Update an existing long-term care (LTC) screening document

Page posted: 8/3/26

Activity type 05 (document change) allows you to make limited changes to a person’s most recently approved LTC screening document.

You make these changes using change (C) mode. When you use change mode, you will work from a copy of the last approved document. In this copy, the fields you can change are green, and the fields you cannot change are white.

Example: You are working from a copy of an approved reassessment (activity type 06) document, and you are using activity type 05 to change case manager information. Only the fields you are allowed to change using activity type 05 will appear green.

Uses

You can use activity type 05 to:

· Update information in the case manager/certified assessor/care coordinator provider number field to reflect a change in the person’s case manager or care coordinator.
Note: This is the most common reason to use activity type 05.

· Change non-protected fields to correct errors or update information.
Note: If a field is protected (i.e., cannot be changed using this activity type), it contains information that you must change based on an assessment (activity types 02, 04, 06, 08 or 10) or an eligibility update (activity type 09). You cannot change fields used for assessed needs with activity type 05.

· Update a screening document to increase the Alternative Care (AC), Elderly Waiver (EW) or Essential Community Supports (ECS) case mix budget cap amount after a cost-of-living adjustment (COLA).
Note: When you use activity type 05 for this purpose, the activity type date and the effective date fields must be on or after the effective date of the COLA.

· Change the address of a person who uses AC or ECS.

· Update the service code summary section.

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

General guidelines

When using activity type 05, you:

· Must always enter the person’s birthdate and case manager/certified assessor/care coordinator provider number on the ALT1 screen before you can move to the ALT2 screen.

· Cannot change or extend the waiver eligibility period on the RWVR screen.

· Cannot change the major program UN for ECS or AC eligibility period on the RWVR screen.

· Can only use assessment result 32 (changes to the AC gross income/assets or adjusted income/assets fields), 98 (change to the ECS gross income/assets or adjusted income/assets fields) or 98 (other).

Instructions

To use activity type 05:

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

2. Use:

· Action code C (change).

· Document type L.

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

3. Press the transmit key to open a copy of the last saved document.
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 05.

4. Enter the following information on the ALT1 screen:

· Person’s birthdate in the DOB field.

· Activity type 05 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 in the CM/HP/CA NBR field.

· Updates to any other information on the ALT1 screen that may have changed since the in-person assessment.

5. Press the transmit key to move to the ALT2 screen. Review and change information on the ALT2 screen, as needed. Most fields are protected on the ALT2 screen when using activity type 05.

6. Press the transmit key to move to the ALT3 screen. Review and change information on the ALT3 screen, as needed. Most fields on the ALT3 screen are protected when using activity type 05.

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

· Assessment result 32 in the ASSESSMENT RESULTS field with AC program type if changing financial information.

· Assessment result 98 in the ASSESSMENT RESULTS field with ECS program type if changing financial information or with all “other” assessment results.

Note: You cannot change other fields on the ALT4 screen. If you use activity type 05 for COLA purposes, MMIS will update the case mix budget or consumer directed community supports (CDCS) budget amount fields when you complete the document and press F9 to display exception codes.

8. Press the transmit key to move to the ALT5 screen and update the service plan summary information if needed.

9. Press the transmit key to move to the ALT6 screen, which will only appear if the person is on the AC or ECS program. Update the address, income, asset or other information on this 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 screening key panel.

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

Additional resources

MMIS LTSS Manual – Exception codes in the LTC screening document