Q. How does a “referral” activity differ under assessment vs. ongoing case management?  A. Assessment Activity “Referral” related to an assessment activity includes follow-up that provides additional information about 1) the eligibility of the person or, 2) the services options included in the support plan.  For example, an assessor identifies the need for a mental health evaluation due to assessed behaviors and emotions.  As part of the assessment process, the assessor makes a referral for a mental health assessment in order to determine if mental health services are needed. Ongoing Case Management “Referral” as part of ongoing case management includes activities related to implement the support plan such as referrals to providers or other community resources - both formal and informal.  For example, the support plan developed by the assessor indicates the need for behavioral services.  In order to implement the support plan, the case manager makes a referral to a provider of behavioral services.

Q. In some counties the authorizing of services is performed by the case manager after the individual has selected a provider of service.  In this example, is service authorization an assessment activity or an ongoing case management activity? A. The service authorization process including entering data into MMIS is an administrative, gatekeeping activity that is considered an assessment activity.  For purposes of the pilot study, whether an assessor, a case manager or a case aide is engaged in authorizing services, the time should be coded as assessment activity.

Q. Is the time spent by a worker in a social service appeal an assessment activity or ongoing case management? A. The time spent dealing with an appeal should be coded to reflect the reason for the appeal.  If the appeal deals with either an eligibility or level of service issue, the time spent on the appeal would be classified as assessment activity.  If the appeal deals with a failure to implement the individual’s support plan, a quality issue or something other than eligibility/level of service, then the time spent would be coded as an ongoing case management.

Q. How should time spent listening to voice mails or reading emails be coded when information provided is  related to the intake or assessment and/or support plan development process or providing the service of ongoing case management? A. If a voice mail or email provides information that helps identify a need for long term care services or helps determine the need for an assessment fo long term care services, the time spent is coded as an intake activity. If a voice mail or email provides information as part of the assessment process to determine eligibility or to identify services to include in the individual’s support plan, the time spent is codes as an assessment activity If a voice mail or email provides client specific information related to providing ongoing case management, the time spent is coded as an ongoing case management.

Q. How should the completion and review of a Level II OBRA screen be coded? A. Completion or review of information required for OBRA II should be coded as assessment activity because it informs the eligibility and need for services of an individual.

Q. How should a redetermination (reassessment) be coded when it involves Alternative Care? A. The reassessment for a person on the Alternative Care Program (AC) always includes a review of the financial status of the person for medical assistance (MA) and “consideration” of MA service options.  This means a reassessment for a person on AC is coded as 37.1 in SSTS and J.1. in MATTS.

Q. If I am out of the office when my survey comes, can I do it when I return? A. The survey link is active for 7 days.  During that time, the survey participant can access and record information at any time.  We encourage participants in the pilot study to complete the survey as soon as possible.  After seven days, the link will become inactive for that particular event.

Q. Will tribes be able to collect reimbursement for assessment activities under MnCHOICES? A. One reason for conducting the pilot study is to provide the State with information to support policy decisions regarding how lead agencies responsible to perform assessments, including tribes, are reimbursed.   This data will help the state make informed decisions about reimbursement, including whether to pursue federal financial participation (FFP) for tribes.

Q. What codes should be used when performing ongoing case management activities? A. Ongoing case management continues to be coded as usual.  However, codes under SSTS Code 37 and MATTS Code J should always be used for assessment activities related to long term care services and programs, and for assessment to determine if a person is eligible for VA Targeted Case Management, DD Adult Case Management, and Relocation Case Management.

Q. What is the purpose of the pilot study? A. The pilot study will help DHS determine how to track and pay for assessment activities when MnCHOICES is implemented.  MnCHOICES will replace the various assessments and payment structures currently done for long term care services and programs.  The pilot study will also help determine the potential fiscal impact of reporting assessment activities through a single methodology and can also help identify areas where there is potential to collect increased federal financial participation.

Q. What is the expected time commitment if I want to participate in a focus group on May 17, 18, or 19? A. Focus groups are expected to last no more than two hours.  Various times will be offered throughout the three days so that people can schedule a focus group that best meets their schedule.  Both in-person and web-ex options will be offered.  If you wish to participate, please email Kristy Michael at Kristy@hcbs.info.

Q. How should a supervisor code his/her activities for the survey? A. Many supervisors do not participate in time studies.  For purposes of the pilot study, if the supervisor is engaged in supervisory activity (as opposed to directly participating in an assessment, etc.), the supervisor would code his/her time with the same code the staff person would report.  If a supervisor is consulting with a staff person related to completing an assessment or support plan, the supervisor would code his/her activity as assessment.  If a supervisor is consulting with a staff person who is providing ongoing case management.

 

SSTS

• Handbook click here
• User guide click here
• Training Presentation click here

MATTS

• Handbook click here
• User guide click here
• Training Presentation click here

Focus Groups

Focus group registration is closed. If you have already RSVP'd and can not make it please contact Kristy Michael at Kristy@hcbs.info

SSTS In Person Sessions

There will be four in person focus group sessions offered at the Elmer Anderson Building. Your must register in advance to attend. Registration is now closed.

Tuesday, May 17 In Person
Room 2222

• Morning session 10:00-12:00
• Afternoon 1:00-3:00

Thursday, May 19 In Person
Room 2223

• Morning session 10:00-12:00
• Afternoon 1:00-3:00

SSTS On Line Sessions

There will be two on line focus group sessions offered exclusively to non metro counties. Your must register in advance to attend. Registration is now closed. Please contact Kristy Michael if you have not recieved the meeting link at Kristy@hcbs.info

Wednesday, May 18 On Line

• Morning session: 9:00-11:00
• Afternoon:  2:00-4:00

MATTS

There will be one on line focus group session offered exclusively to MATTS participants. Your must register in advance to attend. Registration is now closed. Please contact Kristy Michael if you have not recieved the meeting link at Kristy@hcbs.info

Wednesday, May 18 On Line

• Time: 11:30-1:30pm