UNDERSTANDING MAN-HOUR REPORTING Presented by Gena Ybarra 28 July 2010

AGENDA How Should Man-Hours be Recorded? Man-Hour Scavenger Hunt Rules And the Winners Are!!

HOW SHOULD MY HOURS BE RECORDED??? (Civilian Employee) You know, I never have understood this MEPRS stuff. Coding my hours shouldn’t be so hard. Can you help me? I’m a civilian and I’m scheduled to work 40 hours a week 8am-5pm on ward 3N. Here is what I worked this week: --I took an hour for lunch all week --I go to the gym after work for two hours --I spent 2 hours completing my inprocessing --I had a meeting with my head nurse to discuss my duties that took an hour --The rest of the time was spent taking care of my patients

HOW SHOULD MY HOURS BE RECORDED??? (Civilian Employee) 1.For your lunch hour, the M, appendix 3, rule #22, states “On meal or other breaks; assigned military, assigned civilian, or foreign national direct hire; non-reportable”. You don’t record that time. 2.As a civilian employee you are not authorized to report physical fitness (GFA*); you would not record the time you spent (after duty hours) going to the gym. (Rule #13 of the Appendix 3) 3.Inprocessing would be charged to FCG* (Rule #20 of the appendix 3) 40 hours scheduled worked - 2 hours to FCG* =38 hours to work center task

HOW SHOULD MY HOURS BE CODED??? (Contract Employee) I’m a contract physician. This is my first time working for the military. How do I complete my DMHRSi? I’m scheduled to work 40 hours a week from 7am – 4pm. I work in the Night Clinic. Here is what I worked this week: --I took an hour lunch every day --I had to run back to my company office on Wednesday to finish filling out paperwork and that took 1 hour --I took 3 hours off on Thursday to go to the dentist

HOW SHOULD MY HOURS BE RECORDED (Contract Employee) 1.For your lunch hour, the M, appendix 3, rule #22, states “On meal or other breaks; assigned military, assigned civilian, or foreign national direct hire; non-reportable”. You don’t record that time. 2.Contractors are only paid for time they are actually working in the facility. You would not code the hours spent at the company office doing paperwork. (Appendix 3, rule #18; Only assigned military, civilian and foreign national direct hires can code to non-available time) 3.Time spent going to the dentist would not be coded. (Appendix 3, rule #18; Only assigned military, civilian and foreign national direct hires can code to non- available time) 40 hours worked - 4 hours (time not available to work) =36 hours to work center task

I’m a military soldier and I need help with my DMHRSi. How would I enter my time? I’m normally scheduled to work 40 hours a week in the clinic from 7am to 4pm. Here is what I did this week: --I took an hour off every day for lunch --I do PT Monday, Wednesday and Friday; I go to the gym after work --I had a late appointment on Tuesday and stayed 2 ½ hours --I spent 2 hours completing AHLTA HOW SHOULD MY HOURS BE RECORDED (Military Employee)

1.For your lunch hour, the M, appendix 3, rule #22, states “On meal or other breaks; assigned military, assigned civilian, or foreign national direct hire; non- reportable”. You don’t record that time. 2.You wouldn’t code your PT time performed after duty hours. (Rule #13 of the Appendix 3 states “Participating in organized or approved…”) 3.The 2 ½ hours you stayed to see patients would be coded to your work center task 4.The two hours spent completing AHLTA/CHCS is coded to your work center task. (See FY10 guidance; Business Rules for Clinical Administrative Man-Hour Reporting, Section 3, (f) for clarification) 40 hours worked +2 ½ hours worked =42 ½ hours to work center task HOW SHOULD MY HOURS BE RECORDED (Military Employee)

NOW LETS SEE WHO IS THE BEST OF THE BEST AT FINDING ANSWERS TO MAN-HOUR CODING QUESTIONS Let’s play Man-Hour Scavenger Hunt GOOD LUCK!

RULES The game will be played in teams of two. Questions will be put on your desk face down. When the go ahead is given, you will turn over your paper and begin; time will start. For each question you must give the answer to the question and one place that the answer can be found using the documents in the guidance folder on your computer. You must list the answer, the document that you found the answer in (FY guidance, appendix 3, GME/GDE business rules, etc.), and the page number, section, paragraph, etc where you found it. Judges have to be able to find the answer based on the information you provide in order for it to count. Answers that the judges cannot find based on the information you supply for the location will not count. The answers will be verified. The team with the most correct answers in the shortest time will be declared the winners. The decision of the judges (AMPO Staff) will be final. Winning team receives a “One of a Kind” prize.