Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) Provider Enrollment
Home and Community Based Services (“HCBS”) “Waiver” 245D License
Who Can Become a 245D provider
What is it?
The Home and Community Based Services (“HCBS”) “Waiver” 245D License is issued by DHS under the Medicaid program (“Medical Assistance” in Minnesota). Minnesota residents with disabilities or chronic illnesses who need certain levels of care may qualify for the Minnesota HCBS waiver programs. These programs are available to persons who choose to reside in the community and meet the eligibility criteria – listed below. Home and Community Based Services (“HCBS”) “Waiver” 245D Providers provide staff to provide basic or intensive services to the individuals.
What do I need to start?
The 245D license requires, at a minimum, a designated coordinator and a designated manager.
The designated coordinator must have one of the following: (1) a baccalaureate degree in a field related to human services, and one year of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older; (2) associate degree in a field related to human services, and two years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older; (3) a diploma in a field related to human services from an accredited postsecondary institution and three years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older; or (4) minimum of 50 hours of education and training related to human services and disabilities; and four years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older under the supervision of a staff person who meets the qualifications identified in clauses (1) to (3).
The designated manager must qualify as a designated coordinator (although it does not need to be the same person) AND they must have a minimum of three years of supervisory level experience in a program providing direct support services to persons with disabilities or persons age 65 or older.
In addition, the owner or managerial official for your organization must complete the required HCBS Waiver and AC Provider Training 101 and competency test and also pass a NETstudy Background check.
Certain services require additional qualifications which are specific to the service provided (such as a residential setting) and are not included.
Staff Requirements
Minimum staff required for application:
- Designated Coordinator (click here to download job description)
- Designated Manager (click here to download job description)
*Note that one person could fulfill both positions
Additional Staff (not required for application):
- Direct Support Staff (click here to download job description)
Positive support services:
- Waiver positive support professional (click here to download job description)
- Waiver positive support analyst (click here to download job description)
- Waiver positive support specialist (click here to download job description)
Employment Specialists (click here to download job description)
What is the process and how long does it take to start?
Onboarding (1-2 days)
Questionnaire (1-2 days)
245D application is prepared (2 weeks)
Application submitted to Portal
NetStudy 2.0 Background Studies (2-3 weeks)
Pending Licensor (12+ months from date of portal submission)
Licensor Assigned (3-4 weeks for final review and approval)
MPSE Submitted (30-45 days)
MPSE Approved
How much does it cost?
Rates/Reimbursement for Services:
- Adult Companion Services / S5135 / 15 mins / $2.92
- Homemaker, Assistance with personal cares, Cleaning, Home Management / S5130 / 15 mins / $5.04
- Individual Community Living Support / H2015 / 15 mins / $6.18
Resources
245D Frequently used Forms in practice – download here.
245D Waiver Providers must complete Cost Reporting – more information here.
Forms for Long Term services and supports LTSS – here.
Disability Services Division (DHS) Training Archive
FAQs
What are the requirements for the Designated Coordinator?
In order to qualify as the Designated Coordinator as defined in Minnesota Statute Chapter 245D.081, you must meet one of the below requirements:
- A baccalaureate degree in a field related to human services, and one year of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older.
- An associate degree in a field related to human services, and two years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older.
- A diploma in a field related to human services, and three years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older.
- A minimum of 50 hours of education and training related to human services and disabilities; and four years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older under the supervision of a staff person who meets the requirements identified in (1) to (3) above.
What are the requirements for Designated Manager?
In order to qualify, you must meet one of the below requirements:
- A baccalaureate degree in a field related to human services, and one year of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older.
- An associate degree in a field related to human services, and two years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older.
- A diploma in a field related to human services, and three years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older.
- A minimum of 50 hours of education and training related to human services and disabilities; and four years of full-time work experience providing direct care services to persons with disabilities or persons age 65 and older under the supervision of a staff person who meets the requirements identified in (1) to (3) above.
AND you must also have a minimum of three years of supervisory level work experience in a program providing director support services to persons with disabilities or persons age 65 or older.
Can one person be both the Designated Coordinator and Designated Manager?
Yes, one person can in fact be both.
Do I need a Designated Coordinator and Designated Manager to submit the application?
Technically no, not required to submit. However, we recommend finding staff to fulfill these roles ASAP. Once a licensor is assigned (within 12+ months) they will be requesting the DC/DM’s resume with addresses, dates, responsibilities, and individuals to call who can verify their experience. This process can be time consuming, we like to be prepared in advance to avoid any possible further delays.
Does STAR Services training make me qualified to serve as a Designated Manager?
No. 3 years of supervisory experience in a program providing direct support services to persons with disabilities or aged 65+ is still required.
What counts as 50 hours of education and training?
This can be considered on-the-job training with relevant employment experience. If you have no formal training or education, the minimum 4 years of on-the-job experience can satisfy this requirement.
How long is the 245D licensing process?
The majority of the wait time is due to DHS. This process is currently taking about 12+ months for DHS to review their 245D applications.
Does anything hurry up the 245D licensing process?
No, DHS reviews applications in the order that they are received.
Can I apply for ICS with my initial license application?
Do I need an office?
Home office is acceptable, (as long as there is no other medicaid-disclosing entities in the same location)
Do I have to have the NETstudy 2.0 background studies complete before I submit?
No. DHS will provide access to your 245D-specific NETstudy 2.0 account only after the application is submitted.
What services under my 245D license can I apply for?
The ONLY services the law firm assists with are: basic support services + employment services + IHS (individualized home supports)
Community Residential Services, can we add this?
No. Many services such as CRS require a 245D license as a prerequisite. Cannot be applied for with your initial license application. Only basic support services + employment services + IHS
In the premium package, when does the 6 months of general counsel begin?
The 6 months of general counsel included in the premium package will begin upon the day the application is officially reviewed and returned to us from DHS.
Read more about 245D on our blog
DHS License Transfer Blog
Transferring DHS Licenses and Certifications Buying or selling a business can be an involved process, especially when there are licenses and certifications attached to the business that allow it to generate income. DHS issues both certifications and licenses...
Items to be Posted in a 245D Program
For a program that has a 245D license, there are certain sources if information that are to be posted, on the wall, in a prominent location, at the facility. A list of Emergency numbers must be posted—ideally near the required non-coin operated telephone. 911...
245D/HCBS/Waiver License
What is the 245D/HCBS/Waiver License? The Department of Human Services (DHS) licenses certain Home and Community-Based Services (HCBS) provided to people with disabilities and those over age 65. Most of the services are funded under one of Minnesota’s Medicaid waiver...