behavioral support, companion care, housing access coordination, in-home family support, independent living skills training, night supervision, personal support, respite care services 15-minute, supported employment services and supported living services 15-minute.
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