Exception codes in the long-term care (LTC) screening document

Page posted: 8/3/26

MMIS applies many rules to the data you enter in LTC screening documents and alerts you to broken rules by posting exception codes (also called “edits”). Exception codes may be related to:

· Missing data or invalid values in individual fields in the screening document.

· Screening document information that is incompatible with information in other MMIS subsystems.
Example: MMIS will post an exception code for the assessment result that opens a waiver program if the person does not have a corresponding Medical Assistance (MA) eligibility span.

· Sequences of activity types and/or assessment results across saved screening documents.
Example: MMIS will post an exception code for a screening document with an activity type 06 (reassessment) if there is no document that indicates the person is currently open to a program.

· Sequences of activity type dates and/or effective dates across saved screening documents.

· Lead agency or provider enrollment information associated with the case manager/care coordinator/certified assessor indicated on the document.

· Demographic information, such as the person master index (PMI) number or birthdate.

Exception codes help ensure you can save an approved screening document in MMIS. Only saved, approved documents will establish home and community-based services (HCBS) eligibility spans and allow you to complete and approve service agreements.

This page provides instructions for how to:

· Display exception codes after data entry.

· Look up exception code text.

· Resolve exception codes and save the screening document.

· Save the screening document with unresolved exception codes.

· Review exception codes for Elderly Waiver (EW) slots.

Display exception codes after data entry

After you complete data entry in an LTC screening document, press F9 to display exception codes. You must resolve most exception codes before you can save a screening document as “approved” in MMIS.

It is important to complete the entire screening document before you press F9. You can avoid many exception codes by completing the entire screening document first.

When you press F9:

· MMIS will display up to four exception codes across the bottom of the screen.

· Look for a + (plus) sign in the bottom right corner, which indicates there are additional exception codes.

· Move the cursor to the exception codes area and press F8 to display additional exception codes, if any.

· Press F7 to scroll back to previous exception codes, if any.

If a screening document has 25 or more exception codes, MMIS will display exception code 899 to indicate the document has reached the exception code limit.

Status codes

Each exception code has a status code that indicates the potential impact an exception code will have on the screening document:

· Status code 3 will deny the document. If a document is denied, you cannot change it. You must enter a new document with corrected information.

· Status code 4 will suspend the document. In very limited cases and when the exception code text indicates the code can be forced, you can force an exception code with this status by typing an “F” over the status code 4. If you cannot force an exception code, you must resolve it.

· Status code 6 indicates the exception code is providing information only. This type of exception code will not prevent the document’s approval and requires no additional action or resolution.

Look up exception code text

MMIS provides descriptions of exception codes to help you resolve them. To look up exception code text:

1. Press F1 with the cursor on the exception code to view a brief description that appears at the bottom of the screen.

2. Press F4 with the cursor on the exception code to navigate to an exception code text page that provides more information. Then, press F3 to return to the screening document.

Some exception code text pages are lengthy. Look for a + (plus) sign at the bottom right corner, which indicates there is more text to review. Press F8 to scroll forward and F7 to scroll back.

In some cases, the exception code text includes historical information that is no longer relevant, so you must be aware of any dates included in the text.

The exception code text also indicates whether the lead agency can force the exception code.

Resolve exception codes and save the screening document

To resolve each exception code:

1. Press F1 (for brief information) and/or F4 (for detailed information) to understand why the exception code posted.

2. Do either of the following:

· Type the name of the screen where you need to correct data in the NEXT field at the top left corner and press the transmit key.

· Press the transmit key to move to each screen in order.

3. Move the cursor to the field where you need to make corrections to resolve the exception code.

4. Press F9 after updating information to resolve each exception code. This is an important step because, in some cases, resolving one exception code will eliminate a related exception code.

5. Ensure the exception code no longer appears at the bottom of the screen to confirm it is resolved.

When you resolve all exception codes (except those with an informational status code 6), the status of the screening document in the upper left corner will change to A (approved).

To save the screening document and exit:

1. Press F3 to return to the ASCR screen (screening document key panel screen).

2. Press F3 to return to the MMIS main menu.

3. Press F3 and type “logoff” in the upper left corner of the screen.

4. Press the transmit key.

Save the screening document with unresolved exception codes

If you cannot resolve all exception codes while working on the screening document, you can save the suspended document. This allows you to return to the document and resolve remaining exception codes. For example, an eligibility worker may need to change information in the recipient subsystem before MMIS will allow you to save the screening document as an approved document.

For additional information, refer to MMIS LTSS Manual – Use inquiry mode with LTC screening documents.

Review exception codes for EW slots

Exception codes help DHS track and report the number of people on EW.

When you enter a screening document that opens a person to EW using assessment result 01 (initial opening) or 10 (program change), MMIS posts exception code 269 (open to Elderly Waiver) with informational status 6. This exception code indicates EW is open for new people and counts this person toward the maximum statewide EW slots available for the year.

When a person exits EW, they retain their allocation until June 30 of the current year. If the person reopens to EW using assessment result 11 (reopening to program) before June 30, they retain the same allocation. In this situation, MMIS posts exception code 268 (reopened in same waiver year as closed) with informational status 6.

If there are no slots available, MMIS posts exception code 270 (waiver slots not available) with deny status 3. This means the EW program is closed because the number of people have met the maximum number allowed during a waiver year.

For more information about the EW slot allocation process and related reports available for lead agency use, refer to MMIS LTSS Manual – EW slot allocation report.

Additional resources

MMIS LTSS Manual – Basic actions and common errors
MMIS LTSS Manual – EW slot allocation report
MMIS LTSS Manual – Use inquiry mode with LTC screening documents