CHCS Virtual Classroom VC Instructor Guide For Patient

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					                       DEFENSE HEALTH INFORMATION MANAGEMENT SYSTEM




  CHCS Virtual Classroom (VC) Instructor Guide
                        For:
Patient Administration (PAD)/Patient Appointment &
                Scheduling (PAS):
  Introduction to PCM Information Transfer (PIT)
                  Discrepancies




                                       Visit Us Online at:
                                    http://dhims.health.mil

The DHIMS Program Office is a component of the Military Health System Office of the Chief Information Officer.
                                  Course Notes
                       Purpose of Course
                       Target Audience
                       Environment for Application Share
                       Acronyms/Pronunciations




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                                     PAD-PAS: Intro to PIT Discrepancies, v2   2




Instructor Notes:
Purpose of Course:
This introductory course is designed to instruct site personnel on how the
Composite Health Care System (CHCS) interfaces with specified off board systems
to maintain a current database of patient records for persons who are eligible and
enrolled in the Defense Enrollment Eligibility Reporting System (DEERS). The
course content will describe three off board systems; cover numerous terms and
definitions; and will include an overview of the menus/menu options used to identify
and resolve PIT discrepancies.
Target Audience:
The target audience for this course includes military treatment facility (MTF)
personnel tasked with resolving PIT discrepancies, but who have limited experience
in this role.
Environment for Application Share:
Most of this course will be taught through the Instructor Guide; however, there will
be a few instances for application share at the end of the course. The host
environment is FWAC. The area is A. The access code is JABBER; and the verify
code is WOCKY.
Acronyms/Pronunciations:
Acronyms and pronunciations are listed on the following slide.




                                                                                       2
                             Acronyms/Pronunciations
                   Acronym      Pronunciation                        Meaning
                   CHCS         c-h-c-s                              Composite Health Care System
                   DEERS        deers                                Defense Enrollment Eligibility
                                                                     Reporting System
                   DOES         doze                                 DEERS Online Enrollment
                                                                     System
                   DMDC         d-m-d-c                              Defense Manpower Data Center
                   HCDP         h-c-d-p                              Health Care Delivery Program
                   HIPAA        Hip-puh                              Health Insurance Portability and
                                                                     Accountability Act
                   MCSC         m-c-s-c                              Managed Care Support
                                                                     Contractor
                   MHS          m-h-s                                Military Health System
                   NED          ned                                  National Enrollment Database
                   OCONUS       o-cone-us                            Outside the continental United
                                                                     States
                   PCM          p-c-m                                Primary Care Manager
                   PIT          pit                                  PCM Information Transfer
                   POC          P-O-C                                Point of Contact
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Instructor Notes:
The acronyms, pronunciations, and their meanings are listed here for your
reference.




                                                                                                            3
           Patient Administration (PAD)/ Patient
             Appointment & Scheduling (PAS):
             Introduction to PCM Information
                Transfer (PIT) Discrepancies


                                           Site Personnel Who Have Limited
                                           Experience in PIT Discrepancy
                                           Processes

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                                  PAD-PAS: Intro to PIT Discrepancies, v2    4




Instructor Notes:
Be sure to complete a sound check before beginning the class.

Text:
Welcome to the Introduction to PCM Information Transfer (PIT) Discrepancies
course. “PCM” stands for Primary Care Manager.

This course is for Composite Health Care System (CHCS) users who are tasked
with resolving PIT discrepancies, but have limited experience in this role or in using
the GS Discrepancy Resolution Menu.

The course will be covered in two lessons, and will last approximately one and one-
half hours.
To begin our session, let’s review the agenda for the course on the next slide.




                                                                                         4
                                   Table of Contents
                        Agenda                                                   6
                        Course Objectives                                        7
                        Introduction                                             8
                        Lesson 1: Understanding Terms,                           9
                                    Definitions, and Functions
                        Lesson 2: Review PIT Discrepancy                         33
                                    Menus and Options
                        Demonstration: Common Causes of PIT                      67
                           Discrepancies
                        Course Summary                                           70
                        References                                               71
                        Questions                                                72
                        Appendix: Forums                                         73

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Instructor Notes:
Skip the Table of Contents slide; it is intended for the hard-copy reader.




                                                                                          5
                                          Agenda
                       Course Objectives
                       Introduction
                       Lesson 1: Understanding Terms, Definitions,
                                   and Functions
                       Lesson 2: Review PIT Discrepancy Menus and Options
                       Demonstration: Common Causes of PIT Discrepancies
                       Course Summary
                       References
                       Questions



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                                     PAD-PAS: Intro to PIT Discrepancies, v2   6




Instructor Notes:
Read the slide.
Point to each item as it is discussed.

Text:
Now let’s take a look at the objectives for this course.




                                                                                   6
                                Course Objectives

                  Upon completion of this course, you will be able to:
                       Discuss various terms and off board systems
                        associated with identifying and resolving PIT
                        discrepancies
                       Access the appropriate PAD/PAS menus and options
                        that relate to PIT discrepancies




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                                     PAD-PAS: Intro to PIT Discrepancies, v2   7




Text:
Upon completion of this course, you will be able to [read the objectives].
Now let’s proceed to the “Introduction” slide on the next page.




                                                                                   7
                                     Introduction

                       Need for Training
                       Target Audience
                       Methodology
                        - PowerPoint Slides
                        - Software Demonstrations
                        - Test Questions
                       Appendix: Forums




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                                     PAD-PAS: Intro to PIT Discrepancies, v2   8




Text:
On a daily basis, Military Treatment Facilities (MTFs) receive numerous notifications
of PIT discrepancies on CHCS. These discrepancies occur when data elements for
patients are missing, or do not match, between the Defense Enrollment Eligibility
Reporting System (DEERS) and the Composite Health Care System (CHCS)
database. If there is a PIT discrepancy resulting from patient data problems, a
Primary Care Manager (PCM) cannot be assigned to the patient. These
discrepancies must be resolved.
Currently, no formal training is available for the PIT discrepancy resolution process.
Failure to resolve these discrepancies may result in inaccurate/incomplete patient
enrollment data. This could lead to improper medical care for patients and/or errors
in financial accounting of the patient care that is provided. Duplicate patient records
also may also result from unresolved PIT discrepancies.
This training targets military treatment facility (MTF) personnel who are tasked with
resolving PIT discrepancies, but may be new to this role or have limited experience
in using the GS Discrepancy Resolution Menu.
The presentation will include PowerPoint slides and, when possible, application
sharing in the CHCS training database to demonstrate selected functions regarding
PIT discrepancies in CHCS.
Throughout the course, you will have questions to answer so that you can test your
understanding of the content as we move along.
Further, at the end of the course, an appendix provides information about training
forums that are available on this subject (based on site needs). I will go over that
information with you.
Now, let’s get started with Lesson 1.


                                                                                          8
                        Lesson 1: Understanding Terms,
                           Definitions, and Functions
                       Topic 1: The National Enrollment Database (NED)
                       Topic 2: The Defense Enrollment Eligibility Reporting
                                 System (DEERS)
                       Topic 3: The DEERS Online Enrollment System (DOES)
                                           PIT-
                        Topic 4: Additional PIT-Related Terms and Their
                                 Functions




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                                      PAD-PAS: Intro to PIT Discrepancies, v2   9




Instructor Notes:
Read the slide.

Text:
In Lesson 1, you will learn several terms, definitions, and functions as they relate to
PIT discrepancies. The terms discussed in this lesson will provide background
information, which will assist you in the discrepancy resolution process.
Special emphasis will be given to the National Enrollment Database (NED), the
Defense Enrollment Eligibility Reporting System (DEERS), and the DEERS Online
Enrollment System (DOES). Additional PIT-related terms, definitions, and their
functions will be discussed.
Now let’s go over the objectives for Lesson 1 on the next slide.




                                                                                          9
                                 Lesson 1 Objectives

                        Describe the National Enrollment Database (NED)
                        Describe the Defense Enrollment Eligibility Reporting
                         System (DEERS)
                        Describe the DEERS Online Enrollment System (DOES)
                                            PIT-
                         Describe Additional PIT-related terms and describe
                         their functions




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                                       PAD-PAS: Intro to PIT Discrepancies, v2   10




Text:
These are the objectives for Lesson 1. By the end of this lesson, you will be able to
[read the bullets].
Now let’s proceed to Topic 1.




                                                                                        10
                         Topic 1: The National Enrollment
                                 Database (NED)
                        Objective: Describe the National Enrollment
                         Database (NED)




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                                       PAD-PAS: Intro to PIT Discrepancies, v2   11




Text:
In this topic, we will discuss the National Enrollment Database (NED).
Let’s get started.




                                                                                      11
                        National Enrollment Database
                              (NED): Definition
                Background: DEERS is the Defense Enrollment Eligibility
                Reporting System used by the government to record all
                individuals enrolled and/or eligible for patient care within
                the Military Health System (MHS).
                NED Definition: NED interfaces to DEERS. DEERS is
                accessed from various subsystems in CHCS, sending and
                receiving portions of data to make a complete file − all
                within one record.



         January 2007              PAD-
                                   PAD-PAS: Intro to PIT Discrepancies, v2   12




Text:
DEERS is the Defense Enrollment Eligibility Reporting System used by the
government to record all individuals who are enrolled and/or eligible for patient care
within the Military Health System (MHS).
The National Enrollment Database (NED) is interfaced to DEERS (not CHCS).
DEERS is accessed from various subsystems, sending and receiving portions of
data to make a complete file − all within one record. You are not required to input
data into either of these systems, but understanding what data is entered into each
and fed to CHCS is helpful background information when dealing with PIT
discrepancies.
When an individual initially becomes eligible for medical care at a military treatment
facility, his/her demographic information, such as name/date of birth/social security
number/rank/telephone number/address, etc., is entered into NED by the Defense
Manpower Data Center or the local support contractor. NED then transfers that
message to DEERS. DEERS then interfaces with CHCS.
Now let’s discuss the NED Patient file.




                                                                                         12
                                The NED Patient File
                       NED Patient file is Similar to the obsolete Managed
                        Care Program (MCP) Patient file.
                       Enrollment information is recorded from data in the PIT
                        message.
                              patient’                       free”
                        Each patient’s record must be “error free” to be entered
                                                  (non-                free”
                        into the NED Patient file (non-enrollee until “free”).
                       Data is entered into CHCS from DEERS only after any
                        discrepancy is cleared.
                       A PCM assignment is made.


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                                       PAD-PAS: Intro to PIT Discrepancies, v2   13




Instructor Notes:
Read the slide.

Text:
Now let’s discuss the NED Patient File. You will only use CHCS to deal with PIT
Discrepancies. You do not enter data into DEERS or the NED Patient file, but since
you will hear these terms, information is provided here to give you an idea of what is
happening before the patient data gets to CHCS.
The NED Patient file is similar to the obsolete MCP Patient file. Enrollment
information is merely recorded. Each patient’s file must be “error free” to be entered
into the NED Patient file (patients are considered “non-enrollees” until “free””). NED
data is integrated into DEERS and a PIT message is sent to CHCS. The record
must match that data found in the CHCS Patient file, otherwise the patient will
appear to be ineligible or not enrolled.
The patient information is entered into CHCS from DEERS only after any
discrepancy is cleared. As part of the PIT process, a PCM assignment is made on
DEERS. Processing the PIT merely assigns the PCM on CHCS.
Note: Since 2004, PCMs are assigned via the PIT process, not on CHCS.
Now let’s go over the NED PIT Log.




                                                                                         13
                                      NED PIT Log
                        Log contains messages from DOES.
                                                          completed.”
                         Messages remain in the log until “completed.”
                                                    completed.”
                         Messages are purged when “completed.”




          January 2007                 PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   14




Instructor Notes:
Read the slide.

Text:
You may hear references to the “NED Pit Log” when working with PIT
discrepancies. You will not have to read or analyze this log, but we will describe
what it is so you will understand the term. The NED PIT Log contains incoming
messages for enrollment activities from DEERS.
Messages that do NOT have a status of “Completed” remain in this file until they
are resolved. Messages are purged from this file (based on CHCS platform
settings) when the status is updated to “Completed”.
This completes Topic 1. Now here is a question for you.




                                                                                      14
                                       Question
                                                        False?
                   Which of the following statements is False?
                   a. NED stands for the National Enrollment Database.
                   b. The NED Patient file only records enrollment
                      information; it includes the PCM assigned in DOES.
                   c. The NED Pit Log requires messages to achieve a
                                 Completed”
                      status of “Completed” before they can be purged.
                   d. NED stands for the National Education Department.




         January 2007              PAD-
                                   PAD-PAS: Intro to PIT Discrepancies, v2   15




Instructor Notes:
Read the slide.
The correct answer is d.

Text:
The correct answer is d. Statements a, b, and c are all true; only statement “d” is
false.

Are there any questions on Topic 1? If not, let’s move on to Topic 2.




                                                                                      15
                        Topic 2: The Defense Enrollment
                              Eligibility Reporting
                                System (DEERS)
                       Objective: Discuss the Defense Enrollment Eligibility
                        Reporting System (DEERS)




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                                       PAD-PAS: Intro to PIT Discrepancies, v2   16




Text:
The objective for Topic 2 is to discuss the Defense Enrollment Eligibility Reporting
System − commonly referred to as DEERS.
DEERS holds all of the patient’s demographic data, which are required for the
patient to be both eligible and enrolled. The data includes name, date of birth, SSN,
rank, etc. All of this data is then compared to the data in CHCS. If there is a
discrepancy, the patient will remain unenrolled and will not be assigned a PCM. It is
necessary to promptly respond to, and correct, any discrepancies to prevent any
interruption to patient care.
Let’s begin with a definition of DEERS.




                                                                                        16
                                  DEERS Definition
                       DEERS is the eligibility and enrollment database
                        standard for the Department of Defense (DOD) − the
                                      information.
                        repository of information.
                       The CHCS database must match data in DEERS.
                       Disagreement in data results in PIT discrepancies.




         January 2007                 PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   17




Instructor Notes:
Read the screen.

Text:
DEERS is the enrollment and eligibility database standard system for the
Department of Defense. It is the repository for the eligibility and enrollment
information required for a patient to receive medical care through the MHS. CHCS
interacts with DEERS through a “DEERS eligibility” check to verify the data that is
required for the patient to receive care. This check occurs on CHCS when a user
attempts to book a patient for an appointment or enter insurance data. It entails an
exchange of data between CHCS and DEERS to determine if the patient data on
CHCS matches the DEERS data. DEERS is considered the “gold standard” for the
data, so if CHCS data does not match DEERS, the DEERS data will replace the
CHCS data.
Certain patient demographic information found in CHCS is used to match the
patient record on CHCS with the incoming DEERS patient data. These matching
criteria must agree between the two systems. This matching of data occurs via what
is called a PIT message. If specific data elements do not match, or if there is
incomplete information, PIT discrepancies will result.
Now let’s move on to discuss the DEERS Rapids application.




                                                                                       17
                           DEERS Rapids Application
                       Used by the MCSC personnel community
                       Entrance of family information
                       A part of DEERS
                       Generates unsolicited PITs to CHCS and Eligibility
                        Information Transfers (EITs)*
                                          PNTs”
                                   *Now “PNTs” (patient identifiers)




         January 2007                 PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   18




Instructor Notes:
Read the slide.

Text:
The DEERS Rapids is a software application that is used by the Managed Care
Support Contractor (MCSC) personnel community to correct patient data when
necessary, such as Social Security Numbers of family members. Only MCSC
personnel have the ability to update this patient information.
The DEERS Rapids information is a part of DEERS. Rapids generates unsolicited
PIT messages to CHCS and Eligibility Information Transfers (EITS) to the MCSC.
Notes:
Since 2003, the EITs are called PNTs, or the contractor’s version of the PIT.
Rapids files can be referred to as “personnel updates.” Related are various service
files that gather eligibility data and update DEERS.
Now let’s take a look at another question.




                                                                                      18
                                         Question
                   Choose the correct answer from the following statements.
                   a. DEERS is accessed during an interactive DEERS
                      check in CHCS.
                   b. DEERS provides eligibility data.
                   c. DEERS displays current enrollment information.
                   d. All of the above.




         January 2007              PAD-
                                   PAD-PAS: Intro to PIT Discrepancies, v2   19




Instructor Notes:
Read the question.
The correct answer is d.

Text:
The correct answer is d − All of the above. All of the statements are correct.
Now let’s go on to Topic 3.




                                                                                  19
                            Topic 3: The DEERS Online
                            Enrollment System (DOES)
                        Objective: Discuss the DEERS Online Enrollment
                         System (DOES)




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                                      PAD-PAS: Intro to PIT Discrepancies, v2   20




Instructor Notes:
Read the slide.

Text:
In Topic 3, the objective is to discuss the DEERS Online Enrollment System
(DOES).
Let’s get started on the next slide.




                                                                                     20
                                    DOES Definition
                        DOES interface to NED
                        Used by the MCSC to process enrollments




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                                      PAD-PAS: Intro to PIT Discrepancies, v2   21




Instructor Notes:
Read the slide.

Text:
The DEERS Online Enrollment System (DOES) is the interface to the National
Enrollment Database (NED). DOES is used by the MCSCs to process enrollments
and enrollment modifications. This system can only be accessed by the MCSCs; it
is not accessible in CHCS.
Now let’s look at another DOES function on the next slide.




                                                                                     21
                                 DOES Assignments
                       DOES: Capability to assign a Primary Care Manager
                        (PCM) for the network enrollees




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                                      PAD-PAS: Intro to PIT Discrepancies, v2   22




Instructor Notes:
Read the slide.

Text:
DOES has the capability to assign a Primary Care Manager (PCM) for the network
enrollees. DOES must assign the PCM, or a discrepancy will occur.
Note:
The enrollment process can not be completed without assigning a PCM; therefore,
assigning a PCM is an integral part of the enrollment process for any direct care
military treatment facility.
Next, I have a question for you.




                                                                                     22
                                           Question
                                            True?
                         Which statement is True?
                         a. DOES is used to process enrollments.
                         b. DOES is capable of assigning PCMs.
                         c. Only a is true.
                         d. Both a and b are true.




          January 2007                 PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   23




Instructor Notes:
Read the question.
The correct answer is d.

Text:
The correct answer is d – Both a and b are true.
Now let’s move on to the final topic of this first lesson.




                                                                                      23
                         Topic 4: Additional PIT-Related
                             Terms and Functions
                                                      PIT-
                         Objective: Discuss additional PIT-related terms
                         and functions




          January 2007                 PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   24




Instructor Notes:
Read the slide.

Text:
The objective of this topic is to discuss a few additional PIT-related terms and
functions.
Let’s get started.




                                                                                      24
                                       Assignment
                        CHCS no longer assigns a patient to the PCM.
                        The incoming PIT message is processed in CHCS.
                        The assignment to a PCM is recorded in the NED
                         Patient file.
                        PCM Booking is unavailable in CHCS until a PCM
                         assignment is made.




          January 2007                PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   25




Instructor Notes:
Read the slide.


Text:
Since 2004, CHCS no longer assigns a patient to the PCM. That function is handled
by the MCSCs via the DOES interface. However, the incoming PIT message is
processed in CHCS, and the assignment to a PCM is recorded in the NED Patient
file. You can not use the PCM Booking function in CHCS until a PCM assignment is
made.

Now let’s look at the term “eligibility.”




                                                                                     25
                                           Eligibility
                       Measure of entitlement to medical care through DEERS
                       Provided through a valid ID card
                       Sponsor-
                        Sponsor-updated records




         January 2007                PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   26




Instructor Notes:
Read the slide.

Text:
Eligibility is the measure of entitlement to medical care as shown through DEERS.
Normally eligibility is provided through a valid ID card and is contingent upon the
sponsor updating the personal record to maintain eligibility or entitlement.
Now let’s see how eligibility is different from enrollment, since these two terms are
often confused.




                                                                                        26
                                          Enrollment
                        Enrollment is the act of joining TRICARE Prime or
                         TRICARE Plus.




          January 2007                 PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   27




Instructor Notes:
Read the slide.


Text:
Enrollment is the act of joining the military healthcare system (i.e., being eligible and
enrolling for care). The military’s healthcare system is called TRICARE and covers
the three branches of service: Army, Navy, and Air Force. There are two basic plans
available: TRICARE Prime and TRICARE Plus. Note that just because someone is
Active Duty, that doesn’t mean the individual is enrolled in TRICARE. The Active
Duty person is entitled to/eligible for care within the MHS, but may not be actively
enrolled. Enrollment is ensured by the completion of an enrollment form and
submission of the form to the MCSC for processing.
Now let’s look at another term.




                                                                                            27
                               Resend or Retransmit
                       Terms used to request the MCSC to resend a PIT
                        message from DOES to CHCS.




         January 2007                PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   28




Instructor Notes:
Read the slide.

Text:
As the CHCS user, you would use the terms, “Resend” or “Retransmit” request that
the MCSC resend a PIT message from DOES to CHCS. At times, an incoming PIT
message will not include all the data fields. Resends are most useful when PITs
are not in the NED PIT Log as anticipated.
Note:
If an MCSC resends a PIT message to CHCS and the site doesn’t see it in a
reasonable period of time, usually overnight, you should ask that the MCSC submit
it as a data error.
Now let’s go from resend, or retransmit, to the PIT Reprocessor on the next slide.




                                                                                     28
                                   PIT Reprocessor
                       Option on CHCS where errors are maintained
                       Internal ID: DEERS/CHCS PIT Reprocess
                       Allows an error or discrepancy to be reprocessed
                       Used for all errors where the remedial action took place
                        on CHCS




         January 2007                  PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   29




Instructor Notes:
Read the slide.

Text:
“PIT Reprocessor” is an option on CHCS in which all pending enrollees/disenrollees
with errors are maintained. This option, RPCM, (DEERS/CHCS PIT Reprocess)
allows an error or discrepancy to be reprocessed from CHCS without having to
engage the MCSC. This option can be used for all errors where the remedial action
took place on CHCS. In other words, you took the necessary steps to resolve the
discrepancy. The RPCM option is used to see if the discrepancy has cleared.
Note that this option may be located in different areas in your CHCS account. It
may be on the PIT Discrepancy Resolution Menu, it may be on a specially designed
menu at your site, or it may be a secondary menu option. We will discuss this in
greater detail in Lesson 2 a little later.
Now let’s discuss synchronization on the next slide.




                                                                                      29
                            Discrepancy Processing
                                  Match Fields
                     The discrepancy processing match fields include:
                      Sponsor SSN

                      Sponsor last name

                      Sponsor date of birth

                      Sponsor sex

                      Beneficiary SSN

                      Beneficiary last name

                      Beneficiary date of birth

                      Beneficiary sex


          January 2007               PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   30




Instructor Notes:
Read the slide.


Text:
As we have mentioned, DEERS and CHCS interface to determine accurate data.
There are eight fields that must match. The discrepancy processing match fields
include the following:

  - Sponsor SSN
  - Sponsor last name
  - Sponsor date of birth
  - Sponsor sex
  - Beneficiary SSN
  - Beneficiary last name
  - Beneficiary date of birth
  - Beneficiary sex
Now let’s look at our final term.




                                                                                    30
                          DEERS Registration Synch
                     The fields on a DEERS registration synch include:
                      Sponsor SSN

                      Patient last name

                      Date of birth

                      Sex

                      Sponsor rank (not required for synch flag)

                      Sponsor UIC

                      Address (not required for synch flag)

                      Telephone number (not required for synch flag)



           January 2007               PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   31




Instructor Notes:
Read the slide.
Text:
The fields on a DEERS registration that synch when interfacing with CHCS include:
   - Sponsor SSN
   - Patient last name
   - Date of birth
   - Sex
   - Sponsor rank (not required for synch flag)
   - Sponsor UIC
   - Address (not required for synch flag)
   - Telephone number (not required for synch flag)
Note:
Registration synch is an action that takes place in the background (seamless to you
as a user). It results in the patient flag being sent to “exact match.” A DEERS check
is performed by a CHCS user holding the DG Reg Synch security key.
This concludes our lesson on the main terms that relate to PIT Discrepancies.
Now let’s look at one final question for this lesson.




                                                                                        31
                                          Question
                  All of the following fields of data are required for an exact
                  match between DEERS and CHCS except:
                  a. Name
                  b. Sex
                  c. Unit
                  d. Sponsor SSN
                  e. Telephone Number
                  f. Date of Birth



        January 2007                PAD-
                                    PAD-PAS: Intro to PIT Discrepancies, v2   32




Instructor Notes:
Read the question.
The correct answer is e.

Text:
The correct answer is e − Telephone Number. All of the other fields of data are
required for an exact match. It is important to note that if there is a different
address/telephone number from DEERS, that information should be accepted as
correct the vast majority of the time.

That concludes our discussion of the first lesson. Are there any questions or
comments? If not, let’s go on to Lesson 2.




                                                                                    32
                          Lesson 2: Review PIT
                     Discrepancy Menus and Options
                       Topic 1: Review the GS Discrepancy Resolution Menu
                        (First Nine options)
                       Topic 2: Review the GS Discrepancy Resolution Menu
                        (Last Five options)
                       Topic 3: Review the DEERS/CHCS Discrepancy Report




         January 2007                 PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   33




Instructor Notes:
Read the slide.

Text:
In Lesson 2, we’ll review the basic GS PIT Discrepancy Resolution menu options.
Our three topics include [read the topics].
Notes:
Research of various MTFs has revealed that some sites make extensive use of the
GS Discrepancy Resolution Menu on CHCS. Some sites have developed their own
hybrid menu using some of the options on this menu, and also adding others. Still
other sites may not be familiar with this menu.




                                                                                     33
                         Overview of the GS Discrepancy
                                Resolution Menu

                       Not supported by CHCS
                       Not used at all sites
                       IF available, may be on secondary menu




         January 2007                PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   34




Text:
The GS Discrepancy Resolution Menu is the primary menu used to resolve PIT
discrepancies. However, it is not standard CHCS software or supported by SAIC,
nor is it used at all sites. Some of the menu options in this GS menu are found
elsewhere in CHCS as part of the standard software. Those options are supported
by SAIC. For those options, however, not found elsewhere in CHCS, there is no
guarantee that they will always work properly in the future. Also, some of the menu
options at your site may not appear on a separate menu, but rather are available
only as secondary menu options. We will look at these options in a moment.
Note: During the development of this course, all of the PIT discrepancy-related
options functioned properly, as revealed by research performed with a site using
these options.




                                                                                      34
                            Topic 1: Review the GS
                         Discrepancy Resolution Menu
                              (First Nine Options)
                       Objective: Review the first nine options of the GS
                        Discrepancy Resolution Menu




         January 2007                  PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   35




Instructor Notes:
Read the slide.

Text:
The objective for Topic 1 is to review the first nine options of the GS Discrepancy
Resolution Menu, but first, let’s take a look at the entire menu.




                                                                                      35
                    GS Discrepancy Resolution Menu
                   FSYN   Check data sync status of a family
                   MRDM   Mini Registration
                   DRDM   Interactive DEERS Eligibility Request
                   BHCF   Health Care Finder Booking
                   USYN                     Un-
                          Edit template for Un-syncing Patient File
                   ELKP   Current Enrollment info lookup
                   RPCM   DEERS/CHCS PIT Reprocess
                   FPN    Former Patient Name
                   ACTS   All activity by FMP/SSN
                   INS    Merge Menu to Provide Instructions to POC
                   NPLS   Check NED PIT Log status
                   NCAP   Captioned output of NED PIT Log
                   IFE    Inquire to File Entries
                   ZAP    Unlock Patient Registration


         January 2007                  PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   36




Instructor Notes:
Point to each item as it is discussed.

Text:
The GS Discrepancy Resolution Menu was developed to be installed on each
CHCS host platform. Some sites opted not to install the menu. Others revised the
menu. The menu can be assigned as a secondary menu or may be added to a
menu customized at your site. The menu’s use is for those individuals who have
been trained and have been authorized access to it. The CHCS synonym for this
menu is DRM. Over the next three topics of this lesson, we will divide the menu into
three parts (since this is a menu with several options) and discuss the purpose of
each menu option.
As mentioned previously, some options are not standard CHCS software. Others
are found elsewhere in CHCS, and part of the standard (and supported) software.
The non-standard options include: FSYN, USYN, ELKP, ACTS, INS, NPLS, NCAP,
and ZAP.
To break up the lesson, after each topic, we’ll ask a question to check on your
progress up to that point.
Let’s begin.




                                                                                       36
                        FSYN: Check Data Sync Status
                                of a Family
                       A family view, by Sponsor SSN, of all family member
                        sync status
                       Especially useful for Error Type 114s (Family not
                        Synched)
                       Steps for family synch




         January 2007                 PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   37




Instructor Notes:
Read the slide.

Text:
The first option on the menu is FSYN. The FSYN option displays a family view, by
Sponsor SSN, of all “family member sync status.”
This option is especially useful for Error Type 114s (Family not Synched). This
error type will be explained in more detail in the next PIT course so we won’t go into
detail here.
After typing “FSYN”, the prompt for Sponsor Name appears. Type the family
member prefix and SSN of the sponsor; i.e., “20 333 33 3333”. Then accept entries
at the ‘Patient,’ ‘Device,’ and ‘80//’ prompts.
The next screen will display how the sync status appears in CHCS.




                                                                                         37
                              Family Sync Status Sample
                                                           Data-
                                              Personal Data-Privacy Act of 1974 (PL 93-579)       93-
                   Patient List                            01 Jan 2007@0900                Page 1
                                                                                                   Patient Validation
                                              Sponsor SSN                                          Flag
                   -------------------------------------------------------------------------------------------------------
                   -------------------------------------------------------------------------------------------------------
                        Sponsor Name: Jones, Gary L
                   Jones, Gary L                  333- 33-
                                              20 333-33-3333                 333- 33-
                                                                         20 333-33-3333            exact match
                   Jones, Lenore D                     - 33-
                                              20 333-33-3333
                                                  333                             - 44-
                                                                         20 333-44-5555
                                                                             333                   exact match
                   Jones, Matthew J 20 333-33-3333333  - 33-                      - 55-
                                                                         20 333-55-6666
                                                                             333                   exact match




         January 2007                                PAD-
                                                     PAD-PAS: Intro to PIT Discrepancies, v2                                 38




Instructor Notes:
Point to items, if possible, as they are mentioned.

Text:
This is a sample of the family sync status screen in CHCS. The family members
are listed on the left side of the screen. Then you have the sponsor’s SSN, the
individual family member’s SSN, and then the Patient Validation Flag. If there is an
Error Type 114, any record that does not have the “exact match” flag is the problem.

Now, let’s go on to the next menu option.




                                                                                                                                  38
                             MRDM: Mini-Registration
                                     mini-
                        The standard mini-registration option
                        Gray”
                        “Gray” or unavailable name




         January 2007                  PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   39




Instructor Notes:
Read the slide.

Text:
MRDM, the second option, is the standard mini-registration option in CHCS used to
access and modify patient data. If the patient’s name is “gray” or unavailable, this
patient is synced and will require unsyncing prior to continuing in mini-registration.
More information on unsyncing will be covered later when we discuss the DRDM
and USYN options.

Note:
A demonstration later in this course will review the mini-registration option and the
importance of each field on the associated screen(s).

Text:
Now, let’s move on to the next option.




                                                                                         39
                             DRDM: Interactive DEERS
                                Eligibility Request
                        DRDM is the standard DEERS check option to view a
                         patient’
                         patient’s current eligibility and enrollment.
                        Updating data on CHCS causes a message to be sent
                         to DEERS.
                        If DEERS data is in error, the patient must correct it
                         through the RAPIDS office.




          January 2007                 PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   40




Instructor Notes:
Point to each bullet as it is read.


Text:
DRDM is the standard DEERS check option that is used to view a patient’s current
eligibility and enrollment. If there are discrepancies between DEERS and CHCS,
you can navigate to the CHCS/DEERS Discrepancy Data Screen. Demographic
data is displayed side by side, and you can select CHCS fields to update with
DEERS data.
Once the data matches, the system sets the Patient Validation flag on CHCS.
Updating data on CHCS causes a message to be sent to DEERS. The updating
data is address, phone number and blood type information. Updating data such as
name, DOB, gender, patient category, or unit has no effect on DEERS since they
are considered the master. If DEERS data is in error, the patient must go back to
the RAPIDS office to correct it.
In order to sync a record, the CHCS user must hold the DG REG SYNCH security
key.




                                                                                      40
                            BHCF: Health Care Finder
                               Booking Option
                       Used to book clinic appointment in CHCS
                       Triggers the DEERS request for a patient
                       Sync a patient record, if needed, if there are no
                        discrepancies




         January 2007                  PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   41




Instructor Notes:
Read the screen.

Text:
The next option on the GS menu is the BHCF option. It is used to book clinic
appointments in CHCS. However, for the purpose of discrepancy resolution, this
option triggers the DEERS eligibility request for a patient. When a response is
received, if there are discrepancies between the data, you can navigate to the
CHCS/DEERS Discrepancy Data Screen to sync a patient record.

Now let’s look at the next option.




                                                                                      41
                             USYN: Edit Template of
                               Un-syncing Patient
                    This option allows authorized staff to unsync a patient
                    record.
                       CAUTION: You should not use this option. Seek
                       assistance from your System Administrator.




          January 2007               PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   42




Text:
The USYN option is used to unsync a patient record from DEERS.

CAUTION: You should not use this option. You need to ask your system
administration staff to assist. You should also take the VC Duplicate Patient course to
learn more about patient merges and duplicate patient.

IF used, your system administrator would:

   1. Enter the option name and then the patient’s name at the prompt.
   2. At the ‘Patient Validation Flag’ prompt, to unsync the record, you would
      type the “at sign” (@) sign, and then answer YES to delete the record.
   3. Go in to mini-registration to open the CHCS/DEERS Discrepancy Data
      Screen.
Note: You perform this DEERS eligibility request using the DRDM menu option.
Let’s move on to the next option.




                                                                                          42
                           ELKP: Current Enrollment
                             Information Lookup
                       The ELKP option:
                                         patient’
                         - Displays the patient’s PCM assignment
                         - Is useful in determining whether the patient has
                           successfully been recorded in the NED Patient file




         January 2007                 PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   43




Text:
The ELKP option displays the patient’s PCM assignment. This option is also useful
in determining whether the patient has successfully been recorded in the NED
Patient file.
Now, let’s discuss the RPCM menu option.




                                                                                     43
                            RPCM: DEERS/CHCS
                              PIT Reprocess
                   The RPCM option:
                    Reprocesses PIT messages

                    Captures the enrollment and PCM data in the NED
                     Patient file




         January 2007              PAD-
                                   PAD-PAS: Intro to PIT Discrepancies, v2   44




Text:
The RPCM option reprocesses PIT messages within CHCS as the last step of the
discrepancy resolution process.
After patient record discrepancies are resolved, it is important to reprocess the PIT
message to capture the enrollment and PCM data in the NED Patient file.
Now let’s discuss the FPN option.




                                                                                        44
                         FPN: Former Patient Name
                  The FPN option:
                                                     alias”        patient’
                   Allows you to add or remove an “alias” from a patient’s
                    record
                   Helps to avoid the generation of duplicate patient record




          January 2007               PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   45




Text:
The FPN option allows you to add or remove an “alias” from a patient’s record.
This option is particularly useful to avoid the generation of a duplicate patient
record, such as when a patient record has been merged, or where the patient has
dual status. If you check here and find an alias, you would know that you should
not re-register this patient thus causing a duplicate patient record. Common aliases
occur when a person becomes married and changes the last name.
Now let’s look at the next option.




                                                                                       45
                        ACTS: All Activity by FMP/SSN
                 The ACTS option allows you to:
                  Research a potential duplicate patient

                  Identify patients with pending appointments




         January 2007              PAD-
                                   PAD-PAS: Intro to PIT Discrepancies, v2   46




Text:
The ACTS option aids in researching a potential duplicate patient.
It is important that a patient with pending appointments NOT be merged.
Type in the FMP/SSN of the patient to view any pending appointments and orders.
If there is anything pending, the patient may be identified as a duplicate, but NOT
merged until after the appointment/order has cleared. The appointment is cleared
once it has been kept or if it has been cancelled.
Next is a question for you.




                                                                                      46
                                          Question
                   Which menu option is used to determine if a patient is
                   enrolled in DEERS and eligible to receive care through
                   the MHS?
                   a. FSYN       Check data sync status of a family
                   b. MRDM       Mini Registration
                   c. DRDM       Interactive DEERS Eligibility Request
                   d. USYN                         Un-
                                 Edit template for Un-syncing Patient File




         January 2007               PAD-
                                    PAD-PAS: Intro to PIT Discrepancies, v2   47




Instructor Notes:
Read the question.
The correct answer is c.

Text:
The correct answer is c – DRDM. The DRDM option is the standard DEERS check
option used to ensure that a patient is enrolled in DEERS and is eligible to receive
health care through the MHS.
That concludes the first topic of this lesson. Are there any questions? If not, let’s
us move on to the next topic.




                                                                                        47
                            Topic 2: Review the GS
                         Discrepancy Resolution Menu
                              (Last Five Options)
                        Objective: Review the Discrepancy Resolution Menu
                         options (Last Five Options)




          January 2007                PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   48




Instructor Notes:
Read the slide.

Text:
The objective for this topic is to review the last five options on the GS Discrepancy
Resolution Menu.
Let’s get started.




                                                                                        48
                  GS Discrepancy Resolution Menu
                   FSYN   Check data sync status of a family
                   MRDM   Mini Registration
                   DRDM   Interactive DEERS Eligibility Request
                   BHCF   Health Care Finder Booking
                   USYN                     Un-
                          Edit template for Un-syncing Patient File
                   ELKP   Current Enrollment info lookup
                   RPCM   DEERS/CHCS PIT Reprocess
                   FPN    Former Patient Name
                   ACTS   All activity by FMP/SSN
                   INS    Merge Menu to Provide Instructions to POC
                   NPLS   Check NED PIT Log status
                   NCAP   Captioned output of NED PIT Log
                   IFE    Inquire to File Entries
                   ZAP    Unlock Patient Registration



         January 2007                  PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   49




Text:
I’ve displayed the entire GS Discrepancy Resolution Menu again to remind you of
where we are. Recall that we’ve discussed the first nine options on this menu.
The next menu option in the GS Discrepancy Resolution Menu is INS; but since this
is actually a menu with several options, we’ll discuss this option later in the lesson.
So for now, let’s go to the NPLS option.




                                                                                          49
                            NPLS: Check NED PIT
                                Log Status
                   The NPLS option:
                    Allows a quick check of the status of the PIT Log

                    Determines successful resolution of the discrepancy




         January 2007                PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   50




Text:
The NPLS option allows a quick check of the status of the PIT Log by showing the
current status of the NED PIT Log.
This option is especially helpful in determining whether the discrepancy has been
resolved and whether the patient’s record successfully moved to the NED Patient
file.
Now let’s look at the next option.




                                                                                    50
                         NCAP: Captioned Output of
                               NED PIT Log
                    The NCAP option allows you to:
                     Print a captioned output for the incoming PIT Log

                     Display the error message and fields




          January 2007               PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   51




Text:
The NCAP option prints a captioned output for the incoming PIT Log.
This option allows you to see the error message and fields pertaining to the error for
the pending discrepancy.
Let’s look at the IFE option.




                                                                                         51
                         IFE: Inquire to File Entries
                    This option:
                     Allows inquiry into CHCS files

                     Should only be used after proper training, and requires
                      a security key
                      Note: See your System Administrator for further details
                      on this CHCS option.




          January 2007               PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   52




Text:
The IFE option allows inquiry into CHCS files.
This option should only be used after proper training; and the DIOUT security key is
required. At most sites, only high level CHCS users are allowed access to this
option.
For further details about this CHCS option, contact you System Administrator.
Next, let’s discuss the ZAP option.




                                                                                       52
                        ZAP: Unlock Patient Registration
                   This option resolves those patient records that are
                    locked.”
                   “locked.”




         January 2007               PAD-
                                    PAD-PAS: Intro to PIT Discrepancies, v2   53




Text:
The ZAP option is useful to resolve those patients that are “locked.” If a patient is
locked, another user attempting to access the patient’s registration information
would see a message, “Another terminal is working on this entry.” No one will be
able to access the registration until the record is unlocked.
If the value of the record is “Registration is Incomplete,” enter “0” to change the
value to “Complete.”

Now, let’s go move on to the INS menu option.




                                                                                        53
                          INS: Merge Menu to Provide
                              Instructions to POC
                    Options on the INS menu include:
                    IDP   Identify Duplicate Patients
                    MPD   Merge/Transfer Patient Data
                    UDP   Un-
                          Un-Identify Duplicate Patients
                    EPD   Exclude Potential Duplicate Patients




          January 2007              PAD-
                                    PAD-PAS: Intro to PIT Discrepancies, v2   54




Text:
The INS (merge menu) contains options involved in identifying and merging
duplicate patients. Your site may identify a Data Center Team who will research
duplicate patient data and assign the actual merge to a another team. Follow your
site policy.
A prerequisite course, Duplicate Patient Processing, demonstrates the options
found in this menu. You should take that course before you use this menu. But for
the purpose of this course, let’s discuss the function of each of these menu options.




                                                                                        54
                        IDP: Identify Duplicate Patients
                   This option is used to identify duplicate patients.




         January 2007                PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2   55




Text:
The IDP option is used to identify duplicate patients in the CHCS database once
you have researched the patient records and are sure of who is the correct patient
and who is the duplicate patient.
The “Candidate Patient” is the name of the correct patient in the system that you
think may have an associated duplicate patient record. The “Potential Duplicate
Record” is the record that the system flags as the duplicate record for the Candidate
Patient listed in this report.
You must be assigned the appropriate security key to access this option.
Now let’s look at the MPD option.




                                                                                        55
                            MPD: Merge/Transfer
                               Patient Data
                 This option is used to merge identified duplicate patients in
                 CHCS.




         January 2007               PAD-
                                    PAD-PAS: Intro to PIT Discrepancies, v2   56




Text:
The MPD option is used to merge identified duplicate patients in CHCS.
This option allows you to transfer and merge all CHCS data from one
patient to another. Before patient data can be merged, however, you must
identify duplicate patient records using the Identify Duplicate Patients
option. Once the duplicate record is merged with the correct record, the
system prevents most users from accessing the duplicate record. For a
patient with duplicate records enrolled in the Managed Care Program
(MCP), the system prevents the merge of data until disenrollment from
MCP.
Warning: Do not merge patients until you’ve received full instruction on this
process from the appropriate site points-of-contact (POCs) who are experienced in
this area. Recall that there is a VC class available on this topic as well.
You must be assigned the appropriate security key to access this option.
The next option is the UDP option. Let’s look at it now.




                                                                                    56
                                 UDP: Un-Identify
                                Duplicate Patients
                                          un-
                   This option is used to un-identify a previously identified
                   duplicate patient.




         January 2007                PAD-
                                     PAD-PAS: Intro to PIT Discrepancies, v2    57




Text:
The UDP option is used to un-identify a previously identified duplicate patient.
This option enables the user to reverse the identification process of a duplicate
patient. This option should be used when a patient has been incorrectly identified
as a duplicate record.
Note: This option cannot be used once a patient has been merged!!
Now let’s look at the final INS menu option.




                                                                                     57
                            EPD: Exclude Potential
                              Duplicate Patients
                 This option is used to exclude a patient as a potential
                 duplicate patient.




          January 2007              PAD-
                                    PAD-PAS: Intro to PIT Discrepancies, v2   58




Text:
The Exclude Potential Duplicate Patients option is used to exclude a patient as a
potential duplicate patient. Actually, it prevents CHCS from identifying a pair of
patients as a potential duplicate. The patient must first be identified as a duplicate
on IDS or PDS in CHCS.
It is most frequently used in the case of twins or other situations where two family
members have similar names and are born within the same month. Such children
are often mistakenly identified as duplicate patients because of the similar data in
each child’s record. In the case of children, be sure to verify with the parent or
sponsor the FMP and DOB of the child – twins or triplets are possible. In the past,
twins were unknowingly reported as a duplicate patient and were merged into one
file.
This concludes our brief look at the INS menu options; and it’s time for a couple of
questions.




                                                                                         58
                                             Question
                       Which of the following options is used to reprocess a
                       PIT message as the final step to resolve a discrepancy?
                       a.   RPCM   DEERS/CHCS PIT Reprocess
                       b.   FPN    Former Patient Name
                       c.   ACTS   All activity by FMP/SSN
                       d.   ZAP    Unlock Patient Registration




        January 2007                   PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   59




Instructor Notes:
Read the question.
The correct answer is a.
Text:
The correct answer is a − RPCM. The RPCM option reprocesses the PIT message
as the final step to resolve a discrepancy.
Here’s another question.




                                                                                      59
                                            Question
                        Which INS Merge Menu option is used to merge
                        identified duplicate patients?
                        a.   IDP   Identify Duplicate Patients
                        b.   MPD   Merge/Transfer Patient Data
                        c.   UDP   Un-
                                   Un-Identify Duplicate Patients
                        d.   EPD   Exclude Potential Duplicate Patients




         January 2007                 PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   60




Instructor Notes:
Read the question.
The correct answer is b.
Text:
The correct answer is b − MPD. The MPD option is used to merge identified
duplicate patient records.
Are there any questions at this point concerning the GS Discrepancy Resolution
Menu? If not, let’s move on to the final topic for this lesson −
Topic 3: The DEERS/CHCS PIT Discrepancy Report.




                                                                                     60
                           Topic 3: The DEERS/CHCS
                              Discrepancy Report
                      Objective: Discuss the DEERS/CHCS Discrepancy
                       Report




        January 2007                PAD-
                                    PAD-PAS: Intro to PIT Discrepancies, v2   61




Text:
The objective for Topic 3 is to discuss the DEERS/CHCS Discrepancy Report.




                                                                                   61
                         Overview: The DEERS/CHCS
                             Discrepancy Report
                                             site-
                       Starting point to view site-specific PIT discrepancies




        January 2007                  PAD-
                                      PAD-PAS: Intro to PIT Discrepancies, v2   62




Text:
The DEERS/CHCS Discrepancy Report is your starting point to see what PIT
discrepancies occur at your site.
Menu Path: CA -> PAS -> MAN -> OMCP -> DEMR




                                                                                     62
                        DEERS/CHCS PIT Discrepancy
                          Report: Types of Errors
                Types of Discrepancies:
                 System Level Discrepancies

                 Registration Discrepancies

                 PCM Assignment Discrepancies




         January 2007              PAD-
                                   PAD-PAS: Intro to PIT Discrepancies, v2   63




Text:
Discrepancies can be organized into three basic types:
   System Level Discrepancies are caused by a problem with the PIT
   message length, data content, or lack of required fields.
   Registration Discrepancies are caused by the inability of the system to
   singularly identify a patient/beneficiary on CHCS.
   PCM Assignment Discrepancies are caused by the inability to match a
   PCM with the data received via a PIT message.
Now let’s look at how this report is sorted.




                                                                                  63
                         DEERS/CHCS PIT Discrepancy
                               Report: Sorting
                    The DEERS/CHCS PIT Discrepancy Report can be sorted
                    as follows:
                        Enrolling DMIS ID/IDs or Patient Name
                        Discrepancy Type (system level, registration, or PCM)
                        Transaction Date Range (date range or all dates)




          January 2007                 PAD-
                                       PAD-PAS: Intro to PIT Discrepancies, v2   64




Text:
The DEERS/CHCS PIT Discrepancy Report can be sorted as follows:
   -    Enrolling DMIS ID (one, multiple, or all DMIS IDs) or Patient Name
   -    Discrepancy Type (system level, registration, or PCM)
   -    Transaction Date Range (date range or all dates)
A sample PIT Discrepancy Report follows on the next slide.




                                                                                      64
                               Sample DEERS/CHCS PIT
                                 Discrepancy Report
                                                     00TH MEDICAL GROUP
                  01 Dec 2006@1457                             Personal                                93-
                                                               Personal Data - Privacy Act of 1974 (PL 93-579)
             DEERS/CHCS PIT Discrepancy Report
             Discrepancy Type(s): 3 selected
             Enrolling DMIS ID(s): 0000 - 00TH MEDICAL GROUP
             Transaction Date(s): 09 Feb 2006 to 06 Dec 2006                                                 Page
                                                                                                             Page 1
             =======================================================
             Discrepancy Type: Error Type               S                 PCM Network
              Enrolling DMIS ID                    e         Patient   Provider     PCM          PCM
               Trans Date Spon. SSN Name                  x DOB      SSN         Type Code      ID       Name
                Error
             ============================================================================
             ============================================================================
             PCM Discrepancy: 122 - Provider not flagged as a PCM within the Group
              0000 - 00TH MEDICAL GROUP
                           xxx- xx-                                  xxx- xx-
               11/20/2006 xxx-xx-xxxx James,Peter M 01 Jan 2000 xxx-xx-xxxx Direct Care 000000000000 Peters,James
                  B
                                                                                  SPEC:
                Group: PEDIATRICS MTF GROUP POC: PEDIATRICS CLINIC SPEC: PEDIATRICIAN

             PCM Discrepancy: 123 - PCM Not found in Group
              0000 - 00TH MEDICAL GROUP (continued)
                          xxx- xx-
               01/01/2006 xxx-xx-xxxx Thomas,Benjamin B                  xxx- xx-
                                                           F 01 Jan 1987 xxx-xx-xxxx Direct Care 0000000000
                 Peters,James b
                                                                         PRIMARY
                Group: FHC EAGLE GROUP POC: FHC EAGLE TEAM SPEC: PRIMARY CARE NURSE PRACTITIONER


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                                                 PAD-PAS: Intro to PIT Discrepancies, v2                              65




Instructor Notes:
Point out the various features of the report when mentioned in the text.
Text:
This report is your starting point for identifying PIT discrepancies and the
subsequent resolution. This report has a wide range of information. [Point to and
read features including: Medical Group, date, discrepancy types, DMIS ID,
transaction date, discrepancy number, sponsor’s SSN, name, date of birth, PCM
code, ID, and name, discrepancy number and description].
You would be responsible to keep this report as clean (without discrepancies) as
possible by daily responding to discrepancies as they appear. You will learn that
you can take care of some of them quickly. Others, however, will take time and
require your working with others, such as the System Administrator or support
contractors.
Now, here is another question for you.




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                                      Question
                  Which item is not in the PIT Discrepancy Report?
                  a. Name of the person who generates the report
                  b. The discrepancy type
                  c. The DMIS ID
                  d. The transaction dates




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                                   PAD-PAS: Intro to PIT Discrepancies, v2   66




Instructor Notes:
Read the question.
The correct answer is a.
Text:
The correct answer is a. The person’s name who is generating the report is not
included. The discrepancy type, the DMIS ID, and the transaction dates are all
included.
Are there any questions about the DEERS/CHCS PIT Discrepancy Report?
Next, we discuss some of the common causes of PIT discrepancies in regard to
patient registration and PAS/MCP file/table build.




                                                                                  66
                         Demonstration: Common Causes
                             of PIT Discrepancies
                    Patient Registration
                    PAS/MCP File/Table Build




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                                    PAD-PAS: Intro to PIT Discrepancies, v2   67




Text:
PIT discrepancies frequently occur during PAS/MCP file and table build or during
patient registration. Accuracy of information is critical to avoiding, or having to
correct, PIT discrepancies.
Now, we are going to spend some time on application sharing. The CHCS training
database will be used to discuss the various critical fields in patient registration and
PAS/MCP File/Table.
Let’s start with a demonstration of patient registration.




                                                                                           67
                    Demonstration: Common Causes
                      of PIT Discrepancies (cont.)
                       Patient Registration




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                                       PAD-PAS: Intro to PIT Discrepancies, v2   68




Instructor Notes:
Display the CHCS training database in the FWAC training environment. Sign in as
Username: JABBER; Password: WOCKY.
Go to patient mini-registration. Menu Path: CA -> PAD -> ROM -> MRG
Enter the name: PICARD,AUGUST.
Move the cursor through the items as you proceed through the record.
When the demonstration of patient registration is completed, read the text below.
Text:
I’ll go through all of the fields on the screen emphasizing the potential areas where
discrepancies could be caused if there is disagreement with the information in
DEERS. Remember that those fields include: Sponsor SSN, Patient last name,
Date of birth, Sex, Sponsor rank (not required for synch flag), Sponsor UIC,
Address (not required for synch flag), Telephone number (not required for synch
flag). You may need to use the ZAP option if a record is locked.
Now, let’s look at the correct construction of groups, places of care, providers, and
the allowance of PCM assignments in the PAS/MCP file/table build.




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                         Demonstration: Common Causes
                           of PIT Discrepancies (cont.)
                        PAS/MCP File/Table Build




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                                      PAD-PAS: Intro to PIT Discrepancies, v2   69




Instructor Notes:
Now go to PAS/MCP File/Table build. Menu Path: CA -> PAS -> Scheduling
Supervisor -> CPRO -> (Go through and explain each field and screen.) -> PPRO -
> (Go through and explain each field and screen.)
Then go to MCP -> FMCP -> PTAB and demonstrate the Group, Place of Care, and
Provider options (Go through and explain each field and screen). Again point out
the areas of potential causes of discrepancies.
When the demonstration of PAS/MCP file and table data is completed, read the text
below.
Text:
Other types of discrepancies you will encounter will be because a PCM is not
identified correctly with his/her Medical Group, Clinic, or the provider’s profile is not
entered correctly. This is quite a complicated process (hours of training) and may
require the assistance of your Database Administrator (DBA) or system specialist
until you learn the entire process. I don’t expect you to learn this now in its entirety.
I just want to show you where you would go in CHCS to locate these discrepancies
caused by incorrect file/table entries.
Now, let’s summarize the information that we covered in this course.




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                                 Course Summary
                    In this course you learned about:
                     Three off board systems that interface with CHCS so
                       that current patient enrollment and eligibility data is
                       consistently available
                                PIT-
                     Various PIT-related terms and functions

                     Key menus and options:

                       - GS Discrepancy Resolution Menu
                       - DEERS/CHCS PIT Discrepancy Report




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                                      PAD-PAS: Intro to PIT Discrepancies, v2    70




Text:
In this course, you learned about off board systems that interface with CHCS to
ensure that current patient enrollment and eligibility data is consistently available.
You also learned about various PIT-related terms and functions.
Lastly, you were provided an overview of key menus and options, including a
description of each option on the GS Discrepancy Resolution Menu. The
DEERS/CHCS PIT Discrepancy Report was also discussed, particularly how it is
used to review and analyze specific discrepancies.
Next, let’s go over the references for this course.




                                                                                         70
                                     References
                       National Enrollment Database Discrepancy Resolution
                        Guide (3/30/2004)
                       A site resolution guide (revised 3/1/2005)




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                                      PAD-PAS: Intro to PIT Discrepancies, v2   71




Text:
These are the references that were used to develop this course [read the list of
references].
Now let’s go over any additional questions you may have.




                                                                                     71
                                      Questions




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                                  PAD-PAS: Intro to PIT Discrepancies, v2   72




Text:
Are there any questions or comments on anything we discussed in this course?

Instructor Notes:
Respond to any questions the students may have, then read the following text.

Text:
This concludes the introductory course on PIT discrepancies, but first, let’s go to the
Appendix and discuss training forums that are available on this subject.




                                                                                          72
                                    Appendix: Forums
                        Special forums organized for your site
                                                              site-
                         Discussion based on analysis of your site-specific
                         DEERS/CHCS PIT Discrepancy Report*

                           *Note: Personal patient information will be
                           deleted per regulations set forth by the Health
                                                                         HIPAA).
                           Insurance Portability and Accountability Act (HIPAA).
                        Special MHS Learn Instant Conference
                        Scheduling a forum



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                                         PAD-PAS: Intro to PIT Discrepancies, v2   73




Text:
Special forums can be organized for your site to assist you with the resolution of PIT
discrepancies, following this process:
   •    I will work with you to establish a mutually convenient date/time to review
        your menus.
   •    After a date/time has been set, send me a copy of your DEERS/CHCS PIT
        Discrepancy Report; being sure to delete any personal patient information
        due to HIPAA regulations.
   •    I will open a special MHS Learn Instant Conference to work with you on your
        specific discrepancies.
We can schedule this special forum at the conclusion of this course, or we can plan
to schedule it at some point in the future through either email or telephone contact,
whichever you prefer.




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