Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”)

The 245D “HCBS Waiver” license is issued by DHS under the Medicaid program (“Medical Assistance” in Minnesota). Below is a summary of the programs available for license and the process/checklist to get a license.

 
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.
 
  1. Alternative Care (AC) for people over age 65 years who are at risk of nursing home placement (DHS Aging and Adult Services Division administers the AC program).
  2. Brain Injury (BI) Waiver for people with a traumatic, acquired or degenerative brain injury who require the level of care provided in a nursing facility that provides specialized services for persons with BI, or who require the level of care provided in a neurobehavioral hospital.
  3. Community Alternative Care (CAC) Waiver for chronically ill and medically fragile people who require the level of care provided in a hospital.
  4. Community Alternatives for Disabled Individuals (CADI) Waiver for people with disabilities who require the level of care provided in a nursing facility.
  5. Developmental Disability (DD) Waiver for persons with developmental disabilities or a related condition who require the level of care provided in an Intermediate Care Facility for Persons with Persons with Developmental Disabilities (ICF/DD).
  6. Elderly Waiver (EW) for people over the age of 65 years who require the level of care provided in a nursing facility and choose to reside in the community (DHS Aging and Adult Services Division administers the EW program).
 
If you are providing services that require a 245D license – you must apply for a license.
 
1) Have all owners and managing officials complete the Waiver Training here: https://mn.gov/dhs/partners-and-providers/training-conferences/minnesota-health-care-programs/provider-training/waiver-ac-provider-training-101.jsp
 
2) Complete the “245D Pre-Application Worksheet” You will not be submitting this to DHS, but you should fill it out for when you submit your application later as a reference.
 
3) Create an account at https://elicensing.dhs.mn.gov/ELMS/
 
4) Complete and submit all additional required materials with your application, including policies and procedures. Providers may use the DHS sample documents for basic or intensive services as a template for their programs by filling in the blanks or modifying them to fit their programs’ format and style.
 
5)   Have all of the documents ready, and then call 651-431-6624 M-TH, 8am-2:30pm to speak to the waiver worker at DHS to get a link to submit the documents electronically..  It should take about 30 mins to 1 hour to submit the application online.. You just insert all the information from the 245D checklist above. Be prepare to pay a licensing fee electronically.
 
6) Once approved, Complete the Waiver and Alternative Care (AC) Programs Service Request Form to report the service (s) you plan to provide and determine the qualifications needed to provide the service (s)
 
7) Verify all employees and anyone related to the company are not on the MHCP Excluded Provider Lists as an excluded group or individual provider. Keep this for your own records. List of Excluded Individuals/Entities (LEIE). Check the Office of Inspector General (OIG) Exclusion list.
 
8) Complete a Home and Community-Based Services (HCBS) Waiver and Alternative Care (AC) Programs Provider Application (DHS-4015)
 
9) Complete a Minnesota Health Care Programs (MHCP) Provider Agreement (DHS-4138)
 
10) Complete Assurant statements as appropriate (DHS-6638) (may not apply)
 
11) Complete a Disclosure of Ownership form (DHS-5259)
 
12) Submit all copies of owner or managerial official’s Waiver 101 Training transcript showing a result of “mastered” from Step 1
 
13) Submit a copy of your liability insurance certificate naming “DHS PE” as a certificate holder on the document if providing the
following services:
 
 Any service that requires you to have a 245D program license
 Foster Care funded by the EW or AC programs (unless foster care covered by 245.814)
 Adult Day Care
 Customized Living
 Residential Care
 
Send attention MHCP Provider Enrollment
to:
PO Box 64987, St Paul, MN 55164-0987
 
14) Submit a copy of license, certification or registration if required for the service you are providing if appropriate.
 
15) Establish your direct deposit or electronic funds transfer (multiple steps, not required initially)
 
16) MHCP sends you a Welcome Letter to confirm your enrollment. MHCP will assign you a 10-digit Unique Minnesota Provider Identifier (UMPI) in your Welcome Letter. Register for MN-ITS (for submission of electronic claims). MN-ITS initial user ID, password and registration instructions included in Welcome Letter.
 
17) Register for Waiver/Alternative Care Billing Lab within 6 months of initial enrollment. This is different from the “Waiver Training” from Step 1. Providers will learn how to navigate the MHCP provider website including: basic provider requirements, programs and services, service specific provider requirements, provider tools and resources, billing for waiver and AC services and payment related audits. Providers will also learn how to use the MN-ITS electronic billing system
 
18) Maintain compliance with Federal, State and local laws, including HCBS Waiver Services Provider Manual (BI, CAC, CADI and DD waivers) and Elderly Waiver (EW) and Alternative Care (AC) Program Provider Manual. The HCBS Waiver Services Provider Manual includes information about eligible providers, enrollment, MN-ITS, covered/non-covered services, authorization and billing. The Elderly Waiver (EW) and Alternative Care (AC) Program Provider Manual includes information about eligible providers, enrollment, MN-ITS, covered/non-covered services, authorization and billing.

24-Hour Emergency Assistance

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the 24-Hour Emergency Assistance Service.

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Adult Companion Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Adult Companion Services.

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Adult Day Care Bath

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Adult Day Care Bath service.

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Adult Day Care

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Adult Day Care service.

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Assistive Technology

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Assistive Technology Services.

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Behavioral Support

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Behavioral Support Services including with a Behavioral Professional, Behavioral Analyst and a Behavioral Specialist.

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Caregiver Living Expenses

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Caregiver Living Expense service.

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Case Management

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Case Management service.

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Case Management Aid (Paraprofessional)

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Case Management Aid (Paraprofessional) service.

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Chore Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Chore Services.

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Consumer Directed Community Supports (CDCS)

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Consumer Directed Community Supports (CDCS) service.

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Crisis Respite

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Crisis Respite service.

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Customized Living (including 24-hour customized living)

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Customized Living (including 24-hour customized living) service.

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Day Training and Habilitation (DT&H)

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Day Training and Habilitation (DT&H) service.

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Employment Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Employment Services (including Employment Exploration, Employment Development and Employment Support) service.

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Environmental Accessibility Adaptations

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Environmental Accessibility Adaptations service.

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Extended Personal Care Assistance (PCA)

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Extended Personal Care Assistance (PCA) service.

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Extended Home Care Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Extended Home Care Services service.

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Family Training and Counseling

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Family Training and Counseling service.

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Foster Care

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Foster Care service.

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Home Delivered Meals

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Home Delivered Meals service.

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Homemaker Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Homemaker Services service.

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Housing Access Coordination

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Housing Access Coordination service.

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Independent Living Skills (ILS)Training

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Independent Living Skills (ILS)Training service.

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Independent Living Skills (ILS)Therapies

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Independent Living Skills (ILS)Therapies service.

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Individualized Home Supports

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Individualized Home Supports service.

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Remote Support – Individualized Home Supports

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Remote Support – Individualized Home Supports service.

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Remote Support – Supported Living Services for Adults in Own Home

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Remote Support – Supported Living Services for Adults in Own Home service.

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Night Supervision

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Night Supervision service.

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Personal Support

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Personal Support service.

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Prevocational Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Prevocational Services service.

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Residential Care Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Residential Care Services service.

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Residential Habilitation

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Residential Habilitation service.

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Respite Care

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Respite Care service.

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Specialist Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Specialist Services service.

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Specialized Equipment and Supplies

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Specialized Equipment and Supplies service.

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Structured Day Program

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Structured Day Program service.

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Transitional Services

We help providers apply for the Home and Community Based Services (“HCBS) (“Waiver”) (“245D License”) with the Transitional Services service.

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