MnCHOICES Matters – April 2018

Minnesota Department of Human Services sent this bulletin at 04/30/2018 11:13 AM CDT
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MnCHOICES Matters

April 2018

In this issue:

MnCHOICES Matters archive 

Announcements

MnCHOICES Support Plan copy/data-transfer concerns

After the MnCHOICES Support Plan (MnSP) 18.1 release, the MnCHOICES team received reports that the person’s demographic data no longer copies over from MnCHOICES Assessment (MnA) to MnSP automatically. We appreciate your feedback and want to give you more information about this change and why it happened.

Before the release, many users asked for the ability to edit and add content in MnSP’s Person Information tables that displayed but could not be edited. The Person Information tables in the support plan had to be blank to accommodate the editing feature and not affect the unedited data from the assessment. 

The MnCHOICES team understands your concern about having to enter data twice. 

Users should be aware that the release also included a copying feature that allows users to copy data from one plan to another. This means users will only have to enter the information once in the Person Information tab.

Once the assessor or case manager enters person information data into the fields in the CSP/CSSP, the application will copy it automatically to subsequent plans.

Users can edit person information in the CSP, CSSP and LTSS evaluations in new, open or complete plans. Plans in closed status do not allow for editing of these fields.

Data entered in the MnA is unaffected by this release and continues to copy to the reassessment. 

New MnCHOICES help desk e-mail

The MnCHOICES help desk has a new e-mail address. We ask users to update their address books to the new e-mail address: dhs.mnhelp@state.mn.us.

MnCHOICES Assessment access: SSIS Citrix issues

DHS help desk reports some users are having difficulty in accessing the MnCHOICES Assessment application from SSIS. This is because of an issue with the URL redirection from the Citrix server, which is dependent on the lead agency’s version of CITRIX software. Users who experience difficulties should contact the MnCHOICES help desk for assistance. The help desk will work with MNIT staff to resolve the issue. All counties should be on the state of Minnesota CITRIX environment by the end of 2018, which will alleviate this issue.

MnCHOICES Assessment 1.0 to operational phase

After the spring 2018 release, DHS will transition MnCHOICES Assessment 1.0 to an operational phase. Resources will be redirected to MnCHOICES Assessment 2.0. After spring and for the remainder of 2018, we have scheduled no further statewide outages for MnA. During this operational period, DHS will repair issues that cause critical user problems. The MnCHOICES help desk will continue to support MnA users as they transition to 2.0.

MnCHOICES CountyLink pages – new look

We are in the process of converting some MnCHOICES PDF resource documents to HTML webpages to make the content more accessible for blind or visually impaired users. Posting the information as webpages rather than PDF documents will also make it easier to read for people who use phones, tablets or other mobile devices. Some recent examples of documents that we have converted include the MnCHOICES Support Plan 18.1 Release Notes and the MnCHOICES Support Plan 18.1 Known Issues.

We will continue to convert documents to webpages as we update them and release new content.

    Updates

    Employment code changes

    DHS created three new codes for employment services in the developmental disability (DD) and long-term care (LTC) screening documents in the MnA. DHS added these codes in the MnA 17.3.4 release; we will consolidate them in the 18.1 release.

    Employment services codes added to the DD screening:

    • (B2) Employment Exploration Services
    • (B3) Employment Development Services
    • (B4) Employment Support Services

    After the 18.1 release, these codes will be combined into one:  (B2) Employment Services

    Employment services codes added to the LTC screening:

    • (62) Employment Exploration Services
    • (63) Employment Development Services
    • (64) Employment Support Services

    After the 18.1 release, these codes will be combined into one:  (62) Employment Services

    These codes will display after the MnA 18.1 release, but will not be available for use until after July 2018. The current (48) Supportive Employment Services (SES) code will remain and should be used until July 2018. In July 2018, there will be a transition from the current SES code to the new employment services codes. We ask users to continue to use the SES code until we tell you to transition to the new employment services codes in July.

    Continue to watch for additional communications from DHS about updates and training related to the supportive employment services and employment services transition.

    MnCHOICES Support Plan user access document updated

    Mentors can find the link to the updated document on the MnCHOICES CountyLink Mentor page, under the heading Security Access for MnCHOICES Support Plan (MnSP). The document includes instructions for logging into the Handling MN Information Securely site, along with how to request access for MnSP users. There is also a new section on troubleshooting that helps mentors and security liaisons to determine who submits to systems and security access management (SSAM) and the help desk and which form(s) to submit.

        Reminders

        MnCHOICES help desk requests

        There has been an increase in MnCHOICES Support Plan (MnSP) users submitting requests incorrectly to the help desk.

        • The help desk has been asked to redirect users to their mentors
        • The mentor’s role is to work with agency users to troubleshoot issues
        • Mentors should acquaint themselves with the MnCHOICES CountyLink Help Desk page and review the Need MnCHOICES Help? before the mentor submits a DHS-6979 Help Desk Contact Form
        • Add a mentor to the email list: Add or Change Contacts for MNCHOICES Emails
        • Where does my MnSP request and authorization form go? Follow agency protocol but, typically, the lead agency security liaison submits the form to the Systems and Security Access Management (SSAM) Team. Do not submit the MnCHOICES Support Plan Request and Authorization form to the Help Desk.
        • We encourage users to submit policy questions related to MnCHOICES on the DHS-6979 Help Desk Contact Form by choosing the policy option. Users may submit all other policy questions to PolicyQuest.

        Sixty-fifth birthday reports

        DHS sends a quarterly report to help lead agencies to plan for people who are approaching their 65th birthday and are currently on the CAC, CADI or BI waivers. This report is attached to the the Quarterly LTCC Nursing Facility Resident’s Summary report. DHS sends the report to the people designated by each lead agency. If you need us to add or change a recipient, send your request on form DHS-6979, specifying the full name and email address of the person to receive the report. You may also use this form to remove people from the list. DHS recommends that lead agencies have at least two people authorized to receive the report.

        Handling MN Information Securely

        DHS requires all users of the MnCHOICES Support Plan to complete the following

        Handling MN Information Securely-Data Privacy Courses annually:

        • Data Security and Privacy (15 Minutes)
        • How to Protect Information (35 Minutes)
        • Managing Security Information Problems (15 Minutes)
        • Federal Tax Information (10 Minutes)
        • Social Security Administration Information (15 Minutes)
        • Protected Health Information (PHI) (15 Minutes)
        • Data Security for County Staff and Assisters (10 Minutes)

        For each registration heading remember that:

        Affiliation: refers to the lead agency on whose behalf you work.

        Company Name: refers to your agency name, if you work for a contracted agency.

        Training Role: All agencies should choose “county worker” to ensure that they are assigned the correct number of data privacy courses. This includes contracted agencies.

        Courses Required for Role: Will populate the correct number of courses needed to provide MnSP access.

        Mentors will find the link on the MnCHOICES CountyLink Mentor page, under the heading Security access for MnCHOICES Support Plan.

          Publications

          The following publications and forms are new or updated and are now available in eDocs:

          • DHS-2140-ENG (11/14) Application for Social Services – This document is currently out of stock but is on reorder. Lead agencies will be notified when it is available.
          • DHS-3427-ENG (1/18) LTC Screening Document - AC, BI, CAC, CADI, ECS, EW, MHM, MSC+, MSHO, SNBC
          • DHS-3428-ENG (1/18) Minnesota Long-Term Care Consultation Services Assessment Form
          • DHS-3428A-ENG (1/18) Minnesota Long-Term Care Consultation Services Assessment Form: SW Section
          • DHS-4915-ENG (1/18) Medical Assistance (MA) Payment of Long-Term Care Services
          • DHS-6633-ENG (12/17) Exception to CDCS Budget Methodology
          • DHS-6791D-ENG (2/18) MnCHOICES Coordinated Services and Supports Plan Signature Sheet
          • DHS-6826-ENG (1/18) Essential Community Supports (ECS) Financial Disclosure Form

          Visit CBSM – What's new often for a list of policies and pages we've recently updated in the Community-Based Services Manual.

          Training opportunities

          Serving People with I/DD and Dementia training

          This online training contains a wealth of information to help case managers and certified assessors understand the impact that dementia has on those who have I/DD. The training covers:

          • What is different for this population
          • How to best support the person, his or her family and caregivers
          • What the best practices are today

          To find this course:

          1. Visit TrainLink
          2. Sign on using your unique key
          3. Enter course code:  DSD_IDD
          4. Choose category:  All Disability Services Division Courses
          5. Click Search

          Eligibility Update training

          The 2017 Legislature amended Minnesota Statutes governing long-term care consultation services to allow for retroactive HCBS eligibility to begin effective the date of the face-to-face assessments. Find more information in Bulletin #17-25-11.

          DHS held a video conference on Feb. 8, available in the archives until May 8, to explain the change. Note: The video conference covered:

          • The policy goals and parameters of the eligibility update, including retroactive HCBS eligibility
          • How to document the completion of an eligibility update in MMIS using Activity Type (AT) 09 and when AT 09 is not appropriate or necessary

          Person-Centered Thinking and Planning training

          For information on Sensible strategies for supporting people: Person-Centered Thinking Initiatives training, visit the University of Minnesota website. At the site, you can find and register for courses as they become available.

          Working with People Who Have Hearing and Vision Loss training

          This class helps Minnesota long-term care consultants and direct support service providers effectively to assess the needs of Minnesotans with combined hearing and vision loss. Read more about the training on this flyer (PDF).

          DSD Training News and Information page – Free CLUs

          The DSD training news and information page has information about upcoming trainings. Register through TrainLink using your unique key to receive credit for trainings.

            MnCHOICES Support Plan User Manual highlights

            If you have questions about how to use the MnCHOICES Support Plan application, you can find answers in the MnSP user manual, which provides directions and useful tips. You can access the MnSP user manual in several ways by going to:

            • Visit the user manual online. When you click on the menu option in the upper left corner, a list of tabs will appear.
            • The MnCHOICES CountyLink home page under the Quick Links Support Plan section. When you click on the menu option in the upper left corner, a list of tabs will appear.
            • The question mark in the upper right corner of the login page of the MnSP. The question mark will take you to the user manual log in page. When you click on the menu option in the upper left corner, a list of tabs will appear.
            • The question mark in the upper right corner when already logged in to the MnSP. The question mark will take you to the user manual page specific to that tab.

            Common questions answered in the MnSP user manual

            Links below are direct links to the information page. Users will need to scroll down the page to find the answer. The user manual is organized in the order it displays in the MnSP.

            Q:  How do I know what my password is or how do I change my password?

            A:  MnCHOICES CountyLink provides many of the resources mentors need to answer regularly asked questions. On the Mentor page, under the heading Security Access for MnCHOICES Support Plan, there is a document called Support Plan User Access. If you forget or need to reset your password, your lead agency security liaison may request a password reset from SSAM. If you know your password but would like to change it, follow the instructions in the Support Plan training (MnSP1000) under the Log-in Training section. You can find the information by clicking the next button until slide 12, which shows you there is a password change tab on the search page.

            Questions that are not answered by the MnSP user manual

            Q:  How can I reopen a closed CSP?

            A:  Review the following steps before you send in the help desk form requesting the CSP be re-opened:

            • Has the CSSP been created and service agreement line started? If so, the assessor may make changes to assessment data. The mentor may ask the help desk to open an assessment so the CSSP is preserved. If a CSP has to be re-opened after a CSSP is created, the CSSP will be deleted. Changing assessment data will update the CSP without having to reopen the CSP.
            • Are plan dates the issue? If so, dates may be changed in a closed CSP in the About Plan tab.
            • A mentor asks the help desk to reopen a CSP using the DHS-6979 Help Desk Contact Form. In your request, note the CSP number and an explanation of why the plan needs to be re-opened.
            • What is the plan for next time? Moving forward, work flow can be revised at the lead agency to ensure the assessor and case manager have a chance to check in with each other before closing the assessment and CSP.

              Other resources

              • For previous issues of MnCHOICES Matters, or other MnCHOICES assessment and support planning resources, visit the MnCHOICES CountyLink page.
              • For more information about policies related to assessment and support planning, please visit the Community-Based Services Manual (CBSM) Assessment and support planning page.
              • The outage schedule provides information to help lead agencies to plan for scheduled MnA and MnSP outages.

              For more information about MnCHOICES, visit us on the DHS website. For technical assistance about MnCHOICES, visit us on CountyLink.