1. Corporate Documents in M2 Ms. Dawn Sexton Kennell and Associates dsexton@kennellinc.com

2. Objectives Objectives: After completing this session the attendee can: 1. Describe the process of retrieving a corporate report. 2. If an M2 user, retrieve and modify a corporate report. 3. List TMA corporate reports. 4. Use TMA Corporate Report documentation. FOR OFFICIAL USE ONLY 2

3. Corporate Reports in M2 Envisioned as a method for dissemination of reports. Purposely not tied to IT development or other approval processes. Intended for rapid turnaround if needed. Reports are developed by authorized functional users. TMA, TROs, and Service HQ were given the authority to identify report writers. TMA has published many reports Resource Management and Chief Medical Officer FOR OFFICIAL USE ONLY 3

4. Corporate Reports in M2 There has always been a set of corporate reports in M2 With the implementation of DeskI, many of the reports have been better organized To include multiple pre-built tables for easier analysis of the data And many new reports have been added, especially in the clinical area. FOR OFFICIAL USE ONLY 4 If you’ve used corporate reports before, they have changed!

5. Corporate Reports Handbook Most of the TMA Corporate Reports have been documented in a handbook. The handbook includes: List of all reports Purpose Tips on how to use List of data elements List of data filters FOR OFFICIAL USE ONLY 5

6. Corporate Reports Handbook For a copy: Download from M2 Or email Dawn at dsexton@kennellinc.com FOR OFFICIAL USE ONLY 6 6 Corporate Reports Handbook in TMA/HA folder M2 tutorial is 1st section of Handbook

7. Retrieving Corporate Reports FOR OFFICIAL USE ONLY 7

8. Corporate Reports in M2 To use the corporate reports, you must first log on to M2 DeskI. Once in DeskI, hit file/import from repository. FOR OFFICIAL USE ONLY 8

9. Corporate Reports in M2 Navigate to the directory that you’d like to retrieve a report from. FOR OFFICIAL USE ONLY 9 Ensure Folders is clicked or you won’t see the reports listed!

10. FOR OFFICIAL USE ONLY 10 Select the report you want and click Retrieve Instance! to get the latest refresh of the report If ‘Retrieve Instance’ is greyed out, that means there aren’t multiple instances

11. Corporate Documents Once you click retrieve, M2 will think for a bit while it retrieves the report you selected.  Some reports already contain data Last update date is displayed Just hit refresh if you’d like more current data and it’s available in the database.  Other reports contain user prompts The user is asked a question, such as “which MTF”, or “what year”. The handbook indicates whether each report is prompted. FOR OFFICIAL USE ONLY 11

12. Using M2 Corporate Documents Use the M2 Data Dictionary to understand code-sets associated with pre-built reports Select the tab that corresponds to the data source for the report Can be obtained from report handbook For most elements, the M2 DD will list the values: Most can be obtained directly from M2 DD Others are available as appendices to the DD Some are available in M2 reference tables Others may only be available via Internet Search or other source. To download the M2 DD go to: http://www.tricare.mil/ocfo/BEA/functional_specs.cfm http://www.tricare.mil/ocfo/BEA/functional_specs.cfm FOR OFFICIAL USE ONLY 12

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14. Available Reports FOR OFFICIAL USE ONLY 14

15. Case Management/ Medical Management Reports FOR OFFICIAL USE ONLY 15 Case Manager MEPRS Full Time Equivalent Staffing Report Case Management CAPER Summary Number of Patients in Case Management Case Management Patient Health Care Summary Medical Management Patient Health Care Summary Medical Management Heavy ER Users Report Medical Management Preventable Admission Report Medical Management Percentage of Total Admissions that are Preventable Report Medical Management Preventable Admission List Report Medical Management Enrollees with Diabetes and HbA1c Tests Report Medical Management Inpatient Utilization Rates Report Medical Management Outpatient Utilization Rates Report Medical Management Prescriptions for Enrollees Report Medical Management Length of Stay Review Report Medical Management Referral Heavy Providers Report

16. Case Management Reports Case Management FTEs (How many Case Managers are there?) Case Management Patient List (How many patients are in CM?) Case Management CAPERs Health Care Summary (What care are the case managed patients receiving?) Includes Inpatient and Outpatient, Direct and Purchased Care, ER and SDS. FOR OFFICIAL USE ONLY 16

17. Case Management Reports All case management reports assume that the MTF is following coding guidance in Appendix E of the UBU Coding Guidelines for case management. MEPRS codes must be FAZ2, ELAN or ELA2 Diagnosis Codes must indicate start/continuation or stop of CM services (V4989*) Procedure code must indicate the CM acuity of the patient (G Codes) The data in these reports serves as the basis for a report to Congress on MHS CM. FOR OFFICIAL USE ONLY 17

18. Case Management Patient List Let’s walk-through using a corporate document with a prompted filter. We’ll review this report: Number of Patients in Case Management tma.rm.cm.patientlist.rep Lists patients in Case Management at an MTF you specify when you run the report, for the specified time period Patient-level report Shows patient’s acuity level (1-5) with start and end dates 18

19. Case Management/ Medical Management Reports You assist the clinical chief at your MTF. She is concerned about staffing for case management and whether it is adequate. Using the data from January 2012, she wants to know:  How many patients were in case management?  How many case managers were managing them?  What is the staffing-to-patient ratio for case management?  Does this seem appropriate for the case load and acuity levels? FOR OFFICIAL USE ONLY 19

20. From the Corporate Documents Handbook 2.3.3 Report 3: Number of Patients in Case Management 1.Report Name: tma.rm.cm.patientlist.rep 2.Report Description: Creates a list of patients that are in case management for a desired period at a desired case management location. 3.Data Source: M2 / Health Care Services /Case Management 4.Data Elements in Report: Case Management DMIS ID Case Management DMIS ID Military Service Case Management DMIS ID Name Case Manager ID 1 Case Manager ID 2 Case Manager ID 3 Person ID Acuity Level Begin Date Acuity Level End Date # of Records FOR OFFICIAL USE ONLY 20

21. From the Corporate Documents Handbook 5.Filters: Acuity Level Begin Date is less than or equal to the latest date in the period for which you want data Acuity Level End Date is greater than or equal to the earliest date in the period for which you want data Case Management DMIS ID is a prompted filter 6.Notes/Comments: Ease of Update: Easy Users should input the dates for which they want a list of patients. For example, if the user wants a list of patients in case management in April 2009, then the user would enter 4/1/2009 in the first date prompt and 4/30/2009 in the second date prompt. FOR OFFICIAL USE ONLY 21

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25. FOR OFFICIAL USE ONLY 25 Prompts you for info

26. FOR OFFICIAL USE ONLY 26 5/26/20114/30/2012 8/15/20117/30/2012 12/6/20102/29/2011 1/5/20122/28/2012 10/13/20116/30/2012 11/28/20112/28/2012 10/15/20111/31/2012 12/17/20115/31/2012 Populated report based on how the user answers the prompt

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29. 29 You can Slice and Dice any report!

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31. Case Management/ Medical Management Reports Heavy ER Users report tma.ocmo.medmgmt.heavy_er.rep Contains person-level ER utilization Prompts for MTF Service Area  = 40-mile radius around any MTF Direct Care & Purchased Care FOR OFFICIAL USE ONLY 31 ER - Session# AN-W-3-C on Wed Allison Russo

32. Case Management/ Medical Management Reports Heavy ER Users report Excessive use of ER  For an MTF population – likely means access problem  For certain individuals – may need Case Management or may be unenrolled TMA counts a higher # ER visits for Purchased Care Consultation E&M Codes are counted as an additional ER visit FOR OFFICIAL USE ONLY 32

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35. FOR OFFICIAL USE ONLY 35 Person ID Heavy ER Users report Top 2 ER users at this Navy MTF

36. Case Management/ Medical Management Reports Medical Management Patient Health Care Summary tma.ocmo.medmgmt.healthcare.summary.rep Contains patient-level healthcare utilization information Combines data from many sources: Purchased Care Institutional Purchased Care Non-Institutional Direct Care Inpatient Direct Care Ambulatory Pharmacy Prompts for Person ID FOR OFFICIAL USE ONLY 36

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38. FOR OFFICIAL USE ONLY 38 Some data sources might not return data for the Person ID you entered -- that’s OK.

39. FOR OFFICIAL USE ONLY 39 Electronic Event Record Report Individual tabs detailing history by source

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41. FOR OFFICIAL USE ONLY 41 Person ID

42. Data Quality Reports Inpatient Reporting Compliance Ambulatory Reporting Compliance, WWR Benchmark Ambulatory Reporting Compliance, Appointment Benchmark Ambulatory Reporting Compliance, Action Report Ungroupable MS-DRGs Unspecified Provider Specialty Invalid Provider ID Direct Care Pharmacy Costs Percent AHLTA CAPER Workload (B Codes) with No Staff Improperly Coded Case Management Acuity Level Records - Child Level Improperly Coded Case Management Acuity Level Records - Parent Level MTF Laboratory Records - Child Level MTF Laboratory Records - Parent Level MTF Radiology Records - Child Level MTF Radiology Records - Parent Level FOR OFFICIAL USE ONLY 42

43. Data Quality Reports Data Completeness (is all my workload reported?) Inpatient and Ambulatory Improper reporting (is my workload reported correctly?) Ungroupable MS-DRGs, Unspecified Provider Specialty Codes, Improperly Coded Case Management Acuity Levels Lab and Rad records (is my ancillary workload consistently reported?) Child and Parent Level % of Encounters Captured in AHLTA CAPER Workload with No Staff FOR OFFICIAL USE ONLY 43

44. CAPER Completeness Action Report Provides record level report of missing CAPERs Includes MTF and Appointment Identifier so that MTF may retrieve information about missing records and fix the problem! Also includes estimate of lost RVUs due to lack of CAPER Prompted filter report: – Data not already run; user is prompted to enter MTF DMISID; then report runs FOR OFFICIAL USE ONLY 44

45. CAPER Completeness Action Report Let’s walk-through using a corporate document without a prompted filter. Ambulatory Reporting Compliance, Action Report Shows missing coded CAPERs = charity care! No PPS $ credit By program (ACV Group), Year, Month and Bencat Contains things like record ID, service date, MEPRS code, provider ID = actionable FOR OFFICIAL USE ONLY 45

46. From the Corporate Documents Handbook 2.2.5 Report 5: Ambulatory Reporting Compliance, Action Report 1.Report Name: tma.rm.dq.dcop.rep.comp.actionrep.rep (PROMPTED REPORT) 2.Report Description: This report can be used to identify particular records where the appointment has been reported as completed, but the CAPER has not been received. This report includes data elements such as the appointment ID number, the MEPRS code, the provider ID, and an estimate of what the RVUs would have been had the record been received (based on previous reporting at the MTF for that type of appointment). 3.Data Source: M2 / Health Care Services / Direct Care / Professional Encounters (CAPER) / Professional Encounters 4.Data Elements in Report: Fiscal year and fiscal month Treatment DMIS ID Compliance Status Provider ID Service Date MEPRS 3 Code Record ID FOR OFFICIAL USE ONLY 46

47. From the Corporate Documents Handbook PPS Potential Earnings Encounters Enhanced Work RVU (13) Enhanced Practice Expense RVU (13) Enhanced Total RVU (13) 5.Filters: MEPRS 1 Code equal to “B” or MEPRS 3 Code is equal to “FBN” Treatment DMIS ID=Prompted Filter Compliance Status=”I” Provider Specialty not between 910 and 999 FY greater than or equal to 2009 6.Notes/Comments Ease of Update: Easy This is the action report for the prior report, Effective FY10, the M2 'PPS Earnings' shown here reflect the PRIOR YEAR rate structure and are to be used only as an estimated dollar amount. Enhanced RVUs are now used for PPS and thus accurately represent workload as used for PPS. Due to this, PPS Earnings for Physical Therapy will be underestimated and ER will be overestimated. Should you desire reporting at a “higher level” than what is displayed, in the query panel open up each query panel and drag over additional data elements. Please note that adding additional elements not found in both files will affect the report display if brought in to the report. Upon making any changes, you can save the report to your local hard drive, but that will not replace the report in corporate documents. 47

48. 48  Sliced and Diced to remove the FM and other columns  Then sort to see highest RVU per MEPRS Code at top

50. Medical Management Reports Provider Radiology Profile Report For a given condition (e.g. low back pain), what % of tests ordered by a given provider are MRI CT Scan X-ray Ultrasound Enter desired FY and diagnosis Diagnosis should be entered as wildcard, e.g. 7242% (low back pain) FOR OFFICIAL USE ONLY 50

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53. 53 Add in Number of Services

54. Medical Management Reports Provider Radiology Profile Report Procedure Codes have been grouped (MRI, CT, US or X-ray) using the Clinical Classifications Software (CCS) for ICD-9-CM http://www.hcup-us.ahrq.gov/toolssoftware/ccs/ccs.jsp If codes show up ungrouped in the report, either group into “other”, or use CCS. Analyst Resources track Wed - AN-W-2-D - Resources such as reference information, data, or grouping software that can be helpful to analysts. FOR OFFICIAL USE ONLY 54

55. Financial Management Reports FOR OFFICIAL USE ONLY 55 MTF Service Area Population MTF Inpatient Workload Report MTF Ambulatory Workload – Child Level Report MTF Ambulatory Workload – Parent Level Report Enrollee Inpatient Profile – Child Level Enrollee Inpatient Profile – Parent Level Enrollee Ambulatory Profile – Child Level Enrollee Ambulatory Profile – Parent Level MTF Pharmacy Workload – Child Level Report MTF Pharmacy Workload – Parent Level Report Enrollee Pharmacy Profile – Child Level Enrollee Pharmacy Profile – Parent Level High Level Inpatient Summary High Level Ambulatory Summary Catchment Area Population PRISM Area Population Enrollment Report – Child Level Enrollment Report – Parent Level High Level Pharmacy Summary High Level Enrollment Summary Productivity – RVUs per FTE

56. MTF-Focused Reports Reports about production at an MTF (parent and child level): MTF Inpatient Workload: By MS-DRG, Bencat, ACV Group, MDC MTF Pharmacy Workload: by Therapeutic Class Code, Bencat, ACV Group, Age Group MTF Ambulatory Workload: By MEPRS Code, Bencat, ACV Group, MDC MTF Provider Productivity: By MEPRS Code FOR OFFICIAL USE ONLY 56 Financial Management Reports

57. High Level Enrollment Trends report tma.rm.finmgmt.high_level_enr_trends.rep Contains MHS-wide data with information about enrollment FY & FM Enrollment Site Military Service Ben Cat Common ACV and ACV Group Enrollee Count Pre-populated with data, auto-refreshes beginning of each month Manipulate to fit your needs:  The Raw Data tab can be manipulated using “Slice and Dice” to create many reports.  Some useful reports are already created in separate tabs, and are described in the Handbook.  The beginning user will find the pre-made reports easy to use, while the advanced user will enjoy the flexibility of creating their own reports from the Raw Data Tab. Use Slice and Dice tool to filter for your needs FOR OFFICIAL USE ONLY 57

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61. 61  Right-click any tab > Duplicate Report  Sliced and Diced new tab to show ACV Group instead of ACV

62. What now? How can I give M2 data to a non-M2 user? Copy and paste into Excel or another application PHI – take proper precautions and follow protocol For more information, contact me dsexton@kennellinc.comdsexton@kennellinc.com Chart function in Excel FOR OFFICIAL USE ONLY 62

63. FOR OFFICIAL USE ONLY 63 Financial Management Reports High Level Enrollment Trends report From M2, hit “edit / copy all” to put on clipboard

64. FOR OFFICIAL USE ONLY 64  Simply paste into spreadsheet software  WYSIWYG; keeps your changes

65. FOR OFFICIAL USE ONLY 65 Financial Management Reports High Level Enrollment Trends report Chart was created in Excel

66. Using M2 Reports can be manipulated in M2 using “slice and dice” tool Similar to a pivot table Reports can be modified by users This won’t change the corporate document But will give the user their own modified copy to use. Data can be exported: Many different formats This means you can use M2 data with other tools. FOR OFFICIAL USE ONLY 66

67. Using M2 There are two courses that TMA sponsors that focus on teaching how to use corporate reports. Data Quality Course Advanced Medical Management Course Navy sponsors two courses also: TRICARE Financial Management Education Program Foundations in Analytics The WISDOM course provides more “how to use M2” education, but is not focused on corporate reports. FOR OFFICIAL USE ONLY 67

68. Questions FOR OFFICIAL USE ONLY 68