PCA and CFSS visits, 245D waiver services, adult day attendance, and the claims behind them, on one record that is checked against Minnesota DHS requirements before anything is billed.
Most home care software was written for another state and configured for Minnesota afterward. Trustora started from the Minnesota rulebook: the CFSS transition under Minn. Stat. § 256B.85, the 245D licensing standards, the HHAeXchange EVV aggregator, and the MHCP billing policy that decides whether a claim is paid or recouped.
The result is one platform for the programs a Minnesota agency actually runs. Caregivers clock in on the app, the visit becomes a verified EVV record, the record becomes a claim, and the audit trail closes behind it. Program managers, billers, schedulers, and owners work in the same file.
Built on the rules
The requirement, where it comes from, and how Trustora handles it. The guides further down explain each rule in detail.
| Requirement | Source | In Trustora |
|---|---|---|
| EVV visits must reach the HHAeXchange aggregator and meet the 80 percent compliance threshold | DHS EVV compliance requirements, July 1, 2026 | Caregiver app captures GPS clock-in and clock-out and sends every visit, compliant or not, to HHAeXchange; the compliance rate is visible by worker and client during the month |
| CFSS agency providers must keep time and activity records with the elements in statute | Minn. Stat. § 256B.85, subd. 15 | Visit records require the date, times, tasks, and signatures before they can be filed |
| 245D providers must maintain the service recipient record and support plan addendum | Minn. Stat. §§ 245D.095 and 245D.071 | Client file holds the CSSP addendum, assessments, and progress reviews with deadline alerts |
| MHCP must receive a clean claim within 12 months of the date of service | MHCP Provider Manual, billing policy | Unbilled-services report and 837P generation from the visit record, with a pre-claim gate |
| Records must be kept at least five years after the initial date of billing | Minn. R. 9505.2190 | Append-only audit log with seven-year retention on HIPAA-eligible AWS |
What is included
iOS and Android app with GPS clock-in and clock-out, client signature capture, and the six Cures Act data elements. Visits flow to HHAeXchange automatically.
Shifts are bounded by the service agreement's dates and remaining units, with conflict detection and coverage views.
CFSS service delivery plans, 245D support plan addenda, adult day plans of care, and ARMHS treatment plans with required fields enforced.
Eligibility checks, 837P generation, MN-ITS or clearinghouse submission, 835 reconciliation, denial queues, and appeal packets.
A pre-claim gate and gap-day alerts catch missing notes, expired authorizations, and lapsed credentials before they become recoupments.
Assemble client records, staff files, EVV exports, and claims for any date range when DHS, an MCO, or a revalidation reviewer asks.
FAQ
Guides
The best home care software in Minnesota depends on the program you bill. Nine systems compared on HHAeXchange EVV, 245D, CFSS, ARMHS and MHCP billing rules.
PCA to CFSS transition guide for Minnesota agencies: the September 30, 2027 deadline, DHS-8160A and DHS-8560, competency visits, and how participants move.
Minnesota EVV requirements in 2026: the 50% and 80% compliance thresholds, mandatory HHAeXchange enrollment, covered services, and the DHS enforcement timeline.
245D license guide for Minnesota HCBS providers: which waiver services need one, basic vs intensive support, application steps, fees, and the 2026-2027 pause.
MHCP claim denials in Minnesota: how to read the 835, the most common denial codes, timely filing, replacement claims, MCO appeals, and prevention.
PCA agency software guide for Minnesota CFSS providers: HHAeXchange EVV integration, caregiver app, authorization tracking, claims, credentials, pricing.
Also for Minnesota agencies