Use inquiry on a service agreement

Page posted: 8/3/26

You can view all home and community-based services (HCBS) service agreements saved in MMIS through an inquiry if you have the proper security access to MMIS and the prior authorization subsystem.

Note: You cannot change any data in the service agreement using inquiry.

You start an inquiry at the service agreement AKEY (key panel) screen. You might also need to use the service agreement ASEL (selection) screen. For information about the key panel and selection screens, refer to MMIS LTSS Manual – Access the service agreement.

This page includes instructions to:

· View service agreement data.

· Retrieve suspended or partially suspended service agreements for further action.

View service agreement data

To view a saved service agreement:

1. Log into MMIS.

2. Type X in front of prior authorization on the main menu screen.

3. Press the transmit key to open the AKEY (key panel) screen, which allows you to identify the action to take and the service agreement to view.

4. Type I for inquiry in the ACTION CODE field.

5. Choose an appropriate action for the AUTHORIZATION TYPE field:

· Populated: MMIS allows you to view a single type of prior authorization.

· Left blank: MMIS displays all types of prior authorizations (including service agreements) if you are using the person’s person master index (PMI) number and the person has more than one document saved in MMIS.

6. Select an authorization for review in the key format section of the AKEY screen by using either:

· The authorization number assigned to a service agreement.

· The person’s PMI number.
Note: If you use the person’s PMI number, you can use the additional search criteria section in the lower half of the AKEY screen to limit the search. This can be helpful if the person has many service agreements. It can limit the search by using a date range or header status: A (approved), D (denied), P (pending), S (suspended) or T (partially suspended).

7. Press the transmit key.

If you used the authorization number, that document will open.

If you used the PMI number and the person has only one saved service agreement, MMIS will open that document.

If you used the PMI number and the person has more than one saved document, the service agreement ASEL (selection) screen will appear next.

Service agreement ASEL (selection) screen (also called prior authorization selection screen)

The ASEL screen includes information to help you select the right document for inquiry when the person has more than one saved document. The documents are grouped by authorization type.

To select a document from the selection screen, type X on the line and press the transmit key. The ASA1 screen appears for the document selected.

For more information about the ASEL screen, refer to MMIS LTSS Manual – Access the service agreement. For instructions to navigate during inquiry, refer to MMIS LTSS Manual – Service agreement navigation. For detailed information about fields on the following screens, refer to MMIS LTSS Manual – Service agreement fields.

ASA1 screen

If the F key line at the bottom of the ASA1 screen is missing, press F1 to reveal the F keys you can use. Press F1 again to hide this line.

Press the transmit key to move to the ASA2 screen. You can also use the NEXT field in the upper left corner to move to another screen by entering the screen name, such as ASA3.

ASA2 screen

After reviewing the information on the ASA2 screen, press the transmit key to move to the ASA3 screen.

ASA3 screen (line items)

Each line item on the ASA3 screen represents a service.

The maximum number of line items is 99. MMIS shows two lines per page. A + (plus) sign on the right side of the screen indicates there are more than two lines.

You can navigate across the line items in two ways:

1. View two line items at a time. Press F8 to scroll forward and F7 to scroll back.

2. Use the LINENAV field shown in green and either:

· Type the line item number and press the transmit key to move directly to that line.

· Type a large number (e.g., 99) to move to the end of the lines, or type 01 to return to the beginning of the lines.

When you finish your inquiry, press F3 or F6 to return to the AKEY screen to complete additional service agreement tasks, or continue to press F3 or F6 to log out of MMIS.

Retrieve suspended or partially suspended service agreements

Suspended or partially suspended service agreements might:

· Be saved in MMIS but incomplete.

· Contain unresolved exception codes that prevented the service agreement from being approved.

· Contain at least one line item kept in suspended (S) status.

You can review the service agreements saved in your county or Tribal Nation’s queue to determine which service agreements to retrieve so you can work on the document and/or update the status. Queues are updated once every 24 hours. You can enter your county or Tribal Nation’s queue using the inquiry action code as many times per day as necessary.

To retrieve suspended or partially suspended service agreements for a county/Tribal Nation:

1. Enter I in the action code field on the AKEY (key panel) screen.

3. Enter T in the authorization type field.

4. Go to the additional search criteria section on the AKEY key panel screen.

5. Enter the three-digit county or Tribal Nation code in the LOC field.

6. Press the transmit key. If there are service agreements in the county or Tribal Nation’s queue, the first one will appear. When you are in the queue, only one service agreement will appear at a time.

7. Write down the document control number so you can return to the service agreement and make changes, as needed, to resolve exception codes and update the status. You can also print the MMIS screens and exception codes to research the problems. For information about printing, refer to the section below.
Note: To make changes to a service agreement and update the agreement and the status, you must use the C (change) action code.

8. Press F3 to view the next service agreement and repeat step 7.

9. Press F6 to exit the queue and return to the service agreement AKEY (key panel).

How to print screens

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 – Service agreement exception codes
MMIS LTSS Manual – Changes to existing service agreements
MMIS LTSS Manual – Close a service agreement