At a glance
- Price: $199 per month, flat
- Scope: Up to 5 resident homes, unlimited staff accounts. No per-DSP or per-claim fees
- Included: MAR and eMAR audit trail, ABC behavior tracking and incidents, Minnesota DHS AFC billing, 245D and 144G on one login
- Contract: Month-to-month. No annual contract.
- Setup: One-time implementation fee, quoted before you commit. Data import is included.
- Timeline: 1 week to live, 30 days to full cutover
- More than one line: 15% off each additional service line, on a single login
New to Minnesota compliance? Start with the Minnesota overview — 245D, 144G, CFSS and EVV in one place.
Does EVV apply to a 245D group home?
Not to residential services as such. Group homes, adult foster care and integrated community supports in licensed settings are not on DHS's published list of services that require EVV, and DHS notes the list may expand. EVV does apply to certain 245D services delivered in a person's own home, such as individualized home supports.
If you deliver those services, the visits are held to Minnesota's threshold: at least 80% compliance on all EVV visits billed since July 1, 2026, up from 50% on January 1. Formal corrective action notices began in April 2026 for providers below 50%, and notices to providers below 80% begin in October 2026. DHS may escalate enforcement, including taking back previously paid claims or stopping payment, if a provider does not respond or improve.
Not sure which of your services are covered? See the EVV guide and check your service codes against the DHS list.
Why 245D residential is harder than it looks
Minnesota splits 245D-licensed services into basic support and intensive support. Residential services — group homes, adult foster care, integrated community supports — fall on the intensive side. That classification carries a heavier documentation load than most new operators expect when they get their license.
On top of the policies every 245D provider maintains — drug and alcohol prohibitions, maltreatment reporting, emergency use of manual restraint, grievances, service suspension and termination, data privacy, person-centered planning — intensive support providers also carry health service coordination protocols, medication safety procedures, safe transportation guidelines and incident response procedures. Every one has to be current, followed in practice, and evidenced when a licensor walks in.
What the software covers
Resident records
Photo, diagnoses, emergency contacts and the individualised support plan in one record — with service delivery documented against the ISP rather than in a parallel notebook.
DSP scheduling & handoffs
Shift scheduling with structured handoff notes, so the DSP coming on shift knows what happened on the last one. Staffing schedules are a record DHS can ask for.
eMAR with audit trail
Every medication pass timestamped and attributed, with misses flagged at the time rather than discovered at audit.
EVV for in-home services
For services that require EVV, visits are captured at the point of care with GPS and submitted to the state aggregator, with a running compliance percentage so you see a problem forming.
Training & competency records
Orientation before a DSP starts, competency within 60 days, and annual refreshers tracked per person with expiry alerts.
Incidents, EUMR & ABC tracking
Emergency Use of Manual Restraint and Vulnerable Adult Maltreatment Reporting workflows with Antecedent-Behavior-Consequence tracking, captured when the event happens.
Training records are where small providers lose points
Minnesota requires staff orientation before a DSP begins working, and competency in program requirements within 60 days. After that, annual training carries a long list: data privacy and HIPAA, the rights of people receiving services, mandated reporting, person-centered practices, positive support strategies, bloodborne pathogens and universal precautions, first aid and CPR where required, risk reduction, and implementation of individualised support plans.
With eight DSPs and normal turnover, that is dozens of expiry dates moving independently. Spreadsheets don't send reminders. Sothcare tracks each requirement per staff member and warns you before something lapses, because a lapsed certification found during a review is a finding, and a finding on a small provider is expensive.
Incident reporting on a 24-hour clock
Certain incidents — serious injuries, deaths, medical emergencies, mental health crises, law enforcement involvement, unauthorised absences — must be reported within 24 hours to legal representatives, case managers and DHS Licensing. Behavioral interventions require the Behavioral Intervention Report Form (DHS-5148).
A 24-hour clock is unforgiving when the initial record lives in a DSP's memory and gets written up two shifts later. Capturing the incident on a phone at the moment it happens, with the people notified logged alongside it, is the difference between a defensible file and a reconstruction.
What it costs
$199 per month, flat, covering up to five resident homes. Unlimited staff accounts. No per-DSP pricing, no per-claim fees, no annual contract. If you also run non-medical personal care or assisted living, each additional service line is 15% off.
Per-seat pricing punishes you for hiring. A group home with high DSP turnover pays for empty seats every month under a per-user model, and pays again every time someone new starts. That math never made sense for residential providers, which is why we don't use it.
Implementation is about a week to go live and 30 days to fully transition.
See full pricing →Running more than one home?
If you operate multiple resident homes, or hold a 144G assisted living license alongside your 245D license, our Minnesota multi-home page covers both regulators in one place.
Minnesota assisted living & group home software →Common questions
Do you submit EVV data to HHAeXchange?
Yes, for services that require EVV, such as individualized home supports delivered in a person's own home. Visits are captured at the point of care with GPS and submitted to HHAeXchange, including visits that fall short of compliance rules — DHS wants complete data, not filtered data.
What is the current Minnesota EVV compliance threshold?
For services that require EVV (not residential group home services as such), providers must reach at least 80% EVV compliance on all EVV visits billed since July 1, 2026, up from 50% on January 1, 2026. DHS began issuing formal corrective action notices in April 2026 to providers below 50% compliance; notices to providers below 80% begin in October 2026. Escalation can include claim recoupment and payment suspension.
We are already enrolled with HHAeXchange. Does that change anything?
No. Enrollment with the aggregator and having an EVV system that feeds it are two separate requirements. Plenty of providers are enrolled and still under the compliance threshold.
Can Sothcare handle EUMR and maltreatment reporting?
Yes — Minnesota-specific Emergency Use of Manual Restraint documentation and Vulnerable Adult Maltreatment Reporting workflows, with ABC behavior tracking, so the record supporting a Behavioral Intervention Report is captured at the time of the event.
How much does it cost for a 245D group home?
$199 per month, flat, covering up to five resident homes with unlimited staff accounts. No per-DSP charge, no per-claim fee and no annual contract. Agencies running more than one service line save 15% on each additional vertical.
How long does implementation take?
About one week to go live and 30 days to fully transition. Group homes are the fastest of our service lines to implement because resident counts are small and the documentation set is well defined.
Get your 245D documentation off spreadsheets
20-minute, founder-led demo. Bring your hardest compliance question.
Book my 20-min demoRegulatory details on this page reflect Minnesota DHS and MDH guidance current as of August 2026. Requirements change — confirm current rules with your licensor before relying on this summary. Sothcare is documentation and workflow software; it supports your compliance program but does not replace your licensing, policies, or clinical judgment.
Sources
Requirements change. Check these primary sources before you act on anything on this page. Last reviewed October 2026.