Last updated April 16, 2024
When to use:
As a guide when using MAXIS.
MAXIS is a computer system used by state and county workers to determine eligibility for public assistance and health care. Designated Senior LinkAge Line staff have access to MAXIS for the purposes of preadmission screening and troubleshooting complicated benefit issues. The following Senior LinkAge Line roles are allowed access:
- Preadmission screening specialists and PAS support specialists will have write-access to MAXIS to create and change PMIs if needed.
- Tier 3 resource specialists will have read-only access to view case notes for troubleshooting complicated benefit issues.
Requesting access for the approved roles listed above will follow the same procedure as MMIS. MAXIS will be accessed by approved users through the same software, usernames, and passwords as their MMIS accounts.
Policy:
When using MAXIS, it is important to remember the minimum necessary rule: only look up the information that is necessary to conduct your work. In addition, you should never look up information about friends, family members or acquaintances.
Information in MAXIS notes can be shared with the person when necessary, unless the note specifically states it is confidential. The person should already know most information that is recorded in the notes.
Note: All screenshots show fictitious or redacted data, not actual personal data.
When logging in to MAXIS, choose either the Standard Desktop Configuration or the Standard Laptop Configuration icon, depending on which type of device you are using.
On a standard desktop computer, you must use the Enter button located on the numeric keypad or the Ctrl button to scroll through screens. The Enter button on the QWERTY (standard keyboard format) portion of the keyboard will not allow you to log on or progress through screens.
- Log-In screen: Enter FM in the REQUEST field.
- Enter your personal logon ID and password. This is the same logon and password you have used for MMIS. You may reset your password if it has expired. Please see the MMIS set-up and password management quick reference for how to do this.
- Enter FMPP to enter MAXIS.
- You will then be taken to a privacy notice screen. Read this screen. Press Enter or Ctrl or Enter on the number keypad to continue to the main menu in MAXIS.
- Click Enter on the numeric keypad or Ctrl to continue when you reach the MAXIS Security Banner.
You can search for the person's MAXIS record by following the steps below:
- In the MAXIS main menu, type PERS on the Function line to complete a person search in MAXIS. Press Ctrl or Enter on the number keypad to continue.
- Enter the person’s last name, first name, gender, date of birth and Social Security number (SSN). If you do not have an SSN, leave this field blank. You may also attempt searches using less information if you do not find the person on the first search. Press Ctrl or Enter on the number keypad to continue.
- If the person has a MAXIS record, their information should appear at the top of the list. The PMI begins with zero and is eight digits long.
- If the person does not appear to have a MAXIS record, press F8 to scroll through several screens to make sure the person truly is not listed.
- Review the information carefully as there can be small discrepancies between the information you have and what is in MAXIS.
- You can view the person’s address history in MAXIS to help ensure it is the correct person. Instructions to do so are listed in the View Address History section below.
- The person may have an alias which would be indicated by a * in between the SSN and Last Name fields. You can type an A in the selection line next to the SSN and press Ctrl or Enter to view any listed aliases.
- Once the person is found, type an X on the selection line next to their name and press Ctrl or Enter. This will show any MAXIS cases that exist.
- Type an X on the selection line next to the case and press Ctrl or Enter. This will take you back to the MAXIS home page with the case you selected populated in the Case Number field.
To view case notes follow the steps above to locate the person and their case.
- With the MAXIS case number populated on the home page, type CASE in the Function field and press Ctrl or Enter.
- On the next screen type NOTE in the Command field and press Ctrl or Enter
- Here you can see the notes related to this specific case number. It will show the date the note was posted, the case manager ID who posted it and the first line of the case note. To read the full note, put an X on the selection line and press Ctrl or Enter.
- You can view the case manager’s information by placing your cursor on the worker’s ID and selecting F1. Press Ctrl or Enter to exit the worker’s information.
You can view addresses related to the person in MAXIS, which can be helpful for confirming the person is who you are looking for when there are other discrepancies in the information. To do this, follow the steps in the searching for a record section above to locate the person and obtain a case number.
- With the MAXIS case number populated on the home page, type CASE in the Function field and press Ctrl or Enter.
- On the next screen type ADHI in the Command field and press Ctrl or Enter
- This will display a list of residences and mailing addresses associated with the person. You can use F8 to flip through the address results if there are more.
- Once your work is done in MAXIS you may logoff by typing logo into the Function field and pressing Ctrl or Enter on the number keypad. You will receive a message that you are logging off and will be redirected to main State of MN login screen.
