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Long-term care (LTC) screening document activity types

Page posted: 8/3/26

The activity type:

· Indicates the type of screening, assessment or other activity completed.

· Determines what you can do within that screening document, including the mandatory fields you must complete, allowable assessment results and program types.

Some activity types can only be used for people currently participating in a waiver, Alternative Care (AC) or Essential Community Supports (ECS) program. Other activity types are used to record assessments completed to open or continue people on programs or services.

You record the activity type on the ALT1 screen. For additional information about the ALT1 screen, refer to MMIS LTSS Manual – LTC screening document screens.

Note: When using activity types in sequence in MMIS, you will always work on a copy of the last saved LTC screening document. You will not update or change an existing saved screening document. Changes you make to a copied screening document will create a new screening document when you save it.

This page provides descriptions of activity types 01 through 10 and 14. Use the following links to jump to the applicable section on this page:

Activity type 01: Telephone screen

Activity type 01 is for preadmission screenings (PAS) completed for nursing facility admissions by Minnesota Aging Pathways and managed care organizations (MCOs).

When you perform an LTC screening document inquiry for a person, MMIS will display historical LTC screening documents for PAS, as well as historical health risk assessments (HRAs) completed by telephone or mailed surveys previously recorded in MMIS using activity type 01.

When to use

If you are an MCO staff member, use activity type 01 to record PAS activity for people enrolled in Minnesota Senior Health Options (MSHO), Minnesota Senior Care Plus (MSC+) or Special Needs Basic Care (SNBC).

When not to use

If you are a county or Tribal Nation staff member, you do not perform telephone-based PAS activities, so you do not use activity type 01.

Policy information

For most nursing facility admissions, Minnesota Aging Pathways staff or health care professionals seeking admission complete the PAS online. Minnesota Aging Pathways forwards some PAS requests to a lead agency for additional action. For more information, including information about referrals to MCOs, referrals for in-person determination of nursing facility level of care, and referrals to home and community-based services (HCBS) case managers related to PAS, refer to:

· Minnesota Aging Pathways – PAS.

· Minnesota Board on Aging – PAS for nursing facility admission (PDF).

Activity type 02: In-person assessment in the community

Activity type 02 is for an in-person assessment for a person living in the community.

When to use

Use activity type 02 to record in-person assessments completed in the community for any person, regardless of the assessment result. This includes when you:

· Open, reopen or change a waiver, AC or ECS program.

· Record an in-person HRA when a care coordinator completed the person’s long-term care consultation (LTCC) assessment or MnCHOICES assessment that includes the HRA.

· Record an assessment of a person who does not access any publicly funded long-term services and supports (LTSS).

· Record an assessment for personal care assistance (PCA) or Community First Services and Supports (CFSS) services.

When not to use

Do not use activity type 02:

· At any time while a person is on a waiver, AC or ECS program.

· For assessments completed for a person while they are in a residential treatment or institutional setting. Instead, use activity type 04: relocation/transition.

Policy information

For policy information related to assessment, refer to CBSM – Assessment and support planning overview.

Activity type 03: Visit/early intervention

Activity type 03 is for an incomplete community or facility-based assessment.

When to use

Use activity type 03 to:

· Record visits that result in partial assessment, provision of information and referral or minimal assistance with service planning.

· Indicate when a person younger than age 65 has refused an initial follow up-visit after admission to a nursing facility.

When not to use

Do not use activity type 03 to manage or perform activities for:

· People who are applying for or currently on a waiver, AC or ECS program.

· People who need relocation/transition assistance.

Activity type 04: Relocation/transition assessment

Activity type 04 is for an in-person assessment completed with a person residing in an institution or residential treatment setting.

When to use

Use activity type 04 to:

· Open, reopen or change an HCBS program to support the person’s discharge from a residential treatment or institutional setting.

· Authorize relocation service coordination – targeted case management (RSC-TCM).

· Authorize Moving Home Minnesota (MHM) services.

Policy information

For information and MMIS steps related to restarting a waiver program for admissions with length of stay between 30 and 121 days, refer to CBSM – Temporary waiver exits and restarts: MMIS actions.

For policy information about RSC-TCM, refer to CBSM – RSC-TCM.

For policy information about MHM, refer to MHM Manual – Services.

Activity type 05: Document change only

Activity type 05 is for limited changes to an approved screening document. Many fields are protected when using activity type 05, so you cannot change them. Fields you cannot change appear white, and fields you can change appear green.

When you use activity type 05, you make changes on a copy of the last approved screening document.

When to use

Use activity type 05 to:

· Update the CM/HP/CA field for case manager/care coordinator changes. This is the most frequent use of activity type 05.

· Change non-protected fields to correct errors or update information. You cannot change fields related to assessed need.

· Update a screening document to increase the AC, ECS or EW case mix cap amount after a cost of living adjustment (COLA).

· Change the address for a person participating in the AC or ECS program.

· Update the service code summary section.

· Update the gross income and asset fields and the adjusted income and asset fields for the AC and ECS programs.

Note: Activity type 05 does not change the waiver, AC or ECS program eligibility span in the recipient subsystem.

Additional information

For more information about using activity type 05, refer to MMIS LTSS Manual – Update an existing LTC screening document.

Activity type 06: Reassessment

Activity type 06 is for people currently on a waiver, AC or ECS program.

When to use

Use activity type 06 to record the annual in-person or remote reassessment for a person on a waiver, AC or ECS program.

There are two possible outcomes of activity type 06:

· The person continues on their current program.

· The person exits their current program

For information about reassessment and eligibility spans, refer to MMIS LTSS Manual – Record a reassessment.

For information about closing a program, refer to MMIS LTSS Manual – Close an HCBS program and MMIS LTSS Manual – Exit reasons.

When not to use

Do not use activity type 06 for:

· PCA/CFSS.

· Temporary AC (program type 22).

Policy information

Annual reassessments for AC and EW must occur within 365 days of the last assessment or reassessment. For additional policy information related to timelines, refer to CBSM – Assessment applicability and timelines.

Activity type 07: Case management/administrative activity

Activity type 07 is for managing a person’s case over time. Typically, activity type 07 exits a person from a program or opens, reopens or changes them to a new program within 60 days of a previously completed in-person assessment or eligibility update.

Many fields are protected when using activity type 07, so you cannot change them. Fields you cannot change appear white, and fields you can change appear green.

When to use

Use activity type 07 to:

· Record a person opening to a program within 60 days of an in-person assessment or eligibility update. For more information, refer to CBSM – Assessment applicability and timelines and MMIS LTSS Manual – LTC screening document activity type dates and effective dates.
Note: The activity type 07 date must be within 60 days of the activity type 02, 04 or 09 date.

· Close a person’s program.
Note: You can only use certain exit reasons with activity type 07. For more information about closing a program, refer to MMIS LTSS Manual – Close an HCBS program and MMIS LTSS Manual – Exit reasons.

· Restart a previous waiver program within 121 days of admission to an institution or residential treatment setting.
Note: CBSM – Temporary waiver exits and restarts: MMIS actions includes MMIS instructions to restart a waiver program for certain types of admissions between 30 and 121 days.

· Change between AC and EW. For more information, refer to MMIS LTSS Manual – Open, reopen or change a program with an LTC screening document.

· Update information for a person on AC or EW about their choice to use the consumer directed community supports (CDCS) option. For more information, refer to MMIS LTSS Manual – Work with CDCS.

· Authorize RSC-TCM within 365 days of an in-person visit. For more information, refer to MMIS LTSS Manual – Relocation and transition assistance.

· Update U.S. citizenship information for a person on AC or ECS. For more information, refer to MMIS LTSS Manual – Additional LTC screening document information.

· Document the choice to delay the annual nursing facility visit for three years for a person younger than age 65 admitted to an institution.
Note: Use assessment result 43 with program type 00 to record this choice. This populates the date in the “Next NF Visit” field on the ALT1 screen. The date is 1095 days from the most recent activity type 02 or 04 document.

· Reopen and extend a closed program when the person appeals their program termination and wants previous services to continue. For more information, refer to MMIS LTSS Manual – Close an HCBS program.

Activity type 08: 65th birthday update

Activity type 08 records an in-person or remote assessment for a person using BI, CAC or CADI services at or around their 65th birthday.

There are two possible outcomes of activity type 08:

· The person continues on their current program.

· The person exits their current program.

For information about closing a program, refer to MMIS LTSS Manual – Close an HCBS program and MMIS LTSS Manual – Exit reasons.

If the person changes to EW, the effective date must be the person’s 65th birth date or later.

Policy information

For information about when a person turns age 65 and on the BI, CAC or CADI waiver, refer to the 65th birthday reassessment section on CBSM – Assessment applicability and timelines.

For information about allowing a person to return to a disability waiver after age 65, refer to the 65 years of age section on CBSM – Waiver, AC and ECS general process and procedure.

Activity type 09: Eligibility update

Activity type 09 is a remote assessment that, when completed within 90 days of an in-person assessment, extends the viability period of the in-person assessment.

If you can finalize the person’s eligibility within 60 days of the in-person assessment, use activity type 07 instead.

Note: Lead agencies no longer use eligibility updates for assessment completed on or after July 1, 2025.

When to use

Use activity type 09 to:

· Open an HCBS program for the first time.

· Reopen an HCBS program the person used in the past.

· Change to an HCBS program different than what the person used in the past.

When you use activity type 09, the end date of the MMIS waiver or program span is based on the activity type date of the in-person assessment, not the date of the eligibility update. This rule ensures people receive timely annual reassessments. For more information, refer to MMIS LTSS Manual – LTC screening document activity type dates and effective dates.

When not to use

Do not use activity type 09 for:

· An update to a previous initial in-person assessment that occurred on or after July 1, 2025. Instead, use activity type 14.

· Any activity for a person currently participating in an HCBS program.

· Administrative tasks, such as opening to a program within 60 days of an in-person visit. Instead, use activity type 07.

· Annual reassessments. Instead, use activity type 06.

· RSC-TCM authorization within 12 months of an assessment. Instead, use activity type 07.

· Updates to fields on the screening document. Instead, use activity type 05.

· An initial assessment. Instead, use activity type 02 or 04.

Policy information

For policy information, refer to CBSM – Eligibility update for home and community-based services.

Activity type 10: Functional needs update/service change

Activity type 10 is for a functional needs update to record changes to the assessment information on the screening document. Activity type 10 is a remote visit with a certified assessor and a person on AC or EW. It is useful when the person’s change in need results in a need to increase resources to support more or different services. Activity type 10 does not extend or develop an AC or EW eligibility span.

When to use

Use activity type 10 when the person’s annual reassessment is not due and any of the following is true:

· The person has changed needs that result in a need to change or increase services.

· The person’s change in need and services requires additional resources (i.e., the person’s case mix classification would change).

· The person’s change in need and services results in eligibility for 24-customized living rate limits or additional funding through CDCS.

When you use activity type 10, the assessment result must be 12 (service change/functional needs update).

When not to use

Do not use activity type 10 when:

· The available resources can support a change in the person’s support plan.

· The person’s annual reassessment is due.

· The person receives MHM or ECS services.

Policy information

For policy information, refer to CBSM – Assessment applicability and timelines.

Activity type 14: Initial assessment review

Activity type 14 is for an assessment that takes place after an initial assessment when there has been a delay in opening to a waiver, AC, ECS or CFSS. It can:

· Open a person to a program within 365 days of their initial assessment.

· Be a remote activity.

· Document a person’s new changes and update their initial assessment results.

If you can finalize the person’s eligibility within 60 days of the in-person assessment, use activity type 07 instead.

When to use

Use activity type 14 to:

· Open an HCBS program for the first time.

· Reopen an HCBS program the person used in the past.

· Change to an HCBS program different than the person used in the past.

When you use activity type 14, the end date of the MMIS waiver or program span is based on the activity type date of the in-person assessment, not the date of the initial assessment review. This rule ensures people receive timely annual reassessments. For more information, refer to MMIS LTSS Manual – LTC screening document activity type dates and effective dates.

When not to use

Do not use activity type 14 for:

· An update to a previous initial in-person assessment that occurred before July 1, 2025. Instead, use activity type 09.

· Any activity for a person currently participating in an HCBS program.

· Administrative tasks, such as opening to a program within 60 days of an in-person visit. Instead, use activity type 07.

· Annual reassessments. Instead, use activity type 06.

· RSC-TCM authorization within 12 months of an assessment. Instead, use activity type 07.

· Updates to the screening document when the person reports significant changes. The assessor should use their professional judgement to determine if they need to complete a new in-person assessment. Instead, use activity type 02 or 04.

· A new in-person initial assessment. Instead, use activity type 02 or 04.

Policy information

For policy information, refer to CBSM – Assessment applicability and timelines and CBSM – Initial assessment review (IAR).

Exception codes and correct sequences

MMIS will post an exception code if you use activity types in the wrong sequence (i.e., order) as you manage a person’s program.

For information about the assessment results that are allowable when using each activity type, refer to MMIS LTSS Manual – LTC screening document activity type and assessment result combinations.

For information about MMIS rules related to use of dates and sequencing, refer to MMIS LTSS Manual – LTC screening document activity type dates and effective dates.

For information about how to delete documents entered out of the proper sequence of either activity type dates or effective dates, refer to MMIS LTSS Manual – LTC screening document deletion.

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