For people, families, and case managers considering a provider change
What should we clarify before switching HCBS providers?
Start with why the person wants a change and what they want from the next arrangement. Bring the current provider, prospective provider and responsible case manager into the appropriate coordination process. Clarify requirements, dates and coverage before assuming that a new inquiry replaces existing support.
Understand the reason for the change
Ask the person what is not working or what has changed in their preferences. A different schedule, communication issue or new goal may require a different conversation. Keep their priorities visible when comparing the next provider.
Record any concerns through the appropriate existing process. This guide is a transition-planning worksheet, not advice about terminating a service agreement, appeal rights or notice periods. Ask the responsible agency or qualified adviser about those questions.
Check the new arrangement before choosing dates
Ask the prospective provider what it can confirm about service fit, staffing and the proposed schedule. Identify what authorization or documentation questions need resolution. Keep current and proposed arrangements in separate columns so a tentative start is not mistaken for a confirmed one.
Do not assume the same worker, schedule or operational process will carry over. Ask the person which preferences and information they want included in introductions.
Agree the handoff and unresolved-gap owner
Ask who coordinates the transition, how necessary information will be shared with permission, and how the person will receive updates. Confirm the relevant dates through the appropriate process before communicating them as settled.
Identify who addresses any gap between arrangements. A worksheet cannot make a gap safe or establish replacement coverage. Bring unresolved support needs promptly to the responsible team.
Provider-transition discussion record
Download this editable worksheet, add your notes, and bring it to the relevant planning conversation. Leave unknown details blank and identify who can confirm them.
Download worksheet (.txt)- Reason and priorities
- Why is a change being considered, and what does the person want to improve?
- Current arrangement
- What support is in place and which requirements need checking before a change?
- Proposed arrangement
- What has the new provider confirmed and what remains tentative?
- Handoff responsibilities
- Who coordinates dates, permissions, information and introductions?
- Unresolved gap
- What support or decision could remain uncovered, and who will address it?
An optional discussion tool, not an official assessment, authorization, service plan, or emergency plan. Keep completed copies private and share through an agreed channel.
Illustrative planning example
A person wants a different visit time. A new provider can discuss the request but has not confirmed staffing. The case manager keeps the proposed start separate from the existing arrangement and asks both teams to clarify transition requirements.
This example is invented to explain the worksheet; it is not a client story or a promised outcome.
Your next step
Use the worksheet at a transition conversation. Obtain the relevant confirmations before treating a provider change or date as final.
For a conversation with Clemens Health about your Twin Cities location, call (651) 354-1196 or send a referral. Service fit, authorization, and staffing need to be confirmed.
Minnesota resources
State resources explain program rules. The worksheet and examples are Clemens Health planning aids. Links were checked October 5, 2026; follow the current state guidance for eligibility and service questions.