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

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. PASBA DMRPC Background Current Status Current Workload The Way Ahead
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
Intense scrutinizing of business processes during the last year yielded increased efficiency:
Closer management
Better work effort
Working smarter
Employee buy in – less absenteeism
The US Army MEDCOM has a MOA with the Air Force and Navy to process their level III inpatient records
Current contract will be leveraged to concurrently process outpatient documentation

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
The DPMRC was established to process deployed inpatient records
Began processing records Spring ’04 in PASBA basement
Opened DMRPC in Apr 05 with 7 contractors
We had as many as 33 contractors (incl. night shift) but problems arose
Contract ended FY05 (57% manpower reduction)
Training, supervisory, infrastructure issues
DMRPC 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 records
Mar 06 – Initial funding request for 10 additional personnel was denied
Jun 06 – Started retiring completed records to NPRC (ST. Louis)
Aug 06 – ISR funds 4 medical clerks, PASBA funds 5
Nov 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 mission
Jul 07- Feb 08 – Lean Six Sigma
Aug 07- PASBA published Deployed Medical Records Guidance Handbook
Implemented new medical record process
Sep 07 – Record assembling, abstracting, and data entering processing functions performed to completion by a medical clerk
Oct 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)

11. DMRPC Cumulative Workload “Monthly Snapshot”
Thousands
28 MAR 08 – 24 APR 08
Received
81,274
(+1010)
Completed
70,868
(+2709)
Percent complete
87.2%
(+2.3%)
In Process US
Detainee
Other
Current(<12months)
4,748
(-1225)
249
166
4,333
Backlog(>12months)
5,658
(-474)
Total
10,406
(-1699)
9,991

12. DMRPC Cumulative Workload “Air Force, Navy, and Army Monthly Snapshot”
“Air Force Processing Started May 2007”
27 MAR 08 – 24 APR 08
Received
19,468
(+447)
Completed
12,576
(+1834)
Percent complete
64.6%
(+8.1%)
In Process US
Detainee
Other
Current(<12months)
3,614
(-1206)
Backlog(>12months)
3,278
(-181)
Total
6,892
(-1387)
“Navy Processing Started August 2007”
27 MAR 08 – 24 APR 08
Received
5,261
(+197)
Completed
5,064
(+78)
Percent complete
96.3%
(-2.2%)
In Process US
Detainee
Other
Current(<12months)
197
(+119)
Backlog(>12months)
(0)
Total
“Army Processing Started July 2003”
27 MAR 08 – 24 APR 08
Received
56,545
(+366)
Completed
53,228
(+797)
Percent complete
94.1%
(+0.8%)
In Process US
Detainee
Other
Current(<12months)
937
(-138) 52
166
719
Backlog(>12months)
2,380
(-293)
Total
3,317
(-431)
3,099

13. The Way Ahead 68G’s (records assembly and retirement)
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?