1. 2010 UBO/UBU Conference 1 Title: Productivity Metrics/Tools Session: R-4-0800

2. Objectives To show the different data available in MEPRS including: – Expenses – how your money is being spent – Personnel – where your folks are spending their time – Workload – how much work they are producing Why so many codes and how they are used How to take a look at your time How to identify potential problems How “straight 8s” look in the big picture How to look at an entire clinic of providers’ time 2

3. “A”Inpatient “B”Outpatient “C”Dental “D”Ancillary “E”Support “F”Special “G”Readiness MEPRS Codes Available MEPRS Information

4. Stepdown Expense What is Stepdown? – The distribution of expenses from one work center to another based on the percentage of workload requested – Example Pharmacy total workload 1,000 prescriptions Family Practice wrote 500 prescriptions 50% of Pharmacy work was to Family Practice Pharmacy total expenses were $10,000 So 50% of Pharmacy expenses ($5,000) will be added to Family Practice total expense 4

5. 4th Level FCC 4th Level FCC Description Service Unit Cost Total ExpenseStat Amount BALANUTRITION CLINIC$82.95$1,161.3414.00 BCBAGYNECOLOGY CLINIC$291.10$100,721.81346.00 BDAAPEDIATRIC CLINIC$622.14$32,973.6353.00 BFDAMENTAL HEALTH CLINIC$551.82$73,943.49134.00 BFFASUBSTANCE ABUSE CLINIC$454.90$5,913.6713.00 BGAEFAMILY PRACTICE/EAGLE TEAM$316.81$383,335.951,210.00 BGAWFAMILY PRACTICE CLINIC BHOP$112.09$2,241.7820.00 BHCAOPTOMETRY CLINIC$815.45$33,433.5841.00 BJAAFLIGHT MEDICINE CLINIC$339.87$136,285.96401.00 BLAAPHYSICAL THERAPY CLINIC$116.11$44,934.08387.00 CAAADENTAL CARE$145.68$166,747.411,144.59 CBAADENTAL LABORATORY SERVICE$26.06$11,911.15457.00 DAAAPHARMACY$44.89$279,208.116,219.60 DBAACLINICAL PATHOLOGY$39.27$58,711.121,495.18 DCAADIAGNOSTIC RADIOLOGY$143.73$32,683.28227.39 Cost Table Summary Report

6. Total Expenses $383,335.95 Total Visits 1,210.00 Cost Per visit $316.81 Clinician Total $19,494.87 Direct Care Prof $28,273.27 Registered Nurse $36,170.08 Direct Care Para Pro $92,356.94 Administrative Clerical $93,887.05 Total Personnel Expense $270,182.21 Expense w/o Personnel Direct $10,323.00 Support $19,531.91 Ancillary $83,298.82 Total Exp w/o Personnel $113,153.73 Total Detail Expenses$383,335.94 Family Practice Information

7. Total Exp Direct $ 134,338.00 Total Exp Support $ 89,743.50 Total Exp Ancillary $ 159,254.45 $ 383,335.95 Total from Phar $ 111,411.79 Total from Lab $ 32,116.91 Total from Rad $ 15,725.75 $ 159,254.45 Total from Command $ 3,800.72 Total from Squadron $ 2,709.93 Total from RMO $ 3,488.03 All other "E" codes $ 79,744.83 $ 89,743.50 Expense Breakdown

8. Pharmacy StepdownExpense Distribution Womens Health $ 20,943.08 Pediatrics $ 3,415.61 Mental Health $ 1,123.56 Family Practice $ 111,411.79 Optometry $ 1,869.60 Flight Med $ 15,999.43 Physical Therapy $ 179.77 Dental $ 6,921.10 Public Health $ 44.94 Outside providers $ 117,299.23 Total Phar Exp $ 279,208.11 Pharmacy Expense Distribution

9. Assigned FTEs 22.10 Available FTEs 18.32 Sick FTE 1.16 Leave FTE 2.51 Other FTE 1.48 Available Hours 3,075.00 Sick Hours 195.00 Leave Hours 419.00 Other Hours 250.00 Total Avail $$ $93,428.00 Total Non Avail $$ $30,587.00 Total Personnel Exp.$124,015.00 Assigned Drs 1.85 Available FTEs 2.03 Sick FTE 0.00 Leave FTE0.05 Other FTE 0.06 Available Hours 342.00 Sick Hours0.00 Leave Hours 9.00 Other Hours 10.00 Total Avail $$ $17,965.00 Total Non Avail $$ $1,007.00 Total Dr. Salary$18,972.00 1 FTE = 168 Hours Personnel Information

10. Ben Cat Stat Amount Activity Duty485.00 AD Fam Member374.00 Retired130.00 Ret Fam Member216.00 Other5.00 Total Visits1210.00 Family Practice Visits Pharmacy Scripts GYNECOLOGY CLINIC467.00 PEDIATRIC CLINIC76.00 MENTAL HEALTH CLINIC25.00 FAMILY PRACTICE/EAGLE TEAM2506.00 OPTOMETRY CLINIC44.00 FLIGHT MEDICINE CLINIC356.00 PHYSICAL THERAPY CLINIC4.00 DENTAL CARE152.00 PHARMACY7.00 MILITARY PUBLIC HEALTH PROGRAM1.00 ANCILLARY SUPPORT NON-DOD PROV 2610.00 Total6248.00 Workload

11. Time Accounting 11 EBAA CAAA DBAA FBIA EEAA GFAA BGAA_DMIS_FF GBAA EBCA FCGA FALA CODES!! CODES!! CODES!! WHY SO MANY? HOW ARE THEY USED?

12. MonthProvider Fact to Face Non Face to Face Non ClinicalClinic Hrs. E Hours (Support) G Hours (Readiness) F hours (Special) Non avail (Lv, sick, other) Total Hours OctPokey0000016800 NovPokey6500 010300168 DecPokey78.5324.511510394.5213.5 JanPokey1033641433.54350203.5 FebPokey80262108524032187 Each Code Tells a Story 12 MonthProvider Fact to Face Non Face to Face Non ClinicalClinic Hrs. E Hours (Support) G Hours (Readiness) F hours (Special) Non avail (Lv, sick, other) Total Hours OctJones17700 12608203 NovJones14410015430056213 DecJones12222126000104230 JanJones87033120652064242 FebJones1091460183313072271 Accurate Time Accounting

13. Charts for Providers 13

14. Straight 8s 14 MonthProvider Fact to Face Non Face to Face Non Clinical Clinic Hrs. E Hours (Support) G Hours (Readiness) F hours (Special) Non avail (Lv, sick, other) Total Hours OctNovo13600 8888168 NovNovo13600 8888168 DecNovo13600 8888168 JanNovo13600 8888168 FebNovo13600 8888168 The Great “Caught You” Not a good way to keep time! If you say you are working too long and hard, the data doesn’t back that up.

15. Source; DMHRSi & M2 Family Medicine DMHRSi Data

16. Review To show the different data available in MEPRS including: – Expenses – how your money is being spent – Personnel – where my folks are spending their time – Workload – how much work they are producing Why so many codes and how they are used How to take a look at time accounting How to identify potential problems How “straight 8s” look in the big picture How to look at an entire clinic of providers’ time 16

17. Questions 17 QUESTIONS?