65th birthday reassessment for Brain Injury (BI), Community Alternative Care (CAC) and Community Access for Disability Inclusion (CADI) waivers

Page posted: 8/3/26

The 65th birthday reassessment (activity type 08) is a type of reassessment. There are two possible outcomes of this reassessment:

· The person will remain on their current program.

· The person will close their current program and change to the Elderly Waiver (EW) or other programs or services.

The county/Tribal Nation conducts this reassessment within a four-month window of the person’s birth date, which includes:

· Two months before the birthday month.

· The birthday month.

· One month after the birthday month.

CBSM – Assessment applicability and timelines includes information about the policy and process requirements related to conducting the 65th birthday reassessment.

This page includes instructions to record this reassessment in MMIS using activity type 08 and the applicable steps based on the person’s outcome.

Person will remain on current program

If the person will remain on their current program after the 65th birthday reassessment:

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 C (change).

· 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 screening document, nearly all fields will be populated. All fields can be changed using activity type 08.

4. Enter the following information on the ALT1 screen:

· Person’s birthdate in the DOB field.

· Referral date (use the activity type date).

· Activity type 08 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. Update any other information on the ALT1 screen that may have changed since the last in-person assessment.

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

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

8. 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) that is no sooner than the activity type date of activity type 08 and no later than the end of current eligibility span. For more information, refer to MMIS LTSS Manual – LTC screening document activity type dates and effective dates.

· Updates to other information on the ALT4 screen, as needed.
Note: Do not change the program type.

9. Press the transmit key to move to the ALT5 screen. Review and update the service plan summary information on the ALT5 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.

13. Press F3 to return to the ASCR key panel.

14. Press F3 to continue to log out of MMIS.

Person will close current program

If the person will close their current program:

1. Select prior authorizations on the main menu and close the service agreement by following instructions on MMIS LTSS Manual – Close a service agreement.

2. Press F3 to save the service agreement changes and continue to press F3 to return to the MMIS main menu.

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

4. Use the following information on the ASCR screen:

· Action code C (change).

· Document type L.

· Person’s PMI number.

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

Note: Because you are using a copy of the last screening document, nearly all fields will be populated. All fields can be changed using activity type 08.

6. Enter the following information on the ALT1 screen:

· Person’s birthdate in the DOB field.

· Referral date (use the activity type date).

· Activity type 08 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.

7. Update any other information on the ALT1 screen that may have changed since the last in-person assessment.

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

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

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

· The applicable assessment result/exit reason to close the program, which could include exit reason 22 (person no longer meets some criteria related to their eligibility for BI, CAC or CADI) or exit reason 23 (person chooses to close their current program). For more information, refer MMIS LTSS Manual – Exit reasons.
As with other exit reasons, MMIS will require you to add another assessment result after the exit reason to indicate what will happen to the person after closing their current program. Use assessment result 10 if the person will change to another program.

· The effective date (assessment result date) to close the program, which cannot be before the end date used on the closed service agreement. It must follow advance notice requirements and cannot be retroactive (i.e., before the activity type date of activity type 08). For more information, refer to MMIS LTSS Manual – Close an HCBS program and MMIS LTSS Manual – Exit reasons.
Note: Do not change the program type.

11. Press F9 to display exception codes.

12. Resolve exception codes.

13. 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.

14. Press F3 to return to the ASCR key panel screen and take the appropriate action:

· If the person will open to EW, follow the steps in the next section.

· If the person will not change to another program, continue to press F3 to exit MMIS.

Person will change to EW

If the person will change to EW and is also enrolled in Minnesota Senior Health Options (MSHO) or Minnesota Senior Care Plus (MSC+), the county/Tribal Nation must notify the managed care organization (MCO) by completing a case management transfer using MnCHOICES Lead Agency Transfer and Communication Form, DHS-6037 (PDF).

The MCO (if enrolled in managed care) or the county/Tribal Nation (if not enrolled in managed care) must take the following actions:

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

2. Confirm the exit screening document is saved and approved before opening EW by using action code I (inquiry). For instructions, refer to MMIS LTSS Manual – Use inquiry mode with LTC screening documents. Complete the inquiry and press F3 to return to the ASCR screen so you can enter a new screening document.

3. Use the following information on the ASCR screen:

· Action code C (change).

· Document type L.

· Person’s PMI number.

4. Press the transmit key to open a copy of the last approved screening document, which should be the exit document.
Note: Because you are using a copy of the last screening document, nearly all fields will be populated. Most fields are protected using activity type 07. Fields you can change appear green.

5. Enter the following information on the ALT1 screen:

· Person’s birthdate in the DOB field.

· Referral date (use the activity type date).

· Activity type 07 in the ACTIVITY TYPE field.

· Activity type date in the ACT DT field. This date must be within 60 days of the activity type date of the activity type 08.

· Certified assessor/case manager/care coordinator provider number of the person who completing the 65th birthday reassessment in the CM/HP/CA NBR field.

6. Continue to press the transmit key to move to the ALT4 screen. On the ALT4 screen:

· Enter assessment result 10 (change program).

· Enter an effective date that is not before the effective date of the exit document. The effective date must be the 65th birthdate or later when changing to the EW program.

· Change the program type to EW.

7. Press the transmit key to move to the ALT5 screen. Review and update the service plan summary information on the ALT5 screen as needed.

8. Press F9 to display exception codes.

9. Resolve exception codes.

10. 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.

11. Press F3 to return to the screening document ASCR key panel screen.

12. Press F3 to continue to log out of MMIS.

If the person will have a fee-for-service service agreement for EW services, refer to MMIS LTSS Manual – Work with service agreements.

Exception codes (i.e., edits)

There are two common screening document exception codes that may post when you use activity type 08.

Exception code 137: Activity date not within 65th birthday timeline

MMIS will post exception code 137 if you use activity type 08 and the activity type date does not fall between the two calendar months before the 65th birthday month through the calendar month after the birthday month.

Exception code 243: Person’s age invalid for program type

MMIS will post exception code 243 if all the following are true:

· Person’s program type is 01 or 02 (TBI-NF); 05 or 06 (CADI); 07 or 08 (CAC); or 11 or 12 (TBI-NB).

· Person is age 65 or older as of the effective date field.

· There is not a previously approved activity type 08 screening document in MMIS to continue this person on the program on or after age 65.

You must enter an activity type 08 first to continue the person on the program or exit the person from the program.

MMIS also will post this exception code if you attempt to open a person younger than age 65 to EW, AC or ECS.

Other exception codes

For information about other exception codes, refer to MMIS LTSS Manual – Exception codes in the LTC screening document.

Additional resources

CBSM – Assessment applicability and timelines
MMIS LTSS Manual – Close a service agreement
MMIS LTSS Manual – Close an HCBS program
MMIS LTSS Manual – Exception codes in the LTC screening document
MMIS LTSS Manual – Exit reasons
MMIS LTSS Manual – LTC screening document activity type dates and effective dates
MMIS LTSS Manual – Use inquiry mode with LTC screening documents
MMIS LTSS Manual – Work with service agreements
MnCHOICES Lead Agency Transfer and Communication Form, DHS-6037 (PDF)