Minnesota Minnesota

Community-Based Services Manual (CBSM)

Community-Based Services Manual (CBSM)


Reassessments when the COR and CFR are different

Page posted: 8/30/17

Page reviewed:

Page updated:

Legal authority

Minn. Stat. §256B.0911

Definition

Anniversary month: The person’s annual reassessment month.

Overview

These timelines apply to annual and change-in-condition reassessments for people on the BI, CAC, CADI and DD waivers and people who receive Rule 185 case management when the county of residence (COR) and county of financial responsibility (CFR) are different. (For reassessment policy information for these populations when the COR and CFR are the same, see CBSM – Assessment applicability and timelines.)

These timelines may be new for some lead agencies. These adjusted timelines are beneficial when the case manager and certified assessor roles are separated. Lead agencies may need to adjust their internal protocols to align to these timing expectations.

Implementation

For information about when lead agencies need to implement this policy, see the Aug. 30, 2017, DSD eList.

Lead agency responsibilities

Lead agencies must stay up-to-date with monthly assessment workloads by conducting regular data review (e.g., LTSS recipient list report, communications, other reports or tracking tools, etc.)

Each lead agency manages its own internal organization for ensuring:

  • · Case manager sends timely reassessment notification to COR
  • · Timely assignments to certified assessors
  • · Staff have the training, supervision, consultation and case review needed to complete responsibilities.

    • Case manager and certified assessor responsibilities

    The following section details various situational timelines. To view specific, date-oriented timelines, see CBSM – Activity timelines for reassessments when the COR and CFR are different.

    When a person needs a mid-year reassessment due to a change in condition, the case manager and certified assessor follow these same notification protocols, but they may need to expedite the timelines based on the person’s situation.

    Up to six months before reassessment due
    (but no later than the 20th of the fourth month before the SA end date)

    Up to six months before the person’s reassessment is due, the CFR case manager:

  • · Reviews the current support plan with the person and discusses upcoming reassessment
  • · Discusses with the person his/her upcoming reassessment (e.g., purpose, what to expect, eligibility for the option to waive reassessment, etc.)
  • · With the person’s permission, identifies and notifies the provider(s) required to submit documentation/feedback for the reassessment
  • · Prepares MnCHOICES Reassessment Communication Form, DHS-6791E (PDF) to send to the COR certified assessor.

    • No later than the 20th of the fourth month before the person’s service agreement end date, the case manager either:

  • · Sends the referral for needed reassessment to the COR
  • · Notifies the COR if the person is eligible and chooses to waive this year’s reassessment.

    • Month before the assessment anniversary month

    During the month before the anniversary month, the certified assessor:

  • · Receives the reassessment assignment in MnCHOICES via internal agency protocols
  • · Ensures the case manager is notified of his/her contact information
  • · Reviews the providers submitted documentation/feedback for the reassessment
  • · Schedules the in-person reassessment for the next month.

    • If the person uses CDCS, schedule the reassessment to allow enough time to enter the assessment results into MMIS. Entering the assessment results into MMIS generates the CDCS budget through the Waiver Management System for the person’s new service authorization period.

    Anniversary month

    The certified assessor completes the following during the anniversary month.

    Before in-person assessment

    Before the in-person assessment, the certified assessor:

  • · Reviews current documentation from case manager, MMIS and MnCHOICES to familiarize him/herself with the person’s known information
  • · Consults with others as appropriate to gather input (e.g., person’s representatives, providers, care coordinator (if any), physician(s), etc.)
  • · Prepares documents necessary for the in-person assessment.

    • After preparation

    After completing the above preparation, the certified assessor conducts the in-person assessment using MnCHOICES. While with the person, the certified assessor:

  • · Discusses next steps with person
  • · Completes Community Support Plan (CSP) Worksheet, DHS-6791A (PDF) and leaves a copy with the person
  • · Explains the role of the case manager, who will discuss service details and choices with person.

    • After in-person assessment

    After the in-person assessment, the certified assessor:

  • · Completes the MnCHOICES assessment and supporting documentation
  • · Compares results of this assessment with previous ones to note differences and potential areas the person may have concerns (this must occur before closing the assessment in MnCHOICES)
  • · Consults with the case manager when results and/or choices are different from last assessment
  • · Ensures the screening document is timely entered into MMIS (for CDCS participants, follow your lead agency’s timelines to ensure that the CDCS budget will be produced on time)
  • · Prepares the Community Support Plan (CSP) and sends to the person, case manager and other identified recipients (use Community Support Plan with the Coordinated Services and Supports Plan, DHS-6791B [PDF] until the MnCHOICES Support Plan [MnSP] launches in your lead agency)
  • · Sends all pertinent items indicated on MnCHOICES Reassessment Communication Form, DHS-6791E (PDF) to the case manager
  • · Completes Notice of Action, DHS-2828 (PDF) per assessment results and sends to the person and case manager.

    • Month the SA ends

    Before the person’s service agreement ends, the case manager:

  • · Reviews the CSP with the person during an in-person meeting
  • · Works with person to complete the Coordinated Services and Support Plan (CSSP)
  • · Contacts providers to arrange services per the CSSP
  • · Develops the new service agreement, including RMS service-rate calculation, and ensures the service agreement is entered into MMIS
  • · Obtains necessary signatures, including provider signatures
  • · Completes Lead Agency Assessor/CM/Worker LTC Communication Form, DHS-5181 (PDF) and communicates with financial worker, as needed
  • · Completes a Notice of Action, DHS-2828 (PDF), as needed, for denial, termination or reduction of services (including CDCS) and sends to the person
  • · Ensures an administrative screening document is entered into MMIS to change the primary contact person from the assessor to the case manager/lead agency.

    • Additional resources

    Forms

    Instructions to complete the MnCHOICES Reassessment Communication Form, DHS-6791F (PDF)
    MnCHOICES Reassessment Communication Form, DHS-6791E (PDF)

    Other information

    CBSM – Activity timelines for reassessments when the CFR and COR are different
    CBSM – Assessment applicability and timelines
    CBSM – Choice to waive annual reassessment
    CBSM – Process and procedure: When a COR completes a MnCHOICES assessment for the CFR
    CBSM – Provider signature requirements for HCBS support plans
    MnCHOICES CountyLink page

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