Vol 1 Ed 1: November 2021 Executive Brief
Welcome to the first edition of the Executive Brief. BELTSS is promoting the use of online forms, and tutorials to the website and the use of your licensee portal with the most direct route possible so that you focus on services provided to Minnesotans. This intentionally ‘Brief’ communication will be periodic, short, direct and refer to the website or other support materials for the Executives of Minnesota senior living communities.
This edition is directed towards for the Licensed Assisted Living Director and highlights major decision points and requirements for the first year of licensed practice. The second edition will focus on Continuing Education, to be sent within the next few weeks.
In this edition:
By law, each licensed Assisted Living Facility must employ a Director of Record (DOR) who must notify the Board within 5 working days when you leave your current position OR begin a new position:
To update your Administrator/Director of Record:
- Log onto your Online Portal.
- Locate licensing in the black header and click on online services. This will take you to the logon page where you will put in your username and password you chose when applying for your license.
- Click on profile viewon the left side panel. You must have an active license to complete this step.*
- Locate the blue pencil which will allow you to edit your administrator/director of record location. If you do not see your location, please submit an email to hlb@state.mn.us so we can add your locations to your license.
- Enter your start and end dates as the administrator/director of record.
*For those Assisted Living Director In Residence (ALDIR), please submit your facility name and HFID to beltss.hlb@state.mn.us, so we can add the facility to your permit.
By completing this process, BELTSS will have record of the change, and will also notify the Minnesota Department of Health (MDH) and the Minnesota Department of Human Services (DHS). It is vital you remember this key task any time a change occurs. It is the Licensee’s responsibility as a licensed professional and not the owner. This information is used by all state agencies to assure that the facility/community is led by a licensed professional and it starts with your notification of the change.
If you cannot locate your assisted living on the drop down, as many facilities are new, please contact Ciara.Morris@state.mn.us with the name of the facility/community, and the Health Facility ID, issued by the Minnesota Department of Health. Board staff will validate the MDH issued license and update the facility record within our system. Also, Include the DOR name, DOR’s license number and city.
The link for the online services portal is https://nha.hlb.state.mn.us/#/login Step by step instructions and a video tutorial are also found on the website.
It is important you update any change in public or mailing address, phone number or email. BELTSS’s primary communication is via email with mailings limited to your license certificate or the use of formal letters, when required to do so.
To change your address,
- Log into your Online Portal.
- Go to licensing in the black header and click on online services. This will take you to the logon page where you will put in your username and password you chose when applying for your license.
- Click on license on the left side panel.
- Click on the blue pencil which will allow you to edit your public or mailing address/phone number.
You are required to have one public phone number and one public mailing address at all times. Step by step instructions and a video tutorial are found on the website here: A guide on how to do so can be found on our website Forms & Tutorials page here: https://mn.gov/boards/nursing-home/forms/
To verify the LALD license go to the BELTSS website https://mn.gov/boards/nursing-home. Click on the Verify a License on the right side of the back bar. Click on Licensee Search. As a reminder, Health Services Executive (HSE) licensees are licensed to serve nursing homes as the Administrator of Record and/or assisted living as the Director or Record. Any public actions against a licensee are included. You may also request an official license verification for another jurisdiction by clicking on the Official License Verification link.
A Licensee (LALD) may be requested to serve in more than one facility. Shared Directors may be allowed to serve Up to 5 facilities with the farthest facilities not more than a 60- mile radius. It is the responsibility of the Director of Record at each facility to be confident in the ability to perform the standard of care practice minimums.
To request to be a shared director, the LALD must complete the shared agreement for each facility with the applicable fee of $125 per facility. This must be completed within 15 days after assuming the position.
The Shared Director application form is available under “forms and tutorials”. The LALD will be required to show your facility is in good standing, best practices are in place for visibility to residents and staff, a delegation of authority when not in the facility and a solid communication plan in place.
The Owner or Managing Entity will be required to sign the agreement. Once approved, this will be published on the license verification for each community listed as the Director of Record. The LALD will receive a license certificate for each location served. A photocopy of the original license is not allowed and is a violation of MN Rules 6400.7085 and will be addressed through the Standards of Practice for anyone found to be listed as the Director of Record for more than one community without having completed the shared director application and secured a board-issued wall certificate.
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