Partners in health and human services

Find resources and supports for health and human services partners.

Expand all information

COVID-19 information for all partners and providers

Service centers closed to all partners and public through April 6

Effective March 20 through April 6, all partners and providers who are co-located in a Hennepin County human service center must close their offices to all staff and members of the public. In addition to existing restrictions to serving the public, partner staff can no longer work inside human service center buildings.

Find more information about closures and the county’s COVID-19 response here.

Online invoicing now available

As part of Hennepin County’s response to COVID-19, online invoicing is now available for all health and human services providers. All contracted providers are strongly encouraged to begin submitting their invoices electronically effective immediately.

  • For providers who have contracts paid through APEX (those contracts with PO numbers assigned), continue to submit invoices to obf.internet@hennepin.
  • For providers who have service authorized or unit rate contracts paid through SSIS which were previously mailed to Accounts Payable, submit invoices using the online invoicing system. Instructions on how to invoice the county online (PDF)

If you have any questions about online invoicing, please contact Financial Accounting and Analysis at hsph.fin.payables@hennepin.us.

Continuity of operations planning

Partners and providers are encouraged to review or develop Continuity of Operations Plans (COOP) to ensure that services to residents continue if the availability of provider staff is limited by the spread of COVID-19 in the community. If the service that you provide requires a state license, please make sure that plans around continuity of operations meet licensing standards. Find more information on license standards from the State of Minnesota.

For more information on developing a COOP, providers may want to review materials from the “Preparing Minnesota’s Independent Sector for Coronavirus” webinar, a presentation hosted by the Minnesota Council on Foundations in partnership with the Minnesota Council of Nonprofits and the State of Minnesota.

Guidance for in-person service delivery

The Minnesota Department of Human Services has temporarily waived or modified requirements for many programs and services. View this up to date list of services with modified state requirements.

As providers learn more about changes to requirements to meet with residents face-to-face, they may need to adapt their service delivery approach. Hennepin County has shared the following guidance with our own staff internally, and we are sharing it here as a general resource for providers. These guidelines are for a wide range of programs at Hennepin County, and may not reflect current state requirements for specific services. Suspending in-person visits (PDF) 

Substitutes, exceptions and pre-visit screening instructions

  • Use available technology as a substitute for in-person visits. Consider making telephone calls, video calls, text messages, email or similar approaches as a means to communicate with the people you serve.
  • Document exceptions to in-person visits to address compliance with federal and state requirements, if applicable.
  • If an in-person visit is necessary, before meeting with the person, follow these pre-visit screening instructions to determine if the person has been exposed to COVID-19. Pre-screening for home visits (PDF)

Questions and updates

Please check this page for updates and send questions to hhspartners@hennepin.us. We will compile program-specific information on this page.

COVID-19 info for county-funded contracts

For county property tax funded contracts: Changes to services and programs

Hennepin County is extending flexibility to providers who deliver services and programs funded by Hennepin County property tax dollars and whose services or programs are affected by the COVID-19 public health emergency. Hennepin County intends to continue funding providers who adapt their service delivery approach, as long as the target population specified in contracts continues to receive services. This only applies to programs and services that do not require state, federal or other waivers to change service delivery. Providers with county property tax funded contracts may:

  • Modify service delivery models that typically require face-to-face contact with residents, as long as services for the contracted target population continue
  • Contact their contract manager to request changes to existing contract budgets as needed to reflect revised service delivery models, as long as budget item shifts are within the contract’s existing Not-to-Exceed (NTE) amount

Providers should work with their contract manager if they need to make any of these changes to their current contract terms or service delivery. It is important that if providers choose to make changes, they still meet the needs of the target population they are contracted to serve. Providers unable to modify their service delivery model to avoid face-to-face contact with residents and anticipate temporarily ceasing services should contact their contract manager.

COVID-19 program-specific information

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

Changes to payment of late invoices

Effective January 1, 2020

Hennepin County Human Services and Public Health is updating language for contracts that begin January 1, 2020 or later.

The language states that Hennepin County Human Services and Public Health may refuse payment of invoices in these cases:

  • Invoices received after 90 calendar days from 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

When to submit invoices

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 work.

Questions

Contact your assigned contract manager.

New providers who want a contract

Learn about contract opportunities

Compete for a contract

  • Watch this short video to learn how to compete for a contract (YouTube).
  • 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 2019 (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

  • Watch this short video to learn about the contracting process (YouTube).
  • 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

Watch this short video to learn what to expect if you get a contract (YouTube).

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.

Providers who have a contract

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 2019 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 2019 (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. Additional information on preparing invoices can be found in the provider invoice and payment guide for authorized services (PDF).

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 hsph.cms.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

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).

Collapse all information
Top