Details on new DHS LTSS remote reassessment policy & resumed face-to-face visit requirements

By Todd Bergstrom  |  January 12, 2024  |  Assisted living & home care providers

The Minnesota Department of Human Services (DHS) DHS Aging and Adult Services and Disability Services divisions sent a communication to lead agencies about face-to-face visit requirements and the new long-term services and supports (LTSS) remote reassessment policy. According to DHS:

Case management, care coordination and assessment requirements
 As of Nov. 1, 2023, DHS:
  • Implemented a new LTSS remote reassessment policy.
  • Resumed face-to-face visit requirements for case management and care coordination.

New LTSS remote reassessment policy
 DHS implemented a new LTSS remote reassessment policy on Nov. 1, 2023. This policy replaced the policy that allowed remote reassessments for six months after the federal COVID-19 public health emergency.

For annual reassessments on or after Nov. 1, 2023, remote reassessments conducted by interactive video or phone may substitute for in-person reassessments in some circumstances:
  • BI, CAC, CADI and DD: Remote reassessments may substitute for two consecutive reassessments (including the 65th birthday reassessment), followed by an in-person reassessment in the third year.
  • AC, ECS and EW: Remote reassessments may substitute for one annual reassessment, followed by an in-person reassessment in the second year.

As of Nov. 1, 2023, lead agencies must review past assessments to determine if a person meets the requirements to complete their next reassessment remotely. For more information, refer to the July 18, 2023, eList announcement.

Face-to-face visits requirements for case management and care coordination
 As of Nov. 1, 2023, lead agencies must meet minimum case management and care coordination face-to-face visit requirements for people who use:
  • Alternative Care (AC) program.
  • Brain Injury (BI) Waiver.
  • Community Access for Disability Inclusion (CADI) Waiver.
  • Community Alternative Care (CAC) Waiver.
  • Developmental Disabilities (DD) Waiver.
  • Elderly Waiver (EW).
  • Essential Community Supports (ECS) program.

This applies to people whose waiver year ends on or after Nov. 1, 2023.
Minimum required frequencies for face-to-face visits
 The timelines below represent the minimum required frequencies for face-to-face visits. The frequency of face-to-face visits should increase based on the person’s needs.

BI, CAC, CADI and DD
 The waiver case manager must have a minimum of two face-to-face contacts with the person within the 12-month period. The person’s annual reassessment may count as one face-to-face contact when case management activities are performed at the time of the visit.

AC, ECS and EW
 The waiver, AC and ECS case manager/care coordinator must conduct at least one face-to-face visit per 12-month period. This visit can be included as part of the person's annual reassessment if the assessor is also the case manager/care coordinator.

Note: If a person is unable to meet in person, a phone or virtual meeting will not meet face-to-face requirements unless the remote contact occurred before Nov. 1, 2023.

The DHS communication also provides lead agencies with recommended practices as well as lead agency review and care plan audit measurement.

Please contact Todd Bergstrom at the Association office if you have any questions. 


Todd Bergstrom
Todd Bergstrom  |  Director of Research and Data Analysis  |   tbergstrom@careproviders.org  |  952-851-2486