Transition from PCA to CFSS

DHS is in the process of replacing personal care assistance (PCA) and the Consumer Support Grant (CSG) with Community First Services and Supports (CFSS). For more information about this transition, refer to CFSS Manual – Transition from PCA and CSG to CFSS.

For a Medicaid Management Information System (MMIS) transition summary, refer to DSD MMIS Reference Guide – MMIS transition from PCA and CSG to CFSS.

Similarities

The ASA1 screen is the same for a PCA and CFSS service agreement (SA).

Differences

There are no differences between PCA and CFSS on the ASA1 screen.

Overview

This page describes how to complete the ASA1 screen for both PCA and CFSS.

The ASA1 screen contains basic information about the person who receives PCA or CFSS services. DHS also uses the ASA1 screen for other services or programs.

A PCA or CFSS SA does not use all fields on the ASA1 screen. This page only describes fields relevant to a PCA or CFSS SA.

Timelines

Initial assessment

The county/tribal nation must enter an SA into MMIS within 30 days of the SA start date. If the county/tribal nation enters an SA more than 30 days after the SA start date:

For policy information, refer to CFSS Manual – Assessment for PCA/CFSS services.

Reassessment

After the county/tribal nation receives the request for reassessment from the provider agency or financial management services (FMS) provider (CFSS only), the county/tribal nation completes the reassessment before the end of the current SA. If the county/tribal nation completes the reassessment after the end of the current SA, they must route the SA to DHS for approval.

For policy information, refer to CFSS Manual – Reassessment for PCA/CFSS services.

Authorization number (AUTHORIZATION NBR) field

The county/tribal nation cannot edit the AUTHORIZATION NBR field. MMIS auto-populates the AUTHORIZATION NBR field with an 11-digit authorization number assigned to the SA.

Current locations/date (CURR LOC/DT) field

The county/tribal nation cannot edit the CURR LOC/DT field. This field describes the SA’s current location (e.g., county queue, DHS’ queue). MMIS auto-populates this field overnight based on the entry in the OVR LOC field on the ASA2 screen. If the OVR LOC field is blank, MMIS determines the entry in the CURR LOC/DT field.

Agreement start date (AGMT START DT) field

In the AGMT START DT field, the county/tribal nation enters the SA start date in MMDDYY format. The SA start date varies based on the person’s circumstances as described below.

Note: The AGMT START DT field on the ASA1 screen must match the BEGIN DATE field on the AHC1 screen. An entry in either field auto-populates the other field when the county/tribal nation presses function key F9. If the dates do not match, MMIS posts an exception code the county/tribal nation must resolve.

If the county/tribal nation enters a date in the AGMT START DT field that comes before the date in the ASSESSMENT DATE field on the AHC1 screen, MMIS posts an exception code.

The county/tribal nation must follow the instructions below based on the person’s circumstances.

Initial assessment

In the AGMT START DT field, the county/tribal nation enters the date the person will begin to receive services.

Reassessment

The entry in the AGMT START DT field depends on the reassessment date and the date the county/tribal nation enters the information into MMIS.

Reassessment and MMIS entry completed before the end of the current SA

In the AGMT START DT field, the county/tribal nation enters the first day of the month that follows the month listed in the AGMT END DT field on the ASA1 screen of the person’s current SA.

Note: The county/tribal nation can enter a date in the AGMT START DT field equal to or up to 183 days after the date entered in the ASSESSMENT DATE field on the AHC1 screen. If the date is not equal to or up to 183 days after the date entered in the ASSESSMENT DATE field on the AHC1 screen, MMIS posts an exception code the county/tribal nation must resolve.

Reassessment and/or MMIS entry completed after the end of the current SA

In the AGMT START DT field, the county/tribal nation can enter a date that is earlier than the date in the ASSESSMENT DATE field if the situation meets the requirements in the updating SA start date or end date section of CFSS Manual – PCA/CFSS SA technical changes and corrections.

The county/tribal nation enters the requested SA start date and uses the OVR LOC field on the ASA2 screen to route the completed SA to DHS for review when one or more of the following is true:

The county/tribal nation documents the reason for the late SA entry and/or the late assessment on the AHC3 screen.

Reassessment completed more than 30 days after the end of the current SA

In the AGMT START DT field, the county/tribal nation enters the same date listed in the ASSESSMENT DATE field on the AHC1 screen.

MMIS entry completed more than 30 days after the end of the current SA

In the AGMT START DT field, the county/tribal nation enters the date listed in the ASSESSMENT DATE field on the AHC1 screen. When the county/tribal nation enters the new SA more than 30 days after the end of the current SA, MMIS posts an exception code. The county/tribal nation must route the SA to DHS for review.

Assessment due to eligibliliy increase

In the AGMT START DT field, the county/tribal nation enters the date of the assessment if the county/tribal nation does an early assessment due to a change in condition.

Note: The county/tribal nation follows these instructions after they complete a full reassessment, not a 45-day temporary increase assessment. For instructions to enter a 45-day temporary increase, refer to DSD MMIS Reference Guide – 45-day temporary increase of PCA/CFSS services.

Agreement end date (AGMT END DT) field

In the AGMT END DT field, the county/tribal nation enters the SA end date in MMDDYY format. The SA end date is the last day of the month. The SA date span can be less than one year but no longer than the end of the 12th calendar month.

Recipient identification (RECIP ID) field

In the RECIP ID field, the county/tribal nation enters the person master index (PMI) number (sometimes known as the person’s member number). To find the person’s PMI number, the county/tribal nation can do a recipient file search. For more information, refer to Instructions for Completing and Entering the LTCC Screening Document and Service Agreement into MMIS, DHS-4625 (PDF).

Date of birth (DOB) field

In the DOB field, the county/tribal nation staff enters the person’s birth date in MMDDYYYY format.

Authorization signature (AUTH SIG) field

In the optional AUTH SIG field, the county/tribal nation can enter Y to indicate they authorize services.

Authorization date (AUTH DATE) field

In the optional AUTH DATE field, the county/tribal nation can enter the date they authorized services in MMDDYYYY format.

Navigation

The county/tribal nation presses a transmit key to advance to the ASA2 screen.