Guides · Minnesota
The 245D compliance checklist, all on this page.
Most '245D checklist' results are a signup wall in front of a generic template. This is the actual working list — organized the way reviewers pull files. Print it, argue with it, use it.
1 · Client records and service initiation
- Signed residency/service agreements and consents on file, with expiry dates tracked — not just collected once.
- Assessments and the initial support plan completed inside statutory timelines from service initiation.
- Support plan reviews on schedule, with the person's (or representative's) participation documented.
- The services being delivered match the services authorized — no drift between the plan, the schedule, and what is billed.
- Emergency information, medication lists, and allergies current and dated.
2 · Service documentation
- Every delivered visit has a note tied to that shift — same client, same staff, same date — not a batch written Friday.
- Notes reflect the support plan outcomes, not generic text repeated across days.
- Corrections are visible as corrections: an edited note without a trail is a finding waiting to be noticed.
- Progress reviews and summaries exist at the intervals your service type requires.
3 · Staff files
- Background study clearance BEFORE first unsupervised client contact — dated proof in the file.
- Orientation completed and documented before independent work, including the 245D-required topics.
- Annual training hours tracked per person with dates and topics (not a single sign-in sheet for the year).
- Competency evaluations for the tasks each person actually performs, including medication administration where applicable.
- Current licenses/certifications where roles require them, with expiry tracking.
4 · Incidents and emergencies
- Incident reports completed on time, with internal review documented and patterns actually looked at.
- Reportable incidents routed to the right bodies inside the required windows (MAARC for vulnerable-adult reports).
- Emergency use of manual restraint: either your policy prohibits it, or every instance has the full required record.
- Drills and safety checks on the schedule your service settings require, with dates.
5 · EVV and time records
- EVV-required services capture visit verification, and your aggregator submission (HHAeXchange) includes all visits — compliant or not.
- Compliance rate at or above the current DHS threshold (80% of billed visits since July 1, 2026) — check the monthly HHAeXchange report.
- Hours billed trace to clock data, not retyped numbers — anywhere hours are typed twice they will eventually differ.
6 · Policies and procedures
- The full required 245D policy set exists, versioned, with staff acknowledgment records.
- The records match the policies: if your policy says notes are reviewed weekly, there is evidence of weekly review.
- Data privacy practices in daily use match your written policy — access follows the staff-client assignment.
The full list of required policies, by DHS name, is on our 245D policies and procedures page — including where DHS publishes free sample versions.
Common questions
What does a 245D licensure review look at?
Reviewers sample client files and staff files and check them against the statute: service initiation paperwork and timelines, support plans and reviews, service documentation, medication and incident records, staff qualifications, training hours, background studies, and your policies and procedures. They also look at whether your records are consistent with each other — a schedule, a visit note, and a timesheet that disagree are three findings, not one.
How often are 245D providers reviewed?
DHS licensure reviews run on a multi-year cycle (with follow-ups tied to findings), but incident-driven visits can happen any time. The practical standard is to keep files review-ready continuously rather than preparing when the letter arrives.
What are the most common 245D citations?
Recurring themes are late or missing service-initiation items (assessments, support-plan timelines), documentation that doesn't match delivered services, incomplete staff files (orientation and annual training hours, competency evaluations), and policies that exist on paper but aren't followed in the records.
The vendor part, clearly labeled
Every item above is a records problem before it is a compliance problem. ClientCentric keeps the schedule, the visit note, the timesheet, and the audit trail as one record — which is why our onboarding includes setting an agency up the way a licensure reviewer expects to find it.
Written and maintained by the ClientCentric team from the working product. Last reviewed . Operational guidance drawn from Minn. Stat. ch. 245D and DHS review practice — not legal advice, and not a substitute for the statute. When in doubt, read the chapter and ask your licensor.