Minnesota Department of Health
Case Mix Review Program
Portal User’s Manual
Definition of Portal:
A portal is a large and imposing gate or doorway.
A portal is a Website that serves as a gateway or a main entry point (‘cyber door) on
the internet to a specific field-of-interest or an industry.
October 2015
This page is intended to be blank
CMR Portal User’s Manual – Page 2
Table of Contents
Background ..................................................................................................................................... 4
CMR Portal and Manual Links ....................................................................................................... 4
Types of CMR Portal Accounts ...................................................................................................... 4
Detailed Instructions for Creating a CMR Portal Account ............................................................. 5
Accessing CMR Reports, Checklists and Notices ........................................................................ 11
Changing a Password .................................................................................................................... 14
CMR Director – Approving a New User ...................................................................................... 16
CMR Director - Activating an inactive account ........................................................................... 20
CMR Director - Updating an expired password ........................................................................... 22
CMR Director - Unlocking an approved user............................................................................... 25
CMR Director – Inactivating a User ............................................................................................. 28
CMR Portal Management Requirements and Tips ....................................................................... 30
CMR Portal User’s Manual – Page 3
Background
In January 2015, the Center for Medicare and Medicaid Services (CMS) shut down the MDS
State Reports link on the CMS MDS System website also referred to as CMS ASAP System.
This website had been used by the Case Mix Review (CMR) Program to post online reports and
notices. The Minnesota Department of Health (MDH) developed a secure portal for facilities to
access their CMR online notices and reports. The CMR Portal is used to access CMR notices and
reports.
Facilities can access their Case Mix Review notices and reports through the secure, web based
CMR Portal. See the MDH Case Mix Classification Manual for Nursing Facilities for more
information on the contents of the notices and reports.
CMR Portal and Manual Links
Information on the CMR Portal:
http://www.health.state.mn.us/divs/fpc/profinfo/cms/cmrportal.html
CMR Portal User’s Manual:
http://www.health.state.mn.us/divs/fpc/profinfo/cms/portalmanual.pdf
The web-based CMR Portal Log In https://pqc.health.state.mn.us/cmrportal/home
Types of CMR Portal Accounts
There are two types of accounts in the Case Mix Review Portal: CMR Portal User and CMR
Director. The rights and responsibilities of those accounts are outlined below.
CMR Portal User: has the ability to access CMR Reports and Notices for their facility.
CMR Director: has the same access to CMR reports and notices for their facility as other users
from their facility. In addition, the CMR Director has the responsibility to approve additional
facility users, reset expired passwords, activate users whose account has become inactive, and
inactivate users who should no longer have access to the CMR Portal. CMR Directors DO NOT
create accounts for other users.
Who should be the CMR Director and CMR Portal Users? Facility staff who distribute case
mix classification notices to residents and resident’s representative and billing staff are
encouraged to be CMR Directors and CMR Portal Users.
CMR Portal User’s Manual – Page 4
Detailed Instructions for Creating a CMR Portal Account
Each user is to create their own account.
CMR Directors DO NOT create accounts for other users.
To Create an Account:
1. Access the CMR Portal Welcome page at:
https://pqc.health.state.mn.us/cmrportal/web/cmrportal/login and
click on “Create Account.”
2. Enter your first and last names; create and enter a screen name; enter your work email
address and your work phone number (with or without dashes.) Click on the “Select” icon
under “Organizations.”
CMR Portal User’s Manual – Page 5
NOTE: Creating a CMR Portal account does not update the email notification from CMR
that notices are available to print. Refer to the MDH Case Mix Classification Manual for
Nursing Facilities, “Email notification that notices have been posted to the CMR Portal” for
information on updating email addresses for your facility.
3. If the message “The email address you
requested is already taken.” appears on your
screen, call the Case Mix Review Program at
651-201-4301.
DO NOT continue with this process.
4. Type one word from your facility name next to the “Search” button and click on “Search.”
Click on the “Choose” button next to your facility’s name. If an individual wants to be a
user at multiple organizations, they must start by choosing only one facility. To add
additional facilities, send an email to CMR Program staff at: [email protected]
CMR Portal User’s Manual – Page 6
5. You will be re-directed back to the window where you entered your name. If the facility
name is correct, you can edit any personal information that is not correct and click on
“Save.”
6. If you chose a screen name that already exists
in the CMR Portal system you will get the
message to the right and you need to choose a
different screen name.
7. If you see the message “…maximum number of users has been reached.” your facility has
reached the maximum number of users and you will not be able to create an account. The
person designated as the facility CMR Director will need to inactivate a current user or send
an email to [email protected] requesting approval for additional users for your
facility.
CMR Portal User’s Manual – Page 7
8. The system will now assign you a random password and redirect you to sign in using the
random password. The system will also email this password to you at the business email
address you provided. Copy and paste the password into the password box and click on
“Sign In.”
9. Read the Terms of Use and click on “I Agree.” If you do not agree, you cannot use the MDH
CMR Portal and your facility will need to assign a different user in your place.
CMR Portal User’s Manual – Page 8
10. Type your new password two times and click on “Save.”
Passwords must follow the guidelines listed on the screen.
11. Choose your password reminder question and type
the answer. You will be asked to answer this
question if you forget your password. Click on
“Save.”
CMR Portal User’s Manual – Page 9
12. Click on the drop down box next to your screen name in the upper right hand corner and
click on “Sign Out.”
CMR Directors will be notified via email by CMR Program staff when
your account has been approved.
CMR Portal Users accounts will be approved by your facility CMR
Director. They will need to approve your account before you can access
documents.
CMR Portal User’s Manual – Page 10
Accessing CMR Reports, Checklists and Notices
Creating a CMR Portal account does not update the email notification from CMR that notices are
available to print. Refer to the MDH Case Mix Classification Manual for Nursing Facilities,
“Email notification that notices have been posted to the CMR Portal” for information on
updating email addresses for your facility.
If email notification is received and no notices in CMR Portal, call CMR staff at 651-201-4301.
If no email notification, there will be no notices in the CMR Portal.
1. Go to the CMR Portal sign in screen at
https://pqc.health.state.mn.us/cmrportal/web/cmrportal/login
and sign in using your Screen Name and Password.
2. In the “Search” box type one word from your facility name and click on “Search.”
CMR Portal User’s Manual – Page 11
3. Click on the folder or facility name to access
documents.
4. Click on the red folder or the file name with the date of the report you want to view.
5. Click on the word “Download.” Print or save the reports per facility policy.
CMR Portal User’s Manual – Page 12
6. Click twice on the back space arrow, located in the upper left hand corner of the screen, to
return to the list of documents.
7. Repeat steps 4-6 for each report you want to print or save. There may be multiple reports,
checklists and notice files posted each day.
8. Sign out of the CMR Portal by clicking on the drop-down box next to your screen name in
the upper right hand corner and click on “Sign Out.”
CMR Portal User’s Manual – Page 13
Changing a Password
1. Access the CMR Portal sign in screen at
https://pqc.health.state.mn.us/cmrportal/web/cmr-portal/login
and sign in using your Screen Name and Password.
2. Access your account by clicking on the drop-down box next to your screen name in the upper
right hand corner and click on “My Account.”
3. Click on “Password.”
CMR Portal User’s Manual – Page 14
4. Type your “Current Password.” Type your “New Password” and re-type your new password
under “Enter Again.” Passwords must follow the guidelines listed on the screen.
5. Frist, click on “Save.” Second, click on “Cancel.”
6. Sign out of the CMR Portal by clicking on the drop-down box next to your screen name in
the upper right hand corner and click on “Sign Out.”
CMR Portal User’s Manual – Page 15
CMR Director – Approving a New User
CMR Directors DO NOT create accounts for other users
A new user should follow the “Detailed Instructions for Creating a CMR Portal Account” to
create their own account. The facility CMR Director will receive an email when a new CMR
Portal account is created. The CMR Director must approve a new user’s account before they can
access documents.
1. Go to the CMR Portal sign in screen at
https://pqc.health.state.mn.us/cmrportal/web/cmrportal/login
and sign in using your Screen Name and Password.
2. Click on the “Admin” drop-down box
in the upper right hand corner of the
screen. Click on “Control Panel” in the
menu drop down.
3. Under the “Users” heading, click on
“Users and Organizations.”
CMR Portal User’s Manual – Page 16
4. Click on your facility name. Do not click on the check box.
5. Click on the SCREEN NAME (OR FIRST NAME OR LAST NAME) of the user you
want to approve. Do not click on the check box.
6. Click on “Roles.”
CMR Portal User’s Manual – Page 17
7. Under “Organization Roles,” click on “Select.”
8. Click on “Choose” across from “Approved User.”
9. Click on “Save.”
CMR Portal User’s Manual – Page 18
10. Sign out of the CMR Portal by clicking on the drop-down box next to your screen name in
the upper right hand corner and click on “Sign Out.”
11. Inform the user they are approved to access documents posted on the CMR Portal.
CMR Portal User’s Manual – Page 19
CMR Director - Activating an inactive account
1. Access the CMR Portal sign in screen at
https://pqc.health.state.mn.us/cmrportal/web/cmr-portal/login
and sign in using your Screen Name and Password.
2. Click on the “Admin” drop-down box
in the upper right hand corner of the
screen. Click on “Control Panel.” In the
menu drop down.
3. Under the “Users” heading, click on “Users and
Organizations.”
4. Click on your facility name. Do not click on the check box.
CMR Portal User’s Manual – Page 20
5. Click on the drop-down box after “Active.”
6. Click on “Inactive.”
7. Click on the drop-down box before “Actions” of the user you want to activate.
8. Click on “Activate.”
NOTE: The facility CMR Director needs to notify the user their account has been activated.
The user must log into their CMR Portal account the same day. The system will inactivate
the account overnight if the user does not log in. If this occurs, the facility CMR Director
will need to activate the account again.
9. Sign out of the CMR Portal by clicking on the drop-down box next to your screen name in the
upper right hand corner and click on “Sign Out.”
CMR Portal User’s Manual – Page 21
CMR Director - Updating an expired password
1. Access the CMR Portal sign in screen at
https://pqc.health.state.mn.us/cmrportal/web/cmr-portal/login
and sign in using your Screen Name and Password.
2. Click on the “Admin” drop-down box in the
upper right hand corner of the screen. Click
on “Control Panel” in the menu drop down.
3. Under the “Users” heading, click on “Users and
Organizations.”
4. Click on your facility name. Do not click on the check box.
CMR Portal User’s Manual – Page 22
5. Click on the SCREEN NAME (OR FIRST NAME OR LAST NAME) of the user whose
password you want to change. Do not click on the check box.
6. Click on “Password.”
CMR Portal User’s Manual – Page 23
7. Type a temporary “New Password” and re-type the new password under “Enter Again.”
Passwords must follow the guidelines listed on the screen. Click on the box before
“Password Reset Required.”
8. First, click on “Save.” Second, click on “Cancel.”
9. Sign out of the CMR Portal by clicking on the drop-down box next to your screen name in
the upper right hand corner and click on “Sign Out.”
CMR Portal User’s Manual – Page 24
CMR Director - Unlocking an approved user
1. Access the CMR Portal sign in screen at
https://pqc.health.state.mn.us/cmrportal/web/cmr-portal/login
and sign in using your Screen Name and Password.
2. Click on the “Admin” drop-down box
in the upper right hand corner of the
screen. Click on “Control Panel” in
the drop down menu.
3. Under the “Users” heading, click on “Users
and Organizations.”
4. Click on your facility name.
Do not click on the check box.
CMR Portal User’s Manual – Page 25
5. Click on the SCREEN NAME (OR FIRST NAME OR LAST NAME) of the user whose
account you want to unlock. Do not click on the check box.
6. Click on “Unlock.”
7. Click on “Cancel.”
CMR Portal User’s Manual – Page 26
8. Sign out of the CMR Portal by clicking on the drop-down box next to your screen name in
the upper right hand corner and click on “Sign Out.”
CMR Portal User’s Manual – Page 27
CMR Director – Inactivating a User
The CMR Director is the only individual in a facility who can inactivate a user. A user must
be inactivated when they end employment or when the CMR Director determines they will
no longer function as a user. The CMR Director is responsible to immediately inactivate a
user to prevent unauthorized access to the CMR Portal and to allow for additional new users.
1. Go to the CMR Portal sign in screen at
https://pqc.health.state.mn.us/cmrportal/web/cmr-portal/login and
sign in using your Screen Name and Password.
2. Click on the “Admin” drop-down box in the
upper right hand corner of the screen. Click on
“Control Panel” in the menu drop down.
3.
Under the “Users” heading, click on “Users and
Organizations.”
4. Click on your facility name. Do not click on the check box.
CMR Portal User’s Manual – Page 28
5. Click on the drop-down box before “Actions” of the user you want to inactivate.
6. Click on “Deactivate.”
7. Click on “OK."
8. Click on the drop-down box next to your screen name in the upper right hand corner and
click on “Sign Out.”
CMR Portal User’s Manual – Page 29
CMR Portal Management Requirements and Tips
1. It is recommended that each facility have three CMR Portal users including the CMR Director.
The CMR Director may contact CMR staff to request additional users. This request needs to be
sent via email to [email protected]
2. The CMR Portal includes residents’ private information, DO NOT SHARE screen names and
passwords. Each user must create their own account using the “Detailed Instructions for
Creating a CMR Portal Account.” The facility CMR Director will approve the user using the
“CMR Director-Approving a New User” procedure.
3. Creating a CMR Portal account does not update the email addresses that receive notification
when checklists and notices are available.
4. The CMR Portal includes residents’ private information. The CMR Director is responsible to
immediately inactivate a user who is no longer employed to prevent unauthorized access to
the CMR Portal. If the CMR Director is no longer employed, the administrator or DON must
send an email to [email protected] to immediately inactivate the CMR Director.
5. To change the CMR Director, the administrator or DON needs to send an email to
[email protected] requesting the change. CMR staff will contact the administrator
or DON to verify the change.
6. To be a CMR Portal user at more than one facility, send an email to [email protected] to make this request.
7. A corporate employee can be an approved CMR Portal user. The corporate employee will count
as one of the three users allotted for the facility.
8. There are seven (7) files available for nursing facilities to download and print on the CMR
Portal. Each file name includes a short descriptor of what is contained in the file and the
report date of the file.
MDS3CmrValidation01012015.pdf
MDS3Cmr AssessmentChecklist01012015.pdf
MDS3CmrAssessmentNotice01012015.pdf
MDS3CmrAudit Checklist01012015.pdf
MDS3CmrAuditClassificationNotice01012015.pdf
MDS3ReconClassificationChecklist01012015.pdf
MDS3ReconClassificationNotice01012015.pdf
CMR Portal User’s Manual – Page 30