MAXIS: Creating and changing PMI in MAXIS

• Once you have searched MMIS and then MAXIS for a PMI, move to the MAXIS main menu and type PMIN on the Function line and press Ctrl or Enter on the number keypad to continue.

• You will now begin to create a PMI. Please double check the information to ensure correct spelling and accurate entry.

• PMI Nbr: Tab past this field. Do not enter information here.
• SMI Nbr: Tab past this field. Do not enter information here.
• Last: Enter the person’s last name. Hit Tab. Do not include any Suffix (Jr., Sr., etc).
• First: Enter the person’s first name. Hit Tab.
• M: Enter the person’s middle initial, if known. Hit Tab.
• SSN: Key in the person’s Social Security Number (SSN). Please note that a SSN is not needed to create a PMI. If the SSN is unknown, leave this blank. Tab to Ver.
• Ver: At the SSN verification field (Ver), hit F1 to see the list of options. Always choose P for Verification Provided and Pending, unless the SSN is left blank. If the SSN field is left blank this field should be left blank as well. Press Ctrl or Enter on the number keypad to return to the PMIN screen. Hit Tab.
• Birthdate: Enter the person’s date of birth.
• Ver: Select F1 for the list of verification options. Always choose OT for Other. Press Ctrl or Enter on the number keypad to return to the PMIN screen. Hit Tab.
• Gender: Type in the person’s gender. M (Male) and F (female) are the only options. Hit Tab.
• Marital Status: Hit F1 for marital status options, and type in the appropriate code. Since some of the codes are not obvious, be sure to consult the options to ensure you select the correct code. Press Ctrl or Enter on the number keypad to return to the PMIN screen. Hit Tab.
• Alias (Y/N): Type N for no in the Alias field, unless the person has an alias. In most cases, this would be a known maiden name. Hit Tab.
• Ethnicity Hisp/Lat (Y/N): Type Y for Yes, or N for No, in the Ethnicity Hisp/Lat field. Hit Tab.
• Last Grade Compl: Tab past this field. Do not enter any information.
• Race: Put an X before the field name. You will complete it at the end. Hit Tab.
• Alien Nbr: Tab past this field. No information should be entered here.
• ADA Notice Type: Tab past this field. No information should be entered here.
• Spoken Language: Hit F1 to see the options for this field and enter the correct code, for example, 99 for English. You may press F8 and F7 to scroll through the list.
• The text line next to this code only needs to be completed if the language is Other.
• The spoken language can be found in the Other Information section of the preadmission screening.
• Press Ctrl or Enter on the number keypad. Hit Tab.
• Needs Interpreter: Enter Y or N.
• PMI Type: Always enter the letter O in this field.
• Press Ctrl or Enter on the number keypad and the race field options will appear.
  • Enter as many races as apply, by putting an X on the appropriate lines.
  • Ethnicities can be found in the Consumer Information section of the preadmission screening.
  • Press Ctrl or Enter on the number keypad to return to close this pop-up options box.

• Press Ctrl or Enter on the number keypad to be taken to a Match screen to double check that the person does not already exist in MAXIS.
• If there are any errors on the screen, they will appear in red. Please correct those fields and then press Ctrl or Enter on the number keypad to continue.
• Hit F8 two or more times to scroll through several screens to ensure you do not create a duplicate entry. MAXIS requires you to review at least two screens before you can proceed. Please review all screens carefully to ensure you do not create a duplicate PMI. Please see Changing PMI Information section below if you have found the person, but information needs to be updated.

• If the person does not have a MAXIS record, hit F5 to add the person. If you find the person, please see step 6. The system will ask if you are sure you want to assign a new PMI. Type Y and hit Ctrl or Enter on the number keypad.

• A new PMI will be created. The new number will be listed as the PMI Nbr and contain only the digits that come after the initial “0”. For this reason, the PMI that appears may not be 8 digits in length.
  • You will need to add at least one zero to the beginning of the number when documenting in the CTS, so it contains the full eight digits. Once you fully submit, the zeroes will appear before the PMI number.
  • Please note you will be taken back to the PMI creation screen, but the PMIN Nbr field will have a value.
  • Press F3 to exit the screen and return to the MAXIS main menu.

• If you are conducting a search and notice a person already has a PMI, the following steps should be taken:
• Place an X next to the name of the person it could be, to view additional information.
• Hit F3 to return to the listing of names.
• Now place an S next to the name to match.
• Compare the information. If you choose to match to this person, put a Y in the question, “Do you want to select this match (Y/N)? Press Ctrl or Enter on the number keypad to proceed.
• If information needs to be updated, please see Changing PMI Information section below.
• If information does not need to be updated, you can hit F3 to exit out of the PMIN search.

If information tied to the PMI is incorrect, you can make edits to the PMI by using the PMIN function on the home page of MAXIS.

Note:

• If the person is on programs, the lead agency should be contacted to make changes to the record. This can be indicated on the lead agency referral cover sheet.
• Before changing any information, verify the information with the submitter or nursing facility. Just because the PAS has different information than MMIS or MAXIS does not mean that this is the correct information.
• Sometimes a person is not on a public program, but when an attempt to edit is made, you get a message stating only the county worker can make a change:
  • In most cases, the PAS can still be entered without corrections, however the county should be notified of the needed correction and the difference should be noted in CTS notes.
  • The only time this becomes an issue is if the date of birth is missing.  In this case the PAS cannot be entered. The specialist should first try to contact a case manager if one is listed in MMIS or MAXIS to have the DOB updated. If this doesn’t work, submit a support request to have the DOB added.
  • On the MAXIS main menu type PMIN on the Function line and press Ctrl or Enter on the number keypad to continue.

• Find the person for whom you are searching by entering the person’s PMI number and pressing press Ctrl or Enter

• Enter an X next to their name to first view extended information.
• If there is not extended information or you have hit F3 to be taken back to the search screen, you may now enter S next to the person’s listing and respond Y to that match.
• You will then be taken to the screen where you can enter the updated information for a person. At this screen, press F9.
• If all fields turn green, you can continue editing the information.
• Change any appropriate information, such as name, date of birth, SSN, etc.
• The PMI should always display the person’s legal name. If there are any known aliases, mark Y on the Alias field. This will allow you to add aliases to the record.
• To change a name, please also ensure the Alias field has Y for a value. This will allow the old name and the new name to appear when searching.
• After all changes are made hit F3 to exit back to the main menu.
• Use the PERS function to search to ensure the correct information shows for the person and that an asterisk shows the previous name (if a name change occurred.)