This guide explains how to enter a Type D screening document in MMIS when completing an annual review DD screening without convening a full team (i.e., action type 02).

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 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. Keep the referral date (field 10) in the REF DATE field.

3. Update the guardianship status (field 11) in the GRDN STAT field, if applicable.

4. Update the primary diagnosis ICD code (field 12) in the first DIAG 1-4 field.

5. Update additional diagnosis codes (fields 13-15) as needed, or tab past these fields.

6. Enter the case manager’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 case manager’s name after the county/tribal nation presses the F9 key.

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

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

9. Enter the action type code 02 – annual review (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. Update the remaining MMIS assessment fields (fields 26–33) with information on the DD screening document.

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

The county/tribal nation must:

1. Review and update field entries (fields 34–38) with information on the DD screening document.

2. Update the person’s assessed LEVEL OF CARE field (field 39), if applicable.

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

The county/tribal nation must:

1. Update Y (yes) or N (no) to indicate if assessor informed the person of choices/alternatives for treatment/care in the INFORMED CHOICE(Y/N) field (field 40).

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

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

4. Press a transmit key to advance to the ADD4 panel.

The county/tribal nation must:

1. Update field entries on the ADD4 panel with information on the DD screening document.

2. Keep the DT&H SERV AUTH LEVEL field (field 43) a valid value.

3. Keep the waiver need index code 004 (field 44) in the WAIVER NEED INDEX field:

4. Review and update the Y (yes) or N (no) entries to indicate if the person needs special services (field 45A-I).

5. Update the code (Field 46A-C) for the final action fields.

6. Enter 15 – remain in community with DD waiver services in the ASSESSMENT RESULT field (field 47a).

7. Keep the EXIT REASON in field 47b blank.

8. Enter the EFFECTIVE DATE (field 48) for when the county/tribal nation will act on the 02 – annual review.

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

10. Enter a Y (yes) or N (no) to indicate who signed the screening document form:

11. Press a transmit 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 review process. The county/tribal nation should respond to DHS’ request for clarification on the ACMG panel. Press a transmit 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 key to advance to the ARCP panel.

The county/tribal nation must take the following actions:

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

2. Date and initial all comments.

3. Press a transmit key to return to the ADD1 panel (beginning of queue).

The county/tribal nation must:

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

MMIS automatically enters A (APPROVED) in the DOC STAT field when all exception codes are resolved. The county/tribal nation should press F3 to save the results and exit.

MMIS updates the person’s waiver span after the county/tribal nation approves and saves an action type 02 – annual review DD screening document for a person currently on the DD Waiver. The county/tribal nation should not enter an action type 04 – waiver-in DD screening document when the person is currently on a waiver.

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