245D Application Process
Here is some basic information about 245D and the services that you may be able to provide under the license on the DHS website. You will need to determine what services you want to provide and understand what you can and cannot do regarding that particular service. DHS will expect that you understand how to be in compliance with 245D and will monitor this compliance in the future.
First, you’ll want to determine what type of business your agency will be. Is it a sole proprietorship, partnership, nonprofit, corporation or limited liability company? We are unable to help you determine how you should organize your business. Many people consult with a Certified Public Accountant or attorney who specializes in business startups. A great free resource to navigate all the options and take the steps needed is the Minnesota Department Employment and Economic Development.
Register your company name with the Secretary of State. If you are doing business under a different name, the “Doing Business As” (DBA) name is registered with the Secretary of State also. If you are doing business with your own name and filing taxes with your own Social Security Number (SSN), you don’t have to complete this step.
Complete the Waiver Provider 101 training. All of information you need to register and take this course can be found here. This includes registering with TrainLink and getting a Unique UserKey.
Are you going to be the only person, or will you have other people working with you? If you are having other people work for you, you will need to have Worker’s Comp Insurance and proof of that is needed when submitting your license. You can contact local insurance agencies to obtain that. Whether or not you have employees, you must include this form with your application.
You will also need a MN Tax ID number if you have employees. To get more information on that, you can go here. (To request a MN Tax ID number, you will also need a Federal Employer Identification Number (EIN) if you do not already have one.)
An Authorized Agent form must be notarized and signed by the person at your agency who will be responsible for upholding the licensing standards and communicating with DHS before you submit your application. It can be accessed here.
You must also complete the pre-application worksheet.
You will also need to create an organizational chart. It doesn’t have to be anything fancy. For smaller providers it may just be you and one other person on the chart. Your organizational chart will need to be finalized and maintained in an electronic file prior to submitting the online 245D license application.
Another item to consider is your policies, procedures, and forms. 245D requires many policies and forms-some of them must be included with your online 245D license application. DHS has free versions available on their website, however, it is the provider’s responsibility to ensure they are customized and kept current based on licensing changes. DHS Sample policies and checklists can be found here.
STAR offers policies, procedures, and forms for $750.00 which we customize for you and will give you 12 months of licensing updates included to help alleviate some of the stress of staying current with licensing revisions. After 12 months, you can elect to renew your subscription of updates for an additional 12 months at the yearly rate. The current cost for the yearly subscription is $250.00.
Please note whichever method you choose to obtain your policy set, all of the required 245D policies need to be in place at the time of your application and available in electronic copies. You will also want to double-check the “pre-application worksheet” for the 245D license to ensure that you have all of the required documented completed and available in an electronic format. The end of the “pre-application worksheet” has the steps that you will take to submit the online application process.
Finally, once you complete your application and get your 245D license number, you will need to complete the MN Health Care Provider (MHCP) enrollment process with DHS-Provider Enrollment in order to bill for the 245D licensed services you have provided. Please note: These are two distinct and separate processes that need to be completed. 1) Your 245D license allows you to provide the service(s) on your license. 2) The MHCP Provider enrollment allows you to bill for the service.
This website outlines this enrollment process. This is the usually considered the most cumbersome and complicated part of the process because some of the forms are long and confusing. Please review the webpage thoroughly for a complete listing of forms and steps necessary to complete the enrollment process. For example, one additional piece of information you need for MHCP Enrollment is general liability insurance. The general liability insurance certificate must name “DHS PE” as a certificate holder on the document, with the following address listed: PO Box 64987, St Paul, MN 55164-0987
After you complete all of these items, you will be ready to meet with us. All of these documents are brought with you to our meeting. We will then scan and upload the documents into our system so that the online application can swiftly be completed.
Here is a pricing guide for the 245D application, MHCP enrollment, and STAR Services’ assistance:
- 245D application fee: $500.00 paid to DHS at the time of the completion of the application
- MHCP enrollment fee: As of January 1, 2022, the price paid to MHCP enrollment is $631.00 (MHCP will not let you enroll until you have a proof of payment confirmation number)
- Optional help from STAR Services. Our consulting rate is $95.00 an hour. All work we do with and for you will be charged at this rate, including the first-time meeting and any work done on behalf of your company such as meetings, phone consulting, email, or document work you have instructed us to complete even if you are not present. The first meeting’s fee is paid when you book your consultation appointment and future work done on your behalf is considered billable. Book a consulting appointment
- Optional STAR Services Policies, Procedures, and Forms set: $750.00 (paid prior to the release of the documents). If you wish for us to keep you up to date with policies and forms, this is a $250.00 annual subscription price.