Minn. Stat. §256B.0911

County of financial responsibility (CFR): The county or tribal nation responsible for payment of a person’s social services.

County of residence (COR): The county or tribal nation where a person resides.

For information about the policy related to this process, see CBSM – Reassessments when the COR and CFR are different.

Note: These processes and procedures related to CFR do not apply when the person is on the Elderly Waiver (EW), Alternative Care (AC) or Essential Community Supports (ECS).

The LTSS recipient report contains each lead agency’s aggregate assessment data that includes COR and CFR information for the past year. Counties and tribal nations use this report to prepare for MnCHOICES reassessments. Counties and tribal nations can access their report through their CML mailbox via MN-ITS on or around the 15th day of each month.

DD screening documents

When a COR completes an assessment for someone accessing developmental disabilities (DD) services and the COR is not the CFR, both the COR and CFR need to review and approve suspended DD screening documents.

The COR routes the documents to the CFR using the override location function in MMIS. For more information about this step, see the DD screening document override location section. For information about the COR’s other responsibilities, see the COR DD screening document process and procedure section.

These documents are then loaded into the CFR’s MMIS queue. DHS updates this queue each business day with the previous day’s screening documents.

The CFR must regularly view and approve the documents in this queue by doing one of the following:

For more information, see the CFR DD screening document process and procedure section.

LTC screening documents

The COR typically does not route long-term care (LTC) screening documents to the CFR for approval (except in certain circumstances; see the LTC screening document override location section).

However, both the COR and CFR must communicate and follow instructions to complete LTC screening documents. For more information, see the COR LTC screening document process and procedure section and the CFR LTC screening document process and procedure section.

DD screening documents

The COR uses MMIS to route a DD screening document to a specific location for CFR approval. The COR enters the CFR’s county code on the ADD1 screen in the OVR LOC field (see CBSM – Minnesota county codes).

The COR should not enter a value in this location unless any of the following circumstances are true:

If the circumstances above do not apply, do not enter a value in the override location field. This will result in the delay of the review and/or approval of the DD screening document.

LTC screening documents

In certain circumstances, the COR uses MMIS to route an LTC screening document to a specific location. The COR should not enter a value in this location unless DHS specifically instructs the COR to do so. If instructed, enter the specific location given to you by the DHS staff member on the ALT1 screen in the OVR LOC field.

If DHS does not instruct you to do so, do not enter a value in the override location field. This will result in the delay of the review and/or approval of the LTC screening document.

When the COR completes a MnCHOICES assessment on behalf of the CFR, the COR is responsible to enter the assessment results into MMIS. The COR enters the respective screening document results with the COR certified assessor’s name and National Provider Identifier (NPI).

DD screening document

MMIS automatically determines the COR and CFR.

Reassessments

Before routing the DD screening document for a reassessment, the COR must:

After completing all of the above steps, enter the CFR’s county code into the OVR LOC field on ADD1 screen to route the document to the CFR for approval and finalization.

This document will show as suspended, and the COR will not be able to resolve exception code 246. This exception code can only be resolved by the CFR.

Initial assessments

Before routing the DD screening document for an initial assessment, the COR must:

After completing all of the above steps, enter the CFR’s county code into the OVR LOC field on ADD1 screen and press F3 to route the document to the CFR for approval and finalization.

This document will show as suspended, and the COR will not be able to resolve exception code 246. This exception code can only be resolved by the CFR.

Then, the COR must use MnCHOICES Reassessment Communication Form, DHS-6791E (PDF) to communicate with the CFR and ensure the CFR acts upon assessment results in a timely manner.

LTC screening document

MMIS automatically determines the COR and CFR. The COR does not need to route the LTC screening document to the CFR because the CFR does not approve it.

Reassessments

The COR will receive MnCHOICES Reassessment Communication Form, DHS-6791E (PDF) from the CFR for a person who needs a reassessment. The COR must:

Initial assessments

The COR will receive MnCHOICES Reassessment Communication Form, DHS-6791E (PDF) from the CFR for a person who needs an initial assessment. The COR must:

Then, the COR must use MnCHOICES Reassessment Communication Form, DHS-6791E (PDF) to communicate with the CFR and ensure the CFR acts upon assessment results in a timely manner.

DD screening document (reassessments and initial assessments)

Each CFR should check its DD screening document queue regularly for documents that need resolution.

To review and change a DD screening document, the CFR should open two MMIS sessions. The first session should be in inquiry-only mode, and the second session should be in change mode.

First MMIS session – Inquiry-only mode

Inquiry-only mode allows you to see the actions the COR took with the DD screening document routed to your queue.
Note: You are not able to make changes in inquiry-only mode.

ADMNET panel

Enter REQUEST > MNCICS1.

MAIN panel

1. Use the tab key to place the cursor in front of the SCREENINGS menu item in the PRIOR AUTHORIZATION APPLICATIONS section
2. Type the letter X to select the SCREENINGS file
3. Press a transmit key (i.e., the numeric enter key or control key) to advance to the ASCR panel.

ASCR panel –SCREENINGS

1. Enter I (for inquiry) in the ACTION CODE field
2. Enter D in the DOCUMENT TYPE field
3. Enter the three-digit county code in the LOC field in section 2 (bottom of the ASCR screen)
5. Press a transmit key to advance to the ADD1 panel.

ADD1 panel

This panel gives the following information about the document’s status:

After reviewing the information on this panel, press a transmit key to advance through the remaining panels of the DD screening document.

ADD2, ADD3, ADD4, ADHS, ACMG, ARCP panels

View information on the ADD2, ADD3, ADD4 and ACMG, ARCP panels.

Exception codes (edits)

1. Review exception codes posted on the DD screening document
2. Navigate to read exception code text as needed by placing the cursor on the exception code and pressing the F4 key.

Queue navigation

1. Press F3 to advance to the next document in the queue
2. Press F6 to exit the queue and return to the ASCR panel.

Second MMIS session – Change mode

CFR staff must rekey the document into MMIS to create a new DD screening document in MMIS to approve, update, add information or resolve exception codes. This replaces the suspended DD screening document with a new document. The CFR uses change mode to expedite this process.

ADMNET panel

Enter REQUEST > CICSPA6.

MAIN panel

1. Place the cursor in front of the SCREENINGS menu item in the PRIOR AUTHORIZATION APPLICATIONS section
2. Type the letter X to select the SCREENINGS file
3. Press a transmit key (i.e., the numeric enter key or control key) to advance to the ASCR panel.

ASCR panel – SCREENINGS

1. Enter C (for change) in the ACTION CODE field
2. Enter D in the DOCUMENT TYPE field
3. Enter the three-digit county code in the LOC field in section 2 (bottom of the ASCR screen)
4. Press a transmit key to advance to the ADD1 panel.

ADD1 panel

This panel gives the following information about the document’s status:

After reviewing the information on this panel, press a transmit key to advance through the remaining panels of the screening document.

ADD2, ADD3, ADD4, ADHS, ACMG, ARCP panels

1. View information on the ADD2, ADD3, ADD4 and ACMG, ARCP panels
2. Enter the approver’s X number (user ID) on the ADD4 screen into the CFR USER ID field
3. Select F9 to preview the change and observe that exception code 246 should now be resolved
4. Resolve any remaining exception codes and select F9 again
5. Observe that all exception codes are resolved (unless DHS reviewer exception codes are posting) and that the DOC STAT field code has changed to A APPROVED
6. Select F3 to save the document and remove it from the queue.

Exception codes (edits)

1. Review exception codes posted on the screening document
2. Navigate to read exception code text as needed by placing the cursor on the exception code and pressing F4 key
3. Resolve exception codes (DHS will resolve any remaining reviewer exception codes).

Queue navigation

1. Press F3 to save an approved document and advance to the next document in the queue (Note: If you press F3 when a document is suspended, it will return the current document to the CFR’s queue on the next business day)
2. Press F6 to exit the queue and return to the ASCR panel.

LTC SD

Reassessments

The CFR will receive communication from the COR about an LTC screening in MnCHOICES Reassessment Communication Form, DHS-6791E (PDF). The CFR does not need to take any actions to approve the LTC screening document in MMIS.

Initial assessments

The CFR will receive communication from the COR about an LTC screening in MnCHOICES Reassessment Communication Form, DHS-6791E (PDF). Then, the CFR needs to enter in an LTC screening document using the following instructions:

After every assessment the lead agency must identify the CFR case manager, if applicable, by entering another screening document into MMIS using either: