Delete a long-term care (LTC) screening document

Page posted: 8/3/26

You may need to delete an LTC screening document if the document was:

· Entered in error and saved.

· Entered and saved out of sequence.

In some situations, you can manually delete screening documents from MMIS. In other situations, you must submit a request to DHS to delete them. This page provides instructions for both circumstances.

Lead agency staff manual deletion

You can delete a screening document if it is the last saved screening document and either of the following is true:

· The status of the document is suspended (S), replaced (R) or denied (D).

· The last saved document is approved with an assessment result that is not 01, 10, 11, 12, 13 or 54. These assessment results indicate a program opened or remains open.

You cannot manually delete exit screening documents with exit reason 19–25, 28, 31, 33, 34, 39 or 53.

Instructions

To manually delete a screening document:

1. Open the ASCR key panel screen in MMIS. For instructions, refer to MMIS LTSS Manual – Access the LTC screening document.

2. Enter D (delete) in the action code field.

3. Enter L in the document type field.

4. Enter the screening document control number for the document you want to delete and the person master index (PMI) number.

5. Press the transmit key to display a copy of the screening document.

6. Take the appropriate action:

· Press F3 to delete the screening document.

· Press F6 to cancel the deletion.

This action will return you to the ASCR key panel screen. If you pressed F3, you will no longer see the screening document on the person’s screening document selection screen. You can no longer retrieve it using the person’s PMI number or document control number.

In some cases, you must manually delete more than one screening document for a person. You must start with the most recent (i.e., top) document shown on the selection screen. To manually delete more than one screening document:

1. Open the ASCR key panel screen in MMIS.

2. Enter I (inquiry) in the action code field

3. Enter the PMI number.

4. Press the transmit key to open the selection screen.

5. Record the document control number(s) of the screening documents you need to manually delete.

6. Press F3 key to return to the ASCR key panel screen.

7. Follow steps 1–6 above for each document.

DHS deletion requests

You must work with the DHS Service Agreement and Screening Document (SASD) Support Team to request the deletion of an approved screening document with assessment result 01, 10, 11, 13, 53, 19–25, 28, 31, 33, 34, 39 or 54.

Complete and submit Screening Deletion Request, DHS-4689A The SASD Support Team processes these requests on a weekly basis.

How to print screens

You must delete documents in sequence. For example, if you need to delete a document that was saved before a document that is still needed, both documents will be deleted.

You must print any needed screening documents before you submit a deletion request. The printed copy will allow you to reenter needed documents back into MMIS after the requested deletion(s) are complete.

There are several ways to print MMIS screens. Make sure any printers used are designated by the agency and include a method to protect personal health information (PHI).

To print screen(s), go to the banner at the top of the MMIS screen to select how you want to print.

Option 1: Click on the file icon to access:

· Print setup: Connect to printer(s) as allowed by your agency.

· Print screen: Print the current screen

· Print multiple screens: When you select this option, a window will open with a camera icon. You can use it to copy an image of each screen you wish to print. You must press the transmit key between screens as you print each screen, as needed.

Option 2: Click on the printer icon in the banner. If you select this icon, it highlights (i.e., copies) all information on the current screen and delivers it to the designated printer.

Option 3: Click on the copy to file icon. You might have security access to copy MMIS screens to a file for printing.

Additional resources

MMIS LTSS Manual – Access the LTC screening document
Screening Deletion Request, DHS-4689A