Note: DHS updated this eList announcement on April 11, 2023, to change guidance based on the pause on launch of the MnCHOICES revision project. All assessors must translate the scores of the mental status evaluation to a Mini-Cog value by following the guidance in this eList. Lead agency staff should share the following instructions with the staff in their agency who enter LTC screening documents into MMIS to avoid receiving edits during the phased launch.

AASD and DSD eList announcement

Date: April 4, 2023 (updated April 11, 2023)
To: Lead agency staff
From: DHS Aging and Adult Services Division and Disability Services Division
Purpose: To provide guidance about the mental status eval and Mini-Cog fields on the long-term care (LTC) screening document and related MMIS instructions
Effective: April 10, 2023
Contact: dhs.aasd.hcbs@state.mn.us

Updated: Use LTC screening document Mini-Cog field starting April 10, 2023

Effective April 10, 2023, the Mini-Cog field on the LTC screening document will be a required field, and the mental status eval field will no longer be required. This change is necessary to begin the transition to the Mini-Cog in the MnCHOICES revision.

The Mini-Cog is a screening tool to detect the possible presence of dementia. Certified assessors will use Mini-Cog for MnCHOICES assessments completed in the MnCHOICES revision for people age 30 and older.

Until the MnCHOICES revision launches, all assessors must translate the scores of the mental status evaluation to a Mini-Cog value by following the guidance in this eList.

Instructions using MnCHOICES 1.0 application or legacy form (DHS-3428)

When using the MnCHOICES 1.0 application or legacy form, Minnesota Long-Term Care Consultation Services Assessment Form, DHS-3428 (PDF), the assessor must:

1. Complete the mental status evaluation as usual.

2. Enter a comment in the notes section of the LTC screening document about the additional field using the following structure: “Mini-Cog field on ALT4 screen= [enter field value from step 3 below]”
Example: Mini-Cog field on ALT 4 screen=04
Staff will use this information for the Mini-Cog field as they enter the LTC screening document into MMIS. Staff do not need to enter the information in the mental status eval field into MMIS.

3. Use the following instructions to enter the Mini-Cog field value manually in the notes area on the LTC screening document:

· Person is age 29 or younger: Leave the Mini-Cog field blank in MMIS. The Mini-Cog field is not required for people age 29 or younger.

· Mental status eval field value is 29 (person refused): Use field value 06 in the Mini-Cog field. A value of 06 means a person chose not to complete the screening tool.

· Mental status eval field value is less than 10: Use field value 07 in the Mini-Cog field. A value of 07 means a person does not have observed or reported short-term memory issues and typically is able to retain or recall information. They do not need additional screening.

· Mental status eval field value is 10-28: Use field value 08 in the Mini-Cog field. A value of 08 means a person has severe short-term memory issues or confusion, or their previous mental status evaluation indicated memory loss/dementia. They do not need additional screening.

· Mental status eval field value is “not applicable” (30): Use field value 07 or 09 in the Mini-Cog field. Use the following scoring information to select the appropriate value:
a. Mini-Cog field value of 07: A person does not have observed or reported short-term memory issues and typically is able to retain or recall. They do not need additional screening.
b. Mini-Cog field value of 09: The screening is not accessible for a person. The screening tool may not be appropriate or accessible for a person due to a language barrier, literacy level, cultural considerations or physical limitation.

More information

For general information about MnCHOICES, go to DHS – MnCHOICES Assessment and Support Plan. For specific information about MnCHOICES updates, go to CountyLink – MnCHOICES.

Previous eList announcements

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