DPSS ePolicy

Revision of existing policy and/or form(s)

What changed?

1. In-Home Supportive Services (IHSS) Social Workers (SWs) must use the “Comments” field on the Case Management, Information and Payrolling System (CMIPS) Service Type Details screen to document applicant’s/recipient’s functional abilities and limitations for Domestic and Related Services, Personal Care, and Other Services during assessment.
   
   
2. The Assessment Narrative Template (06/26) has been revised. The template is available in the Global Share Drive in the "LA County IHSS Assessment Narrative Template" folder. 

Note:  Changes are shown highlighted in gray throughout the document.

As of July 1, 2025, the “Comments” field on the CMIPS Service Type Details screen must be used by IHSS SWs to enter case documentation of services under Domestic and Related Services, Personal Care, and Other Services during assessment.

Using the “Comments” field or entering case information in the Assessment Narrative must include the reason for assigning a specific Functional Index (FI) rank for each service. The justification for the rank must include a description of the applicant’s/recipient’s functional abilities/limitations.

The documentation must also include any applicable special needs and/or unique circumstances that further impair or facilitate the applicant’s/recipient’s ability to perform certain tasks within each service category, and if applicable, the basis for an Hourly Task Guidelines (HTGs) exception when one is necessary to meet the applicant’s/recipient’s needs.

Additionally, SWs must document in CMIPS the applicant’s/recipient’s relevant information including, but not limited to, Household Evidence, Disaster Preparedness, Demographic, and Blindness or Visual Impairment.

IHSS SWs shall not calculate Time-Per-Task (TPT) when completing the needs assessment and authorizing service hours for the following 12 IHSS Program services that have corresponding  HTGs:

1. Preparation of meals;
2. Meal clean-up;
3. Feeding;
4. Bowel and bladder care;
5. Routine bed baths;
6. Dressing;
7. Menstrual care;
8. Ambulation;
9. Transfer;
10. Bathing, grooming, and oral hygiene;
11. Rubbing skin and repositioning; and
12. Care and assistance with prosthetic devices.

IHSS SWs shall calculate the TPT for the remaining 13 non-HTG services because they may:

1. Have time guidelines without specific ranges for each FI ranking (e.g., Domestic Services), and may require time to be authorized beyond these guidelines based on the applicant’s/recipient’s special needs or circumstances;
2. Require calculations based on actual time needed (e.g., Accompaniment to Medical Appointments); and/or
3. Require one-time limited services (e.g., Heavy Cleaning).

Non-Community First Choice Option (CFCO) Recipient Reassessments

The recipient’s continuing monthly need for IHSS must be assessed at least once every 12 months.  This requirement is also set forth in Manual of Policies and Procedures (MPP) 30-761, which requires social services staff to perform a face-to-face IHSS needs assessment with every IHSS recipient at least once every 12 months, with a six-month extension available in specific cases as described in MPP 30-761.215-.217.  Additionally, the recipient's need for services must be reassessed any time the recipient notifies of a change in their circumstance.

CFCO Recipient Reassessments

The annual assessment of IHSS cases funded through CFCO must be assessed every 12 months and prioritized to ensure services are authorized accurately and timely.  CFCO recipients must be assessed to determine if they continue to meet the required skilled nursing level of care necessary to receive IHSS under the CFCO program.

Funding Source for IHSS Plus Option (IPO) - IPO3 and IPO4

The recipient's annual assessment due date will be changed to 12 months from the Home Visit Date under the following conditions:

1. The funding source is changed from Personal Care Services Program (PCSP) to IPO; and
2. The Reassessment Due Date was more than 12 months from the Home Visit Date prior to the funding source change.  This may occur when an existing provider’s relationship status changes, or if a provider with a relationship status of spouse or parent of a minor child is added to the case.

The California Department of Social Services (CDSS) Quality Assurance (QA) has identified reoccurring issues among the counties including inconsistency and redundancy between information documented in the Assessment Narrative and the corresponding Evidence screens in the CMIPS. To simplify and eliminate duplicative efforts, the “Comments” field for service authorization justifications is being reimplemented to streamline the case documentation process; create a uniform method for documenting an assessment and authorization information in the CMIPS; simplify the case narrative; ensure data accuracy and the overall quality of case documentation.

The September 2006 enactment of Welfare and Institutions Code (WIC) section 12301.2 and the QA Initiative repealed MPP 30-758, TPT, and Frequency Guidelines for 12 IHSS Program services. The application of TPT in these 12 services is not allowed under existing program regulations in MPP 30-757.11 through MPP 30-757.14(k). Pursuant to MPP 30-757.1(a)(3), exceptions to the HTGs are only allowed when necessary to enable a recipient to remain safely in their home.

The QA Initiative developed HTGs with exception criteria to provide a standard guide and tool for SWs to assess service authorizations accurately and consistently on a statewide basis and authorize services and time more equitably throughout.

In ongoing QA and quality improvement efforts, the CDSS is reiterating the importance of correctly applying the HTGs to assign time within service categories and the SW role and responsibilities in assessing and authorizing IHSS Program services through revised and new assessment tools.

Prioritization of CFCO Recipient Reassessments

As CFCO recipients are some of the most vulnerable IHSS recipients, effective with the release of this Administrative Release, SWs shall prioritize the completion of annual reassessments for CFCO recipients. SWs shall identify their CFCO cases by accessing the Monthly Assessment Due Report from the CMIPS Reporting tool. The report identifies the funding source (CFCO, PCSP, IPO, or IHSS Residual) of each case that is due for reassessment.