MMIS Transactions - Resending |
About
Several issues can cause problems sending information from the VaCMS to MMIS. Both incorrect Enrollee or Case IDs and information entered on certain pages during data collection can result in transaction failures from the VaCMS to MMIS. When a transaction failure occurs, instead of entering information directly in MMIS, you should utilize the Resend functionality of the VaCMS to send new or updated information to MMIS. You can fix the Enrollee or Case ID, or make edits to the case, and then attempt to resend the information to MMIS.
Note: When you first arrive at the MMIS Transactions History page, each transaction will have a status of “Submitted.” Click the Search button or otherwise refresh the page to review the transaction results. This is the only way to confirm the status of transactions sent to MMIS.
In the case of a transaction failure, do not enter information directly into the MMIS. First try to use the Resend functionality described in this QRG. If this does not work, submit a Help Desk ticket.
For more information on Common MMIS Transaction Failures, read the Preventing Common MMIS Transaction Failures QRG.
Resending a Transaction to the MMIS
On the MMIS Transaction Gateway page, when you click Send to MMIS, you are brought to the MMIS Transaction History page. On the MMIS Transaction History page, you must click Search to refresh the page and review the results of the MMIS transactions. It is important for you to review the transaction history and determine if the transaction needs to be resent. Upon refreshing the page, the status column will immediately tell you whether the transaction was successful or failed.
If an error occurred, attempt to correct the issue by clicking Resend. Depending on the error scenario, clicking Resend will take you to a different page, where the problem can be addressed. If there is no Resend link available, see the “Scenarios for Resending Using Page Action Buttons” section below for instructions about how to proceed.
Note: Any transaction that failed prior to August 25, 2014 will not have a Resend link
Scenarios for Resending Using the Resend Link
There are three main scenarios when resending to MMIS may be necessary. They are described below.
|
Issue |
Error Code |
Error Resolution |
|
MMIS Enrollee / Case ID Assignment Change |
3122, 3349, 3351, 3641, 3356, 3368, 5644, 3330 or 3334 |
A fix is required to the MMIS Enrollee / Case ID. Clicking Resend will take you to the MMIS Individual Details page. Make your corrections on the page and continue with the MMIS Transaction steps. |
|
Error caused by issue in Data Collection |
All other errors that contain a Resend link |
A fix is required to a page in Data Collection. Clicking Resend will take you to the MMIS Transaction Resend page, which contains instructions on how to resolve the error. Make edits in Data Collection and rerun eligibility before attempting to send updated information to MMIS. |
|
Error caused by Enrollee / Case ID and Data Collection issue |
A mix of error codes from the MMIS Enrollee / Case ID list and errors not on the list |
A fix is required to the MMIS Enrollee / Case ID and in Data Collection. Clicking Resend will take you to the MMIS Transaction Resend page, which contains instructions on how to resolve the error Make the required edit(s) in Data Collection and rerun eligibility before updating the MMIS Enrollee / Case ID information. |
Steps for Resending Using the Resend Link
Depending on the three scenarios described above, there are different actions that must be taken to correct the MMIS transaction error and attempt to resend. Below are the steps to follow based on each scenario.
|
Step |
Description |
|
1 |
Review the MMIS Transaction History page – If the error is either 3122, 3349, 3351, 3641, 3356, 3368, 5644, 3330 or 3334. then this indicates the issue is related to an incorrect MMIS Enrollee or Case ID. |
|
2 |
Hover your cursor over the error code without clicking. This will display a description of the error message indicating whether the error relates to an MMIS Enrollee or Case ID. |
|
3 |
Click Resend. |
|
4 |
The MMIS Individuals Details page displays. |
|
5 |
Click MMIS Lookup edit icon to load the MMIS File Clearance page to generate a new MMIS Enrollee ID for an individual. |
|
6 |
The File Clearance for MMIS page displays with the potential matching client information from SPIDeR. |
|
7 |
The Name, SSN, DOB, MMIS Enrollee ID, MMIS Case ID, Aid Category, Begin and End Dates for the Aid Category, Cancel Reason, Cancel Date and Active / Inactive Status are displayed. • Review the SPIDeR MMIS results for a positive match. • If there is no match, select the Create New MMIS Enrollee ID button to create a new MMIS Enrollee ID. |
|
8 |
Click Generate New MMIS Case ID to create a new MMIS Case ID for the individual selected. The page will refresh and display the new MMIS Case ID. If multiple individuals are selected, all individuals will get the same MMIS Case ID. |
|
9 |
Manually edit the case information for each individual if necessary. Note: The VaCMS will validate the case number to ensure that this field contains 12 numeric characters. |
|
10 |
Click Submit. |
|
11 |
The MMIS Gateway page displays. This page displays all MMIS Transactions that are pending. |
|
12 |
Review the list of pending transactions on this page. |
|
13 |
Click Send to MMIS. |
|
14 |
The MMIS Transaction History page displays. Click Search to view the status of the transactions. |
|
15 |
Review the MMIS Transaction History page. |
|
Step |
Description |
|
1 |
Review MMIS Transaction History page – If the error is not 3122, 3349, 3351, 3641, 3356, 3368, 5644, 3330 or 3334. then this indicates the issue is related to information in data collection. |
|
2 |
Hover your cursor over the error code without clicking. This will display a description of the error message. Use the error description to determine which page in data collection requires corrections. |
|
3 |
Click Resend. |
|
4 |
The MMIS Transaction Resend page displays with instructions on how to resolve the error. |
|
5 |
To make a change to the case, from the Left Navigation, select Data Collection, then Case Action. |
|
6 |
Select Case Change / Closure from the What action do you want to perform? dropdown menu. |
|
7 |
Use the Left Navigation menu to proceed to the page(s) requiring edits. |
|
8 |
Make any required edits, and then click Save & Continue. |
|
9 |
From the Left Navigation menu, select Eligibility and then Run Eligibility. If the case # is pre-populated, click Next. |
|
10 |
Review the Wrap up – Eligibility Summary page and after reviewing results proceed to certify / authorize. If your results are not correct, go back to step 7 and make corrections. |
|
11 |
After certifying / authorizing results, proceed to the MMIS Gateway page. |
|
12 |
Click Edit to generate the appropriate MMIS Enrollee and Case IDs, and then click Submit. |
|
13 |
The MMIS Gateway page displays. This page lists all MMIS Transactions that are pending. |
|
14 |
Review the list of pending transactions on this page. |
|
15 |
Click Send to MMIS. |
|
16 |
The MMIS Transaction History page displays. Click Search to view the status of the transactions. |
|
17 |
Review the MMIS Transaction History page. |
|
Step |
Description |
|
1 |
Review MMIS Transaction History Page – note that there will be multiple errors, one from the MMIS Enrollee / Case ID error list (3122, 3349, 3351, 3641, 3356, 3368, 5644, 3330 or 3334), and another not from that list. This indicates the issue is related to both Data Collection and the MMIS Case ID or Enrollee ID. |
|
2 |
Address the Data Collection error by following the steps above for Scenario 2. |
|
3 |
After resolving the Data Collection issue, rerun eligibility and proceed through the MMIS Individual Detail pages. |
|
4 |
After arriving back on the MMIS Transaction History page, review the transaction results. If any transactions still result in failure, again click Resend to resolve the outstanding issue(s). |
Scenarios for Resending Using Page Action Buttons
There are multiple MMIS transaction failure types that will not generate a Resend link in the Status column. These failures can be corrected and resubmitted to MMIS directly from the VaCMS page where the failure occurred.
If you encounter a MMIS transaction failure that does not include a Resend link, view the error code on the MMIS Transaction History page to determine the nature of the failure. Then, navigate to the page (or pages) referenced in the error code, update the information, and click the appropriate action button to submit the change. You can navigate to the MMIS Transaction History page after correcting the information to see if your submission was successful.
The chart below provides examples of data that have page-level transactions:
| Data Collection Page | Field Name(s) | Button that Resubmits Change to MMIS |
|
Household Address |
Change in existing address or addition of address. |
Save + Continue |
|
Client Information |
First Name, Last Name, Middle Name, SSN, Race, Gender, Ethnicity, DOB, Primary Language, Death Date |
Save + Continue (on Household Status tab) |
|
Relationship - Details |
Relationship (only when Head of Household relationships change.) |
Save + Continue |
|
Living Arrangement |
Living Arrangement Type (only when response is changed to Prison or Correctional Facility). |
Next |
|
Client Demographics |
ID Verification, Marital Status |
Save + Continue |
|
Client - SSN Application |
Veteran or dependent of a veteran? |
Next |
|
Alien - Details |
Date of U.S. Entry (when changed or added for existing client). |
Save + Continue |
|
Pregnancy - Details |
Due date / End date |
Save + Continue |
|
Third Party Resources - Details |
Policy Type, Policy Carrier, Policy Number, Policy End Date, Coverage Code, Coverage End Date |
Save + Continue (on Eligible Clients tab) |
The “Resend Link” will not be available for transactions marked as “Failure, but no further worker action needed.”
Additional Comments
After completing the Resend process, transactions that originally failed should now have a status of “Resend – Completed,” as shown below.
If for some reason you click Resend to begin the Resend process but close out of the VaCMS before submitting any updated information to MMIS, the transaction status will read “Resend – Pending.” This alerts you that the Resend process has begun, but not completed. The worker should review the original error message and attempt to continue the process from where they left off.
If the Resend is not successful, the status of the transaction will remain as "Failure". If this is the case, check the error message to see if it is the same or a new error, and reattempt to correct it following the same or a similar procedure.
If you proceed through the resend process multiple times without resolution, submit a Help Desk ticket.
Updated 10/03/2016