Presentation on theme: "Patient Administration Systems and Biostatistics Activity"— Presentation transcript:
1Patient Administration Systems and Biostatistics Activity Deployed Medical Records Processing Center (DMRPC)Status UpdateMAJ John M. MillerActing DirectorAs of 1May 08
2Pop Quiz Why am I here? Quick TDY (TAD) to Orlando Information sharing I needed to get out of the officeAn O-6 told me I had toAll of the above
3PASBA DMRPC Background Current Status Current Workload The Way Ahead BRIEFING OUTLINEPURPOSE: To provide information on the Deployed Medical Records Processing CenterPASBADMRPC BackgroundCurrent StatusCurrent WorkloadThe Way AheadQuestions
4MissionTo 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.
5VisionProvide relevant and timely patient information to the DoD, Army and AMEDD leadership by anticipating and proactively addressing data requirements.
6DMRPCThe Deployed Medical Records Processing Center supports deployed MTFs by processing inpatient medical treatment records.Diagnosis and procedure codingData entry into the AMEDD central repositoryRecord ScanningRecord retirement to the National Personnel Record Center in St Louis.
7DMRPC Background Began processing records Spring ’04 in PASBA basement Opened DMRPC in Apr 05MOA with the Navy (22 Aug 05) and Air Force (19 Aug 05)Steadily increasing volume of recordsNov 06 – MEDCOM CoS and TSG redirect priority of processingFeb 07 – Soldiers Awaiting Training (68Gs 5 week rotation)assisted in getting records completed.
8DMRPC Current StatusUse 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 efficiencyStarted retiring completed and scanned records to NPRC (St. Louis) in Jun 06 for first time since operations beganHuge 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 managementBetter work effortWorking smarterEmployee buy in – less absenteeism
9DMRPC Current Actions Lean Six Sigma New process implemented Medical Clerk processes record to completion by assembling, abstracting, and entering dataCoders use the Web Interface for coding recordsIntense scrutinizing of business processes during the last year yielded increased efficiency:Closer managementBetter work effortWorking smarterEmployee buy in – less absenteeismThe US Army MEDCOM has a MOA with the Air Force and Navy to process their level III inpatient recordsCurrent contract will be leveraged to concurrently process outpatient documentation
10DMRPC MilestonesRetired 38,983 records to NPRC (St. Louis) – EOM April 08Processed all Active Duty and Detainee recordsPriority processing as they are receivedConcurrent processing with all othersOptimized and streamlined processExercise good HR and business process managementThe DPMRC was established to process deployed inpatient recordsBegan processing records Spring ’04 in PASBA basementOpened DMRPC in Apr 05 with 7 contractorsWe had as many as 33 contractors (incl. night shift) but problems aroseContract ended FY05 (57% manpower reduction)Training, supervisory, infrastructure issuesDMRPC had some growing pains: PASBA, JTTR learning the most efficient business practices; The Level III MTFs in the war had to learn the proper procedures (Deployed medical records guidance)Steadily increasing volume of recordsMar 06 – Initial funding request for 10 additional personnel was deniedJun 06 – Started retiring completed records to NPRC (ST. Louis)Aug 06 – ISR funds 4 medical clerks, PASBA funds 5Nov 06 – CoS and TSG redirect priority of processing active duty, detainees then all others.Feb 07 – Soldiers Awaiting Training (SATs) 68Gs 5 week rotation, assisted in copying, verifying and retirement of records.May 07 –SATs MOS immaterial allocated to support missionJul 07- Feb 08 – Lean Six SigmaAug 07- PASBA published Deployed Medical Records Guidance HandbookImplemented new medical record processSep 07 – Record assembling, abstracting, and data entering processing functions performed to completion by a medical clerkOct 07 – Coders code records using the Web Interface to Scanned Patient Records (WISPR) Contract ended FY05 (57% manpower reduction)Mar 08 – All Medical Clerks under 1 contract (15 Medical Clerks and 1 Lead)
12DMRPC Cumulative Workload “Air Force, Navy, and Army Monthly Snapshot” “Air Force Processing Started May 2007”27 MAR 08 – 24 APR 08Received19,468(+447)Completed12,576(+1834)Percent complete64.6%(+8.1%)In ProcessUSDetaineeOtherCurrent(<12months)3,614(-1206)Backlog(>12months)3,278(-181)Total6,892(-1387)“Navy Processing Started August 2007”27 MAR 08 – 24 APR 08Received5,261(+197)Completed5,064(+78)Percent complete96.3%(-2.2%)In ProcessUSDetaineeOtherCurrent(<12months)197(+119)Backlog(>12months)(0)Total“Army Processing Started July 2003”27 MAR 08 – 24 APR 08Received56,545(+366)Completed53,228(+797)Percent complete94.1%(+0.8%)In ProcessUSDetaineeOtherCurrent(<12months)937(-138)52166719Backlog(>12months)2,380(-293)Total3,317(-431)3,099
13The Way Ahead 68G’s (records assembly and retirement) Next 2-3 monthsContinue priority processing of all Active Duty and Detainee recordsPrepare to receive outpatient loose documentationCENTCOM FRAGORefine SOWProcure ScannersDevelop information sharing protocolsContinue processing all other patient category records > 12 monthsContinue retiring recordsRefine coding quality and productionSoldiers Awaiting Training (SAT) Utilization68G’s (records assembly and retirement)MOS immaterial (copying and scanning)
14The Way Ahead New contract 1 Mar 08 (1st option yr) Merged two contracts into oneProductivity floor requirement (2,700 per month)SOW updated included new processes (update)Projection year outRecords pending and incoming projected records (~15,000)Concurrent processing inpatient and outpatient recordsData use for War trending upCurrently used along with TMDS (incoming units)Data used for studiesExpect more requests in future