Function keys

Page posted: 8/3/26

This page describes the programmable function (PF) keys and how to use them with screening documents and service agreements in MMIS. These keys typically are located at the top of your keyboard.

PF keys allow you to:

· Scroll within a list of data when the list is too large to view on one screen.

· Move between subsystems in MMIS to look up information.

· Copy information from one screen to another.

· Save or cancel new or changed documents.

· Review documents for errors.

· Clear data on screens or fields.

· Create new service agreement line items.

The following table provides a brief summary of each key and its function. The sections that follow explain each key in more detail.

Key	Abbreviation	Description
F1	HELP	· Display or hide function keys at the bottom of the MMIS screen · Display the title of exception codes (i.e., edits) when you place the cursor on the code and press F1
F2	COPY	· Copy text from one comment screen to the next
F3	S/EXT	· Save information and exit the document · Return to the previous location after navigating using the F4 key
F4	NAVIG	· Navigate directly to another subsystem in MMIS (i.e., primary navigation key)
F5	SLIST	· Navigate to the recipient or provider selection screen to look up information
F6	N/EXT	· Exit the document or screen without saving information · Return to the previous location after navigating using F4 key
F7	PREV	· Scroll backward to view the previous text or list Note: F7 availability is indicated by +/- or -.
F8	NEXT	· Scroll forward to view the remainder of text or list Note: F8 availability is indicated by +/- or +.
F9	EDIT	· Perform exception control functions for screening documents and service agreements and post exception codes (i.e., edits) when corrections are needed
F10	OOPS	· Clear the most recently entered information on the current screen
F11	BOTM	· Display a new blank service agreement line item for entry · Provide an additional screen within DHS comments on service agreements
F12	HELP	· Display valid values for most fields in the recipient subsystem Note: F12 is not available in the prior authorization subsystem.

You can use PF keys 1-10 for both screening documents and service agreements. The PF keys line at the bottom of the screen shows the key(s) available to use for the current screen. When there is a word under a PF key on this line, you can use that key. Each PF key has brief text to remind you of the PF key’s function.

F1: HELP

The F1 key shows the keys available for use and the titles of exception codes.

The PF keys line does not always appear on the bottom of the screen. You can:

· Press F1 to show the PF keys line.

· Press F1 again to make the PF keys line disappear.

You also can press F1 to show brief information about exception codes on documents. To show an exception code’s title:

1. Move the cursor manually to the exception code number or status code.

2. Press F1.

F2: COPY

The F2 key copies the text from one comment screen to another. You can only press F2 while in change (C) or add (A) mode. Copied text appears after other text currently on the screen.

F2 is helpful for service agreements when you need to repeat the same message (e.g., for both the provider and the person receiving services).

To use F2:

1. Type the desired message on the first applicable comment screen.

2. Press F2.

3. Press the transmit key to move to the next comment screen to see the copied message there.

4. Press F2 again to add the message to the following comment screen.

5. Press the transmit key to move to the following comment screen to see the copied message there.

If you press the F2 key more than once before you press the transmit key, the message will be copied more than once on the next comment screen.

F3: S/EXT

The F3 key saves the changes on an existing or new screening document or service agreement and returns you to the selection screen or the key panel screen. An “action completed” message shows on the bottom of the key panel screen to confirm MMIS saved the new document or changes.

You also can use the F3 key to return to a previous screen, in combination with the F4 key when navigating to other MMIS subsystems. For more information, refer to the next section.

F4: NAVIG

The F4 key is the primary key to navigate in MMIS. You can use F4 in any mode: inquiry (I), add (A) or change (C).

You can press F4 to:

· Navigate to different areas of MMIS to view information in other subsystems related to the person without logging out of the screening document or service agreement.

· Resolve exception codes that require a review of information in other subsystems, such as the recipient or provider subsystem.

· Navigate to the recipient subsystem from anywhere on the screening document or service agreement for the person on the document if you have access to that subsystem in MMIS.

· Navigate to the person’s screening document from the service agreement.

You also can move your cursor to fields on the screening document and/or service agreement and press F4 to see more detailed information about the:

· Person.

· Case manager.

· Diagnoses.

· Service (procedure) codes.

· Providers.

· Reason codes.

· Exception code text.

For more information about navigation within or from a screening document or service agreement, refer to MMIS LTSS Manual – LTC screening document navigation and MMIS LTSS Manual – Service agreement navigation.

Note: When you navigate to another subsystem by pressing F4, you cannot press F4 again within that subsystem to navigate further. For example, if you navigate to the recipient subsystem from a screening document, you will be able to view most screens in the recipient subsystem by pressing the transmit key to move to the next screen or by typing in a screen name in the NEXT field and pressing the transmit key. You cannot use the cursor on any field in the recipient subsystem and press F4 to see more information about that field.

F4 works differently than F5. F5 allows you to look up a different provider or person receiving services unrelated to and without leaving the current document.

F5: SLIST

The F5 key allows you to look up and view providers and people receiving services who are different from the person associated with the current screening document or service agreement without exiting the current document. You can press F5 from anywhere in a screening document or service agreement.

To look up a provider:

1. Press F5.

2. Type the provider’s name in the top half of the screen.

3. Press F4 to open the provider list screen.

4. Press F7 and F8 to scroll.

5. Type X on the line to select the provider.

6. Press the transmit key to view all screens for that provider.

7. Press F3 or F6 to return to the current open screening document or service agreement.
Note: If you press F6, you should only press it once. If you press it more than once, MMIS will exit without saving data.

To look up a person:

1. Press F5.

2. Type the person’s name in the bottom half of the screen.

3. Press F4 to open the recipient selection screen.

4. Press F7 and F8 to scroll.

5. Type X on the line to select the person.

6. Press the transmit key to view all screens for that person.

7. Press F3 or F6 to return to the current open screening document or service agreement.
Note: If you press F6, you should only press it once. If you press it more than once, MMIS will exit without saving data.

F6: N/EXT

The F6 key allows you to exit an existing screening document or service agreement without saving changes and return to the selection screen or the key panel screen. An “action canceled” message shows at the bottom of the screen to indicate MMIS did not save changes or new entries.

MMIS does not show a warning message that all changes will be lost when you press this key.

You can press F6 safely when in inquiry (I) mode because you cannot update data in that mode.

F7 and F8: PREV and NEXT

The F7 and F8 keys allow you to scroll through:

· Lists or text too long to display on one screen.

· Service agreement line items.

· Additional exception code lines when there are more codes posted than what can appear on one line.

A + (plus) appears in the upper or lower right corner of the screen if there is more information than what is displayed on the screen.

Lists

To scroll through lists (e.g., lists that appear on a selection screen):

· Press F7 to scroll backward.

· Press F8 to scroll forward.

In some situations, you must press F7 again when you return to a selection screen to restore the list to the first entry.

Service agreement line items

To scroll through service agreement line items:

· Press F7 to scroll backward.

· Press F8 to scroll forward.

Exception code lines

Screening document exception codes

Press F7 and/or F8 when there is a + (plus) sign at the bottom of the screen to show additional exception codes posting on a screening document. You can press F7 and F8 from anywhere on any screen.

Service agreement exception codes

It can be challenging to use F7 and F8 on the ASA3 screen to scroll through service agreement exception codes.

To scroll through the exception codes on the ASA3 screen when there are more than two line items, move the cursor above the LINENAVE field or to the bottom of the screen below the last service line information, not on the line items section of the screen. Then, you can press F7 and F8 keys. If you do not move the cursor off the line items, F7 and F8 will scroll on the line items instead of the exception codes.

F9: EDIT

The F9 key allows you to “edit” the data you enter in MMIS. Editing data in MMIS is an important task to ensure data accuracy, validity and compatibility with other MMIS subsystems data. When you press F9 to edit a screening document or service agreement, MMIS will run programming logic to validate information and or prevent most data entry errors. MMIS will post exceptions codes (i.e., edits) that you must resolve. Unresolved exception codes will prevent documents from being approved in MMIS.

To edit a screening document or service agreement and display any exception codes:
1. Press F9 to display exception codes on the bottom of the screen. Use the following suggestions to determine when to press F9:

· Screening document: Press F9 after completing the entire document.

· Service agreement: Press F9 after completing the ASA1 and ASA2 screens and before entering service authorization data in the ASA3 screen.

2. Press F9 again after making corrections to resolve each exception code with a status of 3 or 4. If you corrected the problem, the exception code will no longer appear after you press F9. If there are additional problems, more exception codes will appear.

Note: Exception codes may change the status of the document when you save it, based on the status of any remaining exception codes.

For information about specific screening document and service agreement exception codes and resolution, refer to MMIS LTSS Manual – LTC screening document exception codes and MMIS LTSS Manual – Service agreement exception codes.

F10: OOPS

The F10 key allows you to recover data you changed or deleted by mistake. Press F10 to replace changed or deleted data with the previous values.

You must press F10 before leaving the screen and before pressing F9 to view exception codes.

F11: BOTM

The F11 key allows you to add a new blank line at the end of all current lines on the ASA3 screen of service agreements. You can only press F11 in the add (A) or change (C) mode. When you press F11, the next numbered line item appears.

The F11 key also allows an additional DHS comments screen to display when the comments you need to save exceed the space allowed on the comment screen. This option is only available within the DHS comments screen on service agreements.

F12: HELP

The F12 key displays valid values and description of values for most fields within the recipient subsystem. F12 is not available in the prior authorization subsystem. This key is commonly used to view managed care exclusion reasons, changes and disenrollment information.

When in the recipient subsystem, move your cursor to the field and press the F12 key to display the values and description of values allowed in that particular field. If information is not available, the F12 key will not display any information.

Resources

MMIS LTSS Manual – LTC screening document navigation
MMIS LTSS Manual – LTC screening document exception codes
MMIS LTSS Manual – Service agreement navigation
MMIS LTSS Manual – Service agreement exception codes