Documentation checklist
Minnesota EIDBI case-note requirements: a practical checklist
Understand when an EIDBI case note is required, what the record should contain, who signs it and how to prepare documentation for clinical and payment review.
This guide does not replace DHS policy, payer requirements, legal advice or professional judgment. Never change, omit or invent diagnoses, symptoms, service times, signatures, evaluations or household information to obtain eligibility or payment. Report corrections through the responsible provider, health plan, county, Tribal Nation or DHS.
When to create a case note
DHS requires a case note each time a provider delivers an EIDBI service to the person or legal representative. A provider must also document each time a service stops and restarts, including breaks and unbillable time.
- Create a note for every delivered EIDBI service.
- Show service start and end information accurately.
- Document breaks and unbillable periods rather than blending them into billable time.
Case-note content checklist
The live DHS policy lists required note elements. A reliable workflow captures the person's name, service type, date, place of service, start and end times, units, participants, intervention and response details, progress, plan and the delivering provider's identity and signature.
- Use specific, objective language tied to the delivered service.
- Connect work to the current ITP without copying a generic narrative.
- Make the signer traceable to the actual provider.
Who signs the case note
DHS states that the required signature is the provider who delivered and is billing for the service. QSP review responsibilities do not change the delivering provider's signature requirement.
Keep EIDBI records specific
EIDBI case notes should remain specific to EIDBI services. DHS directs providers to keep notes for other services, such as psychotherapy or CTSS, separate from the EIDBI health service record.
Run a pre-billing quality review
Before billing, compare the note with scheduling, attendance, authorization and service data. Confirm that time and units reconcile, the narrative supports the billed service, required fields are present and any correction remains auditable.
Common questions
Frequently asked questions
Is an EIDBI case note required for every service?
Yes. DHS says the provider must create a case note each time an EIDBI service is delivered to the person or legal representative.
Do breaks need to appear in the note?
Yes. DHS requires documentation each time service stops and restarts, including breaks and unbillable time.
Does the QSP have to sign every case note?
The DHS health service records page says the required signature is the provider who delivered and is billing for the service. The QSP remains responsible for supervision and review of EIDBI services and documentation.
From guidance to daily work
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