Partners in human services and public health

Find resources and supports for human service and public health partners.

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News and updates

Presentations from the Rethinking Human Service Delivery 2016 and Beyond Provider Conference 10-10-16

Quarterly Partner News

June 2016 Partner News

In this issue: summer food programs, backpacks for students who have a Hennepin County case manager, changes to DHS Minnesota Health Care Programs manuals, and a new Human Service Center is under construction.

Contracting information sessions

Contracting information sessions are offered to support your ability to meet contracting requirements. Pre-registration is required. To pre-register, email county staff with the names of all attendees, their email addresses and a contact telephone number. You will receive a follow-up email confirming your registration. Email

What to expect if you get a contract

Supporting providers in meeting county requirements

The county supports its contracted providers in a variety of ways to ensure a successful contracting experience.

A contract manager is assigned to manage each contract and answer questions. To find out who your contract manager is, call 612-348-4071.

Standards and policies are outlined in a human services and public health contracting guide. Contracting guide 2017 (PDF).

Contracting information sessions are scheduled throughout the year. For a schedule of events email

A provider satisfaction survey gives providers an opportunity to offer feedback about their experience working with the county. Take the survey.

Overview of contract requirements

Financial reporting

Financial documents typically requested include: 

  • Independent audit reports and management letters
  • Financial statements
  • Agency wide and program-specific budgets

A tailored Excel workbook is available for providers to adapt for their use when submitting budgets. To request a copy of the workbook or for help adapting the workbook, contact your contract manager.   

Performance measures

Contracts contain performance targets and require providers to routinely report their progress toward meeting those targets. Performance targets are designed to be SMART: specific, measurable, attainable, relevant and time-bound. For questions about performance targets or reporting, contact your contract manager. 

Contract renewals

Before a contract expires, the county will evaluate the need to continue contracting for the service.

If the county decides to renew a contract, the provider will be asked to submit documentation, which may include: 

  • Service description narrative
  • Current outcome and performance measurement criteria
  • Agency wide and program-specific budgets, with substantiation
  • Current board of directors
  • Organization chart
  • Board directive authorizing contract signatures 
  • Affirmative action documents
  • Current and adequate insurance certificate of coverage
  • Proof of tax exempt status
  • Copies of current city, state or federal licenses, when applicable
  • Job descriptions
  • Staffing lists

Client information

The Minnesota Government Data Practices Act, Chapter 13 governs how client data are collected, created, stored, used and shared. It establishes requirements relating to public and individual rights to access government data. Learn more about the Minnesota Government Data Practices Act, Chapter 13.

Organizations that have a contract with the Human Services and Public Health Department are expected to follow all requirements about collecting, creating, storing and sharing client information. This includes giving a notice, sometimes referred to as a Tennessen Warning, to each client. The notice tells them about how their information will be shared and the possible consequences of not sharing information. Learn more about Tennessen Warnings.

Billing the Human Services and Public Health Department

Providers must bill for services according to the schedule and requirements established by the contract. Talk with your contract manager before you submit a bill, to make sure that your invoice contains all the required information. More information about invoices, payments and over payment collection can be found in the human services and public health contracting guide. Contracting guide 2015 (PDF).

Billing guidelines for service authorized programs

If you need a service authorization to bill the Human Services and Public Health Department, authorized providers are expected to:

  • Exhaust all third-party reimbursement from other sources of insurance
  • Help clients to complete the steps to get medical assistance or other forms of insurance
  • Ask clients to present their insurance cards at the point of service
  • Run periodic checks with the state medical assistance MN-ITS system to identify changes to medical assistance coverage. When retroactive coverage for a date of service is identified, the provider must bill medical assistance and reimburse the county for any payment already made for the covered dates of service.
  • Submit a change authorization request when clients experience a lapse or change in health insurance coverage
  • Submit an insurance denial with clearly stated denial reasons when a client has private insurance that would typically cover the service. This is not necessary for services such as case management, which are not covered by the private insurance policy.
  • Submit a new authorization form to the county. This is required before an invoice can be submitted; the form prompts the county to send the provider a notice of service authorization.
  • Submit an invoice to the county only after the provider has received a notice of service authorization with a service arrangement number

Program resources

Medical transportation

To become a county-approved medical transportation provider, providers work through the Medical Transportation Management firm. It manages and makes vendor selection decisions for the transportation services network that includes Hennepin County and seven other metro area counties. Medical Transportation Management

Training sessions to access resources for seniors and persons with disabilities

Learn how seniors and persons with disabilities can get help to live in their communities as independently as possible. This training focuses on accessing home- and community-based services and potential funding to remain at home longer. Sessions are intended for parents, providers, legal representatives and persons with disabilities. View session schedule (PDF).

To register for a session call 612-596-6631. For more information contact Jerry Mellum at 612-596-7094.

Find resources for seniors and people with disabilities.

Home and community-based waiver services

The state enrolls new providers. County contracts are not needed. Some services require state licenses. View the state licensing requirements.

Find provider enrollment information on the Minnesota Department of Human Services website. 

Disability waiver rate system

Rates and units of services have been translated to conform with new state requirements. View state rate information.

Client specific questions should go to individual case managers. For general questions, email county staff at

Adult rehabilitation mental health services

To operate in the county, providers must apply with the county. Before the county application is approved, providers must get certified by the state. Providers can submit their county application while state certification is in process. The county will review the application and send a letter of approval if providers show they're working with the state on certification. County application (DOC)

When the state notifies the county of provider certification, the county will add the provider to its list of approved providers. Providers are added to the county provider directory, used by county social workers to refer clients. Site visits and inspections are conducted by the state. State information and resources

Children's mental health

Find information for providers in the resource section of children’s mental health.

Integrated case management

When a client has two or more case managers, a coordinated effort is used to provide the best service possible. 

As part of this effort, contracted case managers become part of a team. In addition to case managers, teams can include a variety of county staff and contracted providers working with the client. The team will discuss client needs and coordinate services provided to the client. 

Results of a team discussion could include changes to service for the client or changes to the case manager’s role. The case manager will communicate with other team members and, when needed, with the client about changes as they occur.

To coordinate services, the team: 

  • Shares information with each other including primary household contacts, respective service responsibilities, client goals and progress, challenges and success stories 
  • Identifies and eliminates any conflicting expectations of the client, and any duplication of services 
  • Alerts team members to current or upcoming issues, problems, or needs that affect the client and works together to find solutions 

Contracted adult behavioral health case management

Find intake, transfer and closure procedures and documents. For questions, call Rebecca Prust at 612-543-0043. If you need services, call 612-348-4111.

Adult mental health services e-file system

Adult mental health services is transitioning to an e-file system with the mental health district court. Some reports continue to be sent directly to the county attorney’s office, and others are now submitted by e-file. Find out which reports can be e-filed in the commitment reference sheet (XLSX).

Review recent training materials about commitments in the commitment training document (DOC).

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