Use inquiry mode with a long-term care (LTC) screening document

Page posted: 8/3/26

DHS recommends using inquiry mode first when you start work in the prior authorization subsystem to determine if the person has existing saved screening documents in MMIS.

You can use inquiry mode to:

· Review screening document history to avoid problems with the sequencing of documents entered into MMIS.

· Identify suspended or denied screening documents for additional work.

You cannot change screening document data when you use inquiry mode.

The function keys available for use with inquiry mode depend on your MMIS security group. For more information, refer to MMIS LTSS Manual – Function keys and MMIS LTSS Manual – LTC screening document navigation.

Open a single document to review

To open a single document:

1. Log into MMIS.

2. Type X next to screenings under the prior authorization subsystem on the main menu.

3. Press the transmit key to open the MMIS SCRNG key panel.

4. Enter I (inquiry) for the action code.

5. Enter L for the document type. If you do not enter a document type, MMIS will show all saved screening documents for the person.

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

7. Press the transmit key.

The next step depends on the number of saved screening documents for the person.

No screening documents

If the person has no screening document of the type selected, the following message will appear: “No documents meet the selection criteria.”

One screening document

If the person has only one screening document of the type selected, that document will appear for review at the ALT1 screen. Complete your inquiry, then press F3 to return to the SCRNG key panel screen.

More than one screening document

If the person has more than one screening document of the type selected, the screening document selection ASEL screen will appear. To choose the desired screening document for inquiry:

1. Type X in front of the line of the desired document.

2. Press the transmit key to open the selected document.

3. Complete your inquiry.

4. Press F3 to return to the selection screen. When you return to the selection screen, the list may now show the LTC screening document you just reviewed at the top of the screen. To restore all LTC screening documents in the selection screen, press F7.

5. Press F3 to return to the SCRNG key panel screen.

Filter documents by case manager, care coordinator or certified assessor

To select all screening documents associated with a case manager, care coordinator or certified assessor:

1. Log into MMIS.

2. Type X next to screenings under the prior authorization subsystem on the main menu.

3. Press the transmit key to open the MMIS SCRNG key panel.

4. Enter I for the action code (inquiry).

5. Enter L for the document type. If you do not enter a document type, MMIS will show all saved screening documents for the case manager, care coordinator or certified assessor.

6. Enter the case manager/provider number (CM/HP/CA NBR).

7. Press the transmit key.

The next step depends on the number of saved screening documents.

No screening documents

If there is no screening document of the selected type associated with the case manager/provider number, the following message will appear: “No documents meet the selection criteria.”

One screening document

If there is only one screening document of the type selected associated with the case manager/provider number, that document will appear for review at the ALT1 screen. Complete your inquiry, then press F3 to return to the SCRNG key panel screen.

Note: This situation is not common.

More than one screening document

If there is more than one screening document of the selected type associated with the case manager provider number, a screening document selection screen will appear. To choose the desired screening document for inquiry:

1. Type X in front of the line of the desired document.

2. Press the transmit key to open the document.

3. Complete your inquiry.

4. Press F3 to return to the selection screen. When you return to the selection screen, the list may now show the LTC screening document you just reviewed at the top of the screen. To restore all LTC screening documents in the selection screen, press F7.

5. Press F3 to return to the SCRNG key panel screen.

For additional information about narrowing searches, refer to MMIS LTSS Manual – Access the LTC screening document.

Use a document control number

MMIS assigns each saved screening document a document control number. This number appears:

· In the selection screen under the document number column.

· On the screening document at the top middle of each screen.

When you know the document control number, you can use it on the key panel screen to retrieve a single screening document for review.

On the MMIS SCRNG key panel:

1. Enter I for the action code (inquiry).

2. Do not enter a document type.

3. Enter the document number in the primary key format section of the key panel screen.

4. Press the transmit key to open the screening document.

5. Complete your review and press F3 to return to the key panel screen.

Retrieve and resolve suspended or denied screening documents

MMIS automatically holds documents related to certain approval processes in a queue. You might need to review suspended or denied screening documents to determine if you should:

· Delete the document because it was saved in error or is no longer needed. For more information, refer to MMIS LTSS Manual – Delete an LTC screening document.

· Revise the document to resolve exception codes that prevented approval of the document using C (change) mode. For instructions, refer to MMIS LTSS Manual – Exception codes in the LTC screening document.

There are several ways to retrieve documents, as described in the following sections.

Use an Infopac report

MMIS Infopac report PWMW9200-R2455 Suspended Screening Documents identifies suspended screening documents in the lead agency queue for resolution. This cumulative report lists the suspended screening documents, document control numbers and how many days the documents have been in the queue. Each lead agency has an Infopac liaison who can give access to others to print the report or view reports on their computers.

For more information about using Infopac reports, refer to MMIS LTSS Manual – Use Infopac Reports.

Search by case manager, care coordinator or certified assessor

You can identify and retrieve suspended screening documents using a case manager/care coordinator/certified assessor provider number. This method uses the screening document key panel screen. To select suspended screening documents for an individual case manager, care coordinator or certified assessor:

1. Log into MMIS.

2. Type X next to screenings under the prior authorization subsystem on the main menu.

3. Press the transmit key.

4. Use I for the action code (inquiry).

5. Use L for the document type.

6. Enter the case manager/care coordinator/certified assessor provider number in the primary key format section.

7. Enter one of the following in the status field of the additional search criteria section:

· S to retrieve a list of all suspended LTC screening documents associated with the identified case manager, care coordinator or certified assessor.

· D to retrieve a list of all denied LTC screening documents associated with the identified case manager, care coordinator or certified assessor.

8. Press the transmit key to open a selection screen listing all documents that meet the criteria.

9. Record the document number(s) if you need to change any suspended or denied documents to resolve exception codes. Note:

· If you need to update more than one document, it may also be helpful to print the selection screen. For more information, refer to the how to print your screens section on this page.

· If there is a + (plus) sign in the bottom right corner, there are more documents than the single screen can show. Press F8 to scroll forward and F7 to return to previous screen.

10. Press F3 to return to the key panel screen.

How to print your screens

There are several ways to print MMIS screens. Make sure any printers used are designated by the agency and include a method to safeguard protected health information (PHI).

To print screen(s), go to the banner at the top of the MMIS screen to select how you want to print.

Option 1: Click on “File” in the menu bar to access:

· Print setup: Connect to printer(s) as allowed by your agency.

· Print screen: Print the current screen.

· Print multiple screens: When you select this option, a window will open with a camera icon. You can use it to copy an image of each screen you wish to print. You must press the transmit key between screens as you print each screen, as needed.

Option 2: Click on the printer icon in the banner. If you select this icon, it highlights (i.e., copies) all information on the current screen and delivers it to the designated printer.

Option 3: Click on the copy to file icon. You must have security access to copy MMIS screens to a file for printing.

Search by lead agency

If you have lead-agency-level security access to MMIS, you can search for all suspended screening documents for the associated lead agency. To search for suspended screening documents for the lead agency:

1. Log into MMIS.

2. Type X next to screenings under the prior authorization subsystem on the main menu.

3. Press the transmit key.

4. Use I (inquiry) for the action code.

5. Use L for the document type.

6. Do not enter data in the primary key format section.

7. Enter the three-digit lead agency code in the LOC field in the additional search criteria section of the ASCR screen.

8. Press the transmit key to open the first document. MMIS displays the documents based on the date the document was submitted (i.e., saved) in MMIS, with the most recently submitted document first.

You must update individual suspended documents by starting at the key panel and using the change mode (C). For instructions, refer to MMIS LTSS Manual – Exception codes in the LTC screening document.

As you review suspended documents in lead agency queue while in inquiry (I) mode, use the following function keys:

· F9 to show the exception codes on an individual document.

· F3 to advance to the next document.

· F6 to leave the queue.

Additional resources

MMIS LTSS Manual – Access the LTC screening document
MMIS LTSS Manual – Delete an LTC screening document
MMIS LTSS Manual – Exception codes in the LTC screening document
MMIS LTSS Manual – Function keys
MMIS LTSS Manual – LTC screening document navigation
MMIS LTSS Manual – Use Infopac Reports