The following is not a comprehensive list of all waivers to federal, state, and grant program requirements. We will continue to update this page as more information becomes available. Contact your contract manager with questions.
Children's mental health – outpatient
Providers may use telemedicine to deliver services, which is allowed under existing Medical Assistance requirements. Telemedicine requires both audio and video. Providers will not be required to originate telemedicine communications from a professional or clinical setting and will be reimbursed for telemedicine interactions that originate from a provider’s home setting. Providers must create and implement policies and procedures to ensure confidentiality and HIPAA compliance while using telemedicine.
We are working to develop the necessary accounting structure to allow providers to bill for services delivered via telemedicine, and we will update this page and contact providers with billing information soon.
Related resources
Children's mental health – targeted case management
The Minnesota Department of Human Services has submitted requests to the Centers for Medicare and Medicaid Services for temporary flexibility in service delivery. See DHS’s March 23, 2020 letter for more details regarding these requests (PDF).
DHS is still waiting on federal approval of its requests. DHS will communicate with Hennepin County as soon as it receives a federal response, and Hennepin County will communicate with its partners and providers and soon as additional guidance becomes available.
Children's school-based mental health
Providers may use telehealth to deliver services, which is allowed under existing Medical Assistance requirements. Providers will not be required to originate telehealth communications from a professional or clinical setting, and will be reimbursed for telehealth interactions that originate from a provider’s home setting. Providers must create and implement policies and procedures to ensure confidentiality and HIPAA compliance while using telehealth.
Related resources
Children's therapeutic supports and services (CTSS) day treatment
Providers may use telemedicine to deliver the following services: individual and/or family psychotherapy, family psychotherapy, psychotherapy for crisis, and Diagnostic Assessment. Eligible person attendance for ancillary services has been waived.
Providers should use their best judgment to determine if a face-to-face interaction is urgent for health or safety. Guidance for face-to-face interactions in times of crisis for Hennepin County staff has been shared as a resource for providers here (PDF).
We are working to develop the necessary accounting structure to allow providers to bill for services delivered via telemedicine, and we will update this page and contact providers with billing information soon.
Emergency shelters, drop-in centers, outreach services, and housing
Information for housing for partners and providers can be found on the Continuum of Care partnership to end homelessness page.
Family home visiting
The Minnesota Department of Health (MDH) recommends that when possible, home visitors use telephone or telehealth visits in place of in-person visits. MDH is not mandating this, but strongly encourages this as we await further guidance from the Governor, CDC, and our federal funders, and we will send out further information to providers soon.
It is important that home visitors maintain safe connections to their families, help support families in their parenting, assist with access to resources, answer questions, and provide a sense of calm during the COVID-19 global outbreak. Home visitors can regularly check-in with their families by phone, text, e-mails or video conferencing to provide support.
MDH Family Home Visiting will hosting weekly webinars Thursdays at noon to provide brief updates and allow for Q&A time, and will email summaries of webinars to providers. Sign-up to receive MDH bulletins here.
Related resources
FHPAP funded prevention and rapid re-housing (RRH)
Providers are advised to minimize face-to-face contact as much as possible for FHPAP-funded activities (funds from Minnesota Housing). This may include social distancing or alternative modes of connection such as phone calls, Skype, or video calling.
Related resources
Foster care, supervised visitation, and transportation
Supervised visitation or transportation not suspended by Hennepin County
Supervised visitation and transportation should continue as usual. It is vital for children in foster care to stay connected to their parents, and supervised visits between children and their parents are important.
To reduce the risk of exposure to COVID-19, staff, parents, and children should take precautions to stay home if sick, wash hands thoroughly with soap and water, and cover coughs and sneezes. If guidance changes, Hennepin County will notify providers and update this page.
No changes to process for cancelling services
If a provider needs to cancel a service for any reason, follow the process for doing so as usual.
Changes to operations
Please communicate your COOP, changes to services or capacity or other concerns to your contract manager or to your Hennepin County contact person.
Home and community-based waiver case management and Rule 185 case management
Case managers can conduct required face-to-face semi-annual visits with people over the phone and/or secure video conference. Providers will identify which resources they will use to conduct phone and/or secure video conference visits. Providers must create and implement policies and procedures to ensure confidentiality and HIPAA compliance. For visits conducted over the phone or secure video conference, case managers should begin case notes begin with: “Due to COVID-19 this phone visit has been completed in lieu of a face to face visit to ensure safety….”
Providers should determine their own practice to obtain signatures either over secure email or by US Mail. If there is a barrier to obtain a signature, note in case notes that it is related to COVID-19. Document in case notes that the person granted verbal agreement via phone or other means (specify the means).
Related resources: DHS: Waivers under peacetime emergency authority, Executive Order 20-12: Federal Medicaid and MinnesotaCare approvals received
Electronic signatures
Hennepin County has shared the following resources regarding electronic signatures with Hennepin County case managers, and is making this information available here as a resource for contracted case management organizations. Contracted case management organizations are required to consult with their HIPAA Privacy Officer, IT department, and attorney to develop their own guidance. We have not yet received guidance from DHS on this matter.
Non-waiver DD contracted case management
To avoid face-to-face contact, Hennepin County is authorizing contracted case management providers who serve individuals with developmental disabilities who do not have state waivers to request SSIS service arrangements for up to 3 months of county paid case management for people who are VA/DD eligible.
Instructions:
- Please use the DD Non-waiver Change form which allows you to make SA requests for multiple people at once. The form is located on SharePoint under Forms, D, DD Non-waiver (Rule 185) CM Service Arrangement request
- Please use your 4 or 5 digit SSIS vendor ID number – not your MMIS provider number – on the form. If you are unsure of your SSIS vendor ID number, please contact your contract manager.
- Make sure to provide each person’s DOB and PMI number. -Use the SA start date of 3/1/2020 and SA end date of 6/30/2020.
- When you email the form to HSPH.CMS.NONWAIVER@hennepin.us, please add a note to the email "Requesting 3 months of county paid Rule 185 case management for VA/DD eligible people who cannot have face-to-face visits."
- If a VA/DD billable face-to-face visit occurred in January or February, do not bill county paid case management until after you have billed VA/DD for the two consecutive months of collateral contact.
- Track your total number of VA/DD and county paid units used so you remain in compliance with the contract maximum of 6 units of non-waiver DD case management per person per calendar year.
Minnesota Family Investment Program (MFIP) and Diversionary Work Program
Read the March 17 memo from the Minnesota Department of Human Services (PDF)
In-person interviews not required to determine eligibility
In-person interviews are not necessary to determine eligibility, to conduct an eligibility review, or to deliver employment services (including orientation and overviews).
Making MFIP and Diversionary Work Program services more accessible
Providers are encouraged to be flexible in making services accessible to participants. Providers should not turn away participants who do not have access to technology to get the services they need.
For documents and signatures:
- Consider sending self-addressed envelope for participant to return for intake and EP forms.
- Use of electronic signatures on applications and documents is acceptable, programs such as DocuSign can be utilized.
- Copies of documents are allowable during this time, should originals or electronic signature not be available.
For support services:
- We are working with Metro Transit to understand their requirements on signatures for bus cards.
- Please continue tracking support service spending per contract requirements until further notice.
Sanctions
Minnesota Human Services Commissioner Jodi Harpstead has temporarily ordered that participants in the Minnesota Family Investment. Program and Diversionary Work Program will not be sanctioned or disqualified for failing to attend meetings, submit paperwork or comply with other specific requirements. This will be in effect for the duration of the public health emergency.
Related resources
Residential treatment centers
The DHS commissioner has taken actions to increase flexibility for providers. Licenses for family child care, child and adult foster care, and community residential settings that would have expired in March, April or May are automatically extended for three additional months. Training, re-licensing and documentation requirements are extended. Timelines for training for existing staff and license holders that expire during the peacetime emergency are extended.
These waivers are currently in effect until May 1, 2020.
Related resources
Ryan White Program
How to adjust services while complying with program requirements
We are coordinating with the Minnesota Department of Human Services' HIV program to provide consistent guidance. This document provides guidance on continuity of care and programmatic changes, complying with Ryan White Program requirements, and additional resources.
Related resources
Supplemental Nutrition Assistance Program (SNAP)
The Minnesota Department of Human Services (DHS) waived work requirements for able-bodied adults without children who receive Supplemental Nutrition Assistance Program benefits.
Related resources