Access the long-term care (LTC) screening document

Page posted: 8/3/26

The LTC screening document is part of the prior authorization application subsystem in MMIS. To access the screening document:

1. Log into MMIS. For instructions, refer to MMIS LTSS Manual – Access to MMIS.

2. Move the cursor to screenings on the main menu.

3. Type X.

3. Press the transmit key to open the SCRNG (screening) key panel screen.

Figure 1: Main menu with X next to the screenings line.

Screening document (SCRNG) key panel

You can use the SCRNG key panel to:

· Identify a screening document to review (i.e., inquiry).

· Add a new screening document.

· Add a screening document for a person who has a previously saved screening document.

· Delete certain saved screening documents from MMIS.

Figure 2: MMIS SCRNG KEY PANEL - ASCR screen.

When you are on the SCRNG key panel, you can:

1. Complete the ACTION CODE field based on the action you need to take:

· Add an initial screening document: Enter A for the action code (add).

· Add a screening document for a person who has a previously saved screening document: Enter A or C for the action code (add or change).
Note: Action code C (change) works the same as action code A (add) when you work with a copy of a previously saved screening document.

· View an existing screening document: Enter I for the action code (inquiry).

· Delete a screening document: Enter D for the action code (delete).

2. Complete the DOCUMENT TYPE field using L for LTC screening document.
Note: Managed care organizations (MCOs) now use MnCHOICES to complete HRAs. Previously, MCOs entered HRAs into MMIS with document type H, so you might notice these types of screening documents in a person’s screening document history.

3. Enter the appropriate primary key format using either:

· DOCUMENT NUMBER field of a particular screening document.

· RECIPIENT ID field to inquire, change or add a document for a person.
Note: Use the person’s person master index (PMI) number as the recipient ID.

4. Press the transmit key to open either the ALT1 screen or the ASEL (selection) screen for the person.

Use additional search criteria on the key panel

The SCRNG key panel has an additional search criteria section. You can select criteria to narrow the search for screening documents by using:

· START and END DATE fields: Search for screening documents with an effective date that falls within this period.

· STATUS field: Search for A (approved), S (suspended) or D (denied) screening documents.

· LOC (location) field: Search for screening documents returned to the lead agency by DHS or other staff using the agency queue code. For more information, refer to MMIS LTSS Manual – Route an LTC screening document for additional approval.

· USER ID field: Search for the MMIS worker login ID of the person who entered the screening document(s).

If no documents meet the additional criteria you specified, a message will appear when you press the transmit key (e.g., “No documents meet the selection criteria”).

For information about how to use the SCRNG key panel screen to identify and retrieve suspended LTC screening documents, refer to MMIS LTSS Manual – Use inquiry mode with an LTC screening document.

Screening document selection screen

The screening document selection screen will only appear when the person has more than one screening document saved in MMIS. The ASEL screen will appear when you:

· Use I (inquiry) mode.

· Enter the person’s PMI number in the PRIMARY KEY FORMAT field

· Leave the DOCUMENT TYPE field blank or the person has more than one screening document of the DOCUMENT TYPE selected.

The screening document selection screen allows you to choose a specific saved document for inquiry. A + or - (plus or minus) sign in the bottom right corner indicates there are more saved screening documents than can appear on the first screen. Press F8 to scroll forward and F7 to return to the previous screen’s list of documents or scroll backward within the list of documents.

Figure 3: The MMIS screening selection screen called ASEL. This example shows screening documents for the Alternative Care (AC) program.

The selection screen shows the following column headings, from left to right:

· SEL IND: The column where you type X to select a document from the list.

· TYPE: The document type. In the example, L means LTC screening document.

· DOCUMENT NUMBER: The number MMIS assigned to each screening document.

· PROVIDER NUMBER and PROVIDER NAME: The provider number and name of the case manager, care coordinator or certified assessor on the screening document.

· ACT TYPE: The field that records the assessment result coded on the LTC screening document. For information about assessment results, refer to MMIS LTSS Manual – Assessment results and program types.

· ST: The status of the document when saved in MMIS. The options are A (approved), S (suspended), D (denied) and R (replaced). In Figure 3, all documents are approved with a status of A (approved).

· START DATE: The effective date of the assessment result.

· END DATE: The end date, which is typically blank.

· MAJ PROG: The major program. The options are M for Medical Assistance for waiver programs, AC for Alternative Care, UN for unknown for other screening documents entered (e.g., for preadmission screening) and UN for Essential Community Supports.

Select a document for review (i.e., inquiry)

DHS recommends using inquiry first when you start to work in LTC screening documents to determine if the person has existing, saved screening documents in MMIS. For instructions, refer to MMIS LTSS Manual – Use inquiry mode with an LTC screening document.

For instructions to add an initial screening document or use a copy of the person’s last saved screening document, refer to MMIS LTSS Manual – Enter an LTC screening document.

For instructions to delete certain screening documents previously saved in MMIS, refer to MMIS LTSS Manual – Delete an LTC screening document.

Additional resources

MMIS LTSS Manual – Access to MMIS
MMIS LTSS Manual – Assessment results and program types
MMIS LTSS Manual – Delete an LTC screening document
MMIS LTSS Manual – Enter an LTC screening document
MMIS LTSS Manual – Route an LTC screening document for additional approval
MMIS LTSS Manual – Use inquiry mode with an LTC screening document