DHS is in the process of replacing personal care assistance (PCA) and the Consumer Support Grant (CSG) with Community First Services and Supports (CFSS). For more information about this transition, refer to CFSS Manual – Transition from PCA and CSG to CFSS.

For a Medicaid Management Information System (MMIS) transition summary, refer to DSD MMIS Reference Guide – MMIS transition from PCA and CSG to CFSS.

Similarities

In both PCA and CFSS, the county/tribal nation:

Differences

In PCA, the county/tribal nation could not edit a PCA SA after they edited the agreement status (AGMT STAT) field on the ASA3 screen.

In CFSS, the county/tribal nation:

This page describes how to finalize a type B SA for PCA or CFSS.

The county/tribal nation finalizes a type B SA for PCA or CFSS to authorize the person’s PCA/CFSS services. To finalize the SA, the county/tribal nation:

For instructions to finalize the person’s SA based on the person’s circumstances, refer to:

The instructions to finalize a type B CFSS SA vary based on MMIS exception codes. The county/tribal nation must resolve all exception codes that do not require DHS review. If the county/tribal nation cannot resolve exception codes, they route the SA to DHS. If the county/tribal nation routes an SA with an exception code caused by a county/tribal nation data entry error (refer to the common exception codes the county/tribal nation can resolve section below), DHS routes the SA back to the county/tribal nation.

Instructions to finalize an SA without DHS reviewer exception codes

To finalize a type B SA for CFSS, the county/tribal nation:

1. Confirms the SA has a consultation services (T1023) line on the ASA3 screen. If the person has not selected a consultation services provider, the county/tribal nation must enter a consultation services (T1023) line with the DHS provider number A342517700. For more information, refer to DSD MMIS Reference Guide – ASA3 screen for consultation services (T1023).
Note: If the county/tribal nation approves an SA without a consultation services (T1023) line, they will not be able to edit the SA.

2. Presses function key F9 to prompt the MMIS exception control function.

3. Navigates to the AHC1 screen to confirm MMIS posted the home care rating and total time listed in the person’s assessment results.
Note: MMIS does not post the total time for home care rating EN (i.e., ventilator dependence). For more information, refer to DSD MMIS Reference Guide – EN home care rating for PCA/CFSS.

4. Resolves exception codes, other than 140 exception codes (i.e., the SA status is suspended), with status of 3 (deny) or 4 (suspend) that are not DHS reviewer codes.
Note: For instructions to review exception code descriptions, refer to CBSM – MMIS exception codes (formerly called MMIS edits).

5. Presses function key F9 again to clear the resolved exception codes.

6. Resolves all 140 exception codes last. To do this, the county/tribal nation:

7. Presses function key F3 to save entries and exit the document.
Note: The county/tribal nation cannot edit any of the following and must submit CFSS Request Form, DHS-6893I for assistance:

County-contracted agency instructions

A county-contracted agency cannot finalize an SA. They must follow instructions from the county/tribal nation.

Instructions to finalize an SA with DHS reviewer exception codes

If MMIS posts DHS reviewer exception codes the county/tribal nation cannot resolve, the county/tribal nation routes the SA to DHS. The county/tribal nation only routes SAs with exception codes they cannot resolve. To route the SA to DHS, the county/tribal nation:

1. Leaves the header and line(s) in suspended (S) status.

2. Enters 580 in the override location (OVR LOC) field on the ASA2 screen.

3. Presses function key F3 to save the SA and exit.

The status code (STAT CD) field indicates the status of a specific line on the ASA3 screen.

Suspended status

When the county/tribal nation enters a line on the ASA3 screen, MMIS assigns the line the suspended (S) status code.

Approved status

The county/tribal nation enters the approved (A) status code in the status code (STAT CD) field for a line to approve that service.

Denied status

The county/tribal nation enters the denied (D) status code in the status code (STAT CD) field of the personal care (T1019) line if:

Pended status

DHS or the county/tribal nation enter the pended (P) status code in the status code (STAT CD) field if:

MMIS auto-populates the status date (STAT DATE) field of a line on the ASA3 screen with the date the county/tribal nation last edited the line status.

The agreement status (AGMT STAT) field indicates the status of the SA. It appears on all screens. When the county/tribal nation updates the agreement status (AGMT STAT) field, MMIS generates a letter to the provider and the person.

Suspended status

When the county/tribal nation creates the SA, MMIS assigns the SA the suspended (S) status code.

Partially suspended

The county/tribal nation enters the partially suspended (T) status code in the agreement status (AGMT STAT) field to approve only some services. The county/tribal nation can only do this if both of the following are true:

The county/tribal nation can edit the SA for up to 183 days after the date in the agreement start date (AGMT START DT) field on the ASA1 screen.

Approved status

The county/tribal nation enters the approved (A) status code in the agreement status (AGMT STAT) field to approve the SA. The county/tribal nation can only use this status if one of the following are true:

The county/tribal nation adds the person’s other services to the SA after they approve the person’s CFSS service delivery plan. The county/tribal nation can edit the SA for up to 183 days after the date in the agreement start date (AGMT START DT) field on the ASA1 screen.

Denied status

The county/tribal nation enters the denied (D) status code in the agreement status (AGMT STAT) field if the person:

The county/tribal nation can only enter the denied (D) status code if all lines on the ASA3 screen have a D in the status code (STAT CD) field.

Note: DHS may enter a denied (D) status code in specific circumstances.

Pended status

DHS or the county/tribal nation enter the pended (P) status code in the agreement status (AGMT STAT) field if:

To resolve each exception code, the county/tribal nation must use the instructions below to navigate to the relevant screen within the person’s SA:

The county/tribal nation can resolve common exception codes that indicate:

The Service Agreement and Screening Document (SASD) Support Team provides technical assistance to workers who enter screening documents and SAs in MMIS. To contact the SASD Support Team, refer to SASD Support Team Portal, DHS-3754.

DSD regional resource specialists help with technical and complex issues related to screening documents and SAs.