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!
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. View the 2020 contracting guide (PDF).
Watch these short videos to learn more about contract financial 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 (XLS) is available for providers to adapt for their use when submitting budgets. 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 renewal
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.
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
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 2020 (PDF)
Unless otherwise specified in your contract, submit an itemized invoice within 30 calendar days of the last day of each month in which you provided services or incurred expenses. Following this contract requirement will ensure maximum reimbursement for completed services.
Hennepin County Human Services and Public Health may refuse payment of late invoices in these cases:
- Invoices received after 90 calendar days form the last day of the month of service
- Invoices received after 90 days from the date the county is determined to be the payer of last resort
Billing guidelines for all 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.
Check with your contract manager to determine if your contracted services are pre-authorized or post-authorized.
Billing guidelines for pre-authorized services
- 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 a change authorization request when clients experience a lapse or change in health insurance coverage.
- Submit an invoice to the county only after the provider has received a notice of service authorization with a service arrangement number. Additional information on preparing invoices can be found in the provider invoice and payment guide for pre-authorized services (PDF)
Billing guidelines for post-authorized services