Sample Roles and Responsibilities Chart
Minnesota Veteran-Directed Home and Community-Based Services (VD-HCBS) Roles and Responsibilities
Participant
Veterans Administration
AAA- Administration
Source: Lead Agency
Operations Manual: pgs. 57, p. 10, p. 63, p. 65
Medical Center
• Informs veterans of
option
• Determines veteran’s
eligibility for VD-HCBS
• Assist with expediting
processing of VA
benefit applications
• Holds a Provider
Agreement with AAA
and determines VDHCBS payment rates
• Reviews the
assessment and case
mix level and
authorizes payment for
“VD-HCBS services” for
the full established
Payment Tier Level
amount
• Reviews and approves
items on the VD-HCBS
community support
plan and budget
• Processes and pays VDHBCS claims
• Works with AAA and
SUA to assure service
quality and integrity
• Negotiates individual
• Directly provides and/or
arranges for quality case
management/support
planner services
• Holds Provider
Agreement with VAMedical Center
• Maintains contracts with
FSE and case
management providers
• Assures secure transfer
of client data (e.g.,
Referral, Live Chat™
systems)
• Accountable to VA-MC
for VD-HCBS
expenditures and policy
compliance.
• Bills the VA-MC for
approved VD-HCBS
expenditures including
administrative fees.
• Assures VA-MC receives
monthly client spending
reports (submitted with
billing claims).
• Implements HIPAA
standards for securing
private client
information
• Decides whether to use
VD-HCBS
• Develops support plan
and obtains
approval/assistance
from AAA case manager
• Minimally assumes
managing employer
duties
• Establishes a service
relationship with fiscal
support entity (FSE) and
extended support
planner (optional)
• Defines direct worker
qualifications and
training requirements
• Selects, hires, trains, and
supervises workers
• Determines how to
evaluate service
implementation and
quality
• Develops emergency
back-up plan
• Signs and submits
AAA- Case Management
Services
Source: Lead Agency Operations
Manual: p.12; pgs. 59-60
• Conducts required
assessments
• Determines NH/MA spend
down risk
• Using a person-centered
planning process, assists
participant develop
community support plan and
spending budget.
• Obtains approval for VDHCBS spending from VA-MC
• Educates participant about
VD-HCBS option, guidelines,
safeguards, and quality
assurance.
• Informs/assists with using
FSE and extended support
planner services.
• Provides budget and
assessment information to
participant
• Assure health and safety
needs are addressed in the
support plan.
• Assures that a back-up plan is
in place.
• Helps participant get a
Resource Guide: Managing Change
Extended Support Planner
(SP) Service Provider
(optional)
Source: Lead Agency
Operations Manual p.51, p.
61
Fiscal Management Service
Provider
(e.g., Fiscal Support Entity)
Source: Lead Agency
Operations Manual: p. 50,
p. 64, pgs. 66-68
• Provides specialized
education, planning,
plan implementation,
worker recruitment and
training, and troubleshooting support for
high or special-needs
veteran
• Helps participant
evaluate/improve
service outcomes; and
resolve issues participant
has with FSE, or other
providers.
• Facilitates community
access and inclusion
• Assists with spending
monitoring, addressing
over-spending and VDHCBS compliance
• Instructs and guides
participant in problemsolving, decision making,
recognizing and reporting
critical events
Uses only Agency with
Choice and/or Payroll
Models
• Umbrella organization
providing a range of fiscal
support services
• Submits billing claims biweekly to AAA for used
services and goods.
• Pays bills and workers
according to approved
support plan/budget and
timesheets and invoices
submitted by participant
and SUA policy
• Maintains a “rainy day”
fund that is no greater
than $100 less than the
established budget tier
level
• Conduct criminal
background checks
• Manages all employment
and payroll taxes; broker
and/or pay workers
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