Page posted: 8/26/24

Page reviewed:

Page updated: 6/17/25

Minn. Stat. §256B.0652, subd. 8, Minn. Stat. §256B.85, subd. 10

DHS is in the process of replacing PCA with CFSS. During the transition period, the person will transition to CFSS when the lead agency performs a reassessment. For more information about this transition, refer to CFSS Manual – Transition from PCA and CSG to CFSS.

Similarities

In both PCA and the CFSS agency model, the provider agency is responsible to request a reassessment from the lead agency 60 days before the end of the person’s current service agreement.

Differences

In the CFSS budget model, the financial management services (FMS) provider is responsible to request a reassessment 60 days before the end of the person’s current service agreement.

Reassessment: An assessment for long-term services and supports (LTSS) completed before the end of a person’s current service agreement.

Responsible party (RP)/participant’s representative: An individual who is age 18 or older and capable of directing care on behalf of a person receiving PCA/CFSS services when the person is assessed as unable to direct their own care. In PCA, this individual is called the RP. In CFSS, this individual is called the participant’s representative.

Note: All references to “representative” on this page refer to the participant’s representative, unless otherwise specified.

Effective Oct. 1, 2024, all assessments are for CFSS services. If the lead agency conducted the assessment before Oct. 1, 2024, and enters the service agreement on or after Oct. 1, 2024, they will enter a PCA service agreement.

To continue using PCA/CFSS services, a person must have a reassessment in the following situations:

The lead agency:

At the end of the person’s service plan year:

1. The PCA/CFSS provider agency (PCA and CFSS agency model) or the FMS provider (CFSS budget model) sends Referral for Reassessment for PCA/CFSS Services, DHS-6893B to the lead agency 60 days before the end of the person’s service agreement.

2. The lead agency conducts the reassessment, develops a support plan and creates a service authorization. For more information, refer to the lead agency responsibilities section on this page.

3. The process continues as outlined on CFSS Manual – Overview of the PCA and CFSS process.

When the person has a significant change in condition, the person, PCA/CFSS agency (PCA and CFSS agency model) or FMS provider (CFSS budget model) can request a reassessment using Referral for Reassessment for PCA/CFSS Services, DHS-6893B.

After receiving the request for reassessment, the lead agency determines if it should complete:

After receiving the request for reassessment, the appropriate lead agency staff must:

1. Review the person’s previous assessment information.

2. Schedule and conduct the reassessment before the end of the person’s existing service agreement.

3. Start discussing the support plan with the person if they continue to be eligible for publicly funded services and/or supports.

4. Enter the screening document(s) and service agreement into MMIS (including termination or reductions) before the end of the person’s current service agreement to prevent a gap in services. The service agreement authorizes:

For MMIS instructions, refer to DSD MMIS Reference Guide – Type B service agreement for PCA/CFSS.

Note: The lead agency might need to provide temporary approval for people using CFSS at the time of their reassessment if they will not have an approved CFSS service delivery plan by the end of their current service plan year. For more information, refer to CFSS Manual – CFSS service delivery plan development and approval process.

5. Send the person a notice of action (refer to CBSM – Notice of action).
Note: Reassessments that result in reduction or termination of services are subject to the 10-day notice requirement outlined on CFSS Manual – Notice of reduction or termination of PCA/CFSS services.

6. Review and approve or deny the person’s CFSS service delivery plan when they receive it.
Note: If the lead agency denies the person’s CFSS service delivery plan, they must send appropriate notice by following instructions on CBSM – Notice of action.

7. Take the appropriate action to authorize CFSS services:

8. Send the plan for services and supports to the person and their legal representative (if applicable) and, with the person’s permission, to:

9. Use Infopak report 2482 or the LTSS recipient report to track the completion of reassessments, if desired.

Managed care organization (MCO) responsibilities

If the person is enrolled in an MCO, the MCO follows its processes and procedures for reassessments.

The person must update their PCA/CFSS service delivery plan annually at the time of their reassessment. This process is different depending on whether the person uses PCA or CFSS.

PCA

The person works with the PCA provider agency to update their plan for the three months of PCA services the lead agency authorizes based on the results of the reassessment.

CFSS

In CFSS, the person works with their consultation services provider. If the person desires, the consultation services provider can help them update, develop and write their service delivery plan for the new service plan year. The consultation services provider must review the completed service delivery plan.

For a person who uses traditional PCA, PCA Choice or the CFSS agency model, the provider agency must:

1. Complete Referral for Reassessment for PCA/CFSS Services, DHS-6893B and fax it to the appropriate lead agency.

2. Keep the original DHS-6893B in the person’s file.

3. Confirm the lead agency scheduled and completed the assessment before the end of the service agreement.

For a person who uses the CFSS budget model, the FMS provider must:

1. Complete Referral for Reassessment for PCA/CFSS Services, DHS-6893B and fax it to the appropriate lead agency.

2. Keep the original DHS-6893B in the person’s file.

3. Confirm the lead agency scheduled and completed the assessment before the end of the service agreement.

For a person who uses CFSS, the consultation services provider can help the person update, develop and/or write their service delivery plan for the new service plan year, if the person desires. The consultation services provider must review the completed service delivery plan.

For all reassessments, DHS will: