MMIS transition from PCA and CSG to CFSS

Page updated: 9/22/25

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 general information about the transition, refer to CFSS Manual – Transition from PCA and CSG to CFSS.

DHS must update the Medicaid Management Information System (MMIS) to allow counties/tribal nations to enter a CFSS service agreement (SA). This page explains the MMIS changes and transition timeline.

What will not change?

To enter a CFSS SA in MMIS, the county/tribal nation must complete the same screens they complete for a PCA or CSG SA, and most fields remain the same.

What will change?

DHS must update MMIS to allow counties/tribal nations to enter a CFSS SA. We must remove unnecessary fields and update some field names in MMIS.

To enter a CFSS SA in MMIS, the county/tribal nation needs additional codes and modifiers to enter the new options. The county/tribal nation must:

1. Enter an initial authorization with a line for a new service called consultation services.

2. Enter six months of PCA or CSG services for someone who currently receives PCA/CSG services.

3. Wait for the person to select their other services.

4. Enter new line types on the ASA3 screen based on the person’s selections.

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

Phase 1: Complete

What did DHS do?

DHS completed the following tasks during Phase 1:

· Programmed and tested MMIS changes.

· Prepared an updated version of DSD MMIS Reference Guide – Type B service agreement for PCA/CFSS.

· Created a training about the MMIS changes for counties/tribal nations. For more information, refer to Self-paced online course: CFSS MMIS Updates Training.

What did counties/tribal nations do?

Counties/tribal nations continued to follow existing instructions to conduct assessments and reassessments during Phase 1.

Phase 2: Complete

What did DHS do?

DHS completed the following tasks during Phase 2:

· Published some updates to the DSD MMIS Reference Guide – Type B service agreement for PCA/CFSS.

· Published Self-paced online course: CFSS MMIS Updates Training for counties/tribal nations.

· Added CFSS rates to DHS – CFSS codes and rates.

· Sent an eList to announce CFSS implementation. For more information, refer to the Oct. 1, 2024, eList announcement.

DHS also implemented the following changes in MMIS during Phase 2:

AHC1 screen

SPRVSN NURSE field: This field is now called ASSESSOR NAME.

PC field: This field is now called PC/CF.

PC SUPERVISION field: This field is now called PC/CF SUPERVISION.

AHC2 screen

EN field: The county/tribal nation enters Y in this field if the person has the home care rating EN. The county/tribal nation enters N in this field if the person does not have the home care rating EN.

SHARED SERV field: The county/tribal nation no longer edits this field. If the county/tribal nation edits this field, MMIS posts an exception code.

DHS removed the following fields from MMIS: FSG, ASST/MED, TREAT/MNT, SEIZURES, SELF INJURIES, HURT OTHERS, HABITS, LEVEL3BEH, I/SADL, APPL/EQUIP.

ASA2 screen

LIVES WITH RESP PARTY field: The county/tribal nation cannot edit this field.

FISCAL INT field: The county/tribal nation cannot edit this field.

ASA3 screen

SHR field: MMIS auto-populates this field. If the county/tribal nation edits this field, MMIS overwrites their entry.

UA modifier: In CFSS, the county/tribal nation uses the UA modifier on the FMS provider fee and failed background study lines. The county/tribal nation does not use the PCA UA modifier on lines for worker supervision/training (i.e., to authorize qualified professional [QP] units).

What did counties/tribal nations do?

Counties/tribal nations did not need to do anything in Phase 2. They continued to follow existing instructions to conduct assessments and reassessments during Phase 2.

Counties/tribal nations may have noticed minor changes in MMIS during Phase 2. The changes did not impact their ability to enter a PCA or CSG SA.

Phase 3: Began Oct. 1, 2024

What will DHS do?

DHS will complete the following tasks during Phase 3:

· Continue publishing updates to the DSD MMIS Reference Guide – Type B service agreement for PCA/CFSS.

· Share additional information with counties/tribal nations as necessary.

What will counties/tribal nations need to do?

Counties/tribal nations will:

1. Continue to follow instructions on DSD MMIS Reference Guide – Type B service agreement for PCA/CFSS.

2. Follow instructions to avoid gaps in services for people who need additional time to complete the transition from PCA or CSG to CFSS. For more information, refer to:

· March 25, 2025, eList announcement.

· July 25, 2025, eList announcement.

· CFSS Manual – Assessment for PCA/CFSS services.

For a person who currently receives PCA or CSG services, the county/tribal nation authorizes consultation services and six months of PCA/CSG services. For more information, refer to:

· DSD MMIS Reference Guide – ASA3 screen for consultation services (T1023).

· DSD MMIS Reference Guide – ASA3 screen for personal care services (T1019).

· DSD MMIS Reference Guide – ASA3 screen for worker supervision/training (PCA: T1019 – UA; CFSS: S5116).

· DSD MMIS Reference Guide – Type B service agreement for CSG.

After the county/tribal nation approves the person’s service delivery plan, they take the appropriate action based on the person’s situation:

· Person not on waiver/Alternative Care (AC) (i.e., state plan services only): End the current SA and enter a new SA that starts on the day after the end of the six-month SA and ends on the last day of the person’s service plan year. For most people, this new SA lasts for six months.

· Person on a waiver/AC and not enrolled in a managed care organization (MCO): Enter new lines on the existing SA for the person’s approved CFSS services. The new lines start on the day after the end of the six-month lines and end on the last day of the person’s service plan year. For most people, these new lines last for six months.

· Person age 65 or older who receives PCA/CFSS through their MCO: Follow the MCO’s process for authorization.

Note: If a person wants to start CFSS services before their PCA or CSG transition service agreement ends, the county/tribal nation must help the person end their PCA or CSG services and start their CFSS services early if the person meets the criteria on CFSS Manual – Assessment for PCA/CFSS services (for PCA services) or CBSM – CSG transition to CFSS (for CSG services).