Note: DHS updated this eList announcement to clarify information about short-term institutional stays.

AASD and DSD eList announcement

Date: July 2, 2019
To: Lead agency staff
From: DHS Aging and Adult Services and Disability Services divisions
Purpose: To announce updates to policies, manual pages, eDocs and MMIS
Effective: Immediately
Contact: For MMIS-related questions, contact dhs.resourcecenter@state.mn.us; for policy-related questions, contact dsd.responsecenter@state.mn.us or dhs.aasd.hcbs@state.mn.us

Efficiency updates to assessment process, short-term institutional stays, DD screening document and MMIS

Effective June 27, 2019, DHS made updates related to:

· Assessment process

· Short-term institutional stays

· Developmental Disabilities (DD) Screening Document Codebook

· DD Screening Document, DHS-3067

· MMIS.

These updates streamline processes and procedures related to the DD screening document to assist lead agencies.

Assessment process

Eligibility updates

DHS created CBSM – Eligibility update for home and community-based services (HCBS). This new page provides information about eligibility updates, which can be used to extend the time in which the lead agency can determine a person’s program eligibility without another in-person assessment.

This page includes:
1. New policy information about eligibility updates for people on the DD Waiver, effective June 27, 2019
2. Existing policy information for:

· Alternative Care (AC)

· Brain Injury – Neurobehavioral Hospital (BI-NB) Waiver

· Brain Injury – Nursing Facility (BI-NF) Waiver

· Community Access for Disability Inclusion (CADI) Waiver

· Community Alternative Care (CAC) Waiver

· Developmental Disabilities (DD) Waiver

· Elderly Waiver (EW)

· Essential Community Supports (ECS)

· Rule 185 case management.

DD assessments

DHS removed the requirement for an in-person DD assessment when a person experiences a change in:

· County of financial responsibility (CFR); for instructions, see CBSM – How to transfer resources in the WMS for CFR changes – BI, CAC, CADI and DD

· Guardianship status; for instructions, see DD Screening Document Codebook – Fields – Guardianship status.

Assessment applicability and timelines

DHS did a comprehensive review of CBSM – Assessment applicability and timelines and updated policies about:

· How/who participates in an assessment

· Change in condition.

Short-term institutional stays

DHS updated policy to allow the DD Waiver to reopen for people who have short-term nursing facility stays (fewer than 30 days) without having a face-to-face assessment. To do this, lead agencies use action type 03. To reflect this change, DHS updated CBSM – Temporary waiver exits: MMIS actions.

DD Screening Document Codebook

DHS comprehensively reviewed the following pages in the DD Screening Document Codebook:

1. DD screening document fields
2. Legal representatives
3. Exits
4. Screening scenarios:

· BI, CAC and CADI waiver scenarios

· Community intermediate care facility for persons with developmental disabilities (ICF/DD) scenarios

· DD Waiver conversion/diversion scenarios

· Family/own home/foster care (without support services) scenarios

· Nursing facility scenarios

· OBRA scenarios

· Requesting relocation service coordination (RSC) scenarios

· Semi-independent living services (SILS) scenarios.

DHS is currently in the process of updating DD Screening Document Edits (PDF) to reflect recent changes.

DD Screening Document, DHS-3067

On the DD Screening Document, DHS-3067 (PDF) and DD Screening Document Codebook – Fields, DHS made the following updates:

· Changed action types

· Changed options for legal representatives

· Added an effective date (field 48)

· Added an assessment result (field 47a)

· Added an exit reason (field 47b).

MMIS

DSD MMIS Reference Guide

DHS updated the following pages in the DSD MMIS Reference Guide about the DD Screening Document:

· DD screening document for developmental disabilities

· Type D screening document: Entering a MnCHOICES assessment for the DD Waiver

· Type D screening document: OBRA Level II evaluative report

· Type D screening document: Annual review for the DD Waiver

· Type D screening document: Service change.

DHS also deleted reference materials for the following situations because they are no longer applicable:

· Type D screening document: Nursing facility short-term stay

· Type D screening document: Waiver-in

· Type D screening document: Waiver-out

· Type D screening document: Exit DD Waiver.

MMIS system changes

Effective Jun 27, 2019, DHS made changes to MMIS. Because of these changes, lead agencies will:

· Be able to enter a related condition ICD-10 code in the primary diagnosis field on the DD screening document

· No longer have to contact the Resource Center to resolve the edit for case management without habilitation for people on the DD Waiver

· Receive an edit that will not allow case management as a standalone service for people on BI, CAC and CADI waivers for extended periods.

For information about case management policy, see CBSM – Waiver/Alternative Care case management – Service requirements and exceptions.

Previous eList announcements

AASD LEAD AGENCY ARCHIVE | DSD LEAD AGENCY ARCHIVE | DSD STAKEHOLDER ARCHIVE