A Case Manager's Checklist: What to Include With a 245D Referral

You're juggling a full caseload, and the last thing you need is a referral that stalls in email limbo. After fielding hundreds of them, we can tell you: the referrals that move fastest all share the same shape. Here's the checklist.

The essentials that speed everything up

• The person's name, date of birth, and county of residence.
• Waiver type (CADI, DD, BI, CAC, EW) and your contact information as case manager.
• Which services you're requesting — and authorized units, if you know them.
• A short picture of the person: goals, communication style, and what a good staff match looks like.
• Day-one health and safety information: allergies, medication support needs, mobility, and anything staff must know before the first visit.
• Guardianship or who signs paperwork, plus the best times and people to contact.

What you don't need

A perfect packet. If all you have is a name, a county, and a phone number, send it anyway — a conversation can start today while documents catch up. Waiting for completeness is the most common reason services start a month later than they had to.

What should happen after you hit send

A warm reply the same or next business day. A straight answer about whether we can staff it well. A meet-and-greet with the person and their team. Person-centered planning before the first shift — and honest updates from us at every step in between.

Why providers say no (and why we say it fast)

Sometimes the honest answer is that the geography, schedule, or service mix isn't a match. A fast no with a suggestion helps you far more than a slow maybe — so that's what we promise.

Ready to send one? Email admin@goodtimeshc.com or call/text (612) 454-7040. We serve Anoka, Hennepin, Ramsey, Washington, and Dakota counties.