To open/view PDF files, if you are using Acrobat 6.0 or Adobe Reader 6.0:

1. Close Internet Explorer (if you have it open)

2. Start Acrobat or Adobe Reader.

   • Go to the Start button on the bottom of your screen

   • Move your mouse over 'Programs', and you should see a list of programs

   • You are looking for 'Acrobat Reader' with a number behind it, something like 'Acrobat Reader 6.0'

   • Click on 'Acrobat Reader', which should start that program.

3. From the tool bar at the top of acrobat window, Click Edit, then click Preferences.

4. Click on Internet in the list on the left.

5. Deselect "Display PDF in Browser" and click OK.

6. Restart Internet Explorer.

7. Go to the functional screen link, and try viewing a screen.

If you are using any version of Acrobat or Adobe Reader other than 6.0:

1. Close Internet Explorer (if you have it open)

2. Start Acrobat or Adobe Reader.

   • Go to the Start button on the bottom of your screen

   • Move your mouse over 'Programs', and you should see a list of programs

   • You are looking for 'Acrobat Reader' with a number behind it, something like 'Acrobat Reader 5.0'

   • Click on 'Acrobat Reader', which should start that program.

3. From the tool bar at the top of acrobat window, Click Edit, then click Preferences.

4. The top set of buttons say "Web Browser Options", you want to deselect "Display PDF in Browser", and click OK.

5. Restart Internet Explorer

6. Go to the functional screen link, and try viewing a screen.

Security or Password Problems? Can't get into the LTC FS application?  Forgot your password?  Call the DHFS SOS Desk at 608-266-9198. Hours of operation are 9:00-11:30 a.m. and 12:30-2:30 p.m. If you need help at other times, you may leave a voicemail and someone will return your call. Indicate you need Functional Screen help.

Application or Technical Problems? LTC FS application not working correctly?  Call the DWD Service desk at 608-266-7252.

Still need help? Check with your screen lead. A screen lead has been designated for every screening agency/county. Screen leads are THE local resource for information and they also have the login instructions for the screen training course. If your screen lead isn't able to answer your question, he or she will consult with the appropriate staff at the State.

Need to take the Screener Training Course?

All screeners must pass the screener training course in order to become certified. The on-line course is available from any computer with Internet access.

Find the Functional Screener training course at http://mynursingce.son.wisc.edu/portals/celtc

You will need to get a copy of the log-in instructions for the course from your screen lead.

Need help registering for the course?

Need help registering?  Forgotten your password?  Quizzes aren't available?  Contact the DHFS SOS Desk at 608-266-9198 or e-mail them at SOSHelp@dhfs.state.wi.us

Indicate that you need help pertaining to the Functional Screen training course.

As its name implies, an "Annual" or "Recertification" screen is required each year as long as a consumer is enrolled in a home and community-based waiver program (COP/CIP/W, Family Care, PACE/Partnership). In the functional screen, a Rescreen is known as "Screen Type 02".

For the Family Care Program, if the consumer was enrolled in a waiver program prior to Family Care, they must continue to be recertified according to the date established with the prior waiver. If the consumer was not enrolled in a waiver program prior to Family Care, the screen must be completed annually no later than the end of the month initial eligibility was established/calculated.

1. If you don't like using the mouse, you can tab through the screen. The tab button will move you through all the entry fields and the navigation buttons on the bottom of each page (previous, next). When focused in on the correct navigation button, just hit the enter key.

2. If you're at the bottom of a page and you want to select a page from the left navigation bar, but you don't want to use the scroll bar to get to the beginning of the scroll bar, what can you do? You can select the 'next' button on the bottom of the page to move you to the top of the next page, where the left navigation bar will be showing.

3. In any drop-down lists (screener name, county, etc) if you enter the first character of the entry you want, the list will start at that entry. For example: county, if I want to enter '13 Dane', if I type 1 and then the drop-down, the first entry will be '10  Clark'. This is a way to get you closer to the entry you want.

4. You don't need to enter '-' in the SSN.

5. You can copy and paste the SS# if it's going to be the same as the Medicare of Medicaid number with the additional letter or 0 at the end.

6. You can enter notes for specific areas during your inputting, i.e., notes for ADL's, notes for IADLS, or just put general notes at the end of the screen.

7. While you're typing address, phone numbers, etc most PCs will provide things previously typed, so if it's the same and if you highlight this you don't have to retype the entire city, zip code.

Clinical instructions are readily available for your use!  They are an important source of knowledge on how to use the functional screen.  These instructions will help you think about the needs of each consumer, and will assist you in completing the screen. Many case scenarios are included as examples on how to complete the screen. You can read the instructions on-line, or print a complete set to use as needed.  To access the instructions on-line go to www.dhfs.wisconsin.gov/LTCare/FunctionalScreen

Additional references available at this web site are:

• LTC FS version 3 (paper form)

• LTC FS Diagnosis Cue Sheet

• LTC FS Developmental Decision Tree.

• LTC FS PD Algorithm

See the link, LTC Frequently Encountered Issues document.

Agency contact information is the data displayed on the applicant screen information page.

Contact information consists of four data items:

• Display name

• Contact name

• Contact phone number

• Contact fax number

The display name is used if the agency wants to see a name other than the assigned agency name on the applicant information page. Some examples of why you might want to use a display name:

• For a sub-contracted agency, you might want to use the main agency name

• For any privacy concerns, i.e. an agency name might contain Mental Health or Substance Abuse in the title, a display name could be more generic.

The contact name can be the name of an individual or can be a unit name.  An example of a unit name could be "Intake Unit".

Contact phone and fax numbers are not required, but it is a good idea to include at least one of the two contact numbers.

Contact information is found in the Admin section (on the top screen title bar), the link is "Modify Agency Contact Information".

Agency contact information is used to enter an agency display name, a contact name, phone number and fax number, so that if someone is another agency needs to get in touch regarding a functional screen applicant, they have the correct and up-to-date contact data.

The agency screen lead, or an agency manager, should add the contact information for each agency.

Contact information is added only one time for each agency.

If your agency doesn't add contact information, then the agency name will display on the applicant screen information page. However, there will not be any phone or fax data shown.

MCI stands for Master Customer Index. The index is a way to identify the same person between different computer systems. The MCI contains four pieces of identifying data:  

• persons first and last name

• persons social security number

• persons date of birth

• persons gender

You should go back to your documentation and review the original source for the data you entered. Perhaps you mis-typed some of the data.  It's also possible that the MCI data has been mis-typed.

The screener will have to review records to try and determine what is the correct values.

Did the applicant bring in a driver's license, or social security card?  

Screeners will want to double-check their documentation when data in the functional screen and MCI do not match.

Clearance is a process of checking on identifying data for an individual.  In the functional screen, there are two levels of clearance:

1. LTC clearance - when you are creating a new applicant, the screen application searches through all previous functional screen applicants, looking to see if there are any applicants that have exactly the same social security number. This is called LTC clearance. You cannot create an applicant in LTC if the social security number is already assigned to an LTC applicant.

2. MCI clearance - when you are creating a new applicant, MCI looks through all the MCI records, looking to see if there are any individuals who have matching identifying data.  MCI clearance is looking for a 'close' match. If the MCI clearance process finds an individual that is very close to the new applicant that is being created, the screener will have to decide if the match is really for the same person or a different person.

When you are creating a new applicant in the functional screen, you may occasionally see the MCI clearance page. This means the MCI clearance process found a potential match for your applicant in the MCI.

The screener will have to evaluate the MCI person, and try to decide if it is really the same as the functional screen applicant. Usually, if the name, date of birth, and gender are the same, but the SSN is off by 1 digit, it is the same person.

MCI communicates with the social security administration, for validation of data. The SSN statuses describe the results from SSA.

The most common valid SSN status codes are:

• SSN Verified

• SSN unverified

• Other SSN status codes are:

• SSN not found in SSA database

• Last Name matches, Birth Date does not

• Name mismatch, Birth Date and SSN match

• SSN entered not verified. SSA found the correct SSN.

• SSN verified, last name never checked

• Last Name matches, Birth Date does not

The screener will have to evaluate the MCI person, and try to decide if it is really the same as the functional screen applicant. For example:  The SSN's are the same but the last name is different because of a name change. The screener knows this is the same person and should select the link. This will navigate to the Applicant Screen Information page. Once you have gotten to the Basic Information page the screener should change the applicant name to the correct name. This update will change the name in LTC and MCI.

This same process applies if, for example the date of birth is incorrect in MCI.

The screen should be complete and accurate and should paint a consistent clinical picture of the person you know. Go back and make sure you have recorded all the person's deficits and needs under ADL, IADL, HRS, memory and cognition.  Make sure you have selected the appropriate risk box to reflect their situation. Make sure you selected a qualifying target group!  Then re-calculate eligibility. If you still do not get the result you expect, consult with your screen lead. If you still disagree with the result ask that your screen lead consult with the functional screen consultant for your program (TMG/BALTCR/CIS or CDSD).

You should record all the services the person needs which will reflect their deficits. Sometimes a person will refuse services or there could be a resource issue in their area, but they still have a deficit that is important to capture on the screen. All of the deficits help add up towards a nursing home level of care.

It's important as a trained, experienced screener to sort out these nuances. You need to put your finger on the person's true level of functioning and mark the deficits on the screen accordingly. Some elderly deny deficits due to pride, while some families exaggerate weaknesses of their elderly family member to obtain eligibility. Your job is to sort through the data you collect through interviews and observation, and record the most accurate information possible on the screen. To help you sort things out you could:

• Do a "get up and go" test on the person

• Check the bathroom for use and accessibility

• Use collateral contacts as possible to gather additional information

The clinical screen instructions do state the time it takes a person to complete a task could be a factor that the screener takes into consideration as a possible deficit if there is significant harship or negative outcomes for the person. The task should be rated depending on the person and their needs.

You should mark "needs to find a helper" in that column and explain in the notes section.

This is federally mandated language that is required in this section of the screen. If the person has a lot of deficits and HRS needs and you believe they are eligible for your waiver, in essence you are agreeing to the wording contained in this box. Remember that when a waiver participant signs the individual service plan, he/she is confirming a choice between an institution and community services, thus implying eligibility for and risk of institutionalization.  This box carries weight towards waiver eligibility so don't hesitate to select it if the person truly meets this definition.

It might be that the person is no longer eligible by the time you receive the transfer.  You should review the screen and update it so it's current. Talk to the previous case manager to obtain additional information. If you are still having problems with eligibility consult your screen rep (TMG, CIS, CDSD). Always remind the consumer they have appeal rights and give them the information they need if they want to pursue that option.

It depends. At age 14 an IQ is usually valid. If you have reason to believe the functional level is not matching the IQ have it redone. This is when your professional judgment as a screener comes into play. Beware of the affect of alcohol and drugs on a person's IQ--low IQ due to brain damage does not meet the federal definition of DD.

Be careful to only record on the HRS table activities that primarily occur in the home.  Clinic visits for blood draws and doctor appointments are not included.

Having a disability determination is not an automatic match with waiver eligibility. The person must also have long term care needs which affect their functional ability, i.e., nursing home level cares. They must also have a diagnosis connected to the eligible target group in the waivers they are applying for.

No. Sometimes people get better and their functional ability improves. That is why an annual re-screen is required. They may no longer be functionally eligible based on improvement.

It depends on whether this person meets one of the qualifying target groups outside of their mental illness. To help sort out these type of target group questions two algorithms were developed--"The Decision Tree for PD with Co-Morbidities" and "The Decision Tree for Frail Elders with Co-Morbidities."  To access these and other screener tools go to www.dhfs.wisconsin.gov/LTCare/FuntionalScreen/

Remember that to meet waiver eligibility this person needs to have a long-term care need linked to a physical condition that is expected to last a year or more. You will need to sort out short-term versus long-term care needs. The physical needs related to heart surgery are often very short-term and this person might not meet the qualifying waiver eligibility criteria.

The target group is Federal Developmental Disability for any consumers under age 22 at the time of the brain injury.

Note:  Determination of her IQ is needed to determine NAT and waiver eligibility.

Students must register for the course on-line.

Students (authorized agency workers seeking to become clinically certified LTC FS screeners) should obtain the log-in instruction packet described below from their agency LTC FS Screen Lead.

The packet is entitled "Log-In Instructions and FAQ" and will assist the student in getting registered for and navigating through the course. It describes the steps the student goes through to register for the course, and how to get help during this process if it is needed. This packet was updated and sent to all screen leads with a cover memo via e mail on July 27, 2004. If you are a screen lead and have lost your packet and need another contact Hollister Chase at chasehl@dhfs.state.wi.us

If you work for a Home and Community Based Waiver Program (not Family Care or Partnership) and have questions pertaining to registering students for the course contact Gail Propsom at PROPSGF@dhfs.state.wi.us

1. Go to the Functional Screen home web address: https://fsia.wisconsin.gov

2. Click on the WAMS link. You will see the WAMS System page

3. Click on the Profile Management link. At this point, you will have to enter your User-ID and password.

4. You will see Profile Management page. You can type over any information on this page. Click on the Submit button on the bottom of this page.

5. Once the screener has updated the information and confirmed the information, contact the DHFS Security Desk (608-266-9198) to finish the process.