Requirements for Establishing a Work Center for MEPRS/EAS Is this a Work Center? PERSONNEL WORKLOAD Expenses Establishing a work center requires knowledge of your activity’s operation (mission and function), levels of inpatient and outpatient workload, financial status, and coordination of various departments – Accounting/Budget, Manpower, CHCS Administrator, MEPRS/EAS, DQ Team, and Comptroller. Requirements for Establishing a Work Center for MEPRS/EAS

Executing with Precision Timely, Complete, & Accurate Submission of EAS IV Data System Access Source Data EAS IV Input EAS IV Repository/MEWACS Continuing with the theme of Executing with Precision, we will discuss the requirements for establishing a work center in a medical or dental treatment facility.

Rules for Work Center Establishment The DoD 6010.13M (MEPRS Manual) outlines the general requirements for the establishment of a work center All MTFs and DTFs must establish work centers in accordance with these requirements and with BUMED service level guidance Before proceeding, review the DoD MEPRS Manual requirements for a work center and review the BUMED guidance.

Work Center vs. Cost Center A work center is: A discrete functional or organizational subdivision of an MTF for which provision is made to collect and measure expenses and determine workload performance A cost center is: A discrete functional or organizational subdivision of an MTF that provides services, such as utilities, but does not generate workload The difference between the work center and the cost center is workload. CHCS/AHLTA is the workload collection system and Coding is the mechanism by which the workload is collected for clinical work centers. Work centers in MEPRS are not established merely to collect workload, but to reflect the discrete function of a separate organizational unit that produces work. For example, a MTF may have an Internal Medicine Clinic (BAA*) which produces approximately 20 dermatology visits per month. The dermatology work is visible via the CPT coding, so it is neither necessary nor desirable to establish a BAP* Dermatology work center in this case.

DoD Work Center Requirements Normally operate 16 hours or more per month Has identifiable expenses Has allocated physical space Has allocated or assigned manpower. Has a valid work output Uses a valid workload measure Services provided or expenses incurred are unique when compared to other established work centers Is compatible with the MTF organizational structure Facilitates the management decision-making process These are the general requirements for establishing a work center from the MEPRS Manual.

BUMED Work Center Additions BUMED M-84 has also established the following requirements: For Inpatient, there should be more than 10 admissions per month For Outpatient, there should be more than 30 visits per month. Note: for all work centers and costs centers, unique expenses must be incurred. A work center must have a separate Operating Target (OPTAR) established. BUMED has established Inpatient admission requirements and Outpatient Visit thresholds. In terms of Ancillaries, there are no thresholds. Workload should be reviewed and how the work center is actually set up to guide your decision.

What’s the EAS Requirement Quality Data in EAS requires correct alignment of: Manpower data Workload data Cost data Source system file and table alignment is the key DMHRSi for Manpower CHCS for Workload STARS/FL and FASTDATA for Cost Data DMLSS for square footage In order to have quality data for MEPRS reporting, you must align workload, manpower, and cost data.

Setting up the Work Center Determine the valid FCC/MEPRS Establish Accounting data in FASTDATA Align the source system tables DMHRSi – must have a valid project & task for labor reporting EAS – update the ASD table and determine includes/excludes CHCS – add to Site Definable Table, Clinic Location Table, and Provider File DMLSS – enter square footage If all the requirements are met to establish a work center at your MTF or DTF, begin the process by : Determine the MEPRS JON Orgs & Task CHCS Square Footage Includes and Excludes as required. Important points: Know your command operation Work with your Data Quality Team

What if the Requirements for a Work Center Are Not Met? Your Work Center has less than 10 admissions per month, or Less than 30 visits per month then Report the workload within the specialty MEPRS code For example, if Inpatient Otorhinolaryngology (MEPRS code ABG*) has an average of three admissions per month, the workload is to be collected within the inpatient General Surgery (MEPRS code ABAA) work center. In another example, if outpatient Otorhinolaryngology (MEPRS code BBF*) has an average of fifteen visits per month, that workload should be collected in the General Surgery (MEPRS code BBA*) work center. If there is any question establishing of a work center, the activity should contact their Regional Manager for assistance and final approval. How do you respond to Dr. Smith when he comes to you about workload. - M2 - Appointment Types Work with the DQAT Team to get buy in and provide education to the involved parties to avoid push back. Be proactive, anticipate and address.

Coordination is the Key Accounting & Finance Data Quality Team Coordinate the establishment of the work center with your command’s DQAT. CHCS DBA MEPRS/EAS Clinical Champion Manpower/HR

Success Depends on all the Pieces Coming Together Success depends on all the pieces coming together and aligning correctly.

Timely, Complete, & Accurate Submission of EAS IV Data Achieving the Goal Timely, Complete, & Accurate Submission of EAS IV Data

Questions on Work Center Establishment Contact your Regional MEPRS Representative for guidance and direction. NME: Ms. Crystal Jefferson Crystal.Jefferson@med.navy.mil (757) 953-9570 DSN 377-9570 NMW: Mr. Nick Coppola Nicholas.Coppola@med.navy.mil (619)767-6661 DSN 577-6661 NCA: Ms. Patricia Huston Patricia.Huston@med.navy.mil (301) 319-8955

Points of Contact Government POC Colleen Rees, Colleen.Rees@med.navy.mil 202-762-3538 CAI Team Nicole Meyers, NMeyers@changearchitect.net 877-897-0691 ext. 601 Randy Van Nostrand, RandyVanNostrand@changearchitect.net 877-897-0691 ext. 602 Kate Burchess, KBurchess@changearchitect.net 877-897-0691 ext 104 Bonnie Rehbein, BRehbein@changearchitect.net 877-897-0691 ext. 603 FOR OFFICIAL USE ONLY

Questions FOR OFFICIAL USE ONLY