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FEHRM expands joint HIE expanding MHS GENESIS’s reach

Military personnel at desk assisting an Airman with paperwork Taylor Kobylinski, 92nd Medical Operation Squadron medical administration assistant, assists an Airman with checking in to the Family Health Center at Fairchild Air Force Base, Washington in 2019. Data shows that initial operating capability sites, like Fairchild, that document patient care in MHS GENESIS continue to show increased operating capabilities in areas such as referrals processed, patients seen, prescriptions filled, and secure messaging. (Photo by Air Force Airman 1st Class Lawrence Sena, 92nd Air Refueling Wing, Fairchild AFB.)

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Joint Health Information Exchange | MHS GENESIS Toolkit | Federal Electronic Health Record Modernization (FEHRM) Program Office | MHS GENESIS

Earlier this month, the Federal Electronic Health Record Modernization (FEHRM) program office, along with the Department of Defense (DOD), Department of Veterans Affairs (VA) and Department of Homeland Security’s U.S. Coast Guard (USCG), expanded their joint health information exchange (HIE) network to include the CommonWell Health Alliance.

The addition of CommonWell to the joint HIE—a tool that allows the DOD, VA and USCG to exchange data with community partners—increases access to patient information and enhances care for service members, veterans and their families. This addition to the joint HIE enhances data available via the Joint Longitudinal Viewer, which allows health information to be exchanged between the DOD and the VA.

This expansion adds a nationwide network of more than 15,000 hospitals and clinics to the 46,000 community partners already part of the joint HIE. These community partners include hospitals, pharmacies, clinics, labs, federally-qualified health centers and nursing homes.

“The CommonWell connection means DOD, VA and USCG providers can access even more information about their patients to make the best care decisions,” explained FEHRM Director William Tinston. “The FEHRM remains committed to driving federal capabilities such as the expanded joint HIE to improve health care delivery regardless of where patients get care.”

Participating community health care providers now have a single point of entry to request and access DOD, VA and USCG patient information to support the continuity of care for service members, veterans and their families.

With more information about a patient’s medical history, health care providers can make more informed decisions that can improve patient outcomes.

“In DOD’s new EHR, MHS GENESIS, the joint HIE is available to our providers as soon as they access a patient’s electronic chart,” explained Air Force Col. Thomas Cantilina, MHS GENESIS deputy functional champion. “In DOD’s legacy EHRs, providers are able to access the same joint HIE data using the Joint Longitudinal Viewer.”

For the patient, the HIE is part of DOD and VA health care benefits. DOD and veteran beneficiaries are automatically enrolled. However, the joint HIE also honors patient consent. Those patients who choose to opt out of sharing their health information can do so, and their health information will not be shared through the joint HIE.

Non-active duty patients and beneficiaries may opt out of sharing information related to their health care with non-MHS health care providers by filling out a simple Opt-out Form on the TRICARE website and mailing it to the Defense Health Agency, added Cantilina. “Active duty patients and beneficiaries are required to share this information, as it can be vital in emergency situations.”

The joint HIE and CommonWell connection showcases the FEHRM’s overarching effort to deliver capabilities that enable the DOD, VA and USCG to deploy a single, common federal electronic health record (EHR). By implementing the same EHR, providers in the DOD, VA and USCG can document care from the time a patient enters the military through their veteran care in one single, common health record.

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DHA IPM 19-004: Utilization of the Case Management (CM) Registry (Active and Screening) for Military Health System (MHS) Beneficiaries

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This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), establishes the Defense Health Agency’s (DHA) procedures to: Outline responsibilities for MHS and Service Department CM personnel to utilize the CM Screening Registry; Identify requirements to utilize CM coding in alignment with current MHS CM coding guidance; and Require the use of standardized Adult and Pediatric Tri-Service Workflow (TSWF) forms for CM documentation (inclusive of telephonic, virtual, or face to face screening) located within AHLTA system and future Electronic Health Record MHS GENESIS

DHA IPM 18-016: DHA IPM 18 016 Medical Coding of the DoD Health Records

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This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), based on the authority of References (a) and (b), and in accordance with the guidance of References (c) through (s): • Establishes the Defense Health Agency’s (DHA) procedures for centralized oversight, standardized operations, and ensured quality and performance for the coding of DoD Health Records. • This DHA-IPM is effective immediately; it will be converted into a DHA-Procedural Instruction. This DHA-IPM will expire 12 months from the date of issue.

DHA-PI 6025.32: MHS GENESIS Medical Device

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This DHA-PI establishes Defense Health Agency’s (DHA) procedures to provide key stakeholders’ responsibilities for connecting medical devices to MHS GENESIS; establish clinical expectations for connecting medical devices to MHS GENESIS; provide references for MTFs to use in procuring medical devices that will be connected to MHS GENESIS; and provide process for MTFs to elevate medical device connection issues related to MHS GENESIS.

DHA-PI 6040.04: Guidance for Amendment and Correction of Entries in Garrison Electronic Health Records (EHRs)

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This Defense Health Agency-Procedural Instruction (DHA-PI), establishes the Defense Health Agency’s (DHA) procedures to remove erroneously entered information in the EHRs. In general, these procedures should be limited to Personally Identifiable Information (PII) or Protected Health Information (PHI) pertaining to one person or persons, but entered inadvertently into the record of a different person. These procedures may also be applied to other information (e.g., incorrect adverse diagnosis), as deemed necessary after appropriate review. All efforts to correct documentation errors at the user level should be expended prior to requesting a correction. Patient-initiated requests to correct the EHR must be completed within 60 days of the request being received by the covered entity (the Military Medical Treatment Facility (MTF)), or 90 days if applicable extension requirements are met.

DHA IPM 18-021: Guidance for Immediate Completion and Closure of Open Encounters and Records in Legacy Systems

Policy

This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), based on the authority of References (a) through (c), and in accordance with the guidance of References (d) and (e): • Establishes the Defense Health Agency’s (DHA) procedures to complete and close open encounters within the legacy systems in preparation for the implementation of Military Health System (MHS) GENESIS. • Identifies and delineates responsibilities associated with completing and closing open encounters within the legacy systems in preparation for the implementation of MHS GENESIS. • Should be used by DoD military treatment facilities (MTFs) to update procedures and workflows that pertain to the DoD Health Record Management, Patient Administration, and other MTF functions impacted by these decisions. • Is effective immediately; it must be incorporated into a DHA-Procedural Instruction. This DHA-IPM will expire effective 12 months from the date of issue.

DHA IPM 18-018: Physical Custody and Control of the DoD Health Record

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This Defense Health Agency-Interim Procedures Memorandum (DHA-IPM), based on the authority of References (a) and (b), and in accordance with the guidance of References (c) through (p): • Establishes the Defense Health Agency’s (DHA) procedures for the physical custody and control of DoD Health Records at all DoD Military Treatment Facilities (MTFs) and the management, monitoring, review, and evaluation of DoD Health Record availability at MTFs. • This DHA-IPM is effective immediately and will expire effective 12 months from the date of issue. It must be incorporated into the forthcoming DHA-Procedural Instruction, “Health Records Management”.

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