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Community-Based Services Manual (CBSM)

Community-Based Services Manual (CBSM)


Rate Management System (RMS)

Page posted: 11/15/13

Page reviewed: 12/10/19

Page updated: 12/10/19

Legal authority

Federally approved BI, CAC, CADI and DD waiver plans, Minn. Stat. §256B.4914

Definition

Rate Management System (RMS): Web-based application for the Disability Waiver Rate System (DWRS). Lead agencies use the RMS to determine service rates.

System features

The lead agency enters information into the RMS about the services a person on a disability waiver received, and the RMS uses the information to calculate a payment rate. Then, the lead agency enters the payment rate on the MMIS service agreement.

The system allows the lead agency to:

  • · Create service plans for people on Brain Injury (BI), Community Access for Disability Inclusion (CADI), Community Alternative Care (CAC) and Developmental Disabilities (DD) waivers.
  • · Create a date span for each service plan.
  • · Enter information about the waiver services people received.
  • · Identify start and end dates for the selected service.
  • · Select a staffing ratio for services provided on a shared basis.
  • · Add staffing customization options to meet the needs of people who are deaf/hard of hearing.

    • Data sources

    RMS data comes from the following sources:

  • · MMIS data provides a person’s Person Master Index (PMI) number, date of birth and name (refer to DSD MMIS Reference Guide – MMIS general information).
  • · Provider agency staff members respond to lead agency requests for information about the type and amount of services provided to a person on a waiver.
  • · Lead agency staff members enter information about a person’s waiver services

    • Security and access

    Security and protection of private data housed in the RMS is vital. Access to the RMS is restricted to lead agency staff identified as users. Information entered is stored in the RMS.

    Lead agency responsibilities

    Administrators

    Lead agencies determine which staff members access the RMS.

    Users

    Lead agency staff members assigned to any aspect of disability waiver programs should seek information and training from their supervisor or lead agency waiver coordinator about:

  • · RMS access
  • · Lead agency processes to enter data into the RMS.

    • For instructions to use the system, refer to the RMS User Manual.

    Lead agencies may submit questions and requests for technical assistance on RMS using the DSD Contact Form.

    Worksheets

    Rate management worksheets help service providers organize service information and communicate to lead agencies. For a list of worksheets, refer to RMS User Manual – Additional resources.

    Information exchange

    The RMS generates payment rates through the following process:

    1. The service provider uses the person’s support plan and other relevant documents to recommend service levels.

    2. If the lead agency agrees that the recommendation reflects the person's needs, the lead agency enters the information into the RMS.

    3. If the lead agency does not agree with the recommendation, the lead agency and provider continue to work toward agreement for an appropriate service plan.

    4. After reaching an agreement about service levels, the lead agency notifies the provider of the RMS-calculated payment rate. To accomplish this, the lead agency can take a screenshot and either:

  • · Print and send it using the postal service.
  • · Save and send the screenshot electronically and use this same screenshot as a reference to authorize the service in MMIS.

    • Additional information

    For more information on calculating service levels, refer to the following quick reference guides in the RMS User Manual:

  • · Residential shared staffing hours for RMS input (community residential services and family residential services).
  • · Day services staffing ratios for RMS input.

    • Additional resources

    RMS User Manual

    The RMS User Manual is a comprehensive guide for using RMS. It includes:

  • · DWRS worksheets
  • · Quick reference guides

    • CBSM

    CBSM – DWRS
    CBSM – DWRS exception requests

    DHS public website

    DHS – DWRS
    DHS – DWRS frameworks

    eDocs

    MnCHOICES Help Desk Contact Form, DHS-6979

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