Partners in human services and public health

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Important updates for 2017

Competitive selection process

Hennepin County has adopted new countywide contracting standards. These new standards place an increased emphasis on using competitive methods for selecting contracted service providers. This means that when an existing contract or a group of similar contracts ends, the services will be reviewed and a Request for Proposals (RFP) will be issued. There will be few exceptions to this standard.

Benefits to competitive provider selection include:

  • Increased transparency
  • Increased competition
  • Increased fairness

Supplier Portal 

RFPs for professional services, as well as human services and public health contracts, are now being posted in the Supplier Portal. Providers will see an increase in RFPs posted in the portal by the end of the year.

Electronic signatures

Hennepin County will now be using electronic signatures on contracts. Providers do not need any special software – you can even sign them while using a mobile device!

New providers who want a contract

Learn about contract opportunities

Compete for a contract

  • Read all documents posted with each opportunity to ensure that you meet requirements and qualifications.
  • Be prepared to meet the standards and policies published in our human services and public health contracting guide. Contracting Guide 2017 (PDF)
  • Plan to attend a pre-proposal meeting if one is scheduled. Dates and times are announced online with the contract opportunity notice.
  • Prepare and submit your proposal documents according to the posted requirements and before the deadline. Late submissions will not be considered.

How we assure fairness and quality

  • Contracts are awarded using a competitive selection process.
  • Award decisions are made by a committee.
  • Each contract opportunity has its own timeline and requirements, which are posted online.
  • There are no exceptions to documentation requirements and submission due dates.
  • The county screens all potential vendors.

What to expect if you get a contract

A contract manager will be assigned to manage each contract and answer questions.

Providers are expected to comply with all requirements in their unique, signed contract. Some general reporting requirements are covered below.

Financial reporting requirements

Financial documents typically requested include:

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

Performance measures

Contracts contain performance targets and require providers to routinely report their progress toward meeting those targets.

Contract renewals

If the county decides to renew a contract, the provider will be asked to submit new 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

Providers who have 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 hsphpartners@hennepin.us.

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 in collaboration with providers 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 contract manager will send a request for contract renewal documents.

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 2017 (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

Contracting information sessions

Contracting information sessions are offered to support your ability to meet contracting requirements. Pre-registration is required. To pre-register, email the names, email addresses and contact phone numbers for all attendees to county staff at hsphpartners@hennepin.us. You will receive a follow-up email confirming your registration.

HSPHD performance measurement standards

The county provides opportunities to learn about performance measurement standards and reporting. The sessions are limited to providers who currently have an active contract with the Human Services and Public Health Department.

Check back here for information on future sessions.

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

Services for seniors and persons with disabilities

Find services and training to help seniors and people with disabilities live in their communities as independently as possible.

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 dwrs.database@hennepin.us.

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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