Overview of the PCA and CFSS processes for people not receiving services through a managed care organization (MCO)

Page updated: 2/5/26

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.

Introduction

This page provides an overview of the process to access PCA and CFSS for people not receiving it through an MCO. Counties, tribal nations and providers use this page as a resource to understand the entire process. Generally, the steps happen in the order listed on this page. However, some steps can happen at the same time or in a different order. Refer to the links in the resources section for detailed instructions about each step.

For interactive videos about the content of this page, refer to CFSS detailed authorization process for counties, tribal nations and consultation services providers.

For information about people using CFSS through their MCO, refer to CFSS Manual – Overview of the PCA and CFSS processes for people receiving services through an MCO.

Process

To access CFSS:

1. The county/tribal nation assessor conducts the assessment and determines the person’s eligibility for programs and services. If the county/tribal nation assessor uses CFSS Assessment, DHS-6893A, they must attach DHS-6893A to the person’s record in MnCHOICES.

2. The person selects CFSS services, if eligible.
Note: A person eligible for a waiver may choose to use all, some or none of the CFSS services for which they are eligible, in addition to their waiver services.

3. The county/tribal nation sends the person:

· The appropriate MnCHOICES documents, as described on CBSM – Documents produced within the MnCHOICES Application, or CFSS Assessment, DHS-6893A.

· DHS – CFSS consultation services providers.

· Information for people who use CFSS, DHS 6893U (PDF).

· If transitioning from PCA/CSG, CFSS Information Sheet – English, DHS-8477A-ENG (PDF) or translated version:
DHS-8477A-HMN, Hmong (PDF).
DHS-8774A-KAR, Karen (PDF).
DHS-8477A-SOM, Somali (PDF).
DHS-8477A-SPA, Spanish (PDF).

4. The person chooses a consultation services provider and notifies the county/tribal nation of their choice.

5. The county/tribal nation adds the consultation services provider to the person’s MnCHOICES support plan and assigns the consultation services provider to the person’s record.

6. The county/tribal nation enters a service agreement (SA) to authorize consultation services in MMIS.
Note: At reassessment, if the person has not yet completed the transition to CFSS, the county/tribal nation also authorizes services as follows:

· Person currently using PCA: Six months of PCA personal care services and six months of qualified professional (QP) units.

· Person currently using CSG: Six months of CSG services and six months of the county/tribal nation admin fee.

7. The consultation services provider reviews the person’s assessment results from MnCHOICES.

8. The person chooses a model and takes the applicable action:

· CFSS agency model: Selects a CFSS provider agency and, if applicable, a financial management services (FMS) provider and/or personal emergency response system (PERS) provider.
Note: An FMS provider is only required if the person will purchase goods and services. A PERS provider is only required if the person will use PERS.

· CFSS budget model: The person selects an FMS provider and, if applicable, a PERS provider.
Note: A PERS provider is only required if the person will use PERS.

9. The person writes the CFSS service delivery plan with help from the consultation services provider, if desired.

10. The consultation services provider reviews the CFSS service delivery plan and does all the following:

· Attaches it to the person’s record in the MnCHOICES application.

· Alerts the county/tribal nation using the information on CFSS Manual – CFSS consultation services provider county/tribal nation liaisons contact list.

· Attaches Consultation Services Provider CFSS Service Delivery Plan Cover Sheet, DHS-6893N to the person’s record, if applicable.

11. The county/tribal nation reviews the CFSS service delivery plan and does one of the following:

· Approves the CFSS service delivery plan and follows the instructions on DSD MMIS Reference Guide – ASA3 screen overview to calculate the final authorization amounts.

· Works with the person and their consultation services provider to address any items the county/tribal nation cannot approve.

· Denies the CFSS service delivery plan and issues a notice of action.

12. The county/tribal nation updates the person’s MnCHOICES support plan.

13. The county/tribal nation sends all the following to the person and their providers (if applicable):

· MnCHOICES support plan, as agreed upon by the person.

· Approved CFSS service delivery plan.

· Lead Agency Addendum to CFSS Service Delivery Plan, DHS-6893W.

14. The county/tribal nation updates the person’s SA in MMIS. MMIS generates a notice to the person’s providers in their MN–ITS boxes.
Note: If the person has not yet completed the transition to CFSS, the county/tribal nation takes the appropriate action based on the person’s situation:

· Person not on waiver: End the current SA and enter a new SA that starts on the day after the end of the six-month SA and ends on the last day of the person’s service plan year. For most people, this new SA lasts for six months.

· Person on a waiver: Enter new lines on the existing SA for the person’s approved CFSS services. The new lines start on the day after the end of the six-month lines and end on the last day of the person’s service plan year. For most people, these new lines last for six months.

15. If the person chose the agency model, the person and CFSS provider agency finalize the CFSS service delivery plan by taking the following steps:

· Complete the worker training and development section.

· Complete the individual abuse prevention plan section.

· Add any necessary details for the delivery of services (e.g., worker schedule, additional details about how workers will perform tasks).

16. The person trains the workers (with the CFSS provider agency, if using the agency model).

17. All the following happens:

· The workers deliver care according to the service delivery plan, if applicable.

· The FMS provider facilitates the purchase of goods and services, if applicable.

· The personal emergency response system (PERS) provider delivers PERS equipment and ongoing services, if applicable.

18. The person oversees and evaluates services (with the CFSS provider agency, if using the agency model).

19. The CFSS provider agency (agency model) or FMS provider (budget model) requests a reassessment 60 days before the end of the current authorization using Referral for Reassessment for PCA/CFSS Services, DHS-6893B.

Resources

MMIS updates

DSD MMIS Reference Guide – MMIS transition from PCA and CSG to CFSS
DSD MMIS Reference Guide – ASA3 screen overview

Assessment and reassessment

CFSS Manual – Assessment for PCA/CFSS services
CFSS Manual – Eligibility for PCA/CFSS services
CFSS Manual – Reassessment for PCA/CFSS services

Service options and models

CFSS Manual – Overview of PCA/CFSS service options

Providers

CFSS Manual – CFSS consultation services provider requirements
CFSS Manual – CFSS financial management services (FMS) provider requirements
CFSS Manual – CFSS PERS
CFSS Manual – Comparison of PCA QP services and CFSS services
CFSS Manual – PCA/CFSS provider agency requirements overview

Service delivery plan

CFSS Manual – PCA/CFSS service delivery plan
CFSS Manual – PCA/CFSS service delivery plan development and approval process

Worker training

CFSS Manual – CFSS worker training and supervision
PCA Manual – QP overview

Supervision and evaluation of services

CFSS Manual – CFSS provider agency evaluation of services
PCA Manual – QP overview

Waivers and AC

CBSM – Waiver and AC programs overview