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.

DHS must update the Medicaid Management Information System (MMIS) to allow counties/tribal nations to enter a CFSS service agreement (SA). Some fields have minor changes. For more information, refer to DSD MMIS Reference Guide – MMIS transition from PCA and CSG to CFSS.

During the transition from CSG to CFSS, the county/tribal nation follows the instructions below to enter a new SA in MMIS:

MMIS assigns an 11-digit authorization number to the service agreement and automatically populates the authorization number field.

The first four digits of the authorization number are the date staff initiate the SA in MMIS. The first number is the last digit of the current year, and the remaining three numbers are the Julian date. For example, 1248 is September 5, 2011. The first digit 1 is the last digit of the year 2011. The next three digits 248 are the Julian date or the 248th day of the year.

Enter the start date of the service agreement in MMDDYY format.

CSG with PCA assessment

The SA start date for CSG is the first of the month.
The SA start date cannot overlap the end date of another service agreement in MMIS.

Cashing out current PCA SA

Determine the date to end the PCA SA. The end date should be the last day of the month. The start date on CSG SA is the first of the month following the end date of the PCA SA.

Notice of reduction/notice of termination

The SA start date for CSG notice of reduction or termination is the first of the month following the end date on the current CSG service agreement.

Denial of CSG

The SA start date for a denial of CSG is the same as the assessment date in the ASSESSMENT DATE field on AHC1 screen.

CSG with combined PCA and PDN or HHA

The SA start date for CSG is the first day of the month and cannot overlap the end date of another service agreement in MMIS.

Enter the end date of the service agreement in MMDDYY format.

CSG with PCA assessment

The SA end date is the last day of the month. The SA end date can be less than one year but no longer than the end of the 12th calendar month.

Cashing out current PCA SA

The end date on the CSG SA is the last day of the month and cannot extend beyond the end date of the cashed out PCA SA.

Notice of reduction, Notice of termination

The SA end date for a CSG notice of reduction or termination is the last day of the month.

Denial of CSG

The SA end date for a denial of CSG is the same as the assessment date in the ASSESSMENT DATE field on the AHC1 screen.

CSG with combined PCA and PDN or HHA

The SA end date is the last day of the month. The SA end date can be less than one year but no longer than the end of the 12th calendar month.

Enter the person’s Person Master Index (PMI) number. MMIS requires the use of the PMI number to identify a person. Conduct a recipient file search when the PMI number is unknown.

Enter the person’s birth date in MMDDYYYY format in the date of birth field.

Type a Y (yes) or N (no) in the authorized signature field. The Y code indicates the assessing nurse signed the PCA Assessment Service Plan (DHS-3244).