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Course Notes

Course Notes. Purpose of Course Target Audience Environment for Screen Captures Acronyms. AHLTA & CHCS Critical Fixes and Support (ACCFS): Enhancements to CHCS Registration and Demographic Screens. For all users who register patients.

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Course Notes

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  1. Course Notes • Purpose of Course • Target Audience • Environment for Screen Captures • Acronyms

  2. AHLTA & CHCS Critical Fixes and Support (ACCFS): Enhancements to CHCS Registration and Demographic Screens For all users who register patients All patients and personal data used in this course are fictional and are not based on any real patients. This course does not contain protected personal health information (PHI) or personal identifiable information (PII).

  3. Agenda • Course Objectives • Training Overview • Lesson 1: Overview of Changes • Lesson 2: Add New Patients • Course Summary • References • Questions

  4. Course Objectives Upon completion of this course, you will be able to: • Discuss the reasons for the enhancements • Describe the general changes • Add new patients to CHCS and the Defense Enrollment Eligibility Reporting System (DEERS)

  5. Training Overview • Need for Training • Target Audience • Methodology • PowerPoint Slides • Questions

  6. Lesson 1: Overview of Changes Objectives: Discuss the reasons for the enhancements Describe the general changes

  7. Need for Change • Identity theft • Overuse of Social Security Numbers (SSNs) • DoD directive

  8. Overview of Changes • History • 2008 Remove dependent SSNs • 2011 Remove printed SSNs from all cards • 2012 Remove SSNs embedded in bar codes • 2013 Enhance CHCS to reflect the DoD ID changes

  9. Overview of Changes (cont.) • New patient IDs are added to patient lookups • 10-digit DoD ID field added from DEERS • 11-digit Benefits ID added from DEERS • New DEERS search is wider

  10. Overview of Changes (cont.) • The process to add new patients to CHCS has changed • The process mayalso add new patients to DEERS

  11. Overview of Changes (cont.) • Bar code scanning and Common Access Card (CAC) reader ability added • Abbreviated or masked SSNs replace full SSNs on most CHCS screens and some reports • DoD ID added to all demographic screens • A new option is added: View Patients Added to DEERS

  12. Bar Code Scanning and Card Reader

  13. Card Reader Capability • Card readers will be interfaced to PCs • CHCS will not overwrite DEERS eligibility data with CAC data • An external card reader is needed

  14. Reading a CAC

  15. FileMan Code and Security Key • ‘&’ FileMan code • DG ADD PATIENT security key

  16. Patient Lookup – Patient is Found in CHCS Menu Path: PAD > ROM > MRG or FRG Select PATIENT NAME:9991591580 ACCFSXXX,SPOUSE A 30/900-02-9999 17 May 1944 F DoD ID #: 9991591580 When the patient is found in CHCS, you will be taken directly to the registration screen.

  17. Patient Lookup – Patient is NOT in CHCS First: enter patient ID (DoD ID or SSN): Select Registration Options Menu Option: MRG Mini Registration Select PATIENT NAME: 922332222 ?? Can’t find patient?…then enter: Select PATIENT NAME: ACCFSXXX,NEWPERSON Are you adding 'ACCFSXXX,NEWPERSON' as a new PATIENT? Y (YES) When the patient is NOT found in CHCS, you will be taken to a new patient search screen.

  18. New DEERS Search Screen                          Patient - DEERS Search Information  Please indicate the type of Identifier:     11-digit Benefits ID (B) (family query only)     10-digit DoD ID (D)      9-digit Social Security Number (S), Temporary SSN (T) or foreign SSN (F) If available, the DoD ID will appear on the front of an ID card and the  Benefits ID will appear on the back. To perform a PATIENT search, enter the following fields.                  Type of Identifier: SSN                          Patient ID: 796336030                        Patient Name: ACCFSXXX,NEWPERSON _____________________________________________________________________________   To perform a FAMILY search, enter the following fields.                  Type of Identifier:                                                       Sponsor ID:                                   Sponsor Name:                                             Patient Date of Birth:

  19. New DEERS Search Screen (cont.) • If patient is found in DEERS: DEERS returns data for the patient and populates registration. • If patient is NOT found in DEERS: DEERS returns a ‘patient not found’ error. • Those holding DG ADD PATIENT key would proceed to add the patient. • Those not holding this key, would exit and send the patient to PAD to be registered.

  20. CHCS Screen and Form Changes • Demographic screens display the new DoD ID field and abbreviated SSNs. • Some forms are updated to display DoD ID and abbreviated SSNs.

  21. Mini Registration Patient: ACCFSXXX,SPONSOR A   DoD ID: 9905228138          Mini Registration FMP/SSN: 20/796-12-5427           DOB: 04Oct91   PATCAT: A11    Sex: F          ───────────────────────────────────────────────────────────────────────────────       Patient: ACCFSXXX,SPONSOR A                    DOB: 04 Oct 1991        PATCAT: A11 (USA ACTIVE DUTY ENLISTED)         FMP: 20                                               Patient SSN: 796-12-5427 Patient Addr: 208 INTERNAL TEST AVE                  Sex: FEMALE          City: LEHIGH ACRES          St/Cntry: FL     Zip: 33936    Home Phone: 2005555555        Work: 2005557777    Cell: 2005559999       Sponsor: ACCFSXXX,SPONSOR A             Service: ARMY           FMP: 20       Sex: FEMALE           Sponsor SSN: 796-12-5427        PATCAT: A11 (USA ACTIVE DUTY ENLISTED)         DOB: 04 Oct 1991   Command Sec:                                       Rank: PRIVATE FIRST CLASS     Local UIC: W4K9 CO E 3-10TH INF BN TR      (W4K93K)   Duty Address:          City:                       St/Cntry:        Zip:    Duty Phone: 2005557777                             DSN:   O/P Rec Loc:   O/S Rec Loc:   Primary Phy: Reg Comment:

  22. Full Registration Patient: ACCFSXXX,SPONSOR A   DoD ID: 9905228138        Patient Information FMP/SSN: 20/796-12-5427           DOB: 04Oct91   PATCAT: A11    Sex: F          _______________________________________________________________________________       Patient: ACCFSXXX,SPONSOR A                  DOB: 04 Oct 1991        PATCAT: A11 (USA ACTIVE DUTY           FMP: 20                                     SSN: 796-12-5427           Sex: FEMALE                            Religion: Ethnic Origin:                                       Race:      Mar Status:                                  Civ Occup:   Command Int:  Patient Addr: 208 INTERNAL TEST AVE              :          City: LEHIGH ACRES          St/Cntry: FL     Zip: 33936    Home Phone: 2005555555                      Work Phone: 2005557777 Cell Phone: 2005559999   O/P Rec Loc:   O/S Rec Loc:   Primary Phy: Reg Comment:

  23. Admissions Screen Patient: ACCFSXXX,BABY BOY DoD ID: 9906163254 Admissions FMP/SSN: 01/2444 DOB: 21May12 PATCAT: N41 Sex: F Reg No: NEW Adm D/T: 30May12 1330 Source: Ward: ----------------------------------------------------------------------------------- Adm Date: 30 May 2012@1330 Source of Adm: DIR Adm Ward: Room-Bed: MEPRS/Service: Meal Card Req: Admitting Phy: Provider Taxonomy: Attending Phy: Provider Taxonomy: Adm Diagnosis: Diagnosis Text: SchedProced(1): SchedProced(2): Adm Comment: Type Case: Geo Location: VIRGINIA Register Number: NEW

  24. Question True or False: An external card reader is needed in order to read the patient’s CAC card.

  25. Lesson 2: Add New Patients Topic 1: Add a Patient to CHCS Who is Found in DEERS Topic 2: Add a Patient to CHCS Who is Not Found in DEERS • Objective: Add new patients to CHCS and DEERS

  26. Using Your Old Menus • Adding patients is done in Full Registration and Mini Registration. • You may edit certain fields in CHCS as usual (address, phone, donor information). • You may edit important fields as usual by unsynching the registration.

  27. Registration Options • A New Option in Registration • DEERS Person Inquiry Request (DIQ) • Menu path: PADROMDIQ • A Useful Existing Option in Registration • View Patients Added to DEERS (VPD) • Menu path: PADROMPMMVPD

  28. View Patients Added to DEERS NMC PORTSMOUTH VA 30 May 2012 1338 Page 1 Personal Data - Privacy Act of 1974 (PL 93-579) * * * VIEW PATIENT ADD TO DEERS * * * SORT BY PATIENT NAME FROM: 05 Jun 2011 TO: 30 May 2012 Division: NAVY INPATIENT DIVISION -------------------------------------------------------------------------------- Patient Name DoD ID FMP/SSN PCAT Date Added Register User -------------------------------------------------------------------------------- ACCFSXXX,BABY BOY 9906163254 01/900012444 N41 21May2012 CENTER,SUPPORT ACCFSXXX,NEWMOM 9906168302 20/796246246 A11 24May2012 CENTER,SUPPORT ACCFSXXX,BILL 9906163726 04/796165988 M41 22May2012 CENTER,SUPPORT ACCFSXXX,JASON 9906163696 03/796165988 M41 22May2012 CENTER,SUPPORT ACCFSXXX,MARILYN NMN 9912084389 20/796165988 F11 22May2012 CENTER,SUPPORT ACCFSXXX,TIFFANY ANNE 9906163637 01/796165988 F41 22May2012 CENTER,SUPPORT ACCFSXXX,BABY 9906163971 05/796140458 A41 22May2012 CENTER,SUPPORT ACCFSXXX,BABYGIRL 9906163980 06/796140458 A41 22May2012 CENTER,SUPPORT ACCFSXXX,BILLY 9912420311 20/796167063 A11 12Oct2011 CENTER,SUPPORT ACCFSXXX,PETER C 9912384200 20/796166951 A11 07Oct2011 CENTER,SUPPORT ACCFSXXX,LEONA 9919061970 01/796184750 A41 02Nov2011 CENTER,SUPPORT

  29. Topic 1: Add a Patent to CHCS Who Is Found in DEERS • Personnel who have previously been seen at another site • Personnel who have previously visited the DEERS office to be added FileMan code is needed

  30. Add a New Patient WhoIs Found in DEERS to CHCS • You begin by initiating a patient search. • CHCS does not find the patient. • CHCS sends a Person Inquiry message to the Patient Registration Service on DEERS. • DEERS responds with all information for that person. • After selection of the appropriate family/sponsor relationship, CHCS sends a message to DEERS requesting sponsor information. • DEERS returns all information for the sponsor • You enter data and file the registration.  Select PATIENT NAME: ACCFSXXX,SPONSOR Are you adding 'ACCFSXXX,SPONSOR' as a new PATIENT? y (YES)

  31. New DEERS Search Screen (cont.)                          Patient - DEERS Search Information  Please indicate the type of Identifier:     11-digit Benefits ID (B) (family query only)     10-digit DoD ID (D)      9-digit Social Security Number (S), Temporary SSN (T) or foreign SSN (F) If available, the DoD ID will appear on the front of an ID card and the  Benefits ID will appear on the back. To perform a PATIENT search, enter the following fields. Type of Identifier: SSN Patient ID: 796336030  Patient Name: ACCFSXXX,SPONSOR _____________________________________________________________________________   To perform a FAMILY search, enter the following fields.                   Type of Identifier:                                                       Sponsor ID:                                   Sponsor Name:                                              Patient Date of Birth: ----------------------------------------------------------------------------- File/exit Abort Edit File changes and exit.

  32. Response to Person Found in DEERS                           DEERS PERSON INQUIRY RESPONSE      Name: ACCFSXXX,PATIENT ROD    DoD ID: 9948138137                             SEX/DOB/AGE: M/10Jul1977/34Y ------------------------------------------------------------------------------------         Patient Name: ACCFSXXX,PATIENT ROD                  DOB: 10Jul1977   Sex: M     Patient Category: A11-USA ACTIVE DUTY  VA Patient Type:            Person ID: 796336030Patient DoD ID: 9948138137 Person ID Type Code: SSNDEERS Benefits ID: 008822880/00             DNA Code: YES                 Organ Donor Code: Y                                           Organ Donor Date: 23 May 2011 SPONSOR INFORMATION:                                      Med Benefit Indicator: YES    Assoc Reason Code: SELF           Assoc End Reason Code: NO DATE CAN BE PRED     Assoc Begin Date: 10Jul1977             Assoc End Date:         Sponsor Name: ACCFSXXX,PATIENT ROD                  DOB: 10 Jul 1977 Sex: M    Sponsor Person ID: 796336030Sponsor DoD ID: 9948138137 Sponsor ID Type Code: SSNDEERS Benefits ID: 008822880/00    Branch of Service: ARMY              Personnel Category: ACTIVE DUTY MEMBER            Pay Grade: 01                              Rank: SECOND LIEUTENANT                  UIC: W0U5N2SP           Length of Service: ELEVEN YEARS -------------------------------------------------------------------------------------- Continue   Address/Phone   eXit Continue registration process.

  33. Mini Registration Screen Patient: ACCFSXXX,PATIENT ROD          DoD ID: 9948138137           Mini Registration FMP/SSN: 20/796-33-6030           DOB: 10Jul77   PATCAT: A11    Sex: M          _____________________________________________________________________________       Patient: ACCFSXXX,PATIENT ROD                        DOB: 10 Jul 1977        PATCAT: A11 (USA ACTIVE DUTY OFFICER)          FMP: 20                                               Patient SSN: 796-33-6030 Patient Addr: 15 INTERNAL TEST PL                     Sex: MALE          City: FORT BRAGG            St/Cntry: NC     Zip: 28307-1717    Home Phone: 2005551212      Cell:                 Work: 2005551212       Sponsor: ACCFSXXX,PATIENT ROD                    Service: ARMY           FMP: 20       Sex: MALE             Sponsor SSN: 796336030        PATCAT: A11 (USA ACTIVE DUTY OFFICER)          DOB: 10 Jul 1977   Command Sec:                                       Rank: SECOND LIEUTENANT Station/Unit: W0U5 COB 442SIGBN 15SIGBDE ST   (W0U5N2)   Duty Address:          City:                       St/Cntry:        Zip:    Duty Phone: 2005551212                             DSN:   O/P Rec Loc:   O/S Rec Loc:   Primary Phy: Reg Comment:

  34. DEERS Discrepancy Screen                        DEERS DATA - DEMOGRAPHICS COMPARISON      Name: ACCFSXXX,PATIENT ROD    DoD ID: 9948138137                             SEX/DOB/AGE: M/10Jul1977/34Y --------------------------------------------------------------------------------                DEERS                                      CHCS -------------------------------------------------------------------------------- Name      First: DONALD                         ACCFSXXX,PATIENT ROD                          Middle: ROD                                 Last, Cadency: ACCFSXXX                                   DoD ID: 9948138137                     9948138137                        Person ID: 796336030                      796336030                    Person ID Type: SSN                                        DOB: 10Jul1977                      10Jul1977             Sex: MALE                           MALE Mailing Address: 15 INTERNAL TEST PL        15 INTERNAL TEST PL                              City: FORT BRAGG                     FORT BRAGG                     State/Contry Zip: NC    28307-1717               NC    28307-1717                 Home Phone: 2005551212                     2005551212                     Sponsor Rank: SECOND LIEUTENANT              SECOND LIEUTENANT                       UIC: W0U5N2SP                       W0U5N2                      -------------------------------------------------------------------------------- Quit Update

  35. Topic 2: Add a Patent Who Is NOT Found in DEERS • Newborn • Foreign national • Civilian emergency • Civilian employee • New recruit • Etc. Security key: DG ADD PATIENT is needed

  36. Add a Sponsor Not Found in DEERS • When the patient is not found in CHCS, you initiate a Person Inquiry to DEERS. • DEERS responds with a Person Not Found message. • The Patient Initial Information screen displays and you enter data. • The DEERS override screen displays and you enter a code. • You enter data and file the Registration screens. • Upon saving the data, CHCS triggers an ‘Add Patient’ message to DEERS. • DEERS responds with a DoD ID Number, which is stored in the Patient file. Select PATIENT NAME: ACCFSXXX,PAMELA SPONSOR Are you adding 'ACCFSXXX,PAMELA SPONSOR' as a new PATIENT? Y (YES)

  37. DEERS Search Screen Patient - DEERS Search Information Please indicate the type of Identifier: 11-digit Benefits ID (B) (family query only) 10-digit DoD ID (D) 9-digit Social Security Number (S), Temporary SSN (T) or foreign SSN (F) If available, the DoD ID will appear on the front of an ID card and the Benefits ID will appear on the back. To perform a PATIENT search, enter the following fields. Type of Identifier: SSN Patient ID: 933333333 Patient Name: ACCFSXXX,PAMELA SPONSOR _____________________________________________________________________________ To perform a FAMILY search, enter the following fields. Type of Identifier: Sponsor ID: Sponsor Name: ------------------------------------------------------------------------------ File/exit Abort Edit File changes and exit.

  38. DEERS Error Screen DEERS Person Inquiry - ERROR BeneID or DoD ID: SSN Patient ID: 933333333 Patient Name: ACCFSXXX,PAMELA SPONSOR Sponsor ID: Sponsor ID Type Code: Sponsor Name: Patient Date of Birth: -------------------------------------------------------------------------------- Error returned from DEERS -------------------------------------------------------------------------------- Warning occurred during inquiry processing (Inquiry Response) - Person not found - Please Verify the identifier and retry -----------------------Error(s) returned from DEERS Inquiry --------------------- Continue RetriggerInquiryeXit Continue register the new patient

  39. Initial Information Screen SPONSOR NAME: ACCFSXXX,PAMELA SPONSOR Patient - Initial Information ----------------------------------------------------------------------------- Patient Name: ACCFSXXX,PAMELA SPONSOR FMP: 20 Sex: FEMALE DOB: 04 Aug 1951 SSN: 922-33-2222 PATCAT: F11 (USAF ACTIVE DUTY) Processing New DEERS Request

  40. DEERS Check and Override Code NEW DEERS INTERACTIVE REQUEST - ERROR Sponsor Name: ACCFSXXX,PAMELA SPONSOR Patient Name: ACCFSXXX,PAMELA SPONSOR Patient Date of Birth: 04 Aug 1951 Sponsor SSN: XXX-XX-2222 Eligibility Start Date: 21 May 2012 Eligibility End Date: 26 May 2012 DEERS Beneficiary ID: ---------------- 75-response error received from DEERS ---------------------- Patient is not eligible for care Do you want to Override the DEERS Ineligibility and continue? No//Y Select DEERS ELIGIBILITY OVERRIDE CODE:

  41. Add a Newborn Not Foundin DEERS • When the patient is not found in CHCS, you initiate a Person Inquiry to DEERS. • DEERS responds with the sponsor’s data and a list of family members. • Select the ‘Add’ action to add the newborn to the family. • The Patient Initial Information screen displays and you enter data. • The DEERS override screen displays and you enter a code. • You enter data and file the Registration screen. • Upon saving the data, CHCS triggers an “Add Patient” message to DEERS • DEERS responds with a TIN as well as a DoD ID Number, which are stored in the Patient file. Select PATIENT NAME: ACCFSXXX,BABY Are you adding 'ACCFSXXX,BABY' as a new PATIENT? y (YES)

  42. DEERS Search Screen                      Patient - DEERS Search Information  Please indicate the type of Identifier:     11-digit Benefits ID (B) (family query only)     10-digit DoD ID (D)      9-digit Social Security Number (S), Temporary SSN (T) or foreign SSN (F) If available, the DoD ID will appear on the front of an ID card and the  Benefits ID will appear on the back. To perform a PATIENT search, enter the following fields.                  Type of Identifier:                                        Patient ID:                                  Patient Name: ACCFSXXX,NEWBABY _____________________________________________________________________________   To perform a FAMILY search, enter the following fields.                  Type of Identifier: SSN                          Sponsor ID: 796336030                        Sponsor Name: ACCFSXXX,PATIENT ROD                             Patient Date of Birth: 6 May 2012 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, File/exit Abort Edit File changes and exit.

  43. DEERS Family Response                          DEERS FAMILY INQUIRY RESPONSE      Name: ACCFSXXX,NEWBABY    DoD ID:                                        SEX/DOB/AGE: / -------------------------------------------------------------------------------- Sponsor Information:    Sponsor Name: ACCFSXXX,PATIENT ROD             DOB: 10Jul1977        Sex: M    Sponsor Person Id/Type: 796336030/S            Branch of Service: ARMY    Sponsor Fam/Ben Id: 00                         Sponsor Rank: SECOND LIEUTENA --------------------------------------------------------------------------------                                Family Member List    Patient Name           DoD ID      Sex  Dob        Person Id/Type  Assoc Code --------------------------------------------------------------------------------    ACCFSXXX,PATIENT ROD   9948138137   M   10Jul1977  796336030/SSN   SELF     ACCFSXXX,SUZANNE J     9948189378   F   23Nov1975  796336091/SSN   SPOUSE    ACCFSXXX,MICHELE J     9948189386   F   11Jun2001  796336092/SSN   CHILD    ACCFSXXX,RAUL ANTHONY  9964395751   M   27Mar2003  796353039/SSN   CHILD    ACCFSXXX,BEN LEE       9962829883   M   18Oct2007  796386475/SSN   CHILD    ACCFSXXX,CHESTER WYATT 9987024944   M   13Aug2009  796398507/SSN   CHILD -------------------------------------------------------------------------------- Select Add eXit Select one of the family member from the list

  44. Patient Initial Information Screen Sponsor Name: ACCFSXXX,PATIENT ROD                      Patient - Initial Information Sponsor SSN: 796-33-6030 --------------------------------------------------------------------------------                 Patient Name: ACCFSXXX,NEWBABY                          FMP: 05                          Sex: FEMALE                          DOB: 07 May 2012                          SSN: 800-12-0507                       PATCAT: A41  (USA FAM MBR AD)           Does this patient have a DEERS Person Identifier code,       shown on their ID card? Yes//n Person Identifier Type Code:            Person Identifier:

  45. DEERS Override Screen A DEERS eligibility request can only occur if a valid DEERS Person Identifier and Person Identifier Type Code are entered. Do you want to Override the DEERS Ineligibility and continue? No//y Select DEERS ELIGIBILITY OVERRIDE CODE: 5         

  46. Move Data From Sponsor            Select Family Member to Move Demographic Data FROM: ------------------------------------------------------------------------------- *     ACCFSXXX,PATIENT ROD                 20/796-33-6030 -------------------------------------------------------------------------------

  47. Adding a Non DoD Affiliated Patientto DEERS • Adding these patients is a challenge because they don’t have an ID to enter in the DEERS Search screen. • So you won’t use Mini or Full Registration. • We recommend using John Doe Registration.

  48. Adding a Non-affiliated Patientto DEERS (cont.) Select Registration Options Menu Option: JRG John Doe Registration Would you like to create a new 'John Doe' patient record? YES// (YES) PATIENT: DOEHP1070,JOHN187 John Doe Registration ______________________________________________________________________________ Name: DOEHP1070,JOHN187 Sex: MALE DOB: 04 Aug 1951 FMP: 20 SSN: 800-51-0804 ______________________________________________________________________________ File Edit Exit ACCFSXXX,REALNAME

  49. Adding a Non-affiliated Patientto DEERS (cont.) Patient - Initial Information ------------------------------------------------------------------------------ Patient Name: ACCFSXXX,REALNAME FMP: 20 Sex: MALE DOB: 06 Jun 2012 SSN: 800-12-0606 PATCAT: K65 (CONTRACT EMPLOYEE AND FAM MBR) Select Registration Options Menu Option: MRG Mini Registration Select PATIENT NAME: ACCFSXXX,MY FOREIGN 20/807-09-6084 06 Jun 2012 M DoD ID #: 9906172636 SPONSOR NAME: ACCFSXXX,MY FOREIGN//

  50. John Doe Patients • The DMIS ID is added to the end of a John Doe registration. • No conversion will be run for existing John Doe patients

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