Instructions to look up a person’s case number

Page posted: 8/3/26

This page provides instructions for lead agencies to look up a person’s case number in the MMIS recipient subsystem. For instructions to look up a person instead, refer to MMIS LTSS Manual – Instructions to look up a person.

In MMIS, “case information” is different from “person information.” Staff in the appropriate MMIS security group can view case information for everyone connected to the case record, as well as the person’s home address and mailing address.

A case number is different from a person master index (PMI) number. The PMI number is person-specific, but all people within a household share a case number. The case number links individual PMI numbers together to show they are connected.

Address information

The most common use for a case number is to access the person’s address.

For the Alternative Care (AC) and Essential Community Supports (ECS) programs, the lead agency enters address information in the LTC screening document, and MMIS records it in the recipient subsystem when the lead agency approves and saves the screening document.

For all other home and community-based services (HCBS) programs, address information is in MMIS as case information provided by an eligibility worker (also called a financial worker).

Instructions

To find a person’s case number:

1. Enter the recipient subsystem and use the PMI number on the key panel screen.

2. Press the transmit key to open the RSUM (recipient summary) screen.

3. Find the case number (CASE NBR) field on the major program span on the RSUM screen. If you cannot find it on the RSUM screen, type RELG (recipient eligibility) in the NEXT field in the upper left corner and press the transmit key.

4. Write down the person's case number.

5. Press F6 to return to the recipient key panel screen.

To look up a person’s address:

1. Move the cursor to the CASE NUMBER field in the second section of the key panel screen and enter the case number.

2. Press the transmit key to move to the RCAD (recipient case address) screen. This screen shows the residential address with the current address on the left side and the previous address on the right side. The medical mailing address section shows an optional address used to send mailings to another person, as requested by the person receiving services.

3. Press F3 or F6 to return to the key panel screen.

Additional resources

MMIS LTSS Manual – Instructions to look up a person
MMIS LTSS Manual – Recipient screen descriptions