245D audits don't go badly because agencies fail the rules. They go badly because the records that prove the rules are followed are scattered across paper folders, three software tools, and one person's email. This checklist is the practical version of "can you produce it in 10 minutes if asked." Use it as a self-audit.
Person-centered planning records
For each person served: a current Coordinated Service and Support Plan addendum, signed and dated; a service plan that reflects current goals and supports; documented preferences and choices; and evidence of person-centered planning meetings within required intervals. If any of these are paper-only, scan them and attach them to the client record so there's a single retrievable copy.
Individual Abuse Prevention Plans (IAPPs)
For each person: a current IAPP, reviewed at least annually and within the required window after any incident. Track the next review date proactively — IAPP reviews are one of the most common audit findings, and they're entirely preventable with deadline tracking.
Staff qualifications and training
For each staff member: completed orientation, role-required training, ongoing training records, background study clearance, and documented competencies. Credential expirations should alert before they bite scheduling, not after a visit gets flagged.
Service documentation
For each visit or service rendered: who delivered it, when, where, what was provided, observed outcomes or changes, and any incidents. EVV-backed records cover most of this for in-home services; ensure narrative documentation is captured for the parts EVV doesn't.
Authorization and billing records
For each client: current authorizations with start/end dates, authorized units, used units, and the source document. Billed claims should reconcile to authorized services with no exceptions you can't explain.
Incident and maltreatment reporting
An incident log with required reports filed on time, internal investigations documented, and corrective actions tracked to closure. Incident records should be searchable so you can show a pattern (or its absence) without flipping through a binder.
Policies, procedures, and license records
Current policies covering all 245D-required topics, signed acknowledgments from staff, and the agency license itself. These are the records auditors typically ask for first; not having them within reach is a bad opening to the visit.
Infiniti Solution is built to serve Minnesota DHS 245D documentation workflows so the items on this checklist are captured as you operate — not reconstructed when the audit is announced. Book a demo and we'll walk through how each line of this checklist maps to the platform.
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