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Patient Administration Systems and Biostatistics Activity

Patient Administration Systems and Biostatistics Activity. Status Update MAJ John M. Miller Acting Director As of 1May 08. Deployed Medical Records Processing Center (DMRPC). Pop Quiz. Why am I here? Quick TDY (TAD) to Orlando Information sharing I needed to get out of the office

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Patient Administration Systems and Biostatistics Activity

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  1. Patient Administration Systems and Biostatistics Activity Status Update MAJ John M. Miller Acting Director As of 1May 08 Deployed Medical Records Processing Center (DMRPC)

  2. Pop Quiz Why am I here? • Quick TDY (TAD) to Orlando • Information sharing • I needed to get out of the office • An O-6 told me I had to • All of the above

  3. BRIEFING OUTLINE PURPOSE: To provide information on the Deployed Medical Records Processing Center • PASBA • DMRPC Background • Current Status • Current Workload • The Way Ahead • Questions

  4. Mission To provide timely and useful healthcare data to assist the Department of Defense, US Army, US Army Medical Command, and individual customers in providing the best healthcare for our beneficiaries. We accomplish this by providing expert; data analysis, data quality program management, coding and training program guidance, deployed medical records management, and software development of “just in time” applications in support of our customer’s initiatives. With a customer focused, competent staff that makes a conscience effort at being there for the customers and each other, making the customers’ day, and choosing the right attitude daily.

  5. Vision Provide relevant and timely patient information to the DoD, Army and AMEDD leadership by anticipating and proactively addressing data requirements.

  6. DMRPC • The Deployed Medical Records Processing Center supports deployed MTFs by processing inpatient medical treatment records. • Diagnosis and procedure coding • Data entry into the AMEDD central repository • Record Scanning • Record retirement to the National Personnel Record Center in St Louis.

  7. DMRPC Background • Began processing records Spring ’04 in PASBA basement • Opened DMRPC in Apr 05 • MOA with the Navy (22 Aug 05) and Air Force (19 Aug 05) • Steadily increasing volume of records • Nov 06 – MEDCOM CoS and TSG redirect priority of processing • Feb 07 – Soldiers Awaiting Training (68Gs 5 week rotation) assisted in getting records completed.

  8. DMRPC Current Status • Use of Web Interface to Scanned Patient Records (WISPR) in Aug 06 ended the need to transfer hard copy records to JTTR, and others; greater personnel efficiency • Started retiring completed and scanned records to NPRC (St. Louis) in Jun 06 for first time since operations began • Huge retirement surge in Mar 07 with assistance of Soldiers Awaiting Training (SAT) • Intense scrutinizing of business processes during the last year yielded increased efficiency: • Closer management • Better work effort • Working smarter • Employee buy in – less absenteeism

  9. DMRPC Current Actions • Lean Six Sigma • New process implemented • Medical Clerk processes record to completion by assembling, abstracting, and entering data • Coders use the Web Interface for coding records

  10. DMRPC Milestones • Retired 38,983 records to NPRC (St. Louis) – EOM April 08 • Processed all Active Duty and Detainee records • Priority processing as they are received • Concurrent processing with all others • Optimized and streamlined process • Exercise good HR and business process management

  11. DMRPC Cumulative Workload“Monthly Snapshot” Thousands

  12. DMRPC Cumulative Workload“Air Force, Navy, and Army Monthly Snapshot” “Air Force Processing Started May 2007” “Navy Processing Started August 2007” “Army Processing Started July 2003”

  13. The Way Ahead • Next 2-3 months • Continue priority processing of all Active Duty and Detainee records • Prepare to receive outpatient loose documentation • CENTCOM FRAGO • Refine SOW • Procure Scanners • Develop information sharing protocols • Continue processing all other patient category records > 12 months • Continue retiring records • Refine coding quality and production • Soldiers Awaiting Training (SAT) Utilization • 68G’s (records assembly and retirement) • MOS immaterial (copying and scanning)

  14. The Way Ahead • New contract 1 Mar 08 (1st option yr) • Merged two contracts into one • Productivity floor requirement (2,700 per month) • SOW updated included new processes (update) • Projection year out • Records pending and incoming projected records (~15,000) • Concurrent processing inpatient and outpatient records • Data use for War trending up • Currently used along with TMDS (incoming units) • Data used for studies • Expect more requests in future

  15. Questions?

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