ARMHS Recertification Process

The ARMHS recertification process for a DHS license requires meticulous record keeping and acute attention to detail. Holt Law is experienced in assisting clients through the process so clients are less stressed and can focus on what they do best—providing services to their clients in the community. Click *here* if you would like to check out the services Holt Law offers for ARMHS recertification.

ARMHS recertification is required every two years following the initial licensure. Although DHS will send out a letter to your facility with the specifications of what is to be submitted, it is imperative to prepare for the recertification because of the number of documents required. You will be required to submit both client files and staff personnel files. 

Below is a checklist that can better prepare ARMHS providers for the recertification process. 

Documentation Requirements for ARMHS Recertification

Staff Files

All staff that have been hired since the program/facility’s last certification (which may have been the initial certification) need to be listed on the cover sheet along with their job title, their date of hire, and the corresponding Minnesota statute for their qualifications. Although not required for recertification, it is important that not only the hire date, but also the date in which each staff person began delivering direct services to clients is documented in each staff file. See below for which documents are required according to each staff person’s job title. The following documents need to be submitted with the ARMHS re-certification application for each staff person: 

1. Documentation of a background check. A background check must be done prior to hiring a new employee.  
2. An annual review if the employee has been an employee for more than one year. 
3. Documentation of annual training about the following topics if the staff person has been employed for more than one year. Documentation must identify the staff person’s name and the date the training topic was completed. All staff persons who provide direct contact services must have training annually on the following topics:

• Vulnerable adult maltreatment under Minn. Stat. 245A.65 Subd. 3;
• The maltreatment of minor reporting requirements and definitions in chapter 260E;
• Client rights and protections, according to Minn. Stat. 245I.12;
• the Minnesota Health Records Act, including client confidentiality, family engagement, according to Minn. Stat. 144.294, and client privacy; and 
• Emergency procedures that the staff person must follow when responding to a fire, inclement weather, a report of a missing person, and a behavioral or medical emergency.

4. Documentation of compliance of 30 hours of continuing education if the staff person has been an employee for more than two years and is not licensed by a health-related licensing board. These 30 hours of continuing education should be based on the program’s needs and the staff person’s areas of competency. If they are licensed by their health-related licensing board, continuing education requirements are submitted to the board and an employee’s active license status implies that their continuing education is completed and up to date.

Mental Health Professionals (#1 on Checklist Form)

These professional licenses fall under the category of Mental Health Professionals:

• An advanced practice registered nurse (APRN) who is licensed by the Minnesota Board of Nursing and is certified as a clinical nurse specialist in child or adolescent, family, or adult psychiatric and mental health nursing or is a nurse practitioner in adult or family psychiatric and mental health nursing;
• A licensed independent clinical social worker (LICSW) who is licensed by the Minnesota Board of Social Work;
• A psychologist licensed by the Minnesota Board of Psychology;
• A licensed physician who is licensed by the Minnesota Board of Medical Practice and is certified by the American Board of Psychiatry and Neurology, by the American Osteopathic Board of Neurology and Psychiatry, or eligible for board certification in psychiatry;
• A marriage and family therapist (LMFT) licensed by the Minnesota Board of Marriage and Family therapy; or 
• A licensed professional clinical counselor (LPCC) licensed by the Minnesota Board of Behavioral Health and Therapy. 

 

→ The following documentation needs to be submitted for an ARMHS recertification for mental health professionals:

• A copy of the staff person’s most current professional license.

Mental Health Practitioners 

Based upon Education and Work Experience

For mental health practitioners who qualify based upon relevant course work combined with work experience, the individual must have completed at least 30 semester hours or 45 quarter hours in behavioral sciences or related fields and one of the following:

• They have at least 2,000 hours of experience providing services to individuals with a mental illness or substance use disorder (#2 on Checklist Form) OR to individuals with a traumatic brain injury or developmental disability, as long as they have also completed 30 hours of additional training, prior to providing direct services to a client in the areas of mental illness, client recovery and resiliency, mental health de-escalation techniques, co-occurring mental illness and substance use disorders, and psychotropic medications and medication side-effects.  (#3 on Checklist Form) 
• They are fluent in the non-English language of the ethnic group to which at least 50 percent of the individual’s clients belong, and have completed 30 hours of additional training, prior to providing direct services to a client in the areas of mental illness, client recovery and resiliency, mental health de-escalation techniques, co-occurring mental illness and substance use disorders, and psychotropic medications and medication side-effects.   (#4 on Checklist Form)
• They have completed a practicum or internship that required direct interaction with adult clients and was focused on behavioral sciences or related fields. (#5 on Checklist Form)
• They are in the process of completing a practicum or internship as part of a formal undergraduate or graduate program in social work, psychology, or counseling. (#6 on Checklist Form)

→ The following documents need to be submitted for a mental health practitioner as a part of the ARMHS recertification if they fall into one of the above categories for education combined with work experience:

• The staff person’s OFFICIAL education transcript;
• Documentation of 2,000 hours of experience providing services to individuals with a mental illness, substance use disorder, traumatic brain injury, or developmental disability. This documentation should include the dates in which the 2,000 hours were completed, be signed, and dated by the individual verifying the hours, and their contact information; 
• If the 2,000 hours are from providing services to an individual with a traumatic brain injury or developmental disability, then documentation is required to show that the staff person has completed 30 hours of additional training in the following areas:
  • Mental illness;
  • Client recovery and resiliency;
  • Mental health de-escalation techniques;
  • Co-occurring mental illness and substance use disorders; and
  • Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of each additional training. All 30 hours of additional training must completed be prior to the date in which the staff person began providing direct services to clients. 

• If the staff person is fluent in the non-English language as at least 50% of their clients, then documentation is required to show that the staff person has completed 30 hours of additional training in the following areas:
  • Mental illness;
  • Client recovery and resiliency;
  • Mental health de-escalation techniques;
  • Co-occurring mental illness and substance use disorders; and
  • Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of each training. All 30 hours of additional training must be completed prior to the date in which the staff person began providing direct services to clients; 

• A letter from the program clinical director or supervisor that states that at least 50% of the staff person’s clients speak the non-English language that the staff person is fluent in; and
• The staff person’s supervision plan.

 

Based upon Work Experience

For mental health practitioners who qualify based upon work experience, the individual must have completed: 

• At least 4,000 hours of experience in the delivery of services to individuals with mental illness or substance use disorder (#7 on Checklist Form) OR to individuals with a traumatic brain injury or developmental disability, as long as they have also completed 30 hours of additional training, prior to providing direct services to a client in the areas of mental illness, client recovery and resiliency, mental health de-escalation techniques, co-occurring mental illness and substance use disorders, and psychotropic medications and medication side-effects.  (#8 on Checklist Form) 

→ The following documents need to be submitted for a mental health practitioner as a part of the ARMHS recertification if they fall into the above category for work experience:

• Documentation of the 4,000 hours worked with individuals with mental illness, substance use disorder, traumatic brain injury or developmental disability. This documentation should include the dates in which the 4,000 hours were completed, be signed, and dated by the individual verifying the hours, and their contact information.
• If the 4,000 hours are from providing services to an individual with a traumatic brain injury or developmental disability, then documentation is required to show that the staff person has completed 30 hours of additional training in the following areas:
  • Mental illness;
  • Client recovery and resiliency;
  • Mental health de-escalation techniques;
  • Co-occurring mental illness and substance use disorders; and
  • Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of the additional trainings. All 30 hours of additional training must completed be prior to the date in which the staff person began providing direct services to clients; and

• The staff person’s supervision plan. 

 

Based upon Work Experience Along with Treatment Supervision

For mental health practitioners who qualify based upon work experience along with treatment supervision, the individual must:

• Receive treatment supervision at least once per week until they have reached a total of 4,000 hours of experience and has at least 2,000 hours providing services to individuals with a mental illness or substance use disorder (#9 on Checklist Form) OR to individuals with a traumatic brain injury or developmental disability, as long as they have also completed 30 hours of additional training, prior to providing direct services to a client in the areas of mental illness, client recovery and resiliency, mental health de-escalation techniques, co-occurring mental illness and substance use disorders, and psychotropic medications and medication side-effects.  (#10 on Checklist Form)

→ The following documents must be submitted for a mental health practitioner as a part of the ARMHS recertification if they fall into the above category for work experience:

• Documentation of treatment supervision at least once per week;
• Internal verification of hours worked at program/facility;
• Verification of at least 2,000 hours providing services to individuals with a mental illness, substance use disorder, traumatic brain injury, or developmental disability. This documentation should include the dates in which the 2,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information;
• If the 2,000 hours are from providing services to an individual with a traumatic brain injury or developmental disability, then documentation is required to show that the staff person has completed 30 hours of additional training in the following areas:
  • Mental illness;
  • Client recovery and resiliency;
  • Mental health de-escalation techniques;
  • Co-occurring mental illness and substance use disorders; and
  • Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of each training. All 30 hours of additional training must completed be prior to the date in which the staff person began providing direct services to clients; and 

• The staff person’s supervision plan. 

 

Based upon Education

For mental health practitioners who qualify based upon education, they must have a master’s or other graduate degree in behavioral sciences or related fields. (#11 on the Checklist Form)

→ The following documents need to be submitted for a mental health practitioner as a part of the ARMHS recertification if they fall into the above category for education:

• The staff person’s OFFICIAL education transcript; and
• The staff person’s supervision plan. 

 

Clinical Trainees 

Clinical trainees in preparation to be an independent licensed mental health professional must be enrolled in an accredited graduate program of study (#12 on the Checklist Form) or have completed an accredited graduate program of study and are in the process of completing the required supervised experience hours for their mental health professional licensure, according to their respective state licensing boards (#13 on the Checklist Form). 

→ The following documents need to be submitted for clinical trainees as a part of the ARMHS recertification:

• The staff person’s OFFICIAL education transcript; and
• The staff person’s supervision plan. 

Certified Rehabilitation Specialists (#14 on the Checklist Form)

Certified rehabilitation specialists must have:

• A master’s degree from an accredited college or university in behavioral sciences or related fields;
• At least 4,000 hours of post-master’s supervised experience providing mental health services to clients; and
• A valid national certification as a certified rehabilitation counselor or certified psychosocial rehabilitation practitioner.

→ The following documents need to be submitted for certified rehabilitation specialists as a part of the ARMHS recertification:

• The staff person’s OFFICIAL transcript;
• Documentation of the staff person’s post-master’s supervised experience providing mental health services to clients. This documentation should include the dates in which the 4,000 hours were completed, state that the hours were supervised and who the supervisor was, be signed and dated by the person verifying the hours, and include their contact information; and 
• A copy of the staff person’s national certification as a certified rehabilitation counselor or certified psychosocial rehabilitation practitioner. 

Client Files

Choose one client to submit their entire file (according to Client File Checklist below). It is best to choose a client who your facility/program has been providing services to for at least six months to ensure there is sufficient documentation available to submit for the recertification. Additionally, it is best to submit files that are recent. Complete the client review cover sheet for each client. 

 

ARMHS Recertification Documentation Checklist (Staff)

For ALL staff persons who have been hired since the facility/program’s last certification or recertification, the following documents need to be submitted as a part of the recertification:

Background check

Annual review (if staff person has been an employee for more than one year)

Documentation of the following trainings (if the staff person has been an employee for more than one year)

• Vulnerable adult maltreatment under Minn. Stat. 245A.65 Subd. 3;
• The maltreatment of minor reporting requirements and definitions in chapter 260E;
• Client rights and protections, according to Minn. Stat. 245I.12;
• The Minnesota Health Records Act, including client confidentiality, family engagement, according to Minn. Stat. 144.294, and client privacy; and 
• Emergency procedures that the staff person must follow when responding to a fire, inclement weather, a report of a missing person, and a behavioral or medical emergency. 

Documentation of 30 hours of continuing education (if the staff person has been an employee for more than two years and is not licensed by a health-related licensing board). The documentation of continuing education must contain the following elements:

• Topic(s) of the training;
• Name of the trainee;
• Name and credentials of the trainer;
• The license holder’s method of evaluating the trainee’s competency upon completion of training (ie. a quiz each participant had to score a certain percentage on or attendance and participation in the ENTIRE training and trainer/facilitator can verify this); and
• The date of the training; and the length of the training in hours and minutes.

These 30 hours of continuing education should be based on the program’s needs and the staff person’s areas of competency. 

#1 Mental Health Professionals

The following document needs to be submitted for mental health professionals as a part of the ARMHS recertification:

A copy of the staff person’s most current, health-related license.  

Mental Health Practitioners

Reference above in “Document Requirements” section to see which category the mental health practitioner falls into based upon their qualifications.

#2

The staff person’s OFFICIAL education transcript that shows the individual has completed at least 30 semester hours or 45 quarter hours of behavioral sciences or related fields;

Documentation of 2,000 hours of experience providing services to individuals with a mental illness or substance use disorder. The documentation should include the dates in which the 2,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information.

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

 

#3

The staff person’s OFFICIAL education transcript that shows the individual has completed at least 30 semester hours or 45 quarter hours of behavioral sciences or related fields.

Documentation of 2,000 hours of experience providing services to individuals with a traumatic brain injury or a developmental disability. The documentation should include the dates in which the 2,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information. 

Documentation to show that the staff person has completed 30 hours of additional training in the following areas:

• Mental illness;
• Client recovery and resiliency;
• Mental health de-escalation techniques;
• Co-occurring mental illness and substance use disorders; and
• Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of each training. ALL 30 of the hours of additional training must be completed prior to the date in which the staff person began providing direct services to clients. 

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#4

Verification letter from the program clinical director or supervisor stating that at least 50% of the staff person’s clients speak a language (non-English) that the staff person is fluent in. This letter should be signed and dated.  

Documentation to show that the staff person has completed 30 hours of additional training in the following areas:

• Mental illness;
• Client recovery and resiliency;
• Mental health de-escalation techniques;
• Co-occurring mental illness and substance use disorders; and
• Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of each training. ALL 30 of the hours of additional training must be completed prior to the date in which the staff person began providing direct services to clients. 

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#5

The staff person’s OFFICIAL transcript that shows completion of a practicum or internship in behavioral sciences or related fields. 

Either an evaluation or letter of completion from practicum or internship in behavioral sciences or related fields that states or indicates that required direct interaction with adult clients as a part of the practicum or internship.

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#6

The staff person’s OFFICIAL transcript that shows that the staff person is currently enrolled in a practicum or internship as part of a formal undergraduate or graduate training program in either social work, psychology, or counseling.

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#7

Documentation that the staff person has worked 4,000 hours with individuals with mental illness or substance use disorder. This documentation should include the dates in which the 4,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information.

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#8

Documentation that the staff person has worked 4,000 hours with individuals with a traumatic brain injury or a developmental disability. This documentation should include the dates in which the 4,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information.

Documentation to show that the staff person has completed 30 hours of additional training in the following areas:

• Mental illness;
• Client recovery and resiliency;
• Mental health de-escalation techniques;
• Co-occurring mental illness and substance use disorders; and
• Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of each training. ALL 30 of the hours of additional training must be completed prior to the date in which the staff person began providing direct services to clients. 

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#9

Documentation of treatment supervision at least once per week until the staff person has reached 4,000 supervised hours worked.

Internal verification of hours worked at program/facility.

Verification of at least 2,000 hours providing services to individuals with a mental illness or substance use disorder. This documentation should include the dates in which the 2,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information.

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

 

#10

Documentation of treatment supervision at least once per week until the staff person has reached 4,000 supervised hours worked.

Internal verification of hours worked at program/facility.

Verification of at least 2,000 hours providing services to individuals with a traumatic brain injury or a developmental disability. This documentation should include the dates in which the 2,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information.

Documentation to show that the staff person has completed 30 hours of additional training in the following areas:

• Mental illness;
• Client recovery and resiliency;
• Mental health de-escalation techniques;
• Co-occurring mental illness and substance use disorders; and
• Psychotropic medication and medication side effects.

The documentation for the additional training must have the staff person’s name on it and the dates of completion of each training. ALL 30 of the hours of additional training must be completed prior to the date in which the staff person began providing direct services to clients. 

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#11

The staff person’s OFFICIAL education transcript showing that they have a master’s or other graduate degree in behavioral sciences or related fields. 

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

Clinical Trainee

#12

The staff person’s OFFICIAL education transcript showing that they are currently enrolled in an accredited graduate program of study to prepare them for independent licensure as a mental health professional and who is participating in a practicum or internship with the license holder through the staff person’s graduate program.

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

#13

The staff person’s OFFICIAL education transcript showing that they completed an accredited graduate program of study to prepare them for independent licensure as a mental health professional.

Verification from the staff person’s health-related licensing board that they meet the requirements for supervised practice and are in compliance with the board’s requirements.

The staff person’s treatment supervision plan that was created and implemented within 30 days of the staff person’s first day of employment. This plan should be reviewed and updated annually. 

Certified Rehabilitation Specialist

#14

The staff person’s OFFICIAL education transcript showing that the individual has a master’s degree from an accredited college or university in behavioral sciences or related fields.

Documentation that the staff person has at least 4,000 hours of post-master’s supervised experience providing mental health services to clients. This documentation should include the dates in which the 4,000 hours were completed, be signed, and dated by the individual verifying the hours, and include their contact information.

 

ARMHS Recertification Documentation Checklist (Clients)

Include the most recent documents of all forms below.

Diagnostic Assessment 

Second Diagnostic Assessment (if applicable/has been completed)

Functional Assessment

Second Functional Assessment (if applicable/has been completed)

Level of Care Assessment 

Second Level of Care Assessment (if applicable/has been completed)

Individual Treatment Plan

Second Individual Treatment Plan or Update (if applicable/has been completed)

Most recent Progress Notes (from the most recent six months (a minimum of six would be recommended); maximum of ten)

• Progress Note (1)
• Progress Note (2)
• Progress Note (3)
• Progress Note (4)
• Progress Note (5)
• Progress Note (6)
• Progress Note (7) if applicable/completed
• Progress Note (8) if applicable/completed
• Progress Note (9) if applicable/completed
• Progress Note (10) if applicable/completed

Community Interventions (no more than three)

• Community Intervention (1)
• Community Intervention (2) if applicable/complete
• Community Intervention (3) if applicable/complete

 

Relapse Prevention Plan (if there is not a relapse prevention plan for client chosen, include the blank plan that is used for the program)