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

The ASA3 screen functions the same and contains the same fields in PCA and CFSS.

Differences

The county/tribal nation enters a different number of lines and different line types on the ASA3 screen in PCA and CFSS.

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The county/tribal nation enters lines for the person’s specific services on the ASA3 screen. The county/tribal nation can enter the lines in any order. If the person uses services other than PCA/CFSS, the county/tribal nation also enters those services on the ASA3 screen.

All people who receive PCA services have at least one personal care (T1019) line and at least one worker supervision/training (T1019 – UA) line on the ASA3 screen.

All people who receive CFSS services require one consultation services (T1023) line on the ASA3 screen. After the person selects their other CFSS services, the county/tribal nation enters additional lines based on their selections.

The county/tribal nation follows the instructions below to complete the line for each PCA/CFSS service the person will use:

Note: The county/tribal nation may receive errors that prevent them from navigating away from the ASA3 screen or editing the SA when they update an SA with a personal care (T1019) line. For more information, refer to ASA3 screen for personal care services (T1019).

The line types the county/tribal nation enters depend on the services the person receives and the CFSS model they use.

PCA

For a person who receives PCA services, the county/tribal nation always enters two line types. To enter lines for personal care (T1019) or worker supervision/training (T1019 – UA), refer to:

CFSS

For a person who receives CFSS services, the county/tribal nation enters line types based on the person’s circumstances. The person’s approved CFSS service delivery plan lists:

Consultation services line (T1023)

The county/tribal nation must enter a consultation services (T1023) line. For more information, refer to ASA3 screen for consultation services (T1023).

Financial management services (FMS) provider fee line (T2040 – UB and UA)

For a person who uses the CFSS budget model, the county/tribal nation must enter an FMS provider fee (T2040 – UB and UA) line.

For a person who uses the CFSS agency model, the county/tribal nation must not enter an FMS provider fee (T2040 – UB and UA) line.

For more information, refer to ASA3 screen for FMS provider fees (T2040 – UB and UA).

Personal care line (T1019) and worker supervision/training line (S5116)

The county/tribal nation must enter both of the following lines for a person who receives personal care services:

Goods and services line (T5999)

The county/tribal nation enters a goods and services (T5999) line when a person chooses to purchase goods and services. For more information, refer to ASA3 screen for goods and services (T5999).

PERS lines (S5160, S5161, S5162)

The county/tribal nation enters the appropriate PERS lines when a person chooses to use PERS. For more information, refer to ASA3 screen for PERS (S5160, S5161, S5162).

Failed background study line (T2040 – UB, UA and U6)

The county/tribal nation enters a failed background study (T2040 – UB, UA and U6) line when a person who uses the CFSS budget model has a worker fail their background study. For more information, refer to ASA3 screen for CFSS failed background studies (T2040 – UB, UA and U6).

PCA

Personal care line (T1019)

If the person is not eligible for the enhanced rate, the county/tribal nation does not enter any modifiers.

If the person is eligible for the enhanced rate, the county/tribal nation enters the enhanced rate modifier (TG).

Worker supervision/training line (T1019 – UA)

The county/tribal nation only enters the worker supervision/training modifier (UA).

CFSS

Model modifiers

The county/tribal nation must enter the same model modifier on all lines with overlapping dates, except the consultation services (T1023) line:

The county/tribal nation does not enter a model modifier on the consultation services (T1023) line.

Other CFSS modifiers

The county/tribal nation may need to enter the following additional modifiers on some lines:

Unique circumstances

For both PCA and CFSS, the following unique circumstances may require additional modifiers:

Personal care line (T1019)

The county/tribal nation cannot enter total units on the personal care (T1019) lines that exceed the person’s total eligible units.

To calculate the person’s total eligible units, the county/tribal nation multiplies the number of units per day for which the person is eligible by the number of days on the personal care (T1019) line.

Worker supervision/training line (T1019 – UA)

The county/tribal nation cannot enter more than eight units times the number of months in the person’s SA.

The combined total of the following lines cannot exceed the person’s total eligible units (CFSS agency model) or dollars (CFSS budget model):

MMIS compares the combined total of these five lines with the person’s total eligible units based on the date span of the person’s personal care (T1019) line.

Note: The limit described above does not include the worker supervision/training (S5116) and consultation services (T1023) lines.

CFSS service agreement calculator instructions

To determine the correct unit/dollar amounts for the person’s services on the ASA3 screen, the county/tribal nation:

1. Selects the appropriate calculator for the person’s model (i.e., agency or budget model) on DHS – CFSS service agreement calculators.

2. Selects “lead agency staff.”

3. Enters the amount listed in the total time (TOTAL TIME) field on the AHC1 screen in the “minutes per day” field.

Note: The county/tribal nation also can find the total time in the person’s assessment results. The county/tribal nation may need to convert hours into minutes.

4. Selects the enhanced rate checkbox, if applicable.

5. Enters the dates in the start date (START DT) and end date (END DT) fields on the person’s personal care (T1019) line. If the person does not have a personal care (T1019) line, the county/tribal nation enters the dates in the start date (START DT) and end date (END DT) fields on the person’s goods and services (T5999) line.

Note: The person’s start date varies based on their circumstances:

6. Enters the amounts listed in the person’s approved CFSS service delivery plan for goods and services, PERS and failed back background study, if applicable.

7. Presses calculate.

8. Uses the calculator to complete Lead agency addendum to CFSS Individual Service Delivery Plan, DHS-6893W.

9. Enters the amounts listed on DHS-6893W into MMIS for each service the person will use.

10. Enters a worker supervision/training (S5116) line if the person has a personal care (T1019) line. For more information, refer to ASA3 screen for worker supervision/training line (PCA: T1019 – UA; CFSS: S5116).

11. Enters a consultation services line with six units if the person currently uses PCA or CSG.

12. Authorizes services and sends a copy of the approved service delivery plan and Lead agency addendum to CFSS Individual Service Delivery Plan, DHS-6893W to:

13. Uploads CFSS Individual Service Delivery Plan, DHS-6893P and Lead agency addendum to CFSS Individual Service Delivery Plan, DHS-6893W to the person’s record in MnCHOICES.

Note: The person does not need to sign the CFSS service delivery plan again after the county/tribal nation makes these changes.

Resolving exception codes

If the total for the person’s personal care services, goods and services, PERS, FMS provider fee and failed background study lines exceeds the person’s total eligible units/dollars, MMIS posts an exception code the county/tribal nation must resolve. To resolve the exception code, the county/tribal nation:

1. Confirms they entered the correct numbers for the person’s goods and services, PERS, FMS provider fee and failed background study lines. The county/tribal nation compares their entries on the ASA3 screen with the numbers in the person’s approved CFSS Individual Service Delivery Plan, DHS-6893P.

2. Confirms they correctly calculated the person’s total eligible units/dollars. The county/tribal nation uses the applicable DHS calculator or performs the calculations described in the next section.

3. Uses the Service Agreement and Screening Document (SASD) Support Team Portal, DHS-3754 to contact DHS if they think MMIS made an error.

CFSS agency model without goods, services or PERS

The county/tribal nation does not need to calculate any CFSS-specific costs for a person who uses the CFSS agency model and does not purchase goods, services or PERS.

CFSS agency model with goods, services and/or PERS

To calculate the units available for personal care, the county/tribal nation:

1. Divides the total cost of the person’s goods, services and PERS by the current rate listed on DHS – CFSS codes and rates:

2. Subtracts the result in step 1 from the total units the person will use.

CFSS budget model

To calculate the person’s total budget, the county/tribal nation multiplies the units the person will use by the current rate listed on DHS – CFSS codes and rates: