Minnesota Minnesota

CFSS Policy Manual

CFSS Policy Manual


PCA/CFSS service delivery plan changes

Page posted: 8/26/24

Page reviewed:

Page updated: 8/25/25

Legal authority

Minn. Stat. §256B.0659, subd. 3a, Minn. Stat. §256B.85, subd. 5 and 17

Comparison of PCA and CFSS

DHS is in the process of replacing PCA with CFSS. For more information about this transition, refer to CFSS Manual – Transition from PCA and CSG to CFSS.

Similarities

In both PCA and CFSS:

  • · The person must have a service delivery plan.
  • · The worker can only provide services described in the service delivery plan.
  • · The person can change their service delivery plan at any time and as many times as desired.
  • · Some service delivery plan changes require authorization and/or approval.

    • Differences

    The person/entity responsible to write and update the service delivery plan is different for PCA and CFSS.

    In PCA, the qualified professional (QP) and the person write the service delivery plan and make changes as needed.

    In CFSS, the consultation services provider and the person write the service delivery plan and make changes as needed.

    Definitions

    Service delivery plan: A person-centered, written document that identifies the PCA/CFSS services a person will receive based on their assessed needs and how those services will be delivered. In PCA, the service delivery plan is also referred to as a care plan.

    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.

    Overview

    This page includes:

  • · PCA-specific information.
  • · CFSS-specific information.

    • Additional resources

    CFSS Manual – PCA/CFSS service delivery plan
    CFSS Manual – PCA/CFSS service agreement (SA) technical changes and corrections
    CFSS Manual – Transition from PCA and CSG to CFSS

    PCA-specific information

    Changes that do not require authorization

    The following PCA changes do not require authorization from the lead agency or DHS:

  • · Change in the person’s or RP’s contact information.
  • · Minor change in how the worker performs an approved task (e.g., person would like to take showers instead of baths).
  • · Change to planned monthly use of units.
  • · Change to services the worker will provide.

    • Changes that require authorization

    The following changes require authorization from the lead agency or DHS:

  • · Change in provider.
  • · Change in RP.
  • · Change in service option.

    • For more information and instructions, refer to CFSS Manual – PCA/CFSS SA technical changes and corrections.

    Changes that require lead agency assessment

    If the person experiences a change in condition that lasts longer than 45 days, the lead agency must complete an assessment. For more information and instructions, refer to CFSS Manual – PCA/CFSS change in condition or health status.

    CFSS-specific information

    Changes that do not require authorization

    The following CFSS changes do not require authorization or approval:

  • · Change in the person’s or representative’s contact information.
  • · Minor change in how the worker performs an approved task (e.g., person would like to take showers instead of baths).
  • · Worker job description (budget model only).
  • · Back-up plan (unless the person is making changes involving the purchase of a personal emergency response system [PERS]; refer to CFSS Manual – CFSS PERS).

    • Instructions

    Agency model

    If the person uses the agency model, the person and the provider agency work together to update the service delivery plan.

    Budget model

    If the person uses the budget model, the person updates the service delivery plan and gives a copy of the updated service delivery plan to the financial management services (FMS) provider.

    Changes that require authorization only

    Instructions for people not enrolled in a managed care organization (MCO)

    The following changes require authorization from the county/tribal nation or DHS but do not require the county/tribal nation to approve a new service delivery plan:

  • · Changing a provider agency, consultation services provider or PERS provider. For instructions, refer to CFSS Manual – Changing PCA/CFSS providers.
  • · Changing a representative. For instructions, refer to CFSS Manual – PCA/CFSS SA technical changes and corrections.
  • · Adding more consultation services sessions. For instructions, refer to CFSS Manual – CFSS consultation services overview.
  • · Adding more worker training and development. For instructions, refer to CFSS Manual – CFSS worker training and supervision.
    Note: This change does require plan approval for people using waiver/AC.
  • · Adding a failed background study. For instructions, refer to CFSS Manual – PCA/CFSS SA technical changes and corrections.

    • Instructions for people receiving CFSS through an MCO

    The consultation services provider and MCO work together to follow the MCO’s processes.

    Changes that require lead agency assessment

    If the person experiences a change in condition that lasts longer than 45-days, the lead agency must complete an assessment. For more information, refer to CFSS Manual – PCA/CFSS change in condition or health status.

    Changes that require plan approval and authorization

    The following changes require a review by the consultation services provider and plan approval from the lead agency:

  • · Changing the model (refer to CFSS Manual – PCA/CFSS process to change service options/models).
  • · Adding more worker training and development (waiver/AC only; refer to CFSS Manual – CFSS worker training and supervision).
  • · Changing an FMS provider (refer to CFSS Manual – Changing PCA/CFSS providers).
  • · Moving units/dollars between personal care, goods/services, PERS and FMS fee.
  • · Changing a cost of a specific good/service or PERS.
  • · Changing a good, service or class.
  • · Adding or removing goods, services or PERS.
  • · Changing a CFSS provider agency (CFSS through an MCO only).

    • The following sections include instructions specific to the person’s situation.

    Instructions for people without a case manager and not enrolled in an MCO

    For all changes that require county/tribal nation approval:

    1. The person updates the service delivery plan, with support from the consultation services provider as desired.

    2. The consultation services provider reviews the updated service delivery plan and offers guidance on whether the service delivery plan:

  • · Is complete.
  • · Meets the person’s assessed needs.
  • · Only contains covered CFSS services.

    • 3. The consultation services provider uploads a copy of the updated service delivery plan in MnCHOICES and notifies the county/tribal nation.

    4. The county/tribal nation reviews and approves the service delivery plan.

    5. The county/tribal nation completes a new Lead Agency Addendum to CFSS Service Delivery Plan, DHS-6893W.

    5. The county/tribal nation follows the applicable instructions based on the person’s situation:

  • · No PCA/CSG services on SA and 183 days or less before the start of the SA: Updates the person’s SA (detailed instructions coming soon).
  • · PCA/CSG on SA and/or more than 183 days after the start date of the SA: Sends a request to change the SA using CFSS Request Form, DHS-6893I to DHS.

    • 6. MMIS generates a copy of the SA and sends it to the provider agency and/or FMS provider.

    7. The consultation services provider gives a copy of the updated service delivery plan to the provider agency and/or FMS provider.

    Instructions for people with a case manager

    For all changes that require approval from the county/tribal nation:

    1. The person updates the service delivery plan with support from the consultation services provider as desired.

    2. The consultation services provider reviews the updated service delivery plan and offers guidance on whether the service delivery plan:

  • · Is complete.
  • · Meets the person’s assessed needs.
  • · Only contains covered CFSS services.

    • 3. The consultation services provider uploads a copy of the updated service delivery plan in MnCHOICES and notifies the county/tribal nation.

    4. The case manager reviews and approves the updated service delivery plan.

    5. The case manager updates the SA and sends a copy of the service delivery plan to the provider agency and/or FMS provider.

    Instructions for people receiving CFSS through their MCO

    The consultation services provider and MCO work together to follow the MCO’s processes.

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