Record a reassessment

Page posted: 8/3/26

All long-term services and supports (LTSS) programs require an annual reassessment to determine a person’s ongoing program eligibility. For policy information, refer to CBSM – Assessment and support planning overview.

You can record reassessments in MMIS using activity type 06 (reassessment). You can only use activity type 06 when the activity type date of the reassessment is within the current home and community-based services (HCBS) program eligibility span.

There are two possible outcomes at reassessment:

· The person continues to participate in the same program.

· The person exits their current program.

This page includes instructions for the various scenarios related to these outcomes.

Person continues on program at reassessment

If the person continues on their current program:

1. Type X next to screenings on the main menu, then press the transmit key to open the ASCR key panel screen.

2. Use the following information on the ASCR screen:

· Action code A (add).

· Document type L.

· Person’s person master index (PMI) number.

3. Press the transmit key to open a copy of the last saved screening document.

Note: Because you are using a copy of the last saved document, nearly all fields will be populated. You can update all fields using activity type 06.

4. Enter the following information on the ALT1 screen:

· Person’s birthdate in the DOB field.

· Referral date as the activity type date of activity type 06.

· Activity type 06 in the ACTIVITY TYPE field.

· Activity type date in the ACT DT field.

· Code of the county, Tribal Nation or managed care organization that completed the screening activity in the LTCC CTY field.

· Certified assessor/case manager/care coordinator provider number of the person completing the reassessment in the CM/HP/CA NBR field.

5. Press the transmit key to move to the ALT2 screen. Review and change information on the ALT2 screen, as needed.

6. Press the transmit key to move to the ALT3 screen. Review and change information on the ALT3 screen, as needed.

7. Press the transmit key to move to the ALT4 screen and enter:

· Assessment result 13 to continue the person on their current program.

· Effective date (assessment result date), which can be up to 60 days from the activity type date of the activity type 06.

· Updates to other information on the ALT4 screen, as needed.

Note: Do not change the program type.

8. Press the transmit key to move the ALT5 screen. Review and change service information on the ALT5 screen, as needed.

9. Press the transmit key to open the ALT6 screen, which will only appear if the person is on the Alternative Care (AC) or Essential Community Supports (ECS) program. Review and change information on the ALT6 screen, as needed.

10. Press F9 to display exception codes.

11. Resolve exception codes.

12. Press F3 to save the document. This step is important. You must save the document even if exception codes remain. MMIS will save the completed data and allow you to return to the document for additional work.

When the screening document is approved, MMIS will extend the program eligibility span in the recipient subsystem based on the effective date you used on the screening document. This span is based on the program type:

· Waivers: MMIS extends the eligibility span for 12 months. For example, if the effective date (assessment result date) at reassessment is June 1, the waiver span is extended through May 31 of the following year.

· AC and ECS: MMIS extends the program eligibility span for 365 days.

Then, enter a service agreement for the new service year, as needed. For instructions, refer to MMIS LTSS Manual – Work with service agreements.

Person exits program at reassessment

There are various reasons to close a person’s program at reassessment. For information about exit reasons, effective dates and advance notice requirements when you close a program at reassessment, refer to MMIS LTSS Manual – Close an HCBS program and MMIS LTSS Manual – Exit reasons.

When an exit screening document is approved in MMIS, MMIS will end the program eligibility span in the recipient subsystem based on the effective date of the exit used on the screening document.

Person changes programs at reassessment

A person may no longer be eligible for their current program at reassessment, but they could be found eligible for a different program.

A person cannot be open to more than one HCBS program at a time. This means you must close the current program before the person can continue to receive HCBS services under a different program.

For instructions to move administratively between AC and EW program types using activity type 07 or between AC and ECS at reassessment, refer to MMIS LTSS Manual – Close an HCBS program and MMIS LTSS Manual – Exit reasons.

Person’s level of care and program changes at reassessment

A person’s level of care may change based on the reassessment. You can only use exit reasons 20 and 21 with reassessment activity type 06.

Exit reason 20 (change in institutional level of care) is the only exit reason that allows you to close the BI, CAC, CADI or ECS program, change the level of care on the exit screening document and indicate a change of program on the same screening document at reassessment. After closing the program at reassessment using exit reason 20, you can then use activity type 07 to change the person to another program.

Example: A person on the CAC Waiver (i.e., hospital level of care) had an improvement in their condition, and now they meet nursing facility level of care instead of hospital level of care. In this case, you can use exit reason 20 (change in level of care) to change the person’s level of care to nursing facility and exit the CAC Waiver on the reassessment screening document.

If a person meets no institutional level of care at reassessment, use exit reason 21 (person exited, no longer requires level of care) to exit them from the program.

Instructions

You must close the open service agreement before you close a program. For more information, refer to MMIS LTSS Manual – Close a service agreement. The end date of the service agreement must reflect advance notice requirements.

After you close the service agreement, you must enter two screening documents: one to close the current program and one to change to a new HCBS program.

To exit the current program:

1. Follow steps 1-7 in the person continues on program at reassessment section to open the ASCR key panel screen in MMIS and continue to enter a reassessment screening document.

2. Enter the following information on the ALT4 screen:

· Exit reason 20 to indicate the person’s previous level of care has changed.

· Applicable assessment result to accompany the exit reason in the assessment result field:
10: Person is changing to a different program.
11: Person is reopening to the same program (used in the past).

· The correct level of care as determined at reassessment in the LVL OF CARE field.

· Effective date to close the program that:
a. Reflects the last date that the person will be active on the current HCBS program.
b. Reflects advance notice requirements.
c. Is not before the activity date of the reassessment.
d. Is not before the end date entered on the closed service agreement.

Note: Do not change the current program type. MMIS needs to know the program type to close.

3. Press F9 to display exception codes.

4. Resolve exception codes.

5. Press F3 to exit and save the document.

This document must be approved in MMIS before you can enter the next screening document to change to the new program in MMIS.

To change to the new program:

1. Follow steps 1-3 in the person continues on program at reassessment section to open the ALT1 screen of the last approved screening document. This should be a copy of the approved exit document you entered at reassessment.

Note: Because you are using a copy of the last screening document, nearly all fields will be populated, and you can update some of them using activity type 07.

2. Enter the following information on the ALT1 screen:

· Person’s birthdate in the DOB field.

· Activity type 07 in the ACTIVITY TYPE field.

· Activity type date of activity type 07 that is the same date as the reassessment in the ACT DT field.

· Code of the county, Tribal Nation or managed care organization that completed the screening activity in the LTCC CTY field.

· Certified assessor/case manager/care coordinator provider number of the person that completed the reassessment in the CM/HP/CA NBR field.

3. Press the transmit key to move to the ALT2 screen. Review and change information on the ALT2 screen, as needed.

4. Press the transmit key to move to the ALT3 screen. Review and change information on the ALT3 screen, as needed.

5. Press the transmit key to move to the ALT4 screen and enter:

· Assessment result 10 or 11.

· An effective date that is one day later than the previous document’s exit effective date.

· New program type.

· Any other information as allowed/needed.

6. Press the transmit key to move the ALT5 screen. Review and change service information on the ALT5 screen, as needed.

7. Press the transmit key to move to the ALT6 screen, which will only appear if the new program is AC. Complete all fields.

8. Press F9 to display exception codes.

9. Resolve exception codes.

10. Press F3 to exit and save the document.

After MMIS approves the activity type 07 screening document, create a new service agreement using the service agreement type associated with the new program type. For instructions, refer to MMIS LTSS Manual – Create a new service agreement.

Additional resources

CBSM – Assessment and support planning overview
MMIS LTSS Manual – Close a service agreement
MMIS LTSS Manual – Close an HCBS program
MMIS LTSS Manual – Create a new service agreement
MMIS LTSS Manual – Exception codes in the LTC screening document
MMIS LTSS Manual – Exit reasons
MMIS LTSS Manual – Work with service agreements