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PCA Choice provider agencies and fiscal support entities need to send the required data for workers who provided services to a PCA Choice, CDCS, or CSG participant.
Download and save the PCA Choice-CDCS-CSG-Reporting Spreadsheet (XLS) from the DHS Home and community-based services providers web page. You should retain a record of the spreadsheet that you complete for each pay period.
Send completed spreadsheets to DHS through MN–ITS within 14 calendar days of the end of the pay period. Submit all spreadsheets for pay periods in the previous month by the 15th day of the following month.
Send completed spreadsheets to DHS through MN–ITS within 14 calendar days of the end of the pay period. Refer to Instructions for submitting PCA-CDCS-CSG Reporting Spreadsheet through MN–ITS (PDF).
No. You are no longer required to send data to SEIU Healthcare Minnesota. You must send completed spreadsheets to DHS through MN–ITS within 14 days of the end of the pay period.
Yes. If you are a PCA Choice agency that doesn’t currently have any workers affiliated with your agency providing PCA Choice services, you are still required to submit the spreadsheet with a statement that no PCA Choice workers are currently affiliated with your agency.
SEIU Contract Compliance Training for Fiscal Intermediaries, is available to help you. The training shows how to complete the spreadsheet properly and other responsibilities of PCA Choice agencies and fiscal support entities. You can also access this training on the PCA section of the DHS Home and community-based services providers web page. You may also submit questions to dhs.dsd.fi.techhelp@state.mn.us.
PCA agencies are not required to be both a traditional agency and a PCA Choice agency. They can be both or just one of the two if they choose.
To change your enrollment status, fax a request to MHCP Provider Enrollment at 651-431-7465. Include the following information:
Whether a worker is providing traditional PCA services or PCA Choice services depends on what the participant has chosen for who is responsible for employment-related activities such as finding, hiring, and discharging workers. The written agreement between your agency and the participant reflects the participant’s choice between traditional PCA and PCA Choice. In traditional PCA, the PCA provider agency is responsible for employment-related activities, including finding backup staff. In PCA Choice, the participant is responsible for these employment-related activities.
Yes. Your agency needs to have a written agreement with each PCA participant served by your agency. For guidance regarding the required contents of the written agreement, refer to the Minnesota Home Care Bill of Rights, Minnesota Statutes, section 144A.44, as well as Minnesota Statutes, section 256B.0659, subdivisions 20 and 28.
When the PCA Choice box is checked on a PCA Assessment and Service Plan (DHS-3244) (PDF), the assessor has indicated that the person being assessed might be interested in the PCA Choice model and that model would be an appropriate choice to offer to the participant.
No. All PCA Choice agencies and fiscal support entities must remain neutral on the question of whether workers should join the union. Direct workers who have questions about union membership to SEIU Healthcare Minnesota at 651-294-8100 or SEIUhomecare@seiuhcmn.org.
No. All PCA Choice agencies and fiscal support entities must refrain from any activities that might encourage or interfere with, or be perceived as encouraging or interfering with, union decertification efforts. If you receive questions about a decertification process, direct them to the Bureau of Mediation Services (BMS) through Janet Johnson at 651-649-5426 or janet.johnson@state.mn.us.
If you have an orientation for workers who provide direct support services in PCA Choice, CDCS, or CSG, you must provide those workers with union membership applications and union orientation materials. SEIU Healthcare Minnesota will provide those materials to you by.
Contact SEIU Healthcare Minnesota at 651-294-8188 or SEIUhomecare@seiuhcmn.org.
No. Not all members of the bargaining unit are members of the union. Collect dues only from workers who choose to join the union.
SEIU Healthcare Minnesota will inform your organization in writing if a worker joins the union at least 10 days prior to the beginning of the pay period from which dues deductions should be taken. You do not need a written authorization from the worker to deduct dues. The notice from SEIU Healthcare Minnesota is the only authorization required.
Union members established a 3 percent dues rate. Deduct 3 percent of gross wages for the pay period and remit them to SEIU Healthcare Minnesota. Identify on your remittance to SEIU Healthcare Minnesota from which workers the deductions were taken and for which pay period.
Dues must be remitted to SEIU Healthcare Minnesota within 10 days after you make the deduction from the worker’s paycheck. Include an itemized statement with the remittance.
SEIU Healthcare Minnesota will provide you with 10 days’ notice of any membership cancellations. Continue to take dues deductions from union members until you receive a membership cancellation notice from SEIU Healthcare Minnesota. Direct workers who have questions about union membership to SEIU Healthcare Minnesota at 651-294-8100 or SEIUhomecare@seiuhcmn.org.
Workers accrue one hour of paid time off for every 43 hours they provide direct support in PCA Choice, CDCS, or CSG. For each pay period, take the total number of hours worked providing services for a participant in PCA Choice, CDCS, or CSG and divide that number by 43 to determine the total amount of PTO earned for that pay period. Round paid time off to the nearest hundredth.
Track the number of hours for each worker in PCA Choice, CDCS, or CSG. For workers who provide services through more than one PCA Choice agency or fiscal support entity, SEIU Healthcare Minnesota will track the total number of hours worked and notify each one when the worker has reached 600 hours.
It is a one-time requirement for each worker.
In CDCS and CSG, bill PTO against the participant’s budget as it is accrued for hours of service provided to the participant. Similarly, for PCA Choice agencies set aside a portion of the PTO reimbursement rate for PTO as it is accrued.
Workers may carry over up to 80 hours of unused paid time off from one State fiscal year (July 1 – June 30) to the next.
You must pay the worker the unused PTO the worker has earned, up to 80 hours.
Pay the worker the same wage rate you pay the worker for the hours they work for the participant from whom they are taking time off.
A worker must obtain the consent of the participant to use PTO. It is considered to be best practice to obtain this consent in writing.
Workers should obtain permission from each participant for whom they were scheduled to work during the period in which they want to take time off.
If a worker has accrued time off to use and is not working because the participant is in the hospital and can’t receive services, the worker can use the paid time off he or she has accrued.
No. Time taken as PTO does not count against the 40 hour limitation.
Yes. Hours of paid time off are not included in the calculation of PCA hours of service provided in a month.
Record paid time off on a separate document from the time sheet so that it is clearly separated from hours spent providing covered services.
No.
A worker can take PTO in increments of 15 minutes.
Yes. All workers in the bargaining unit must receive the benefits guaranteed in the labor agreement. The agency or FSE may offer a worker benefits that are greater than the standards set by the collective bargaining agreement.
Training about contract compliance is available on the Minnesota Health Care Programs (MHCP) Home and community-based services providers page. You can submit additional questions to dhs.dsd.fi.techhelp@state.mn.us.
