This guide explains how to enter a Type D screening document into MMIS for MnCHOICES assessments for the DD Waiver.

The county/tribal nation must:

1. Type the letter A (add) in the ACTION CODE field.

2. Type the letter D in the DOCUMENT TYPE field.

3. Enter the person’s person master index (PMI) number (field 5) in the RECIPIENT ID field.

4. Press a transmit/enter key to advance to the ADD1 panel.

MMIS does all of the following:

The county/tribal nation must:

1. Enter the person’s birth date (field 8) in MMDDYYYY format in the DOB field.

2. Enter the referral date (field 10) in MMDDYY format in the REF DATE field on initial screening for new person or when a break in MA eligibility results in a new referral. The referral date remains the same, and MMIS brings the date forward for ongoing activities.

3. Enter the guardianship status (field 11) in the GRDN STAT field.

4. Enter the primary diagnosis ICD code (field 12) in the first DIAG 1-4 field. This code can be a DD or related conditions ICD code.

5. Enter additional diagnosis codes (fields 13–15) as needed, or tab past fields.

6. Enter the certified assessor’s national provider index (NPI) or unique Minnesota provider index (UMPI) number (field 17) in the second CM NAME/NBR field. MMIS auto-populates the assessor’s name after the county/tribal nation presses the F9 key.

7. Enter Y (yes) or N (no) in the RECIP, LGL REP, CASE MGR, QDDP and OTHER fields to indicate the people present at the screening (fields 18–22).

8. Enter the action date (field 23) in MMDDYY format in the ACTION DT field.

9. Enter the action type code 01 – in-person assessment (field 24) in the ACTION TYPE field.

10. Enter a Y (yes) or N (no) in the TEAM CONVENED (Y/N) field (field 25) to indicate the assessor met with the person and his/her legal representative (if applicable).

11. Complete the remaining MMIS assessment fields (fields 26–33) with information from MnCHOICES summarized on the DD screening document.

12. Press a transmit/enter key to advance to the ADD2 panel.

The county/tribal nation must:

1. Enter assessment information or review field entries for fields 34–38.

2. Enter the assessed level of care for the person in LEVEL OF CARE field (field 39).

3. Press a transmit/enter key to advance to the ADD3 panel.

The county/tribal nation must:

1. Enter a Y (yes) or N (no) to indicate informed choice in the INFORMED CHOICE(Y/N) field (field 40).

2. Enter codes for CURRENT SERVICES (field 41 A-P) in the first CODE field.

3. Enter codes for PLANNED SERVICES (field 42 A-P) in the second CODE field.

4. Press transmit/enter key to advance to the ADD4 panel.

The county/tribal nation must:

1. Complete or review field entries on the ADD4 panel with assessment information summarized on the DD screening document.

2. Leave the DT&H SERV AUTH LEVEL field (field 43) blank; MMIS calculates and auto-populates the DT&H SERV AUTH LEVEL field after the county/tribal nation presses the F9 key.

3. Enter appropriate waiver need index code (field 44) in the WAIVER NEED INDEX field:

3a. If you enter 001 in field 1, you must enter an urgency category in field 2:

4. Enter a Y (yes) or N (no) to indicate if the person needs special services (field 45A-I).

5. Enter the appropriate value to indicate the person’s choice for final action planned (field 46A-C).

6. Enter the assessment result in field 47a.

7. Enter the exit reason in field 47b, if appropriate.

8. Enter in the date the assessment result is effective in field 48.

9. Enter the appropriate code in the MCAID SVC PROG field (field 49):

10. Enter a Y (yes) or N (no) to indicate which of the following signatures were captured on the Long-Term Services and Supports Assessment and Program Information and Signature Sheet, DHS-2727 (PDF):

11. Press a transmit/enter key to advance to the ADHS panel.

The DHS reviewer uses the DHS COMMENTS panel to document actions taken or to request clarification from the county/tribal nation during the review process. The county/tribal nation should respond to DHS request for clarification on the ACMG panel.

DHS must:

1. Enter any necessary notes or response to the county/tribal nation. Comments are considered public record.

2. Date and initial all comments.

3. Press a transmit/enter key to advance to the ACMG panel.

MMIS may bring CASE MANAGER COMMENTS from a previous DD screening document to the current document. MMIS only brings comments forward when the previous document status is:

The county/tribal nation must take the following actions:

1. Select text and press DELETE key to delete comments that no longer apply.

2. Enter any necessary case manager notes or response to DHS. Comments are considered public record.

3. Date and initial all comments.

4. Press a transmit/enter key to advance to the ARCP panel.

The county/tribal nation must:

1. Enter comments made by the person relevant to this document on the RECIPIENT COMMENTS panel. Comments are considered public record.

2. Date and initial all comments.

3. Press a transmit/enter key to return to the ADD1 panel.

The county/tribal nation must:

1. Press function key F9 to activate the MMIS exception control function after completing the required fields. MMIS:

2. Read exception code text to help resolve errors.

3. Resolve exception codes with a status of 3 (deny) or 4 (suspend) in the ST field that are not DHS reviewer exception codes.

4. Press F9 again to clear exception codes.

The DHS review process results in the creation of a new DD screening document. MMIS assigns a new document number to the new document during the review process. The new document displays on the ASEL panel with the status determined by the reviewer. The original document displays on the ASEL panel with R (replaced) status.

Initial action type 01

The county/tribal nation must enter and approve a type R or S service agreement for the DD Waiver.

Following a subsequent action type 01

MMIS updates the person’s waiver span after the county/tribal nation approves and saves an action type 01 – MnCHOICES DD screening document for a person currently on the DD Waiver.

The county/tribal nation must enter a new type R or S service agreement for the upcoming year.