dd screening document codebook edits - dhs.state.mn.us · screening document. if the cfr is...

Minnesota Department of Human Services

Disability Services Division

Issued: 1/01/04 of 31

DD SD CODEBOOK

Briefcase

Resource Document

Description and Purpose: Reference tool for case managers containing a

list of DD Screening Document Edits in the MMIS system

Where Found: Process Uses

DD Screening Document Edits

Edit Location Disposition Long Text

101 County 4 - Suspend,

no force

ERROR: Diagnosis 2 is the same as Diagnosis 1.

NOTE: The diagnoses cannot be duplicated.

COUNTY ACTION: Verify and enter the correct 1st and 2nd

diagnostic codes (Field 12 and 13). Press F9 to re-edit the document.

REVIEWER/DD ACTION: None.


can force

ERROR: The Action Date value is missing or invalid.

NOTE: The action date (Field 23) is the screening date.

COUNTY ACTION: Verify that the correct action date was entered.

It cannot be more than 7 days into the future nor can it be more than

90 days prior to the current date.



no force

ERROR: The Action Type value is missing or invalid.

NOTE: The action type (Field 24) is the reason of the screening or

update.

COUNTY ACTION: Verify that the correct action type was entered.

Check the paper screening document, the DD Screening Document

Codebook, or the MMIS II Waiver Reference Manual for the valid

action type. Enter the correct value and press F9 to re-edit the

document.



no force

ERROR: The exit Action Date is before the service agreement header

end date.

NOTE: The exit action date (Field 23) cannot be prior to the current

service agreement header end date.

COUNTY ACTION: Adjust the current service agreement header

end date so that it does not exceed the exit action date. When the

service agreement end date is adjusted, go back into the exit screening

document (providing you saved the document in suspense) and press

F9 to edit the document.




Issued: 1/01/04 of 31



no force

ERROR: The Case Manager Number value is invalid.

NOTE: The case manager number (Field 17) is the unique 9 digits that

was assigned to him/her.

COUNTY ACTION: Verify that the correct case manager number

was entered by checking the provider file for the correct number. If

the number was miskeyed, enter the correct number and press F9 to

re-edit the document.


113 County 6 -

Information

al

ERROR: The Case Manager Name value is missing.

NOTE: The case manager is the person who is currently managing the

case. The case manager must be on the provider file.

COUNTY ACTION: Enter the case manager number (Field 17). The

system will pull up the case manager’s name based on the number

entered. Press F9 to re-edit the document.



no force

ERROR: The Case Manager Number value is missing or invalid.

NOTE: Private case managers under contract with more than one

county will have a different case manager number for each county

with which they contract. An action type (Field 24) of '03' should be

used to change the case manager name and number on the screening

file.

COUNT ACTION: Verify the case manager number on the provider

file. Enter the correct number and press F9 to re-edit the document.


123 County 6 -

Information

al

ERROR: The Date Submitted value is invalid.

NOTE: The date submitted (Field 7) is the date the document is being

submitted. It cannot be a future date. If a date is not entered, the

system will default to the date in the document number.

COUNTY ACTION: Verify and enter the correct date. Press F9 to re-

edit the document.


128 County 3 - Deny ERROR: The Action Date on this screening document precedes the

Action Date on the last approved screening document.

NOTE: Screening documents must be submitted in chronological

order.

COUNTY ACTION: Verify that the correct action date (Field 23) was

entered. If incorrect, enter the correct action date and press F9 to re-

edit the document. If a document was entered, approved, and saved

erroneously and if the current document being entered has an action

date prior to the erroneous document, please contact the Resource

Center for assistance.




Issued: 1/01/04 of 31


139 County 3 - Deny ERROR: The Guardianship Status value is missing or invalid.

NOTE: The guardian is the person who can legally represent the

recipient.

COUNTY ACTION: Verify and enter the correct code value for

guardianship status (Field 11). Press F9 to re-edit the document. If the

guardianship value is ‘06’, ‘07’, or ‘98’, a legal representative must be

court appointed and that appointment must be reflected on the

document before it can be approved. See the DD Screening Document

Codebook for additional information.



no force

ERROR: The Informed Choice value is missing or invalid.

NOTE: The case manager must assure an informed choice (Field 40)

has been made for all action types.

COUNTY ACTION: Enter the value as reflected on the screening

document. If the paper document has ‘N’, the case manager must

ensure that informed choice was made prior to a ‘Y’ being entered.

Make the necessary corrections and press F9 to re-edit the document.



no force

ERROR: The Guardianship Status value is different from the previous

document.

NOTE: Guardianship status (Field 11) cannot be changed unless an

action type (Field 24) of ‘01’ is completed.

COUNTY ACTION: Verify and enter the correct guardianship status

value and press F9 to re-edit the document.


169 County 6 -

Information

al

ERROR: The Referral Date value is missing or invalid.

NOTE: The referral date (Field 10) is the first date the person

requested DD services thus requiring a DD screening to be

completed. Once entered, the referral date does not change unless the

person exits/leaves medical assistance and later requests services

and/or another screening. If that occurs, the referral date will change

to the date the person requested DD services be reinstated.

COUNTY ACTION: Enter the correct referral date and press F9 to re-

edit the document.



no force

ERROR: The Risk Status value is missing or invalid.

NOTE: The risk status (Field 39) must be a valid value when the

action type (Field 24) is ‘01’ - ‘05’.

COUNTY ACTION: Verify and enter the correct risk status value.

Check the paper screening document or the DD Screening Document

Codebook for the valid code values. Make the necessary corrections

and press F9 to re-edit the document.



Issued: 1/01/04 of 31




no force

ERROR: The Self-preservation value is missing or invalid.

NOTE: The self-preservation field (Field 34) requires a valid value.

COUNTY ACTION: Enter the correct code value and press F9 to re-

edit the document. Check the paper screening document or the DD

Screening Document Codebook for the valid values.


183 County 3 - Deny ERROR: The Action Type is invalid for recipient’s age.

NOTE: When the recipient turns 18 years of age, a screening

document with an action type (Field 24) of ‘01’ must be completed

because guardianship status changes at age 18. Once a person turns

18, he/she is considered "emancipated". An assessment for need of

legal representation must be completed prior to the 18th birthday. If

needed, legal representation must be court appointed.

COUNTY ACTION: Convene the team and complete a full team

screening if one has not been completed. If the action type or the

recipient’s age was keyed in error, make the necessary corrections



184 County 3 - Deny ERROR: The County of Financial Responsibility (CFR) on the

screening document and the recipient’s file information are

inconsistent.

NOTE: If the CFR has changed, and there was at least one screening

document from the previous county, the previous CFR must complete

an action type (Field 24) of ‘06’ indicating termination of financial

responsibility before the new CFR can enter an action type of ‘01’

screening document. If the CFR is incorrect on the recipient file,

contact the financial worker for correction on the recipient file.

COUNTY ACTION: Verify the correct CFR by checking the recipient

file. Enter the correct CFR and press F9 to re-edit the document.



can force

ERROR: The Action Type and the Current Services values are

inconsistent.

NOTE: When the action type (Field 24) is ‘04’, at least one waiver

service must be listed as current service (Field 41) and current

services cannot contain value ‘23’ - ‘31’. When the action type is ‘05’,

the current services cannot contain value ‘01’ - ‘18’, or ‘47’ - ‘50’. The

case manager must verify the correct services to be included.

COUNTY ACTION: Verify and enter the correct values for the

current services and/or action type and press F9 to re-edit the

document.




Issued: 1/01/04 of 31



no force

ERROR: The Action Type and the Informed Choice values are

inconsistent.

NOTE: When the action type (Field 24) is ‘01’ - ‘05’, the informed

choice (Field 40) must be ‘Y’.

COUNTY ACTION: Enter the value as reflected on the screening

document. If the paper document has ‘N’, the case manager must

ensure that informed choice was made prior to a ‘Y’ being entered.



187 County 3 - Deny ERROR: The Action Type and the Present at Screening values are

inconsistent.

NOTE: If an action type (Field 24) of ‘01’ was completed, then the

present at screening (Fields 18 - 21) must all be ‘Y’, with the exception

that the ‚other field‛ (Field 22) could be either a ‘Y’ or ‘N’.

COUNTY ACTION: If one of these present at screening fields (Fields

18 - 21) has the value of ‘N’, the screening team must reconvene with

all the required members present. If the value was miskeyed, enter

the correct value and press F9 to re-edit the document.


188 County 3 - Deny ERROR: The Action Type and the Team Convened are inconsistent.

NOTE: If the action type (Field 24) is ‘01’, then the team convened

(Field 25) must be ‘Y’.

COUNTY ACTION: If the team was not convened, the document is

denied and a full team screening must reconvene. If the document

was miskeyed, enter the correct value and press F9 to re-edit the

document.


191 County 3 - Deny ERROR: The Action Type is invalid.

NOTE: The entering action type (Field 24) is invalid due to the

previous screening document’s value in the time limited payment

field. If the previous document has a ‘Y’ value for the time limited

payment authorization on the ADD4 screen, then this screening must

be an action type of ‘01’ or ‘05’ - ‘10’. No other action type can be

accepted until one of these action types (‘01’ or ‘05’ - ‘10’) is

completed. Depending on the situation, case manager’s questions

regarding time-limited authorization should be directed to the

reviewer.

COUNTY ACTION: Complete and submit the appropriate action

type. If an action type of ‘01’ is needed, convene the team and submit

the completed document. If an action type of ‘05’ - ‘10’ is needed,

complete and submit the document.




Issued: 1/01/04 of 31



can force

ERROR: The recipient’s age and the Current Services are

inconsistent.

NOTE: If the recipient is 21 years of age or under, the current

services (Field 41) cannot be ‘08’, ‘09’, or ‘10’. If the current services

contain either of these values, the case manager must verify that

waiver services are not substituting for services that should be

provided by the recipient’s school district.

COUNTY ACTION: Verify that the correct age and/or current

services were entered. Make the necessary corrections and press F9 to

re-edit the document. (Note: This edit can be forced, however, the

document may be audited if the current services has any of these

values (‘08’ - ‘10’) for a recipient who would appear eligible, based

upon age, for public education.



no force

ERROR: The Physical Aggressive value is missing or invalid.

NOTE: The physical aggressive field (Field 38 ‘C’) must have a valid

value when the action type (Field 24) is ‘01’ - ‘05’.

COUNTY ACTION: Verify and enter the correct value and press F9

to re-edit the document.



no force

ERROR: The Verbal Aggressive value is missing or invalid.

NOTE: The verbal aggressive field (Field 38 ‘D’) must have a valid






can force

ERROR: The level of functioning assessment and the Special Support

Services Needed are inconsistent.

NOTE: The case manager must ensure that the needs reflected in the

level of functioning assessment (Fields 26 - 38) are met either through

specialized services (e.g., coding a ‘Y’ for the appropriate service in

Field 45 ‘A - I’) or through another means as documented in the ISP.

Examples: If hearing assessment (Field 28) had a value of ‘04’ - ‘06’,

then there should be a ‘Y’ for communication training/speech therapy

(Field 45 ‘D’). If medical assessment (Field 26) had a value of ‘03’ -

‘05’, then there should be a ‘Y’ for specialized medical services (Field

45 ‘A’).

COUNTY ACTION: Make the necessary corrections and press F9 to

re-edit the document. If the need is met in other ways, this exception

could be forced by placing an ‘F’ over the ‘4’ on the exception line and

press F9 to re-edit the document.




Issued: 1/01/04 of 31



no force

ERROR: The Breaks Laws value is missing or invalid.

NOTE: The breaks laws code (Field 38 ‘H’) must be a valid value

when the action type (Field 24) is ‘01’ - ‘05’.

COUNTY ACTION: Verify and enter the valid value and press F9 to




no force

ERROR: Case management is not reflected as one of the Current

Services.

NOTE: If the final action (Field 46 ‘A’) chosen by the recipient or the

legal representative is ‘01’, ‘03’, ‘04’, ‘06’, ‘07’, or ‘08’, then one of the

current services (Field 41) must contain case management (code value

‘01’ or ‘19’).

COUNTY ACTION: Make the necessary corrections to the current

services to reflect case management service and press F9 to re-edit the

document.



no force

ERROR: The case manager’s signature value is missing or invalid.

NOTE: The case manager must be present in order for the full team

screening to be valid. The signature reflects his/her presence. This

edit applies to full team screenings only.

COUNTY ACTION: Check the paper screening document and if

there is a case manager signature and date, then enter a ‘Y’ and press

F9 to re-edit the document. If there is not a case manager’s signature

and date, enter an ‘N’ and press F9 to re-edit the document.



no force

ERROR: The Case Manager Present at Screening value is missing or

invalid.

NOTE: If the case manager (Field 20) was not present, then the

document cannot be accepted. The full team must reconvene and a

new document must be submitted.

COUNTY ACTION: Double check the entry and hard copy of the

screening document. If the value entered on MMIS is incorrect, enter




no force

ERROR: The County of Financial Responsibility’s (CFR) signature

value is missing or invalid.

NOTE: If the action type (Field 24) is ‘01’, the CFR’s signature

indicator must be a ‘Y’. If the recipient’s case manager is from the

CFR, the case manager may sign for the CFR. If not, the county of case

management service must route the document to the correct CFR. The

CFR will view the document and if the CFR approves the services, the

CFR will enter a ‘Y’ and its user ID on the ADD4 screen on the ‘CFR



Issued: 1/01/04 of 31


USER ID’ field (also see edit 246).






can force

ERROR: The Challenging Behavior Scales and the Special Support

Services Needed are inconsistent.

NOTE: When one of the challenging behavior scales (Field 38) has a

value of ‘03’ - ‘05’, the program to address excess behavior (Field 45

‘F’) must be a ‘Y’.

COUNTY ACTION: Check the special support services needed (Field

45) for consistency with the challenging behavior scales. If the team

has determined that a service is not necessary as documented in the

ISP, this edit may be forced. To force this edit, enter an ‘F’ over the ‘4’

on the exception line and press F9 to re-edit the document.



no force

ERROR: Diagnosis 1 and/or 2 has been changed.

NOTE: The developmental disabilities or related conditions

diagnosis in the 1st or 2nd field (Field 12 or 13) cannot be changed for

more than one level of severity for action type (Field 24) ‘02’ - ‘05’. For

the non DD diagnosis in the 1st or 2nd field, the value can be changed

as long as it is still within its classification. For example, if the

diagnosis is 345.6, it could be changed to 345.1, 345.9, or 345 (.1, .2, .3,

etc. are the subclassification of 345 only).

COUNTY ACTION: Verify that the correct diagnostic codes were

entered. If the code value has changed significantly from the time of

the last full team screening, and then the full team must reconvene to

review the recipient's eligibility and the appropriateness of the

service plan.



no force

ERROR: Diagnosis 1 is missing.

NOTE: Diagnosis 1 (Field 12) is required when the action type (Field

24) is ‘01’ - ‘05’.

COUNTY ACTION: Verify and enter the primary diagnostic code




no force

ERROR: Diagnosis 4 is not on the reference file.

NOTE: The fourth diagnosis (Field 15) must be a valid value in order

for the system to locate it in the reference file.

COUNTY ACTION: Verify that the correct diagnostic code was

entered. If incorrect, make the necessary corrections and press F9 to

re-edit the document. Check the ICD-9-CM for the valid value.



Issued: 1/01/04 of 31


(International Classification of Diseases 9th Revision Clinical

Modification may be ordered by calling MedShop at 1-800-633-7467 or

Medicode at 1-800-999-4600).



no force

ERROR: Diagnosis 4 is not covered.

NOTE: The fourth diagnostic code (Field 15) is set to deny on the

reference file.

COUNTY ACTION: Verify and enter the correct fourth diagnostic

code and press F9 to re-edit the document.



no force

ERROR: Diagnosis 4 requires review.

NOTE: The fourth diagnostic code (Field 15) is set to suspend on the

reference file.

COUNTY ACTION: Verify and enter the correct fourth diagnostic




no force

ERROR: Diagnosis 4 and the recipient’s age are inconsistent.

NOTE: The recipient’s age (based on document action date) must be

within the minimum/maximum age limits on the fourth diagnosis

record.

COUNTY ACTION: Verify that the correct fourth diagnostic code

(Field 15) was entered. Make the necessary corrections and press F9




no force

ERROR: Diagnosis 4 and the recipient’s gender are inconsistent.

NOTE: The gender indicator on the diagnosis record does not

correspond to the recipient's gender for the fourth diagnosis (Field

15).

COUNTY ACTION: Verify the consistency of the fourth diagnosis

and the recipient’s gender. Make the necessary corrections and press

F9 to re-edit the document.



no force

ERROR: TEFRA eligibility span open.

NOTE: This recipient's eligibility type for medical assistance is

TEFRA. In order to receive waiver services, the eligibility CANNOT

be TEFRA.

COUNTY ACTION: Contact the financial worker for assistance. Once

the eligibility type is changed and reflected on the recipient file, go

back into the screening document and press F9 to re-edit the

document (providing you have saved the document in suspense). If

there are no other edits that prevent the document from approving,

the document will be approved on-line.



Issued: 1/01/04 of 31




no force

ERROR: Changes to the Current Services or the DT&H for this Action

Type is invalid.

NOTE: If the action type (Field 24) is ‘02’, no changes can be made to

the current services (Field 41) or to the DT&H service authorization

level (Field 43) unless the recipient is receiving waiver services. These

changes require an action type of ‘01’, ‘03’, ‘04’ or ‘05’. If the

document being entered is an action type of ‘03’, an action type of ‘01’

must be on file. Waiver recipients can have changes made to their

current services for action type ‘02’ ONLY when adding, deleting, or

changing values ‘01’ - ‘18’, ‘47’ - ‘50’, and/or ‘32’ - ‘ 46’.

COUNTY ACTION: Double check the action type, the current

services, and/or the DT&H authorization level. Make the necessary

corrections and press F9 to re-edit the document.



no force

ERROR: The Communication Training/Speech Therapy value is

missing or invalid.

NOTE: The communication training/speech therapy code (Field 45

‘D’) must be a valid code value of ‘Y’ or ‘N’ when the action type

(Field 24) is ‘01’ - ‘05’.

COUNTY ACTION: Refer to the DD Screening Document Codebook

for assistance. Enter a ‘Y’ or ‘N’ and press F9 to re-edit the document.



no force

ERROR: The Community Living Skills value is missing or invalid.

NOTE: The community living skills code (Field 36 ‘D’) must be a

valid code value when the action type (Field 24) is ‘01’ - ‘05’.

COUNTY ACTION: Refer to the paper-screening document or to the

DD Screening Document Codebook for the valid code values. Enter

the correct code value and press F9 to re-edit the document.



no force

ERROR: The DT&H Service Authorization and the Current Services

values are inconsistent.

NOTE: When the current services (Field 41) code is ‘08’, ‘09’, or ‘44’,

the DT&H service authorization level (Field 43) must be ‘01’, ‘02’, or

‘03’. The system will default to ‘03’ if the DT&H service authorization

level is left blank. This field is used to determine payment when a

person participates in a Rule 75 pilot rate DT&H program.

COUNTY ACTION: Verify that the correct values were entered. If

the values were miskeyed, make the necessary corrections and press





Issued: 1/01/04 of 31



no force

ERROR: The Current Services value(s) is invalid.

NOTE: Service(s) currently provided to the recipient must be

recorded in the current services field (Field 41).


DD Screening Document Codebook for the valid values. Verify that

the correct values were entered. If values are incorrect, make the

necessary corrections and press F9 to re-edit the document.



no force

ERROR: The Current Services values are inconsistent.

NOTE: If the current service is either ‘02’ or ‘04’, then a value of ‘38’

cannot be entered as a current service (i.e., homemaker or respite are

not allowed when there are shift staff). If the current service is '06',

then a value of ‘34’ or ‘35’ cannot be entered as another current

service (i.e., SLS is only appropriate if the recipient is living outside of

family home).

COUNTY ACTION: Verify that the correct values were entered. If

values were miskeyed, make the necessary corrections and F9 to re-

edit the document.


221 DSD 4 - Suspend,

no force

ERROR: The Current Services and the payment-authorized values

are inconsistent.

NOTE: If the current services (Field 41) are ‘01’ - ‘18’, ‘47’ - ‘50’, ‘26’ or

‘28’, then the payment authorized must be ‘01’. If the current service

is ‘25’ or ‘29’, then the payment authorized must be ‘02’. If the current

service is ‘30’, then the payment authorized must be ‘04’. If the

current service is ‘23’, then the payment authorized must be ‘06’. If

the current service is ‘24’, then the payment authorized must be ‘05’.

If the current service is ‘27’, then the payment authorized must be

‘04’, ‘05’ or ‘06’.

COUNTY ACTION: If the services entered are incorrect, make the

necessary corrections and press F9 to re-edit the document. If the

payment-authorized field is not correct for the change in services

requested, the reviewer must change the payment-authorized field. In

this case, the document will route automatically to the reviewer after

all county-based edits have been resolved. Use the case manager

comment screen as needed.

REVIEWER/DD ACTION: Review the document and change the

payment-authorized field as appropriate.



Issued: 1/01/04 of 31



no force

ERROR: The Daily Living value is missing or invalid.

NOTE: The daily living skills field (Field 36 ‘B’) requires a valid value


COUNTY ACTION: Refer to the paper screening document or to the

DD Screening Document Codebook for further instructions. Enter a

valid value and press F9 to re-edit the document.



can force

ERROR: The DHS use only field is invalid.

NOTE: This edit will remain on the system but as of 7/1/96, the DHS

ONLY field cannot have a value entered. See edit 785.

224 County 3 - Deny ERROR: Diagnosis 1 or 2 must be developmental disabilities or

related condition.

NOTE: Diagnosis 1 or 2 (Field 12 or 13) must be a ICD-9-CM code

(317, 318, 318.1, 318.2, 319 and V79.8). If the 1st diagnosis is V79.8, then

the 2nd diagnosis must be a code that qualifies the individual for the

related condition and vice versa. DD screenings are only completed

when the person qualifies as a person with DD. If the person does not

qualify as a DD, then he/she is not eligible for DD services.

COUNTY ACTION: Verify that the correct diagnostic codes were

entered. If the code values are incorrect, enter the correct code

value(s) and press F9 to re-edit the document.



no force

ERROR: The DT&H Service Authorization Level value is invalid.

NOTE: The DT&H service authorization level value (Field 43) is

calculated by the system. If there is a problem with the calculation, it

will default to ‘03’. The case manager may enter a different valid

value.

COUNTY ACTION: Verify that the correct code value was entered. If

the value entered is incorrect, make the necessary corrections and




no force

ERROR: The Early Intervention value is missing or invalid.

NOTE: The early intervention field (Field 45 ‘H’) must be a ‘Y’ or ‘N’


COUNTY ACTION: Enter either a ‘Y’ or ‘N’ and press F9 to re-edit

the document.




Issued: 1/01/04 of 31



no force

ERROR: The Eating Non-nutritive Substances value is missing or

invalid.

NOTE: The eating non-nutritive substances code (Field 38 ‘A’) must

be a valid value when the action type (Field 24) is ‘01’ - ‘05’.


DD Screening Document Codebook for instructions on determining

the correct code value. Enter the correct value and press F9 to re-edit

the document.



no force

ERROR: The Expressive Communication value is missing or invalid.

NOTE: The expressive communication field (Field 32) must have a

valid value.




the document.



no force

ERROR: The Case Manager Final Action value is missing or invalid.

NOTE: The final action code for the case manager (Field 46 ‘B’) must

have a valid code value when the action type (Field 24) is ‘01’ - ‘05’.




the document.



no force

ERROR: The ‘DHS approved planned’ value is missing or invalid.

NOTE: The ‘DHS approved planned’ field must contain a valid

reviewer user ID number.

COUNTY ACTION: None. The document will route automatically to

the reviewer after all county-based edits are resolved.

REVIEWER/DD ACTION: Review and enter your user ID number

on the DHS approved planned field.

236 County 3 - Deny ERROR: The current Action Type cannot be approved.

NOTE: Action types (Field 24) ‘02’ - ‘04’ can be approved ONLY if

action type ‘01’ has been submitted and approved.

COUNTY ACTION: Verify that an action type of ‘01’ is on file. If

action type ‘01’ was never completed, convene the full team and

submit the completed full team-screening document for approval.




Issued: 1/01/04 of 31


237 County 3 - Deny ERROR: Exit Action Type for waiver recipient without a waiver-out

approved.

NOTE: When an action type (Field 24) of ‘06’ - ‘10’ is submitted for

the recipient who is currently on a DD waiver program, an action

type of ‘05’ must be submitted and approved first.

COUNTY ACTION: Verify with the case manager to ensure that the

exit action type is correct and that the person is on the waiver. If this

is the case, inform the case manager that an action type of ‘05’ must

be completed and approved prior to any exit action. Once action type

‘05’ is submitted and approved, an action type of ‘06’ - ‘10’ could be

submitted.


238 DSD 6 -

Information

al

ERROR: Certain fields on the entering screening document are

different from the previous approved screening document.

NOTE: The system was changed in September of 1998 to allow an

on-line approval of action type (Field 24) ‘01’ screening documents

under certain circumstances and that are not reflecting nursing

facility or RTC services. If this ‘01’ is the recipient’s first screening,

this edit does not apply.

COUNTY ACTION: Resolve all county-based edits and the

document will route automatically to the reviewer.

REVIEWER/DD ACTION: Review the document and if it is

acceptable, complete the appropriate fields and press F9 to re-edit the

document.


no force

ERROR: DHS approved current field is missing.

NOTE: The document will route to the reviewer automatically after

all county-based edits are resolved. The reviewer will approve the

current services (Field 41) by entering his/her user ID on the ‘DHS

approved current’ field.

COUNTY ACTION: Resolve all county-based edits and the

document will route automatically to the reviewer.


acceptable, enter your user ID on the ‘DHS approved current’ field



no force

ERROR: The payment-authorized value is invalid.

NOTE: The payment-authorized field can only be completed by the

reviewer.

COUNTY ACTION: None. The document will route automatically to

the reviewer after all county-based edits are resolved. The reviewer

will complete the payment-authorized field.


acceptable, complete the payment authorized field and press F9 to re-



Issued: 1/01/04 of 31


edit the document.


no force

ERROR: The servicing county and the county of financial

responsibility (CFR) are different.

NOTE: The CFR and the service location codes differ and the CFR

user ID field is not entered, or the location of the user ID entered is

not the same as the recipient’s CFR.

COUNTY ACTION: If the county of case management service is

submitting this document, it must be routed to the CFR for approval

before routing to the reviewer. Route the document to the CFR by

entering the county code in the override location on the ADD1 screen.

If this edit posts after the CFR enters the user ID, then check the

recipient file for CFR or the security of the user ID.


247 County 3 - Deny ERROR: The waiver Action Type is invalid.

NOTE: This edit will post if: 1) the action type (field 24) is ‘04’ and

there is an open waiver eligibility segment for the action date already

(field 23); 2) the action type is ‘05’ and there is no open waiver

eligibility segment for the action date; or 3) the action type is ‘05’ and

the ‚MCAID SVS PROG‛ value on the ADD4 screen is different from

the most recent approved action type ‘04’.

COUNTY ACTION: Review the action type of the document. Make

the necessary corrections and press F9 to re-edit the document.



no force

ERROR: Payment authorized needs action by reviewer.

NOTE: The reviewer must review the document when the action type

(Field 24) is ‘03’ or ‘04’ to change the payment authorized field when:

1) the payment authorized is ‘02’ and the current Medicaid services

program (Field 47) is ‘00’ or ‘02’; OR 2) the payment authorized is ‘02’,

the Medicaid services program is ‘04’, and the current services (Field

41) is ‘28’; OR 3) the payment authorized is ‘04’ and the Medicaid

services program is ‘00’, ‘01’, ‘03’, or ‘04’.

COUNTY ACTION: Use the case manager comment screen as

needed. There is no other action to take. When this edit posts, the

document will route automatically to the reviewer after all county-

based edits are resolved.


acceptable, complete the payment authorized field as appropriate and




Issued: 1/01/04 of 31



no force

ERROR: The Case Manager is different from the previous document.

NOTE: If the case manager (Field 16) has changed from the previous

screening document, then an action type of ‘03’ must be completed to

reflect the new case manager. If the entering document is an action

type of ‘01’, then the case manager can be changed.

COUNTY ACTION: Double check the entry and verify the correct

case manager. Make the necessary corrections and press F9 to re-edit

the document.


263 County 6 -

Information

al

ERROR: MSHO eligibility exists.

NOTE: MSHO and DD waiver program cannot be open at the same

time. If the recipient is eligible for MSHO, the entering document

must be a waiver-out (action type 05).

COUNTY ACTION: Process and approve an action type of 05 if the

recipient is on MSHO.



no force

ERROR: The case manager number is not on the provider master file.


(Field 17) was entered. The case manager must be enrolled as a non-

pay provider. Contact the Provider Help Desk with questions on

enrolling case managers. The document must stay in suspense until

the case manager is enrolled. Once enrolled, retrieve the document




no force

ERROR: Provider type for case manager is not case management.

NOTE: The case manager number (Field 17) does not have a provider

type of ‘23’ on the provider file as of the action date.


was entered. If the provider type needs to be changed on the provider

file, contact the Provider Help Desk for assistance.



no force


NOTE: The first diagnosis (Field 12) must be a valid value in order for

the system to locate it in the reference file.






Medicode at 1-800-999-4600).




Issued: 1/01/04 of 31



no force


NOTE: The first diagnosis (Field 12) is set to deny on the reference

file.

COUNTY ACTION: Verify and enter the correct first diagnostic code




no force


NOTE: The first diagnosis (Field 12) is set to suspend on the

reference file.

COUNTY ACTION: Verify and enter the correct first diagnostic code




no force

ERROR: Diagnosis 1 or 2 and the recipient’s age are inconsistent.

NOTE: The recipient’s age must fall within the minimum/maximum

age limits for the first or second diagnosis (Field 12 or 13). When a

young child has been coded as having an ‘unspecified developmental

disability’, another diagnostic evaluation should be completed once

the recipient reaches the age of 6.

COUNTY ACTION: Verify that the correct first or second diagnostic

code was entered. If the code was miskeyed, make the necessary




no force

ERROR: Diagnosis 1 and the recipient’s sex are inconsistent.

NOTE: The gender indicator on the diagnosis record for the first

diagnosis (Field 12) and the recipient’s gender must correspond.

COUNTY ACTION: Verify the consistency of the first diagnosis and

the recipient’s gender. Make the necessary corrections and press F9 to




can force

ERROR: The first diagnostic code needs further subclassification

COUNTY ACTION: Verify that the code is the correct ICD-9 code. If

the code was miskeyed, make the necessary corrections and press F9




no force


NOTE: The second diagnosis (Field 13) must be a valid value in order









Issued: 1/01/04 of 31


Medicode at 1-800-999-4600).



no force


NOTE: The second diagnosis (Field 13) is set to deny on the reference

file.

COUNTY ACTION: Verify and enter the correct second diagnostic




no force


NOTE: The second diagnosis (Field 13) is set to suspend on the

reference file. COUNTY ACTION: Verify and enter the correct second

diagnostic code and press F9 to re-edit the document.



no force


NOTE: The recipient's age must fall within the minimum/maximum

age limits for the second diagnosis (Field 13). When a young child has

been coded as having ‘unspecified developmental disability’, another

diagnostic evaluation should be completed once reached the

appropriate age.

COUNTY ACTION: If ‘unspecified developmental disability was

used for a child under 5 years of age, arrange for a diagnostic re-

evaluation to occur after the 5th birthday and complete a full team

screening.



no force


NOTE: The gender indicator on the diagnosis record for the second



the value is incorrect, make the necessary corrections and press F9 to




can force

ERROR: The second diagnosis code needs further subclassification

COUNTY ACTION: Verify that the code is the correct ICD-9 code. If

the code was miskeyed, make the necessary corrections and press F9


REVIEWER/DD ACTION: None


no force


NOTE: The third diagnosis (Field 14) must be a valid value in order







Issued: 1/01/04 of 31




Medicode at 1-800-999-4600).



no force


NOTE: The third diagnosis (Field 14) is set to deny on the reference

file.

COUNTY ACTION: Verify and enter the correct third diagnostic




no force


NOTE: The third diagnosis (Field 14) is set to suspend on the

reference file.

COUNTY ACTION: Verify and enter the correct third diagnostic




no force


NOTE: The recipient’s age must fall within the minimum/maximum

age limits on the reference file for the third diagnosis (Field 14).

COUNTY ACTION: Check the DD Screening Document Codebook

for instructions and for the valid code. Enter the correct code value




no force


NOTE: The gender indicator on the diagnosis record for the third



the value is incorrect, make the necessary corrections and press F9 to




no force

ERROR: The Final Action Planned values are inconsistent.

NOTE: The final action planned fields (Field 46 ‘A’, ‘B’, and ‘C’) must

have the same value before the screening document can be approved

for waiver services, ICF/DD or nursing facility placement. When the

three final action fields are not the same, the payment-authorized

field must be ‘07’ (Not requesting service).

COUNTY ACTION: Verify that the correct values were entered.


The document will route automatically to DSD when all county-based

edits are resolved.

REVIEWER/DD ACTION: Unless there is consensus with all three

codes in the final action field, the payment authorized is limited to



Issued: 1/01/04 of 31


‘07’ (Not requesting service).


no force

ERROR: The QDDP Final Action code value is missing or invalid.

NOTE: When the action type (Field 24) is ‘01’ - ‘05’, the QDDP’s final

action planned (Field 46 ‘C’) must have a valid value.

COUNTY ACTION: Verify that the correct value was entered. Refer

to the paper-screening document or to the DD Screening Document

Codebook for the valid code values. Make the necessary corrections




no force

ERROR: The Fine Motor Skills value is missing or invalid.

NOTE: The fine motor skills code (Field 31) must be a valid code



DD Screening Document Codebook for instructions and for the valid

code values. Make the necessary corrections and press F9 to re-edit

the document.



can force

ERROR: Full team screening required every 6 years.

NOTE: If the recipient is 18 years or older, an action type (Field 24) of

‘01’ must be convened every six years.

COUNTY ACTION: Convene and complete a full team screening if

one has not been done within six years. The full team screening

document will route automatically to the reviewer for approval after

all county-based edits have been resolved.



can force

ERROR: Full team screening required every 3 years.

NOTE: If the recipient is under the age of 18, an action type (Field 24)

of ‘01’ must be convened every three years.

COUNTY ACTION: Convene and complete a full team screening if

one has not been done within three years. The full team screening

document will route automatically to the reviewer for approval after

all county-based edits have been resolved.



no force

ERROR: An extending eligibility screening document is missing.

NOTE: A screening document extending eligibility within the last

366 days must be on file. Annual review dates must be within the 366

day eligibility period established by an action type (Field 24) of ‘01’ -

‘05’ document in order for eligibility to continue.

COUNTY ACTION: Enter a completed screening document to

extend the eligibility for the recipient.




Issued: 1/01/04 of 31



no force

ERROR: The recipient’s age and the guardianship status are

inconsistent.

NOTE: If the recipient is 18 years or older on the action date, the

guardianship status (Field 11) cannot have a code value of ‘04’ or ‘05’.

Once the recipient turns 18, only a court appointed representative can

make decision on behalf of the recipient. The code values ‘04’ and ‘05’

refer to legal representation for a child under age 18 only.


for further instructions. Make the necessary corrections and press F9




no force

ERROR: The recipient’s age and the guardianship status are

inconsistent.

NOTE: If the recipient is under the age of 18 on the action date, the

guardianship status (Field 11) cannot have the code value of ‘06’ or

‘8’. These code values are use with persons who are over 18 years of

age only.


DD Screening Document Codebook for further instructions. Make the




no force

ERROR: The Hearing code value is missing or invalid.

NOTE: The hearing field (Field 28) requires a valid value.






no force

ERROR: The Inappropriate Sexual Behavior value is missing or

invalid.

NOTE: The inappropriate sexual behavior field (Field 38 ‘E’) requires

a valid value.







Issued: 1/01/04 of 31



no force

ERROR: Changes to the Independent Living Skills value(s) is invalid.

NOTE: If the action type (Field 24) is ‘02’ - ‘05’, no more than 2 of the

independent living skills (Field 36) codes may be changed to a value

of ‘01’ or ‘02’. When the independent living skills change to this

extent (value of ‘01’ or ‘02’), a full team screening (action type of ‘01’)

must be completed to review eligibility and the service plan. This

edits against the last action type of ‘01’ that determined eligibility for

the level of care.

COUNTY ACTION: Convene and submit a full team screening if the

independent living skills should be changed to the extent listed

above. If the independent living skills has not changed but the value

was keyed in error only, then make the necessary corrections and




no force

ERROR: The Injurious To Self value is missing or invalid.

NOTE: The injurious to self code (Field 38 ‘B’) must be valid when

the action type (Field 24) is ‘01’ - '05’.



the valid code. Enter the correct value and press F9 to re-edit the

document.



no force

ERROR: The Legal Representative Present at Screening value is

missing or invalid.

NOTE: If the legal representative (Field 19) was not present, the

document cannot be accepted. The full team must reconvene and a

new document needs to be submitted.






no force

ERROR: The Leisure and Recreation value is missing or invalid.

NOTE: The leisure and recreation code (Field 36 ‘E’) must be a valid

code value when the action type (Field 24) is ‘01’ - ‘05’.


DD Screening Document Codebook for the valid code values. Make





Issued: 1/01/04 of 31



no force

ERROR: The Level of Support and Services code value is missing or

invalid.

NOTE: The level of support and services code (Field 37) must be a

valid value when the action type (Field 24) is ‘01’ - ‘05’ AND the level

of support and services code cannot be changed when the action type

is ‘02’ - ‘04’. If it changes, a full team screening (action type of ‘01’)

must convene to review eligibility and the service plan.






no force

ERROR: The Current Medicaid Services Program and the Current

Services values are inconsistent.

NOTE: If the current Medicaid services program (Field 47) is equal to

‘01’ - ‘03’, then the current services (Field 41) must be in the range of

‘01’ - ‘18’ or ‘47’ - ‘50’. If the current Medicaid services program is

equal to ‘04’, then the current services cannot be ‘01’ - ‘18’, ‘47’ - ‘50’,

‘23’, ‘24’, or ‘30’ - ‘41’.

COUNTY ACTION: Make the necessary corrections to the current

Medicaid services program and the current services. Press F9 to re-

edit the document.



no force

ERROR: The Action Type and the Current Medicaid Services

Program are inconsistent.

NOTE: When entering a document with action type (Field 24) ‘04’,

the current Medicaid services program indicator (Field 47) must equal

to ‘01’, ‘02’, or ‘03’. If the current services is coded ‘03’, the recipient’s

living arrangement prior to the action on the screening date must be a

nursing facility. (Note: As of 6/30/97, the ACS waiver was

discontinued so value ‘03’ should not be used in field 47.)

COUNTY ACTION: Verify that the correct Medicaid services

program code has been entered. Make the necessary corrections and




no force

ERROR: The Current Medicaid Services Program value is missing or

invalid.

NOTE: The current Medicaid services program code (Field 47) must

be a valid value when the action type (Field 24) is ‘01’ - ‘05’.







Issued: 1/01/04 of 31



no force

ERROR: Changes to the Current Medicaid Services Program is

invalid.

NOTE: The current Medicaid services program (Field 47) cannot be

changed from the previous document. Once a person receives waiver

services, he/she will remain a diversion, conversion or ACS

Diversion.

COUNTY ACTION: If the code was entered incorrectly, make the

corrections and press F9 to re-edit the document. If the wrong waiver

type has been approved and saved, contact the MMIS Help Desk for

correction instructions.



no force

ERROR: The Current Medicaid Services Program and the Final

Action codes are inconsistent.

NOTE: If current Medicaid services program (Field 47) has the value

of ‘00’ - ‘05’, then all three final action planned values (Field 46) must

be the same.

COUNTY ACTION: Recheck the final action fields to assure they

have the same value. Refer to the DD Screening Document Codebook

for instructions. If the final action code values were entered in error,

make the necessary corrections and press F9 to re-edit the document.



no force

ERROR: Changes to the Medical assessment field is invalid.

NOTE: If the last action type (Field 24) of ‘01’ has a medical value of

‘01’ - ‘03’, the document being entered cannot contain medical value

of ‘04’ or ‘05’ unless the entering document is an action type of ‘01’. If

the entering document is an action type of ‘02’ - ‘04’ and the

recipient’s medical need have changed to require on-site medical

attention, the full team must reconvene to determine the appropriate

services.

COUNTY ACTION: Verify that the correct medical value was

entered. Refer to the paper-screening document or to the DD

Screening Document Codebook for the valid values. Make the




no force

ERROR: The Medical value is missing or invalid.

NOTE: The medical field (Field 26) requires a valid code value.







Issued: 1/01/04 of 31



no force

ERROR: The Mental Health Services value is missing or invalid.

NOTE: The mental health services code (Field 45 ‘G’) must be a ‘Y’ or

‘N’ when the action type (Field 24) is ‘01’ - ‘05’.

COUNTY ACTION: Verify and enter the correct mental health

services code value and press F9 to re-edit the document.



no force

ERROR: The Mobility value is missing or invalid.

NOTE: The mobility field (Field 30) requires a valid value when the







no force

ERROR: The Money Management value is missing or invalid.

NOTE: The money management value (Field 36 ‘C’) is required







no force

ERROR: The Current Medicaid Services Program and the Risk Status

values are inconsistent.


of ‘01’ - ‘04’, then the risk status (Field 39) must be ‘01’. The current

Medicaid services program should represent the type of services the

person is/will be receiving as of the action date (Field 23).


DD Screening Document Codebook for instructions and for the valid

code values. Make the necessary corrections and press F9 to re-edit

the document.



no force

ERROR: The Current Medicaid Services Program and the Level of

Support and Services codes are inconsistent.


of ‘01’ - ‘05’, then the level of support and services (Field 37) must be

‘03’ or ‘04’. The current Medicaid services program should represent

the type of service(s) that the recipient is/will be receiving as of the

action date (Field 23).

COUNTY ACTION: Verify and enter the correct code value for the

level of support and services and/or to the medical services program.

Press F9 to re-edit the document.




Issued: 1/01/04 of 31



no force

ERROR: The Occupational Therapy value is missing or invalid.

NOTE: The occupational therapy code (Field 45 ‘C’) must be a ‘Y’ or



for instructions on how to determine the correct value. Enter the valid




no force

ERROR: The ‚Other‛ Behavior Scale value is missing or invalid.

NOTE: The ‚other‛ behavior scale (Field 38 ‘J’) code must be a valid



for instructions on how to determine the correct value. Enter the valid

value and press F9 to re-edit the document. If the recipient does not

exhibit challenging behavior, code ‘01’. If the person exhibits

challenging behaviors not listed, enter the type of behavior from the

note section on the document into the case manager comment screen

(ACMG).



no force

ERROR: The ‚Other‛ Present at Screening value is missing or invalid.

NOTE: The ‚other‛ present at screening (Field 22) must be a ‘Y’ or


COUNTY ACTION: Enter the valid value and press F9 to re-edit the

document. It will be an ‘N’ when the action type is ‘02’ - ‘05’ and it

may be a ‘Y’ or ‘N’ when the action type is ‘01’. The case manager can

verify if another person attending the screening team meeting other

than the required members.



no force

ERROR: The "Other" Special Support Services Needed value is

missing or invalid.

NOTE: The "other" special support services needed field (Field 45 ‘J’)

must be a ‘Y’ or ‘N’ when the action type (Field 24) is ‘01’ - ‘05’.


DD Screening Document Codebook for instructions. Enter the valid





Issued: 1/01/04 of 31



no force

ERROR: The recipient or his/her legal representative’s signature

value is missing or invalid.

NOTE: The signature code value must be a ‘Y’ or ‘N’ when the action

type (Field 24) is ‘01’. The recipient or his/her legal representative

must sign and date the paper-screening document in order for the

indicator to be a ‘Y’. If the action type is ‘01’ and there is no signature

on the paper document, the document cannot be approved and the

case manager must reconvene the screening team. This field can be an

‘N’ when the action type is not a ‘01’.

COUNTY ACTION: Verify and enter the correct signature value for

the recipient or his/her legal representative. Press F9 to re-edit the

document.



no force

ERROR: The Physical Therapy value is missing or invalid.

NOTE: The physical therapy value (Field 45 ‘B’) must be a ‘Y’ or ‘N’



DD Screening Document Codebook for instructions. Enter a ‘Y’ or ‘N’




no force

ERROR: Planned Services code value is missing or invalid.

NOTE: The planned services field (Field 42) is required and must

have a valid value(s) except when the action type (Field 24) is ‘08’.



value(s) and press F9 to re-edit the document.


735 County 6 -

Information

al

ERROR: Current Services not consistent with payment authorized or

Medicaid Services Program.

COUNTY ACTION: Verify consistency between current services

(Field 41), current Medicaid services program (Field 47), and the

payment authorized. Make the necessary corrections and press F9 to




no force

ERROR: The Waiver Need Index (WNI) value is missing or invalid.

NOTE: 4/30/99 and prior, field 44 first position was titled ‘Preferred

Choice of County’ with valid value of ‘001’ - ‘087’. Effective 5/1/99,

this field is titled ‚Waiver Need Index‛ with valid value of ‘001’ -

‘005’.






Issued: 1/01/04 of 31



no force

ERROR: Field not valued.

NOTE: 4/30/99 and prior, field 44 second position was titled

‘Preferred Choice of County’ with valid value of ‘001’ - ‘087’. Effective

5/1/99, this field has no value and it is to be left blank.

COUNTY ACTION: Remove any entry and press F9 to re-edit the

document.



no force

ERROR: Field not valued.

NOTE: 4/30/99 and prior, field 44 third position was titled ‘Preferred

Choice of County’ with valid value of ‘001’ - ‘087’. Effective 5/1/99,

this field has no value and it is to be left blank.

COUNTY ACTION: Remove any entry and press F9 to re-edit the

document.



no force

ERROR: The Program to Address Excess Behavior value is missing or

invalid.

NOTE: The program to address excess behavior field (Field 45 ‘F’)

must be a ‘Y’ or ‘N’ when the action type (Field 24) is ‘01’ - ‘05’.


DD Screening Document Codebook for instructions. Enter a ‘Y’ or ‘N’




no force

ERROR: The Property Destruction value is missing or invalid.

NOTE: The property destruction code (Field 38 ‘F’) must be a valid



DD Screening Document Codebook for instructions. Enter the correct




no force

ERROR: The QDDP Present at Screening value is missing or invalid.

NOTE: If the QDDP (Field 21) was not present, the document cannot

be accepted. The full team must reconvene and a new document must

be submitted.







Issued: 1/01/04 of 31



no force

ERROR: The QDDP’s signature value is missing or invalid.

NOTE: The QDDP’s signature indicator on the ‘ADD4’ screen must

be a ‘Y’ or ‘N’. The QDDP’s signature on the paper-screening

document is required when the action type (Field 24) is ‘01’.

COUNTY ACTION: If the QDDP signature is on the paper

document, enter a ‘Y’. If the QDDP’s signature is not on the paper-

screening document, the indicator is ‘N’ and the document cannot be

approved.



no force

ERROR: The Receptive Communication code is missing or invalid.

NOTE: The receptive communication code (Field 33) must be a valid







no force

ERROR: The Recipient/Legal Representative value in the Final Action

Planned field is missing or invalid.

NOTE: The recipient/legal representative code value in the final

action planned (Field 46 ‘A’) must have a valid value when the action

type (Field 24) is ‘01’ - ‘05’.






no force

ERROR: The Recipient Present at Screening value is missing or

invalid.

NOTE: If the recipient (Field 18) was not present, the document

cannot be accepted. The full team must reconvene and a new

document must be submitted.

COUNTY ACTION: Double check the entry and the paper-screening

document. If the value entered on MMIS is incorrect, enter the correct




no force

ERROR: A residence code for the Current Services field is missing.

NOTE: A residence code value of ‘34’ - ‘41’ is required when current

services (Field 41) has a value of ‘01’ - ‘18’, ‘47, ‘48’, or ‘50’. A

residence code value of ‘34’ or ‘35’ is required when current services

has a value of ‘03’. A residence code value of ‘34’, ‘35’, ‘39’, or ‘40’ is

required when current service has a value of ‘49’.

COUNTY ACTION: Enter the appropriate residence code value and




Issued: 1/01/04 of 31



748 County 3 – Deny ERROR: The Risk Status is different from the last Action Type of ‘01’.

NOTE: If the document being entered is action type (Field 24) ‘02 -

‘04’, the risk status (Field 39) must remain the same as on the last

action type of ‘01’. If the risk status has changed from the last action

type ‘01’, the full team must reconvene to determine the appropriate

services needed.

COUNTY ACTION: Verify that the correct risk status was entered. If

the risk status was miskeyed, enter the correct code value and press




can force

ERROR: The Risk Status and the Final Action values conflict.

NOTE: If the action type (Field 24) is ‘01’ - ‘05’ and the risk status

(Field 39) is ‘01’, then the choice of the recipient/legal representative

in the final action field (Field 46 ‘A’) cannot have a value of ‘08’.

COUNTY ACTION: Verify the risk status code entered. Make the

necessary corrections and press F9 to re-edit the document. DSD

cannot authorize nursing facility placement in this situation if the

document was coded as noted above.

REVIEWER/DD ACTION: If the document has errors during

conversion or after consultation with the case manager, you (the

reviewer) may force this edit by placing an ‘F’ over the ‘4’ on the

exception line and press F9 to re-edit the document.


no force

ERROR: The Level of Support and Services and the Risk Status codes

conflict.

NOTE: If the level of support and services (Field 37) is ‘01’ or ‘02’,

then the risk status (Field 39) MUST BE ‘03’ or ‘04’, NOT ‘01’ or ‘02’.

COUNTY ACTION: Verify that the correct value for level of support

and services and/or risk status was entered. Make the necessary




no force

ERROR: The Runs Away value is missing or invalid.

NOTE: The runs away (Field 38 ‘G’) field is required and must have a

valid value when the action type (Field 24) is ‘01’ - ‘05’.



code value and press F9 to re-edit the document.



no force

ERROR: The Seizures code is missing or invalid.

NOTE: The seizures (Field 29) field must have a valid value when the





Issued: 1/01/04 of 31






no force

ERROR: The Self-Care code is missing or invalid.

NOTE: The self-care code (Field 36 ‘A’) must be a valid value when

the action type (Field 24) is ‘01’ - ‘05’.






no force

ERROR: The Special Medical Services value is missing or invalid.

NOTE: The special medical services code (Field 45 ‘A’) must be a

valid value of ‘Y’ or ‘N’ when the action type (Field 24) is ‘01 - ‘05’.






no force

ERROR: The Team Convened value is missing or invalid.

NOTE: When the action type (Field 24) is ‘01’, the team convenes

(Field 25) indicator must be a ‘Y’. It typically will be an ‘N’ for action

types ‘02’ - ‘05’.

COUNTY ACTION: Verify and enter the correct code value and




no force

ERROR: The Temper Outbursts value is missing or invalid.

NOTE: The temper outburst code (Field 38 ‘I’) must be a valid code







no force

ERROR: The time-limited value is missing or invalid.

NOTE: Action by the reviewer is required.

COUNTY ACTION: The document will route to the reviewer

automatically after all county-based edits have been resolved. Only

the reviewer can complete this field.

REVIEWER/DD ACTION: Review and complete the time limited

payment authorization with a ‘Y’ or ‘N’ as appropriate. Press F9 to re-

edit the document.



Issued: 1/01/04 of 31



no force

ERROR: The Transportation Arranged by Staff or Family code is

missing or invalid.

NOTE: The transportation arranged by staff or family code (Field 45

‘E’) must be a ‘Y’ or ‘N’ when the action type (Field 24) is ‘01’ - ‘05’.

COUNTY ACTION: Verify and enter the valid code value and press




no force

ERROR: The Vision code is missing or invalid.

NOTE: The vision code (Field 27) must be a valid value when the



DD Screening Document Codebook for the valid value. Make the




no force

ERROR: The Vocational code is missing or invalid.

NOTE: The vocational code (Field 35) must be a valid value when the



DD Screening Document Codebook for instructions. Make the



785 County 3 - Deny ERROR: Waiver type not valid.

NOTE: As of 7-1-96, the DHS ONLY field cannot have a value.

COUNTY ACTION: Convert the recipient’s waiver type from T to R;

U to S; and W to S as of 6/30/96. Due to the Waiver Allocation

Structure, there are NO state managed DD Waivers after 6/30/96.



no force

ERROR: The Action Type and the major program conflict.

NOTE: The recipient must be found eligible for medical assistance

(MA) on the action date (Field 23) of the screening document. If the

recipient is not eligible for MA, action type (Field 24) ‘04’ cannot be

entered.

COUNTY ACTION: Verify the recipient’s eligibility with the

financial worker. If eligibility exists but was miskeyed, make the




no force

ERROR: There are more than 25 edits posting against the document.

NOTE: This edit will post when there are more than 25 system edits

posting against the document. The system can only show 25 edits at a

time. In order to view the rest of the posting edits, the displaying

edits must be resolved first.

COUNTY ACTION: Resolve the posting edits and press F9 to re-edit



Issued: 1/01/04 of 31


the document. View and resolve the remaining edits.


dd screening document codebook edits - dhs.state.mn.us · screening document. if the cfr is...

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