CHCS Virtual Classroom (VC) Instructor Guide for Medical Record

Document Sample
CHCS Virtual Classroom (VC) Instructor Guide for Medical Record Powered By Docstoc
					                       DEFENSE HEALTH INFORMATION MANAGEMENT SYSTEM




    CHCS Virtual Classroom (VC) Instructor Guide
                         for:
    Medical Record Tracking (MRT): Retire Records




                                       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
               Slide Presentation
               Acronyms




        October 2008             VC_MRT_Retire Records, v2               2




Purpose of Course:
This course addresses the retirement of medical records. The course will
last approximately two hours.
Target Audience:
Users who retire medical records.
Slide Presentation:
This presentation is given by slide and application share. Environment for
Application Share:
CHCS training database. Use the latest version (4.630-2.1) if it is available,
although older versions can be used with this course.
Acronyms:
A list of acronyms is provided on the following slide.




                                                                                 2
                                   Acronyms

            CHCS       Composite Health Care System
            CPR        NPRC-Civilian Personnel Records – Air Force sites
            DoD        Department of Defense
            EAR        Extended Ambulatory Record
            MPR        NPRC-Medical Personnel Records – Army and Navy
                       sites.
            MRT        Medical Record Tracking
            NPRC       National Personnel Record Center
            PAD        Patient Administration
            PCS        Permanent Change of Station
            SOP        Standard Operating Procedure
            SSN        Social Security Number
            SY-ETU     System Electronic Transfer Utility
            TDB        Training Database
            TDY        Temporary Duty
        October 2008              VC_MRT_Retire Records, v2                3




Instructor Notes:
The acronyms listed here are for your reference. They are meant to be reviewed on
hard copy.




                                                                                    3
                       Medical Record Tracking:
                           Retire Records


                           MRT users who
                            retire records



        October 2008           VC_MRT_Retire Records, v2              4




Text:
Hello and welcome to this presentation on Medical Record Tracking (MRT)
Retire Records.
My name is _________________, and I will be your presenter today.
This class is designed for medical record users who are responsible for
retiring records for their departments.




                                                                          4
                            Table of Contents
            Agenda                                            6
            Course Objectives                                 7
            Lesson 1: Introduction to Record Retirement       8
            Lesson 2: Preparation of Records                 22
            Lesson 3: Retire Records                         57
            Course Summary                                   98
            References                                       99
            Questions                                        100



        October 2008             VC_MRT_Retire Records, v2         5




Instructor Notes:
Skip this slide. It is meant for the hard copy reader.




                                                                       5
                                    Agenda
               Course Objectives
               Introduction to Record Retirement
               Preparation of Records
               Retire Records
               Course Summary
               References
               Questions




        October 2008             VC_MRT_Retire Records, v2   6




Text:
We will cover this information today. [Read the slide.]




                                                                 6
                             Course Objectives
              By the end of this course you will be able to:
               Understand the types of records, problems, and rules
                regarding retirement
               Prepare records for retirement

               Retire medical records




          October 2008           VC_MRT_Retire Records, v2             7




Instructor Notes:
Read the slide.




                                                                           7
                         Lesson 1: Introduction to
                           Record Retirement

                       Objective: Understand the types of
                       records, problems, and rules
                       regarding retirement




        October 2008             VC_MRT_Retire Records, v2          8




Text:
Most sites have been operational on CHCS (Composite Health Care
System) for a long time. You may have already been retiring medical records
using CHCS. If so, you may have encountered some problems. We will look
at some of the issues surrounding retirement of records using CHCS.
First, let me mention the MRT Implementation Guide.




                                                                              8
                      The MRT Implementation Guide


                  Contains detailed information on the MRT files
                  Contains recommended FileMan access
                  Contains recommended security codes




           October 2008              VC_MRT_Retire Records, v2                9




Text:
You should have a hard copy of the MRT Implementation Guide so that you can
refer to it to understand the files. This guide defines the fields within the files that we
will mention in this course. The latest copy of this guide is dated 1995 and the
software version addressed is 4.41. Your database version is now at 4.6+, so the
guide does not contain the latest changes, some of which are related to retirement
of records. However, the guide contains about 95% of the information you will need
to maintain your files.
I can e-mail this guide to you at the end of this presentation if your department does
not have a copy. There are also Implementation Update Guides (dated 2001 and
later) which address retirement changes that you may obtain through your Site
Manager. They contain updates to the MRT software that are not documented
anywhere else. Please see the reference slide at the end of this presentation for
specifics on these guides.




                                                                                              9
                                  Security Keys

                                            RT TRANS-RETIRE: Access
                                            to the Retire menu.



                                            RT SYS: Access to the MRT
                                            files.



                                            RT INIT: Access to create a
                                            batch of records.

           October 2008             VC_MRT_Retire Records, v2              10




Text:
CHCS is set up to allow user access based upon certain security keys. The
Database Administrator maintains control of this access in CHCS and assigns
codes to users based on their jobs.
You will need the RT TRANS-RETIRE key to retire records in CHCS.
If you need access to the files to create file rooms or records, or to edit record
types, you will need the RT SYS key.
If you need to create a number of records on CHCS to retire them, you will need the
RT INIT key.




                                                                                      10
                            Records You Won’t Retire
                             Using the Retire Menu
                 Active Duty outpatient records
                 Civilian employees outpatient records




                         Use other menus to indicate these records are gone




          October 2008                   VC_MRT_Retire Records, v2            11




Text:
Now, let’s talk about the types of records you will, and will not, retire using CHCS.
First, let me mention the records we will NOT retire using the Retire menu in CHCS.
You see the records which you will not retire on this slide. All military active duty
records will be processed as they normally are when an active duty person retires;
they are transferred to your station’s Personnel Office. The same applies to retiring
civilian personnel who have records there. These records will remain active in your
facility on CHCS unless you indicate that they are gone.
In a few minutes, I will show you how to indicate that these records are gone.




                                                                                        11
                               Records You Will Retire
                               Using the Retire Menu
                 Inpatient records
                        All patients
                 Outpatient records
                        Family members and retired members




          October 2008                  VC_MRT_Retire Records, v2     12




Text:
These are the medical records which you will retire using the Retire menu in CHCS.
This process mimics the manual process you have always used to retire records to
National Personnel Record Center (NPRC).




                                                                                     12
                         Nine Standard Record Types
                    Extended Ambulatory Record
                    Dental
                    Family Advocacy
                    Fetal Monitoring Strips
                    Inpatient
                    Mental Health
                    Outpatient
                    Social Work
                    Substance Abuse


          October 2008            VC_MRT_Retire Records, v2            13




Text:
There are nine standard record types that come with CHCS. These record types are
selectable whenever you create new patient records. They are also the record types
you will see as selectable in the Retire menu.
You may create your own record types, such as an occupational health record, as
you need them. Every site-defined record type that you create is then assigned to
one of these nine standard record types for retirement purposes.
The following slide shows how a record is assigned to the standard record type in
the Record Type file.




                                                                                     13
                                        Record Type File
              RECORD TYPES: FETAL MONITORING STRIPS                        RT TYPE SET-UP

               Name: FETAL MONITORING STRIPS         Abbreviation:
               Standard Record Type: FETAL MONITORING STRIPS
               Retirement Record Types:
                INPATIENT




               Can Record Be Requested?:               Is Record Temporary?:
               Ask For Content Descriptor?:
               Master Folder:
               Multiple Volumes Allowed?: YES
               Description:


               Inquiry Display Order: 4               Inactivation Date:

                                        *Label Format Specifications*
               Record Label Format:
               Request Notice Format:




          October 2008                       VC_MRT_Retire Records, v2                      14




Text:
This is a screen shot example from the Record Type file.
Menu path: PAD>MRM>SD>TYS.
We see a Fetal Monitoring Strip. You will notice that this record is assigned the
‘Standard Record Type’ of “Fetal Monitoring Strips” and a ‘Retirement Record Type’
of “Inpatient.” Thus, this record will appear on any retirement list for inpatient
records. As another example, if you had created a record type of “Occupational
Health,” it would be classified as an Outpatient record. And if you did a retirement
search for outpatient records, it would find Occupational Health records.




                                                                                                 14
                                    Record Regulations
                 Inpatient Records:
                        Non-teaching facility: 1 year
                        Teaching facility: 5 years
                 Outpatient Records:
                        All facilities: 2 years




          October 2008                      VC_MRT_Retire Records, v2     15




Text:
You will retire records according to the general regulations on this screen. Let’s
look at a few excerpts of the regulations that control retiring records.




                                                                                     15
                         Inpatient Record Regulations




          October 2008             VC_MRT_Retire Records, v2            16




Text:
This slide is an excerpt from the record regulations of the Department of Navy. I
won’t read the regulations here, you may do that from this presentation that I send
to you. The other services use similar regulations. You will notice that inpatient,
extended ambulatory, and fetal monitoring strips are all classified together as
inpatient record types. We will discuss this further later in the course. Make sure
you read the record regulations for the full discussion on retiring records.




                                                                                      16
                          Outpatient Record Regulations




           October 2008            VC_MRT_Retire Records, v2              17




Text:
This slide is an excerpt of the regulations regarding retirement of outpatient records.




                                                                                          17
                         Civilian Employee Regulations




          October 2008             VC_MRT_Retire Records, v2              18




Text:
This slide is an excerpt of the regulations regarding civilian employee records.




                                                                                   18
                          Additional Record Regulations
                  Family Advocacy – two years
                  Mental Health – five years
                  Substance Abuse – five years




           October 2008            VC_MRT_Retire Records, v2                19




Text:
These records are retired physically to NPRC, just not electronically by using the
Retire menu. You will indicate that these records are gone in CHCS as I will show
you later.
   • Family Advocacy: Retire two years after case determination or treatment
     ends.
   • Mental Health: Destroy five years after case closes or when minor child
     reaches 23.
   • Substance Abuse: Destroy five years after case closes or when minor child
     reaches 23.
See your regulations for further details on dispositioning these records.
Our next slide addresses which records will be retired (organized by patient
category).




                                                                                     19
                                  Which Records to Retire
               Patient Category     Patient Category code   Inpatient Record   Outpatient Record


               Active Duty          AD                      Select             Don’t select
               Civilian             CV                      Select             Don’t select
               Civilian emergency   CE                      Select             Select
               Cost Guard           CG                      Select             Don’t Select
               Dependent/Retiree    DR                      Select             Select
               NATO for Natl        NF                      Don’t Select       Don’t Select
               Non-NATO for Natl    NN                      Select             Select
               Other                OT                      Select             Select
               Red Cross            RC                      Don’t Select       Don’t Select
               VA Beneficiaries     VA                      Select             Select




           October 2008                     VC_MRT_Retire Records, v2                              20




Text:
The first column in this table shows all the patient categories. Each row indicates
whether you would select the category for inpatient records or outpatient records
when retiring. For inpatient and outpatient record retirements, select all of the
patient categories that apply to that record type as indicated on this chart. We will
see these patient categories when we go through the retire software.
Next, I have a question for you.




                                                                                                        20
                                   Question
             What are the records that are retired to NPRC using the
             Retire menu?
                  a. Family Advocacy and Substance Abuse
                  b. Inpatient and Outpatient records of Active Duty
                     patients
                  c. Inpatient and Outpatient records of family
                     members and retirees
                  d. All of the above




        October 2008            VC_MRT_Retire Records, v2           21




Text:
Answer: c.
Remember that NPRC is only electronically accepting inpatient and
outpatient records of family members and retirees
Now, we need to talk about how to prepare your records for retirement.




                                                                         21
                       Lesson 2: Preparation of
                              Records

                        Objective: Prepare records
                              for retirement




        October 2008          VC_MRT_Retire Records, v2             22




Text:
Before you begin retiring records, you need to make sure your records are
ready to retire. This lesson addresses issues that may cause you problems.
We will look at some of the issues surrounding retirement of records using
CHCS.




                                                                             22
                                    File Rooms




          October 2008            VC_MRT_Retire Records, v2               23




Text:
Let’s look at file rooms for a moment. Since most of you have been operational in
MRT for a long time, you probably have file rooms already set up. If you need
information on setting up or maintaining file rooms, please attend our class on file
maintenance or review your Implementation Guide.
Now, let’s look at how file rooms may be set up.




                                                                                       23
                  Decentralized File Rooms

                                    Hospital

                 Pediatric Clinic

                  Primary Care
                                               Centralized File Rooms
                   Active Duty

                   Red Team
                                                     Hospital
                   Blue Team

                  White Team
                                                                Outpatient Records
                Inpatient Records

                 Flight Surgeon
                                                                  Flight Surgeon



                                                                Inpatient Records




Text:
File rooms are set up according to your site’s needs. Many Air Force sites use
decentralized file rooms. In our example, you can see the decentralized file rooms
on the left side of this slide and the number of rooms that are set up. In contrast,
centralized file rooms have fewer rooms.
Just remember that if you want to retire records, you must retire them from each file
room. Therefore, you may have several rooms where you need to generate a retire
list. You will box each file room separately and send each set to NPRC separately.
If you have been directed to consolidate all retired records from several rooms into
one list and set of boxes, you will have to take extra steps to accomplish this. The
Retire menu also allows you to create a list of records to move to other file rooms. If
you have to move all the family member records from three file rooms to one, you
can accomplish this in the Transfer/Retire menu. You would generate a list of those
records and move them. Then you can retire them from one file room.
I will describe how to move records later in our presentation.
Let’s talk about how you have been dispositioning records.




                                                                                          24
                            Disposition Records




          October 2008           VC_MRT_Retire Records, v2              25




Text:
Many sites have developed their own procedures to indicate that records have been
disposed of outside of their CHCS database.
As an example, you may have used several different menus in CHCS to indicate
that active duty patient records were retired, and that can be problematic. How
about the patients who have died?
There have been no standard procedures established to indicate these kind of
events for electronic records. You may need to put in place some procedures that
deal with these scenarios, if you haven’t already. You may have to clean up some
records that no longer reside in your file rooms before you use the Retire menu to
retire records you have on hand. We are going to talk about how to address these
issues.




                                                                                     25
                      Records that Require Disposition
                   Family members and retired military members not
                    seen in two years
                          MRM >FE
                   Active duty or civilian employees retire
                          MRM > TM >TR
                   Patients go PCS or go TDY
                          MRM > TM >TR
                   Patients die
                          MRM > TM > TR
                   Patients move to another local assignment
                          MRM > TM > MR



            October 2008                   VC_MRT_Retire Records, v2      26




Text:
These are the scenarios you will encounter that require disposition to indicate the
records are gone from your system.
If you haven’t been using these recommended menu paths, you may want to establish
standard procedures to ensure you have clean records in the future.
As with any suggestions on these slides, check with your site policy or regulations.




                                                                                       26
            Records that Require Disposition (cont.)
              Patient: NEEB,CHRISTINE C                                       Mini Registration
              FMP/SSN: 20/222-33-4563       DOB: 03Mar44        PATCAT: A11    Sex: F
                               Personal Data - Privacy Act of 1974 (PL 93-579)
                    Patient: NEEB,CHRISTINE C                        DOB: 03 Mar 1944
                     PATCAT: A11 (USA ACTIVE DUTY OFFICER)           FMP: 20
                 Home Phone: 918-555-2413     W: 202-555-9056        SSN: 222-33-4563
               Patient Addr: 254 WHITEWATER DRIVE                    Sex: FEMALE
                       City: FAIRFAX                St/Cntry: VA     Zip: 22030

                    Sponsor:   NEEB,CHRISTINE C                    Service:   ARMY
                        FMP:   20       Sex: FEMALE            Sponsor SSN:   222-33-4563
                     PATCAT:   A11 (USA ACTIVE DUTY OFFICER)           DOB:   03 Mar 1944
                Command Sec:                                          Rank:   COLONEL
                  Local UIC:   W4XE RESOURCE SERVICES WASH      (W4XEAA)
               Duty Address:   788 GRANT STREET
                       City:   WASHINGTON            St/Cntry: DC      Zip: 20310
                 Duty Phone:   202-555-9056                            DSN:

                O/P Rec Loc: TRANSFERRED TO MILITARY MEDICAL SUPPORT OFFIC
                O/S Rec Loc:
                Primary Phy:
                Reg Comment:

               Help = HELP        Exit = F10     File/Exit = DO                        INSERT OFF




          October 2008                             VC_MRT_Retire Records, v2                        27




Text:
This slide shows a screen capture of a patient registration. In all the scenarios we
just saw on the previous slide, CHCS will update the Outpatient Record Location
(‘O/P Rec Loc’) field you see highlighted on this screen. These records will not show
up on overdue lists (based on parameter settings).
Overdue lists are located on the Management Reports menu and show records that
are overdue back to your file room. Any record whose movement type is anything
other than Retire, Transfer, or Inactivate (as above) will show on overdue lists. You
may check the Movement Type file for the parameter ‘Include On Overdue Report’
and set to “Yes” or “No.”
The next screen shows this field in the Movement Type file.




                                                                                                         27
                                 Movement Type File
             RECORD MOVEMENT TYPES: MOVE TO ANOTHER FILE AREA          RT MOVEMENT SET-UP

              Name: MOVE TO ANOTHER FILE AREA
              Display Message: Move to Another File Area
              Include On Overdue Report: NO
              Allow Batch Processing?: YES




          October 2008                     VC_MRT_Retire Records, v2                        28




Text:
Menu path: MRM > SD > MTS.
Here, you see the field that directs this movement type to display on the Overdue
Report.
Next, I will discuss the scenario of an active duty patient who is retiring and the
process you should use in CHCS to indicate that the record is gone. The menu
path was indicated on a previous slide, but I want to show you in the Training Data
Base how this will look.




                                                                                                 28
                               Retiring Military Personnel
                    ROM    Registration Options Menu
                    ADT    ADT Processing Menu
                    PAM    Patient Affairs/Administrative Menu
                    BSM    Bed Status Menu
                    IRM    Inpatient Record Menu
                    OUT    Outpatient Record Menu
                    MRM    Medical Records Menu
                    SDM    System Definitions Menu
                    CAS    Casualty SIDR Menu
                    ORM    Output Reports Menu

                 Select PAD System Menu Option: MRM Medical Records Menu
                 Select Record Tracking File Room: OUTPATIENT RECORDS file room//   OUTPATIENT REC
                 ORDS file room     MEDICAL RECORDS TRACKING [DIV A - TRAINING

                 Do you want to use the file room's default devices? Yes//

                 You are tracking 'MEDICAL RECORDS TRACKING' records
                           ... from the 'OUTPATIENT RECORDS file room' file area.

                    TM     Transaction Menu
                    PL     Pull List Functions Menu
                    RR     Request Record Menu
                    IN     Record Information Menu
                    MA     Management Reports Menu
                    FE     Transfer/Retire Menu
                    SD     System Definition Menu

                 Select Medical Records Menu Option: TM



            October 2008                              VC_MRT_Retire Records, v2                      29




Text:
Retiring military members and retiring civilian workers with records will take their records
to Military or Civilian Personnel on base to out-process (with the exception of their
inpatient records). You will want to indicate that the record is gone, and you will do that in
CHCS. We will access the Transaction Menu to indicate they are gone. Let’s go to our
Training Data Base (TDB).
Instructor Notes:
Begin application share. When you use application share, you will not be showing the
following slides that illustrate the screen captures. You will use the notes to speak about
what the students are viewing. If you are unable to use application share, use the slides
as backup.
Log into the training database. Use the latest version (4.630-2.1) if it is available,
although older versions can be used with this course.
Access: JABBER                      Verify:           WOCKY
Menu Path: Core Application Menu > PAD > MRM > Enter > Enter > TM > TR.
Text:
The ‘FILE AREA’ field which we see as we enter the MRM module indicates the file room
to which you are logging in. Enter the file room you are working in if it is different than
the default.




                                                                                                          29
                    Retiring Military Personnel (cont.)

                     OT    Charge-Out Record
                     IN    Check-In Record
                     MR    Move Records to Other file room
                     CV    Create a Label/Record/Volume
                     FR    Flag Record as Missing
                     PC    Patient Check-Out
                     PR    Print Routing/Charge Cards
                     RE    Re-Charge Records
                     DR    Delete a Record
                     AC    Inactivate/Re-Activate Records
                     TR    Facility Transfer
                     UR    Update Record's Attributes
                     UV    Update Record Volume
                     OR    Record Initialization

                  Select Transaction Menu Option: TR     Facility Transfer

                  Select Movement TYPE: Transfer To
                  Select Borrower: MILI MILITARY MEDICAL SUPPORT OFFIC      MEDICAL RECORDS TRACKI
                  NG
                  Are you adding 'MILITARY MEDICAL SUPPORT OFFIC' as a new BORROWERS-FILE AREAS? Y
                  BORROWERS-FILE AREAS NUMBER: 453//
                  PHONE #:
                  LOCATION/ROOM#:

           October 2008                    VC_MRT_Retire Records, v2                           30




Text:
We access the Facility Transfer menu to see a prompt for movement type:
Movement Type: The selection is Transfer To or Transfer From a borrower. We’ll
enter Transfer To.
Select Borrower: This is the borrower or location where the record is being sent.
In this case I’ll enter Military for the Military Medical Support Office. Of course that
location must already exist your files in order to transfer a record to the location. If
you need to add locations into your database, either attend the MRT Files
Maintenance classes or review your Implementation Update Guide.
Are you adding 'MILITARY MEDICAL SUPPORT OFFIC' as a new
BORROWERS-FILE AREAS?: In our example here, this entry is in the core files,
but you’ll notice that this entry is not yet in the Borrower file. We’ll add it. Answer
YES.
BORROWERS-FILE AREAS NUMBER: 453//. CHCS assigns the borrower a
number. Press <Enter> at this field.
PHONE #: We can enter the phone number of the borrower. Press <Enter> at this
field.
LOCATION/ROOM#: We can enter the location of the borrower. Press <Enter> at
this field.




                                                                                                     30
                   Retiring Military Personnel (cont.)
               Records Selected to be `Transferred' to ` MILITARY MEDICAL SUPPORT OFFIC‘
               Personal Data - Privacy Act of 1974 (PL-93-579)
               ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

                  NEEB,CHRISTINE




               ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
               Select RECORD: 222-33-4563
               Deselect choice using the 'select' key.
               Selections will be processed when you enter a final <RETURN>

               NEEB,CHRISTINE C                     20/222-33-4563 03 Mar 1944 F AO6
                        OK? YES//   (YES)




          October 2008                      VC_MRT_Retire Records, v2                             31




Text:
We now see the screen that allows us to select records.
Select Record: Select the record by scanning the barcode, typing in the Social
Security Number (SSN), entering the name, or scanning the record label. I’ll enter
NEEB,CHRISTINE.




                                                                                                       31
                    Retiring Military Personnel (cont.)
                **** MEDICAL RECORDS TRACKING Profile ****
                                  Personal Data - Privacy Act of 1974 (PL 93-579)
               ==============================================================================
               Name: NEEB,CHRISTINE C         (20/222-33-4563) Birth Date: 03 Mar 1944
               Ward:                                           Run Date : 21 Jun 2001@122919
               ==============================================================================
                   Record Type     Vol Current Borrower    Date Charged   Phone/Location
                   -----------     --- ----------------    ------------   --------------
               *1 OUTPATIENT       V1   OUTPATIENT RECORDS 06/18/01@0932 4567/RM# 271




           October 2008                     VC_MRT_Retire Records, v2                           32




Text:
The record profile of our patient, Christine Neeb, displays. We will select the record
or records that we want to transfer. Select the record with the <End> key and
press <Enter>.




                                                                                                     32
                    Retiring Military Personnel (cont.)
              Records Selected to be `Transferred' to ` MILITARY MEDICAL SUPPORT OFFIC '
                              Personal Data - Privacy Act of 1974 (PL-93-579)
              ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
               * 10739 NEEB,CHRISTINE C           OUTPATIENT                 V1




              ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
              Select RECORD:
              Deselect choice using the 'select' key.
              Selections will be processed when you enter a final <RETURN>




           October 2008                     VC_MRT_Retire Records, v2                            33




Text:
Once selected, we return to the transfer screen where we may enter more records.
When we are finished, we may receive an associated borrower prompt (if the files
are set to display this). We may enter an additional borrower if we want. Let’s
bypass this and file the screen. Once we do, we receive a transfer comment where
we can enter the reason this record is being transferred.
Transfer comment: This reason does not display anywhere, but it can be used in
an ad hoc report, if desired. We’ll enter “retiring.”
CHCS confirms that the record is being transferred to that location. At any time, we
may access this record in record inquiry or in the registration screen and see that it
has been transferred to ‘MILITARY MEDICAL SUPPORT OFFICE.’
Let’s exit the MRT menu and access the Registration menu to view the registration.
Menu path: PAD>ROM > MRG> same patient name




                                                                                                      33
                                   Updated Registration
               Patient: NEEB,CHRISTINE C                                      Mini Registration
               FMP/SSN: 20/222-33-4563       DOB: 03Mar44       PATCAT: A11     Sex: F
                                Personal Data - Privacy Act of 1974 (PL 93-579)
                     Patient: NEEB,CHRISTINE C                       DOB: 03 Mar 1944
                      PATCAT: A11 (USA ACTIVE DUTY OFFICER)          FMP: 20
                  Home Phone: 918-555-2413    W: 202-555-9056        SSN: 222-33-4563
                Patient Addr: 254 WHITEWATER DRIVE                   Sex: FEMALE
                        City: FAIRFAX               St/Cntry: VA     Zip: 22030

                     Sponsor:   NEEB,CHRISTINE C                    Service:   ARMY
                         FMP:   20       Sex: FEMALE            Sponsor SSN:   222-33-4563
                      PATCAT:   A11 (USA ACTIVE DUTY OFFICER)           DOB:   03 Mar 1944
                 Command Sec:                                          Rank:   COLONEL
                   Local UIC:   W4XE RESOURCE SERVICES WASH      (W4XEAA)
                Duty Address:   788 GRANT STREET
                        City:   WASHINGTON            St/Cntry: DC         Zip: 20310
                  Duty Phone:   202-555-9056                               DSN:

                 O/P Rec Loc: TRANSFERRED TO MILITARY MEDICAL SUPPORT OFFIC
                 O/S Rec Loc:
                 Primary Phy:
                 Reg Comment:

                Help = HELP       Exit = F10      File/Exit = DO



           October 2008                        VC_MRT_Retire Records, v2                          34




Text:
You see the ‘O/P Rec Loc’ field displays the transfer location. This record is inactive
and is not selectable to move or charge out. If the patient returns to your facility to
be seen, just “bring the record back” by using the TR option again.
Let’s return to the slides and talk about cleaning up records that were previously
retired on CHCS.




                                                                                                       34
                          Clean Up Records Previously
                                    Retired




           October 2008              VC_MRT_Retire Records, v2               35




Text:
Sites have used many scenarios to retire records in the past in the transition time
between manually retiring records and the time you have started to use the Retire
menu in CHCS to retire records. We just looked at how to retire military records, or in
other words, how to indicate they are gone from our jurisdiction.
NPRC is requiring all sites to use CHCS to retire certain records. I will list on the
following slides those scenarios that you may have used in the past and the
recommendations as to how to resolve the resulting issues for each one.
If it looks like the resolution may be time consuming or difficult, it is recommended that
you retire those records manually (if NPRC allows it). In all cases, consult with your
NPRC representative to determine the best course of action.




                                                                                             35
                           Methods You May Have Used to
                                  Retire Records

                   Records were never on CHCS and were shipped to
                    NPRC.
                   Records were on CHCS and you used the Retire
                    menu and generated an electronic index and shipped
                    the records.
                   Records were on CHCS and you used other menus
                    to indicate a record was gone permanently.




            October 2008            VC_MRT_Retire Records, v2                36




Text:
I’ve listed on this slide the methods you may have used to retire records.
These first two methods require no further action from you. However, the last
method may require further action. You might have used several different menus in
CHCS to indicate a record was retired. You may have discovered that when you
generate a retire list now, that many records shown on the list are physically gone.
You will want to fix any problems so that you can get an accurate list and retire
records properly using CHCS.
The following slides address this last method which you may have used to indicate
records were retired.




                                                                                       36
                        Records Keep Showing Up on My
                                  Retire List!




              October 2008              VC_MRT_Retire Records, v2               37




Text:
You may have already been retiring medical records using CHCS since most sites have
been operational on CHCS for some time. If so, you may have encountered some
problems. We will look at some of the common problems surrounding record retirement
using CHCS.
If you have been retiring electronic records without generating the electronic list for
NPRC, all those old records will show when you generate a retire list. Example: You
may have only 500 records to retire, but the list will show many more. If you delete
these old records from your retire list, the next time you generate a retire list, they will
show again. These records show up because they were left as ‘active’ records on
CHCS.




                                                                                               37
                                          The Fix
                  There are three ways to ensure that the records don’t
                  continue to show on your retire lists.
                   Move records to a file room called NPRC by using
                    PAD> MRM> FE> CRI> Move to Another File room
                   Transfer records to the NPRC location by using
                    PAD> MRM> TM > TR option
                   Delete records using PAD> MRM> TM> DE option




              October 2008            VC_MRT_Retire Records, v2             38




Text:
To correct this issue, run a retire list for the time frame these old records existed. For
instance, if you have old records dating before 2002, enter 31 Dec 2001 as the search date.
Your list should show all the old records. Then perform one of the following scenarios as a
way to get them off your current retire lists. There are three ways you can fix this problem.
   Move records to a file room called NPRC by using PAD> MRM> FE> CRI> Move to
   Another File room. Once moved, CHCS shows:
      • Record Inquiry: The record profile in the Record Inquiry options will show the place
        they were moved to (NPRC). Record will be active, but will not affect anything.
      • Registration: Shows the location to which the record was moved.
      • These records will no longer appear on retire lists generated in the Retire menu.
   Transfer records to the NPRC location by using PAD> MRM> TM > TR option. Once
   transferred, CHCS shows:
      • Record Inquiry: The record profile in the Record Inquiry options will show the place
        they were inactivated to (NPRC).
      • Registration: Shows the location to which the record was transferred.
      • These records will no longer appear on retire lists generated in the Retire menu.
      (Continued on the next page.)




                                                                                                38
                                 The Fix (cont.)
               There are three ways to fix it so that the records don’t
               continue to show on your retire lists.
                Move records to a file room called NPRC by using
                 PAD> MRM> FE> CRI> Move to Another File room
                Transfer records to the NPRC location by using
                 PAD> MRM> TM > TR option
                Delete records using PAD> MRM> TM> DE option




           October 2008             VC_MRT_Retire Records, v2             39




Text:
 Delete records using PAD> MRM> TM> DE option. Once deleted, CHCS shows:
   • Record Inquiry: Records will not show on the record profile in the Record Inquiry
     options as they don’t exist anymore.
   • Registration: Shows a blank location for a home file room. The only thing you
     might want to do is go into mini registration and indicate where the record went
     indicated in the ‘O/S Rec Location’ field.
   • These records will no longer appear on retire lists generated in the Retire menu
CHCS is designed to keep track of all records that have been created in the system. It
is okay to leave records that are retired, transferred, deceased, etc., in CHCS without
deleting them. This is because we can indicate that those records are gone in CHCS.
The only time you NEED to delete a record is when that record was created in error or
the record was a temporary record.




                                                                                          39
                     You Used Other Menus to Retire
                      Records or Remove Records
                 You deleted the record
                 You inactivated the record
                 You charged out a record
                 You moved the record
                 You transferred the record




          October 2008             VC_MRT_Retire Records, v2           40




Text:
Now, let’s talk about the scenarios you may have used on CHCS where you did
indicate that records were moved permanently. This is the list of actions you may
have taken. On the next slides, I’ll cover each of these actions, what CHCS shows,
and then how to correct the problem if fixing is recommended.




                                                                                     40
                              If You “Deleted” Records
                  CHCS shows:
                        Record profile: nothing because the record doesn’t exist.
                        Registration: the home file room will be blank.
                  To retire these electronically on CHCS:
                        Enter them back into CHCS by using the OR option (MRM >
                         TM > OR) and backdate them.
                        Then use the Retire menu to retire them.
                  If you manually retire them instead:
                        Update the patient registration record location.




          October 2008                    VC_MRT_Retire Records, v2                  41




Text:
We talked about this briefly on a previous slide. If you deleted records using MRM
> TM > DR:
• CHCS shows:
 Records will not show on the record profile in the Record Inquiry options
 because the records do not exist. Registration will show a blank location for            a
home file room.
• To retire these on CHCS:
 You first must enter them back onto CHCS. Use the OR option (MRM > TM                    >
OR) and backdate them. Then use the Retire menu to retire them.
 Note: It is recommended that you do not retire them on CHCS, but manually
 retire them instead.
• To manually retire them:
 The only thing you might need to do is go into mini registration and indicate
 what happened to the record in the ‘O/S Rec Location’ field. Since the
 records were deleted, they don't exist in CHCS and won't show on
 reports and retire lists. The only consideration is that these records won’t
 show up on a record profile in the Record Inquiry options to indicate that they
 were retired.




                                                                                              41
                           If You “Inactivated” Records
                  CHCS shows:
                        Record profile: shows the place to which they were
                         inactivated.
                        Registration: shows the old home file room.
                  To retire these electronically on CHCS:
                        Reactivate them using MRM > TM > AC
                        Change the Retirement flag to “OK to retire” using MRM >
                         TM > UR.
                        Then use the retire option to retire them.
                  If you manually retire them instead:
                        Update the patient registration record location.


          October 2008                    VC_MRT_Retire Records, v2                 42




Text:
If you inactivated records using MRM > TM > AC:
• CHCS shows:
 The record profile in the Record Inquiry options will show the place to which
 the records were inactivated, but they will still be home-based in your file
 room and show up as belonging there. Registration will show the old home
 file room. These records will not show up on overdue lists.
• To retire these on CHCS:
 These records would have to be reactivated using the menu path above.
 You will also have to go into UR and change the Retirement flag to “OK to
 retire.”
 Then you may use the retire option to retire them.
• To manually retire them:
 Update the patient registration record location (‘O/S Rec Loc’ field) to show
 where records went.




                                                                                         42
                           If You “Charged” the Record
                        CHCS shows:
                          Record profile: shows the location where they were
                           charged.
                          Registration: shows the old home file room of the record.
                        To retire these electronically on CHCS:
                          Check these records back into your home file room.
                          Then you may use the retire option to retire them.
                        If you manually retire them instead:
                          Not recommended. In this case, it makes sense to use
                           CHCS to electronically retire them.




          October 2008                   VC_MRT_Retire Records, v2                     43




If you charged out records using MRM > TM > OT and the borrower was any
location other than a file room:
• What CHCS shows:
 The record profile in the Record Inquiry options will show the location where
 they were charged. Registration will show the old home file room of the
 record. Records will show on overdue lists. These records will not show up                 on
any retire lists that you generate.
• To retire these on CHCS:
 Check these records back into your home file room. Then you may use the
 retire option to retire them.
• If you want to manually retire them instead:
 It is not recommended that you retire them manually. Left as is, they will
 show on overdue lists.




                                                                                                 43
                           If You “Moved” Records to
                               Another File Room
                      CHCS shows:
                        The record profile: shows the new file room to which they
                         were moved.
                        Registration: shows the new file room.
                      To retire these electronically on CHCS:
                        Log into that file room and use the retire menu to retire
                         them.
                      If you manually retire them instead:
                        Not recommended. In this case, it makes sense to use
                         CHCS and electronically retire them.



          October 2008                  VC_MRT_Retire Records, v2                    44




Text:
If you moved records to another file room you have called ‘RETIRE,’ etc., using
MRM > TM > MR or MRM > FE > EPR (move to another file area).
• What the CHCS shows:
 The record profile in the Record Inquiry options will show the new file room  to
which they were moved. Registration will show the new file room. Records will not
show on overdue lists.
• To retire these on CHCS:
 Log in to that file room and use the Retire option to retire them.
• If you manually retire them instead:
 In this case, it makes sense to use CHCS and electronically retire them.
 There would be no reason to manually retire these records.




                                                                                          44
                         If You “Transferred” Records
                      CHCS shows:
                        The record profile: shows the location where they were
                         transferred to and will show as inactive.
                        Registration: shows the new location.
                      To retire these electronically on CHCS:
                        They must be transferred back.
                        Change the Retirement flag to “OK to retire” using MRM >
                         TM > UR. Then use the retire option to retire them.
                      If you manually retire them instead:
                        Nothing needs to be done.




          October 2008                 VC_MRT_Retire Records, v2                  45




Text:
If you transferred them using MRM > TM > TR:
• What the CHCS shows:
 The record profile in the Record Inquiry options will show the location where
 the records were transferred to and show as inactive. Records will still be
 home based in your file room and will show up as belonging there.
 Registration will show the new location. Records will not show on overdue
 lists.
• To retire these on CHCS:
 They must be transferred back using the menu path above. You will also
 have to go into Update Record Attributes (UR) and change the Retirement
 flag to “OK to retire.” Then you may use the Retire menu to retire them.
• If you want to manually retire them instead:
 Nothing needs to be done.
Next, we’ll take a look at how to get records that are not on CHCS into CHCS so
that you can retire them using the Retire menu.




                                                                                       45
                    Creating Records in Batch Form
                    When You Need to Enter Many
                          Records Into CHCS



          October 2008            VC_MRT_Retire Records, v2              46




Text:
There are two basic ways to create records:
   • Create an electronic record as needed, one at a time, through the Create a
     Label/Record/Volume (CV) menu option.
   • Create electronic records in a batch (when you want to get several into CHCS
     quickly so you can retire them using the OR menu option).
This section will address creating records in a batch form.
If you want to retire several records on CHCS that are not yet in CHCS, you may
use the Record Initialization (OR) menu option (MRM > TM >OR) to create these
records. You may then use the Retire menu to retire them.
Besides creating outpatient records, you can also create records for admissions or
create records for APV visits. This option is used to enter a large number of records
into CHCS quickly using a simplified format. Probably most of your records are
already electronically created on CHCS. However, you may have the need to add
records into CHCS in a batch form. For example, if a unit of soldiers arrives at your
site and the records need to be filed in your file room, you can enter their records
using this option.
Let’s return to application share. Menu Path: PAD > MRM > TM > OR




                                                                                        46
                             Step One: Create a Batch
                    OT     Charge-Out Record
                    IN     Check-In Record
                    MR     Move Records to Other file room
                    CV     Create a Label/Record/Volume
                    FR     Flag Record as Missing
                    PC     Patient Check-Out
                    PR     Print Routing/Charge Cards
                    RE     Re-Charge Records
                    DR     Delete a Record
                    AC     Inactivate/Re-Activate Records
                    TR     Facility Transfer
                    UR     Update Record's Attributes
                    UV     Update Record Volume
                    OR     Record Initialization

                 Select Transaction Menu Option: OR   Record Initialization

                    CB     Create/Edit Batch Lists
                    LI     List Batch Entries
                    NR     Create New Records/Print Labels
                    EB     Delete Entire Batch

                 Select Record Initialization Option: CB Create/Edit Batch Lists
                 Select Record Batch: OUTPATIENT RETIRE 2006
                    Are you adding OUTPATIENT RETIRE 2006' as
                        a new RECORD INITIALIZATION? Y (YES)
                 Select RECORD Type: OUTPATIENT
            October 2008                     VC_MRT_Retire Records, v2             47



Text:
You may create and edit batches, list or print the batch, create records and labels for
the batch, and delete batches. We will select the CB option.
Note: Access to this menu option requires the security key: RT INIT.
Enter a batch name: Use CAPS – name your batch something that makes sense
(your name and date, and purpose of the batch, etc.). We’ll enter OUTPATIENT
RETIRE 2006.
Are you adding ‘Outpatient Retire 2006’ as a new RECORD INITIALIZATION?:
Enter Yes
Select Record Type: Enter the record type you wish to create: Outpatient.




                                                                                          47
                                   Create a Batch (cont.)
                   **** CREATE/EDIT BATCH LISTS AND VOLUMES ****
                                  Personal Data - Privacy Act of 1974 (PL 93-579)
                  ================================================================================
                  BATCH NAME: OUTPATIENT RETIRE 2006                Record Type: OUTPATIENT
                  Home Location : OUTPATIENT RECORDS file room
                  ================================================================================
                   Patients on Batch                         Number of Volumes
                   ======================================   ================
                    Batch is empty.




                  Edit   List   Create   Volume edit   Delete   eXit      Help
                  Add, edit or remove patients on the batch list.




             October 2008                     VC_MRT_Retire Records, v2                              48


Text:
A screen displays allowing us to enter patients. The following fields display:
Header:
   Batch Name: Displays the name we created.
   Record Type: Displays the record type we are creating.
   Home Location: Displays the file room that we are logged into and the file room where
          our records will be created.
Body:
   Patients on Batch: Displays any patients we have selected to create records. In this
             case, we’ve not added anyone to our list yet.
   Number of Volumes: Displays the volumes that will be created or have been created for
           our patients. So far it is blank until we add patients.
Action Bar:
   Edit:       Add, edit, or remove patients from the list (a sub-action bar will open).
   List:       You can print the entries on the batch. This action works the same as the “List
               Batch Entries” menu option.
   Create:     You may create records and print labels for the batch list.
   Volume edit: Edit all volumes for a patient selected from the batch list.
   Delete:     Delete this batch list.
Let’s go ahead and press <Edit> to add a patient to this batch.



                                                                                                          48
                                  Create a Batch (cont.)
                  **** CREATE/EDIT BATCH LISTS AND VOLUMES ****
                                 Personal Data - Privacy Act of 1974 (PL 93-579)
                 ================================================================================
                 BATCH NAME: OUTPATIENT RETIRE 2006                Record Type: OUTPATIENT
                 Home Location : OUTPATIENT RECORDS file room
                 ================================================================================
                  Patients on Batch                         Number of Volumes
                  ======================================   ================
                   Batch is empty.




                 aDd   Volumes   reMove   Return   Abort   Help
                 Add a patient to the batch.




            October 2008                     VC_MRT_Retire Records, v2                              49




Text:
You notice that the action bar changes. Let’s look at the action bar.
Action bar:
   Add:           Add a patient to the batch.
   Volumes: Edit the volumes for a patient on the batch list.
   Remove:        Remove a patient from the batch list.
   Return:        Return to editing the batch list.
   Abort:         Cancel changes and exit batch list option.
We’ll add a patient now. Select ‘Add’ and a patient name prompt appears.




                                                                                                         49
                                  Create a Batch (cont.)
                 Select PATIENT NAME: CAIN,ALLAN A
                 Enter number of volumes to create: 1//




                 ...
                  Record Batch : CAIN,ALLAN A
                  Home Location: OUTPATIENT RECORDS file room
                  Patient Name : OUTPATIENT RETIRE 2006

                  Record Type : OUTPATIENT
                  Number of Volumes: 1

                  Volume     Date of Creation
                  ------     ----------------
                   1         2 Jun 1999


                 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
                 File/exit    Abort     Edit
                 File changes and exit.




            October 2008                        VC_MRT_Retire Records, v2                           50




Text:
Select PATIENT NAME: Enter the patient by the SSN, or whatever method that you
usually use to pull up a patient. Of course, this patient must exist in the data base. I’ll
enter CAIN,ALLAN.
Enter number of volumes to create: 1// If you are only creating one volume, press
<Enter>. If the patient has more than one volume, enter the number of volumes.
Our screen displays the patient, volume number and creation date. Notice the cursor is
located just next to the volume number. This allows you to change how many volumes
the patient has. If you have more than one volume on a patient, you will be able to
indicate the number of volumes you wish to create. You may edit the volume number if
you desire to start with a number other than one. You may also assign a different date of
creation for each record volume.
Press <Enter> once to move the cursor to the date.
Date of Creation: You can also change the date of creation. It is important when
creating records in this option to enter the date that the patient was last seen at your
facility. Enter the last date of their care from the hard copy patient chart. CHCS allows
you to backdate the date to reflect the actual date the patient was last seen at your
facility. You would want to do this so that when you retire the records, CHCS will find
records appropriately.
When you retire records, that software will look at this date and put the patient on the
retire list if the date fits the retire criteria.
Let’s change the date to comply with what the record specifies. Type 2 Jun 1999 and
press <Enter> and file.



                                                                                                         50
                                 Create a Batch (cont.)
                            **** CREATE/EDIT BATCH LISTS AND VOLUMES ****
                                Personal Data - Privacy Act of 1974 (PL 93-579)
                ================================================================================
                BATCH NAME: OUTPATIENT 2006                Record Type: OUTPATIENT
                Home Location : OUTPATIENT RECORDS file room
                ================================================================================
                 Patients on Batch                         Number of Volumes
                 ======================================   ================
                   CAIN,ALLAN A                                   1
                   BODGE,GARRETT A                                2




                aDd   Volumes   reMove   Return   Abort   Help
                Add a patient to the batch.



           October 2008                     VC_MRT_Retire Records, v2                              51




Text:
Once you file this, the initial screen displays again with the patient name and
volume numbers. From this action bar, you may use the actions to finish processing
this batch list to create the record and print the labels, or to delete this list entirely.
You may also exit and use the Record Initialization menus to accomplish this task at
a later time.
We want to add another patient, so let’s press <Add> again.
I’m going to add BODGE,GARRETT A.
This time, we’ll create two volumes for this patient, and we’ll indicate volume one
was 01 Jan 1999 and volume two was 05 Jun 2000. When we are finished adding
patients, we will press <Return> on the action bar.
The action bar changes to our original input screen and then we may perform any of
the actions on the action bar. I want to print this list of patients to make sure I have
them all. I can either do that from this menu or return to the Record Initialization
menu and print the list later.
We’ll say that I have other things to do and want to print later. Let’s go back out to
the OR menu. Press <Exit> and <Enter> to return to the Record Initialization
menu.




                                                                                                        51
                               Step Two: Print the List
                    CB     Create/Edit Batch Lists
                    LI     List Batch Entries
                    NR     Create New Records/Print Labels
                    EB     Delete Entire Batch

                 Select Record Initialization Option: LI   List Batch Entries

                 Select Batch Entry to Print: OUTPATIENT RETIRE 2006
                   Another One:

                 Sort Report by : Terminal Digits//??

                   Enter one of the following:
                      'Terminal Digits'   to Record Location by Terminal Digits
                      'Patient Name'      to Record Location by Patient Name
                      ^                   to stop.
                 Select DEVICE:




            October 2008                     VC_MRT_Retire Records, v2            52




Text:
We will now print the list that we created. So I will enter LI. You can use the list to
confirm that none of the patients selected have existing online records. You might
want to do this because the batch entry option does not have counter checks in
place to prevent you from creating another electronic record when one already
exists. Once you do create records from this batch, you can also use this list to
verify that all of the patients selected have had records created for them.
You can list the records in the batch by two different methods: the CB menu or the
LI menu options. We will go ahead and use the LI menu option.
Select Batch Entry to Print : Let’s input our same batch.
Sort Report by : Terminal Digits// enter ??
     ‘Terminal Digits’ to Record Location by Terminal Digits
        ‘Patient Name’ to Record Location by Patient Name
        ^                  to stop
Accept the default.
Select DEVICE: You would enter the printer name. Let’s print this to screen.




                                                                                          52
                                   Print the List (cont.)
                               Personal Data - Privacy Act of 1974 (PL-93-579)
               Division : DIV A - TRAINING HOSPITAL    Sorted by : Terminal Digits
               File Room: OUTPATIENT RECORDS file room Report Date: 21 Jun 2001@154951
               Record Type: OUTPATIENT
               Batch Entry: OUTPATIENT 2006                                           Page: 1
               # of Entries on List: 2                      # of Volumes on List: 2
               # of Patients Processed: 0                   # of Volumes Processed: 0

                FMP/SSN        Patient Name       Volume #    Date of Creation       Record(s)
                                                                                     Exist?
               --------------------------------------------------------------------------------
                20/500506506   CAIN,ALLAN A            1      21 Jun 2001@1540       NO
                01/555644388   BODGE,GARRETT A         1      21 Jun 2001@1546       NO
                01/555644388   BODGE,GARRETT A         2      21 Jun 2001@1546       NO
               --------------------------------------------------------------------------------




                                                End of Report




           October 2008                     VC_MRT_Retire Records, v2                             53




Text:
This is the list of patients whose records we will create.
Header: You see the division you are working in, the file room, record type, name
of the batch, and how many records and volumes. You also see whether the list
was processed.
Body: You see the FMP/SSN, patient name, the volume number, date of creation,
and whether an electronic record exists. Obviously, we have not created the record
yet so this field displays a value of ‘NO.’
We are ready to create the records for these patients. So let’s return to the Batch
menu.




                                                                                                       53
                           Step Three: Create Records
                                 From the Batch
                    CB     Create/Edit Batch Lists
                    LI     List Batch Entries
                    NR     Create New Records/Print Labels
                    EB     Delete Entire Batch

                 Select Record Initialization Option: nr Create New Records/Print Labels
                 Select Batch to Process:    OUTPATIENT RETIRE 2006

                 Are you sure you want to continue ? Yes//
                 Select Label Printer:




            October 2008                     VC_MRT_Retire Records, v2                     54




Text:
Our last step will be to create the records from the list we’ve created. This step will
create the electronic record and print labels for the folders.
You can create records from the action bar in the CB menu or you may use the
Create New Records/Print Labels (NR) menu.
Enter NR.
Select Batch to Process: Enter the batch for which you wish to print labels. We
will enter our batch: OUTPATIENT RETIRE 2006
Are you sure you want to continue ? Yes//: Accept the default.
Select Label Printer: Enter the name of the bar code printer you wish to use.
Just remember if you press <Enter> more than once, the labels will print to your
screen. If you do that, you will not be able to reprint labels in batch form. You must
reprint labels using the CV menu option one at a time.
To see if the records have been created, use the ‘List’ action. Obviously, you would
also have labels which indicate that records were created.
Press <Enter> to show them the labels.
Let’s look at the list again by entering LI.




                                                                                                54
                               Create Records From the
                                     Batch (cont.)
               Personal Data - Privacy Act of 1974 (PL-93-579)
              Division : DIV A - TRAINING HOSPITAL    Sorted by : Terminal Digits
              File Room: OUTPATIENT RECORDS file room Report Date: 21 Jun 2001@155431
              Record Type: OUTPATIENT
              Batch Entry: OUTPATIENT 2006                                           Page: 1
              # of Entries on List: 2                      # of Volumes on List: 2
              # of Patients Processed: 2                   # of Volumes Processed: 2

               FMP/SSN         Patient Name         Volume #     Date of Creation   Record(s)
                                                                                    Exist?
              --------------------------------------------------------------------------------
               20/500506506   CAIN,ALLAN A            1      21 Jun 2001@1540       YES
               01/555644388   BODGE,GARRETT A         1      21 Jun 2001@1546       YES
               01/555644388   BODGE,GARRETT A         2      21 Jun 2001@1546       YES

              --------------------------------------------------------------------------------




                                                 End of Report

              Press <RETURN>



          October 2008                        VC_MRT_Retire Records, v2                          55




Text:
The list is displayed and you se that records have been created. You have
completed the process of creating a batch of records. Let’s return to the Record
Initialization menu.
You can edit the volume numbers and date of creation even after you have created
the records. Either use the CB menu option, as I have shown you, or you may use
the Update Record Volume (UV) menu in the Transaction menu to accomplish this.
You may delete this list if it is no longer needed. Once you create records, you can
probably delete the list. We have now created our records and they will now show
on a future retire list that we generate.
Let’s return to our slides.
Next, I have a question for you.




                                                                                                      55
                                  Question
            True or False:
            Records must be retired from each file room that you
            have.




        October 2008           VC_MRT_Retire Records, v2            56




Text:
Answer: True.
No matter if you have many file rooms, you must retire records from each
one where records are eligible for retirement.
We are ready now to look at the Retire menu options.




                                                                           56
                      Lesson 3: Retire Records

                      Objective: Retire medical records




       October 2008             VC_MRT_Retire Records, v2              57



Instructor Notes:
Read the slide.
Text:
As we have discussed, the Retire menu is used to retire family member
records and retiree records for individuals who have not been seen in two
years. These will be sent to NPRC. As I understand it, NPRC is only
electronically accepting inpatient and outpatient record types for these type
of patients.
Currently, only one file room may be retired per shipment, unless records
from other file rooms are merged into a single room for purposes of
retirement. We’ll discuss this as we explain the retire function.
Note: You may also use the Retire menu to indicate that other types of
records (besides inpatient and outpatient records) have been retired. It’s just
that you would not generate a Shipment Data file to send to NPRC or notify
the System Specialist. You would generate the list, box them, and then
input data in the accession number field to indicate the records were not
electronically retired. My suggestion is to input 000-00-0000. Once you also
input a shelving date, the flag on the record changes to “Retire Records” and
the record will then be inactive.
I’ve also shown you other menu paths you can use to indicate these records
are gone on previous slides.




                                                                                  57
                                 How CHCS Searches
                  Retire parameters
                  Record movement
                  Patient inactivity
                         Appointments
                         Lab
                         Rad
                         Rx
                  Inpatient stays




           October 2008                  VC_MRT_Retire Records, v2          58




Text:
CHCS will find records for the retire list that meet certain criteria, based upon
parameters you set in the files.
  • Your retire parameters should be set for two years for outpatient records and one
    year for inpatient records. The menu path to check the retire parameter for each
    record type is MRM > SD > APP > Division parameter -select each > Type of
    Record field- select each > Months of Inactivity field should = 24.
  • Record movement types: You may set certain record movement types to be
    included or excluded from the retire search. Currently, CHCS is set so that if a
    record is charged out, inactivated, transferred, retired, etc., it will not appear on
    the list. The menu path to check movement types is MRM > SD > MTS - Allow
    Batch Processing field = Yes to include on retirement lists.
  • CHCS will automatically exclude patients who have been seen in a two-year time
    frame for outpatient record searches. The following conditions apply:
         If the patient had an appointment that has been kept
         If the patient had a lab result
         If the patient had a resulted radiology exam
         If the patient has a current Rx
  • If an Inpatient episode is older than a year, they will appear on the retire list.




                                                                                            58
                                    Create a Record Index
                  TM      Transaction Menu
                  PL      Pull List Functions Menu
                  RR      Request Record Menu
                  IN      Record Information Menu
                  MA      Management Reports Menu
                  FE      Transfer/Retire Menu
                  SD      System Definition Menu

               Select Medical Records Menu Option: FE     Transfer/Retire Menu


                  CRI     Create Record Index
                  EPR     Edit/Process Record Index
                  DEL     Delete Record Index

               Select Transfer/Retire Menu Option: CRI    Create Record Index
               Select RECORD MOVEMENT TYPES NAME: ??

               Choose from:
                  RETIRE RECORDS        MEDICAL RECORDS TRACKING
                  TRANSFER TO OTHER MTF        MEDICAL RECORDS TRACKING

               Select RECORD MOVEMENT TYPES NAME: RETIRE RECORDS            MEDICAL RECORDS TRACK




           October 2008                               VC_MRT_Retire Records, v2                     59




Text:
The very first thing we will do is have CHCS search for records that are eligible for
retirement. As you remember, we will be searching for family members, retirees,
and other records that are not active duty or civilian records. We will be able to
select the type of patients and records that we want to search for in a moment.
Let’s return to the TDB and access the Retire menu.
Menu Path:      MRM-enter file room > FE > CRI (Create Record Index)
RECORD MOVEMENT TYPES NAME: Pointer to Movement Type file.
If we enter ?? to view the choices, we will see two movement types: Retire Records
and Move Records to Another File Area. We can search for records to retire or
search for records from a file room to move elsewhere. The second movement type
would apply when you might be restructuring a file room to hold different records, or
you are consolidating records from one file room into another.
We will enter Retire.




                                                                                                         59
                         Create a Record Index (cont.)
              ==============================================================================
              FILE ROOM: OUTPATIENT RECORDS file room                     RECORD INDEX CREATE

               Record Index Parameters                                Date: 21 Jun 2001@1049
              ==============================================================================
               Movement Activity             : RETIRE RECORDS
               Retirement Record Type        :
               Destination                   :

               Date of Last Patient Activity :
               Patient Category:




               Search Criteria               :
               From                          :
               To                            :




          October 2008                     VC_MRT_Retire Records, v2                            60




Text:
Header: In the upper left, you see the file room (the room you are logged in to)
from which you will retire records. Here in the record creation screen, the date
displayed on the right is the date and time you are running this search.
Movement Activity: The movement type you selected defaults here.
Retirement Record Type: Pointer to the Record Type file.
Let’s enter ?? to see the choices. Although there are nine record types to select
here, NPRC will only accept Inpatient or Outpatient type records. You may select
only one record type to retire per index.
You may set up as many site-defined record types as you want in the files. At the
time that you set them up, you assign them to a retirement record type for retire
purposes. CHCS will find all records that have the retirement record type indicated
in this search.
Fetal Monitoring Strips and Extended Ambulatory Records are considered part of
the inpatient record type for retirement purposes, so CHCS will find those records if
you enter “Inpatient” as the record type you will be retiring.
We’ll enter OUTPATIENT.




                                                                                                     60
                         Create a Record Index (cont.)
              ==============================================================================
              FILE ROOM: OUTPATIENT RECORDS file room                     RECORD INDEX CREATE

               Record Index Parameters                                Date: 21 Jun 2001@1049
              ==============================================================================
               Movement Activity             : RETIRE RECORDS
               Retirement Record Type        :
               Destination                   :

               Date of Last Patient Activity :
               Patient Category:




               Search Criteria               :
               From                          :
               To                            :




          October 2008                     VC_MRT_Retire Records, v2                            61




Text:
Destination: Pointer to the Borrower file
You select the location where the records are being retired. These include:
     • CPR (NPRC-Civilian Personnel Records – Air Force sites)
     • MPR (NPRC-Medical Personnel Records – Army and Navy sites)
We refer to the St. Louis facility as NPRC. It is comprised of two centers: CPR and
MPR. There may be additional selections listed here, such as NPRC, and there may
be an entry for RMC (Department of Veterans Affairs Records Management
Center). The choices will depend on what has been entered in your files.
You should only select CPR or MPR. If they are not listed, you will need to enter
them into your files. If you do not know how to do that, it is suggested that you
attend an MRT Files Maintenance class or refer to the MRT Implementation Guide.
We’ll enter NPR (the only choice in the TDB).
Date of Last Patient Activity: Date Field
Indicate the cutoff date of the records you want to retire. This is the date that you
want CHCS to search back in time. If records that are two years old are being
retired, you would indicate December 31 and two years back. CHCS will find all
records older than the date entered here. Just to make it easy to find records, I’ll
enter today’s date.




                                                                                                     61
                         Create a Record Index (cont.)
              ==============================================================================
              FILE ROOM: OUTPATIENT RECORDS file room                     RECORD INDEX CREATE

               Record Index Parameters                                Date: 21 Jun 2001@1049
              ==============================================================================
               Movement Activity             : RETIRE RECORDS
               Retirement Record Type        :
               Destination                   :

               Date of Last Patient Activity :
               Patient Category:




               Search Criteria               :
               From                          :
               To                            :




          October 2008                     VC_MRT_Retire Records, v2                            62




Patient Category: Pointer to the Patient Category file
     ACTIVE DUTY                      AD           DEPENDENT/RETIREE                     DR
     ALL CATEGORIES                   AC           NATO FOR NATL                         NF
     CIVILIAN                         CV           NON-NATO FOR NATL                     NN
     CIVILIAN EMERGENCY               CE           OTHER                                 OT
     COAST GUARD                      CG           RED CROSS                             RC
     VA BENEFICIARIES                 VA
Let’s look at our selections by entering ??. You may select one or several categories of
patients that you want to retire. You see the Dependent/Retiree patient category is
combined for purposes of retirement.
We will select ALL CATEGORIES just for demonstration purposes. Remember, we
normally select the categories that make sense for the particular records we are
retiring.




                                                                                                     62
                          Create a Record Index (cont.)
               FILE ROOM:   OUTPATIENT RECORDS file room                   RECORD INDEX CREATE

                Record Index Parameters                                Date: 21 Jun 2001@1049
               ==============================================================================
                Movement Activity             : RETIRE RECORDS
                Retirement Record Type        :
                Destination                   :

                Date of Last Patient Activity :
                Patient Category:




                Search Criteria               :
                From                          :
                To                            :




           October 2008                      VC_MRT_Retire Records, v2                           63




Text:
Search Criteria: Terminal (digit) or Alphabetical. You would indicate how you want
the list sorted. We will select Terminal.
From: Select the terminal digit or alphabetic sort to start from. Let’s enter 00.
To: Select the terminal digit or alphabetic sort to end with. Let’s enter 39.
File the screen.
Select DEVICE: This printer must be an addressable printer. CHCS will indicate if
it finds records and how many records it finds. When CHCS completes the search,
it changes the status of each record on the list to “Pending Retirement.” We’ll enter
NL:.
We’ll now look at how to process the list that we’ve just generated.




                                                                                                      63
                            Edit/Process a Record Index
                 CRI    Create Record Index
                 EPR    Edit/Process Record Index
                 DEL    Delete Record Index

              Select Transfer/Retire Menu Option: EPR Edit/Process Record Index
              Do you want the entire RECORD TRANSFER-RETIRE LIST? YES// (Yes)



                                    Medical Records Transfer and Retire

              MEDICAL RECORDS TRACKING             User     : TRAINING,MANAGER
              OUTPATIENT RECORDS file room          Date/Time: 21 Jun 2001@1417
                file room        Index Date    NPRC Accn # User     Type   Sort    Entries
              R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                OUTPATIENT RECO    21Jun01@1518 *********** MT        OUTP   ALPHA         1
                OUTPATIENT RECO    21Jun01@1406 *********** MT        OUTP   TERM        482
                OUTPATIENT RECO    21Jun01@1119 *********** MT        OUT    TERM         44




              F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
              Mark   Continue   eXit   Help
              Select an index.




            October 2008                            VC_MRT_Retire Records, v2                    64



Instructor Note:
It may take a minute to generate the list.
Text:
From the printout, you would see that CHCS has found records. Now we can process
the retire list that you have created.
Let’s enter the EPR menu option to process the index.
Do you want the entire RECORD TRANSFER-RETIRE LIST? YES// You may press
<Enter> to see all the lists that have been generated thus far; you may answer “No” and
enter the Index by (D)ate, (N)PRC Accession #; or you can enter (Q)uit to back out of
the option. Let’s press <Enter> to accept the default of all the lists.
Let’s talk about this screen.
Header: You see the file room that you are working in. The ‘User’ field defaults to your
name. The ‘Date/Time’ field reflects today’s date and time that you are looking at these
lists.
Body: Then you see the file room of each of the lists. The ‘Index Date’ field shows the
date when the index was created. ‘NPRC Accn #’ is blank until a number is entered
after the list is processed and retired. The ‘User’ field indicates who generated the
individual index lists. The ‘Type’ field indicates the type of records that list comprises.
The ‘Sort’ field is the sort that was selected for the index. The ‘Entries’ field shows how
many records are on each list.




                                                                                                      64
                  Edit/Process a Record Index (cont.)
                  CRI     Create Record Index
                  EPR     Edit/Process Record Index
                  DEL     Delete Record Index

               Select Transfer/Retire Menu Option: EPR Edit/Process Record Index
               Do you want the entire RECORD TRANSFER-RETIRE LIST? YES// (Yes)



                                      Medical Records Transfer and Retire

               MEDICAL RECORDS TRACKING             User     : TRAINING,MANAGER
               OUTPATIENT RECORDS file room          Date/Time: 21 Jun 2001@1417
                 file room        Index Date    NPRC Accn # User     Type   Sort    Entries
               _____________________________________________________________________________________
                 OUTPATIENT RECO    21Jun01@1518 *********** MT        OUTP   ALPHA         1
                 OUTPATIENT RECO    21Jun01@1406 *********** MT        OUTP   TERM        482
                 OUTPATIENT RECO    21Jun01@1119 *********** MT        OUT    TERM         44




               -------------------------------------------------------------------------------------
               Mark   Continue   eXit   Help
               Select an index.




           October 2008                               VC_MRT_Retire Records, v2                        65




Text:
Both “retire lists” and “move to another file area lists” will display on this screen,
although you can’t tell by looking which is which.
Retire record indexes are retained on CHCS indefinitely once they are finalized with
an NPRC accession number and shelving date. Until that occurs, you may delete
indexes at your discretion through the Delete Record Index menu.
You may either use the ‘Mark’ action or your <End> key to select a list to edit. We’ll
use the <End> key to select the list we just generated (find it by time and date).
Next, select Continue to process the list.




                                                                                                            65
                  Edit/Process a Record Index (cont.)
                  You may modify the range of the index by entering a different FROM - TO
                  range. This will allow you to work with a shorter list of records at a
                  time. The system will maintain the list in the original order.
                  Records can be added to the index that fall within the entire range for
                  the index but will not appear on the printed index if the record is outside
                  the modified FROM - TO range. Print the entire index to review added entries
                  that will appear at the end of the index in the order added.

                  "Terminal Digit Order"


               FROM : 00//
               TO : 39//


               Compiling the record index.   Please wait. . . . . . . . . .




           October 2008                            VC_MRT_Retire Records, v2                     66




Text:
From: 00// You may enter a different ‘From’ and ‘To’ range so that you can work
with a shorter list. You might want to do this if you are working with a large list.
Let’s accept the defaults for both.
To: 29//




                                                                                                      66
                  Edit/Process a Record Index (cont.)
                Medical Records Transfer and Retire

                MEDICAL RECORDS TRACKING                   User   : TRAINING,MANAGER
                OUTPATIENT RECORDS file room                Created: 21 Jun 2001@1406
                __________________________________________________________________________
                  Movement Activity   : RETIRE RECORDS
                  Type of Record      : OUTPATIENT
                  Destination         : NPR
                  Last Activity Date : 21 Jun 2001
                  NPRC Accession #    :
                  NPRC Shelving Date :
                  Patient Category    : ALL CATEGORIES

                  Search Criteria     : TERMINAL DIGIT           From : 00
                                                                 To   : 39

                  Alpha(A) or Terminal Digit(T) Order: TERMINAL DIGIT
                  From : 00
                  To   : 39

                __________________________________________________________________________
                Print   Remove   Box   Add   Ship   proCess   NPRC   Help   eXit
                Print or display the record index




           October 2008                     VC_MRT_Retire Records, v2                        67




Text:
This screen is the same as the one that was filled out when we had CHCS generate
the retire list. Let’s talk about the action bar at the bottom and each action in detail.
Print:       Print this list so that you may go to the stacks and pull records.
Remove: Remove any records from the list that you could not find in the
             stacks.
Box:         Allows you to indicate the box number where records are placed in
             preparation for shipment.
Add:         Add records to the retire list as needed.
Ship:        This is the shipment data file which takes the place of the SF135
             that is filled out electronically.
Process: Process the retirement list. There is a sub menu action bar that we
             will address later.
NPRC:        Enter the accession number and shelving date.
You will move from left to right on this action bar as you process this list. Let’s start
at the first step, which is to print the retire list. We will use that to pull records from
the stacks.
Device: For now, we will print this to the screen so that you can see the list.




                                                                                                  67
                                                  Print the Retire List
                                                                   * * Transfer/Retire * *
                                                              TERMINAL DIGIT From: 00       To: 39
             ===================================================================================================================================
             FMP/SSN          Patient Name                    Record                      Record PAT   Last Pat     Box Patient SSN DOB
                                                              Type                           Vol CAT   Activity
             -----------------------------------------------------------------------------------------------------------------------------------
             20/600-60-6501   SANDERS,ALLAN A                 OUTPATIENT                     V1 A11    20 Jun 2001       600-60-6501 16 Mar 1975
             20/100-10-7301   MARSHALL,IAN I                  OUTPATIENT                     V1 A11    15 Jul 2000       100-10-7301 15 Nov 1967
             20/100-10-7401   MARSHALL,JACKIE J               OUTPATIENT                     V1 F11    15 Jul 2000       100-10-7401 20 May 1966
             20/100-10-7501   MARSHALL,KENNETH K              OUTPATIENT                     V1 A11    15 Jul 2000       100-10-7501 24 Apr 1965
             20/100-10-7601   MARSHALL,LINDA L                OUTPATIENT                     V1 N11    15 Jul 2000       100-10-7601 14 Aug 1964
             20/100-10-7701   MARSHALL,MATTHEW M              OUTPATIENT                     V1 A11    15 Jul 2000       100-10-7701 06 Jun 1963
             20/100-10-7801   MARSHALL,NANCY N                OUTPATIENT                     V1 F11    15 Jul 2000       100-10-7801 24 Aug 1962
             20/100-10-7901   MARSHALL,OLIVER O               OUTPATIENT                     V1 A11    15 Jul 2000       100-10-7901 26 Aug 1961
             20/100-10-8001   MARSHALL,PAULA P                OUTPATIENT                     V1 N11    15 Jul 2000       100-10-8001 04 Jun 1960
             20/700-70-6502   JAMESON,ALLAN A                 OUTPATIENT                     V1 A11    17 Mar 2000       700-70-6502 10 May 1975
             20/600-60-6602   SAWYER,BARBARA B                OUTPATIENT                     V1 F11    01 Jan 1999       600-60-6602 15 Mar 1974
             20/700-70-6602   JAMESON,BARBARA B               OUTPATIENT                     V1 F11    17 Mar 2000       700-70-6602 23 Mar 1974
             20/700-70-6702   JAMESON,CHARLES C               OUTPATIENT                     V1 A11    17 Mar 2000       700-70-6702 23 Feb 1973
             20/700-70-6802   JAMESON,DONNA D                 OUTPATIENT                     V1 N11    17 Mar 2000       700-70-6802 26 Jan 1972
             20/700-70-6902   JAMESON,EARL E                  OUTPATIENT                     V1 A11    17 Mar 2000       700-70-6902 21 Sep 1971
             20/700-70-7002   JAMESON,FLORENCE F              OUTPATIENT                     V1 F11    17 Mar 2000       700-70-7002 06 Aug 1970
             Press RETURN to continue or "^" to quit.




            October 2008                                     VC_MRT_Retire Records, v2                                                      68




Text:
The printout displays. The sponsor SSN is listed first. Remember, this the TDB so
these are fictional patients. Since records are filed by sponsor SSN in the stacks,
they display in the first column. The next columns include patient name, record type,
the volume number, the last date of activity of the record, and patient SSN. You
notice that the ‘Box’ field is blank. This is because we haven’t processed the list yet.
The patient’s own SSN displays next and the date of birth.
You will take this list to the shelves and look for these records. You would indicate
on the printed list the records that you couldn’t find. Then you will delete them from
this list.
If the record is found, look inside the record to make sure there are no recent
treatments that would disqualify it from being retired.
Instructor Notes:
Enter ^ to exit this list.




                                                                                                                                                   68
                                        Patient Record
                **** MEDICAL RECORDS TRACKING Profile ****
                                  Personal Data - Privacy Act of 1974 (PL 93-579)
               ==============================================================================
               Name: SANDERS,ALLAN A          (20/600-60-6501) Birth Date: 16 Mar 1975
               Ward:                                           Run Date : 21 Jun 2001@113520
               ==============================================================================
                   Record Type     Vol Current Borrower    Date Charged   Phone/Location
                   -----------     --- ----------------    ------------   --------------
                1 OUTPATIENT       V1   NPR                06/21/01@0910 /
                   *** PENDING RETIREMENT ***




           October 2008                     VC_MRT_Retire Records, v2                           69




Text:
Let’s look at a patient record to see what the “Pending Retirement” flag looks like.
Let’s access the Record Inquiry menu.
I will exit the Retire menu and go back to the main MRT menu. Let me go to the IN
menu.
Menu path: IN > SR > accept the location default, and enter Sanders, Allen
Note the Pending Retirement comment flag displayed on this screen. If a patient on
the retire list is seen at your facility between the time the record is pending
retirement and actually is sent to NPRC, you may transact the record at any time.
However, the record does not drop off the retire list automatically. You will need to
remove that record from the list. We’ll look at how to remove records next.
Let’s return to the Retire menu to the edit option. Use the menu path: FE >
EPR.




                                                                                                     69
                         Remove Records From List
               Medical Records Transfer and Retire

                                                        Record Record PAT Last Pat
                 FMP/SSN           Patient Name         Type      Vol CAT Activity      Box#
              R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                20/600-60-6501 SANDERS,ALLAN A          OUTPATI   V1   A11 20 Jun 2001
                20/600-60-6801 SANDERS,DONNA D          OUTPATI   V1   N11 20 Jun 2001
                20/100-10-7301 MARSHALL,IAN I           OUTPATI   V1   A11 15 Jul 2000
                20/100-10-7401 MARSHALL,JACKIE J        OUTPATI   V1   F11 15 Jul 2000
                20/100-10-7501 MARSHALL,KENNETH K       OUTPATI   V1   A11 15 Jul 2000
                20/100-10-7601 MARSHALL,LINDA L         OUTPATI   V1   N11 15 Jul 2000
                20/100-10-7701 MARSHALL,MATTHEW M       OUTPATI   V1   A11 15 Jul 2000
                20/100-10-7801 MARSHALL,NANCY N         OUTPATI   V1   F11 15 Jul 2000
                20/100-10-7901 MARSHALL,OLIVER O        OUTPATI   V1   A11 15 Jul 2000
                20/100-10-8001 MARSHALL,PAULA P         OUTPATI   V1   N11 15 Jul 2000
                20/700-70-6502 JAMESON,ALLAN A          OUTPATI   V1   A11 17 Mar 2000
                20/600-60-6602 SAWYER,BARBARA B         OUTPATI   V1   F11 01 Jan 1999
                20/700-70-6602 JAMESON,BARBARA B        OUTPATI   V1   F11 17 Mar 2000
                20/700-70-6702 JAMESON,CHARLES C        OUTPATI   V1   A11 17 Mar 2000
              + 20/700-70-6802 JAMESON,DONNA D          OUTPATI   V1   N11 17 Mar 2000
              F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
              Find   Mark   pgDn   updAte   Help   eXit
              Find a record on the index




         October 2008                     VC_MRT_Retire Records, v2                              70




Instructor Notes:
Select the list you have been using, and press <Enter> through the prompts until
you see Remove on the action bar.
Text:
Now, let’s remove the records from our retire list that we couldn’t find on the
shelves. When you remove the record from this list, it also removes the ‘Pending
Retirement’ flag.
Remove: This action allows removal of any records that you couldn’t find or that
should not be retired. Once we select ‘Remove,’ the action bar changes to a sub-
action bar enabling you to select a record. Let’s select the Remove action.




                                                                                                      70
                Remove Records From List (cont.)
              Medical Records Transfer and Retire

                                                       Record Record PAT Last Pat
                FMP/SSN           Patient Name         Type      Vol CAT Activity      Box#
             R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
               20/600-60-6501 SANDERS,ALLAN A          OUTPATI   V1   A11 20 Jun 2001
               20/600-60-6801 SANDERS,DONNA D          OUTPATI   V1   N11 20 Jun 2001
               20/100-10-7301 MARSHALL,IAN I           OUTPATI   V1   A11 15 Jul 2000
               20/100-10-7401 MARSHALL,JACKIE J        OUTPATI   V1   F11 15 Jul 2000
               20/100-10-7501 MARSHALL,KENNETH K       OUTPATI   V1   A11 15 Jul 2000
               20/100-10-7601 MARSHALL,LINDA L         OUTPATI   V1   N11 15 Jul 2000
               20/100-10-7701 MARSHALL,MATTHEW M       OUTPATI   V1   A11 15 Jul 2000
               20/100-10-7801 MARSHALL,NANCY N         OUTPATI   V1   F11 15 Jul 2000
               20/100-10-7901 MARSHALL,OLIVER O        OUTPATI   V1   A11 15 Jul 2000
               20/100-10-8001 MARSHALL,PAULA P         OUTPATI   V1   N11 15 Jul 2000
               20/700-70-6502 JAMESON,ALLAN A          OUTPATI   V1   A11 17 Mar 2000
               20/600-60-6602 SAWYER,BARBARA B         OUTPATI   V1   F11 01 Jan 1999
               20/700-70-6602 JAMESON,BARBARA B        OUTPATI   V1   F11 17 Mar 2000
               20/700-70-6702 JAMESON,CHARLES C        OUTPATI   V1   A11 17 Mar 2000
             + 20/700-70-6802 JAMESON,DONNA D          OUTPATI   V1   N11 17 Mar 2000
             F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
             Find   Mark   pgDn   updAte   Help   eXit
             Find a record on the index




        October 2008                     VC_MRT_Retire Records, v2                              71




Text:
You can select records to remove by using the “Find” and “Mark” actions or you
may use the <End> key.
    Find:              You may enter the record number or patient name and CHCS
                       will find it on the list.
    Mark:              This action works the same as the <End> key.
    PageDown: If you have a list that is longer than this screen, you will see a
              plus sign (+) at the bottom of the list. You can either use the
              <Page Down> key on your keyboard or press the ‘D’ key to
              view more records.
    Update:            Once you’ve selected records, you must process your
                       selections. Using this action removes them from the list and
                       removes the comment that the record is “Pending Retirement.”
Let’s select a few records; select one from the first page, then <Page Down>
and find another. Once we have records selected, we will select the updAte
action to remove them from the list.




                                                                                                     71
                  Remove Records From List (cont.)
                Medical Records Transfer and Retire

                                                         Record Record PAT Last Pat
                  FMP/SSN           Patient Name         Type      Vol CAT Activity      Box#
               R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
               + 20/700-70-6902 JAMESON,EARL E           OUTPATI   V1   A11 17 Mar 2000
                 20/700-70-7002 JAMESON,FLORENCE F       OUTPATI   V1   F11 17 Mar 2000
                 20/700-70-7102 JAMESON,GEORGE G         OUTPATI   V1   A11 17 Mar 2000
                 20/700-70-7202 JAMESON,HOLLEY H         OUTPATI   V1   N11 17 Mar 2000
                *20/100-10-7302 MARTIN,IAN I             OUTPATI   V1   A11 15 Jul 2000
               R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T

               Do you want to remove selected records from the record index? N// y




               F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
               Remove selected records from index




          October 2008                     VC_MRT_Retire Records, v2                              72




Text:
You will notice that the records are now gone from the list. Since we’ve removed the
ones we selected, we will exit the screen.
This takes us back to the initial action bar. We can now continue processing the
list.
If we had some records we wanted to add to the list, we would use the “Add” action.
You will only be able to add records if the electronic record exists already in CHCS.
If it doesn’t exist, you may use the Batch Process menu that I’ve shown you earlier.
Let’s add a record; I’ll select Add.




                                                                                                       72
                               Add a Record to the List
                 Records Selected to be added to Candidate Record Index
                                Personal Data - Privacy Act of 1974 (PL-93-579)
                ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

                   *   10201   JACKSON,ALLAN A        OUTPATIENT                    V1   31 Dec 1999




                Add selected records to the Record Index? N// y
                Are you sure you want the selected records added to the list? Y//




                ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
                Select RECORD:
                Deselect choice using the 'select' key.
                Selections will be processed when you enter a final <RETURN>



           October 2008                      VC_MRT_Retire Records, v2                                 73




Text:
A blank screen displays and you can add records.
Select Record: Just scan the barcode, enter the patient FMP/SSN, or the patient
name. In this case we’ll add Jackson, Allan. We would select the specific record
or records that are being retired, if there is more than one. We will select the
outpatient record.
Enter date of last patient activity: Enter the date of the last activity on the record
and file it. Look in the record to determine the last date that any treatment,
appointment, or tests were performed for this patient. We’ll enter 31 Dec 1999
Add the records to the index? We enter Yes and verify our entry; CHCS returns
us to the initial index screen.
Note: Added records are inserted on the bottom of the printed retire list. You will
file the record in the last box because you will not be able to file this record by
terminal digit where it belongs and you will not be able to indicate a different box
than the last box on the index list. Since added records appear at the bottom of an
index, they may not print on the index if you ask for a subset of the original index.
Remember to print the terminal digit range of 00 to 99 for the final index to make
sure all records are on the list.




                                                                                                            73
                                 Indicate Box Numbers
                 Medical Records Transfer and Retire

                                                          Record Record PAT Last Pat
                   FMP/SSN           Patient Name         Type      Vol CAT Activity      Box#
                R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                + 20/500-50-7924 CLAY,OLIVER O            OUTPATI   V1   A11 15 Jul 2000
                  20/500-50-8024 CLAY,PAULA P             OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6725 CASSIDY,BARBARA          OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6726 CASSIDY,CHARLES          OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6727 CASSIDY,DONNA            OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6728 CASSIDY,EARL             OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6729 CASSIDY,FLORENCE         OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6730 CASSIDY,GEORGE           OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6731 CASSIDY,HOLLEY           OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6732 CASSIDY,IAN              OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6733 CASSIDY,JACKIE           OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6734 CASSIDY,KENNETH          OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6735 CASSIDY,LINDA            OUTPATI   V1   N11 15 Jul 2000
                  20/100-10-6736 CASSIDY,MATTHEW          OUTPATI   V1   N11 15 Jul 2000
                  20/700-70-6501 JACKSON,ALLAN A          OUTPATI   V1   A11 31 Dec 1999
                F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
                Find   Mark   Box   pgUp   updAte   Help   eXit
                Find a record on the index




            October 2008                     VC_MRT_Retire Records, v2                             74




Text:
We are now ready to put our records in boxes. Once you do that, you can then
indicate on CHCS the box in which the records reside. Physically box the records if
you haven’t done so yet, then use this action.
 Box: Selecting the Box action from the initial screen displays a sub-action bar. The
      new screen displays the records. Notice the record we added at the bottom of
      the list. You can press F8 to get to the top of the list if you are not already
      there.
The action bar looks the same as we saw when removing records from the list. “Find”
and “Mark” operate in the same way. The only addition is the “Update” action.
Our goal is to select the first record from each box. Then we will indicate in which box
each resides. We do this so we can have CHCS automatically update all the records
in between with box numbers. You will understand this better once you see how it
works.




                                                                                                        74
                          Indicate Box Numbers (cont.)
                Medical Records Transfer and Retire

                                                         Record Record PAT Last Pat
                  FMP/SSN           Patient Name         Type      Vol CAT Activity      Box#
               R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
               + 20/500-50-7924 CLAY,OLIVER O            OUTPATI   V1   A11 15 Jul 2000
                 20/500-50-8024 CLAY,PAULA P             OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6725 CASSIDY,BARBARA          OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6726 CASSIDY,CHARLES          OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6727 CASSIDY,DONNA            OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6728 CASSIDY,EARL             OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6729 CASSIDY,FLORENCE         OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6730 CASSIDY,GEORGE           OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6731 CASSIDY,HOLLEY           OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6732 CASSIDY,IAN              OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6733 CASSIDY,JACKIE           OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6734 CASSIDY,KENNETH          OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6735 CASSIDY,LINDA            OUTPATI   V1   N11 15 Jul 2000
                 20/100-10-6736 CASSIDY,MATTHEW          OUTPATI   V1   N11 15 Jul 2000
                 20/700-70-6501 JACKSON,ALLAN A          OUTPATI   V1   A11 31 Dec 1999
               F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
               Find   Mark   Box   pgUp   updAte   Help   eXit
               Find a record on the index




           October 2008                     VC_MRT_Retire Records, v2                             75




Text:
  Mark: Let’s use the <Mark> action to select the first record. Remember, we
        can also use our <End> key on our keyboard. This record is the first record
        in our first box. We now will indicate in CHCS that this record resides in
        box 1.
  Box:    Let’s select the <Box> action and assign a box number to the first record;
          enter 1 for the first record residing in the first box. Once we do that, CHCS
          returns to the selection screen where we can select the first record in box
          number 2. Let’s <Page Down> and select another record for our demo.
          Let’s enter 2 for the first record residing in box 2.
Continue this process until all the first records in each of four boxes are indicated.
We’ll do the same for boxes three and four.
Note: If you have accidently selected all of your first records without indicating the
box for each as you go, you can exit the screen and start again. CHCS will allow you
to exit without filing the information.




                                                                                                       75
                          Indicate Box Numbers (cont.)
               Medical Records Transfer and Retire

                                                         Record Record PAT Last Pat
                 FMP/SSN           Patient Name          Type     Vol CAT Activity      Box#
              R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                20/600-60-6801 SANDERS,DONNA D           OUTPATI  V1   N11 20 Jun 2001   1
                20/100-10-7301 MARSHALL,IAN I            OUTPATI  V1   A11 15 Jul 2000   1
                20/100-10-7401 MARSHALL,JACKIE J         OUTPATI  V1   F11 15 Jul 2000   1
                20/100-10-7501 MARSHALL,KENNETH K        OUTPATI  V1   A11 15 Jul 2000   1
                20/100-10-7601 MARSHALL,LINDA L          OUTPATI  V1   N11 15 Jul 2000   1
                20/100-10-7701 MARSHALL,MATTHEW M        OUTPATI  V1   A11 15 Jul 2000   1
                20/100-10-7801 MARSHALL,NANCY N          OUTPATI  V1   F11 15 Jul 2000   1
                20/100-10-7901 MARSHALL,OLIVER O         OUTPATI  V1   A11 15 Jul 2000   1
                20/100-10-8001 MARSHALL,PAULA P          OUTPATI  V1   N11 15 Jul 2000   1
                20/700-70-6502 JAMESON,ALLAN A           OUTPATI  V1   A11 17 Mar 2000   1
                20/600-60-6602 SAWYER,BARBARA B          OUTPATI  V1   F11 01 Jan 1999   1
                20/700-70-6602 JAMESON,BARBARA B         OUTPATI  V1   F11 17 Mar 2000   1
                20/700-70-6702 JAMESON,CHARLES C         OUTPATI  V1   A11 17 Mar 2000   1
                20/700-70-6802 JAMESON,DONNA D           OUTPATI  V1   N11 17 Mar 2000   1
              + 20/700-70-6902 JAMESON,EARL E            OUTPATI  V1   A11 17 Mar 2000   1
              F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
              Find   Mark   Box   pgDn   updAte   Help    eXit
              Replicate box numbers on the record index.




           October 2008                     VC_MRT_Retire Records, v2                            76




Text:
The last step for the Box option is to tell CHCS to automatically mark the records
between the first and last records in each box.
Update: This action processes your selections and assigns the box numbers to all
records in between each box. Let’s press <Update>.
Now, you will see that CHCS has assigned the box numbers to all the records in
between. We’ll <Page Down> so that you can see the records in the other boxes.
The physical boxes:
    •   When you box records, ensure that each record contains a CHCS label that
        matches the information on the index.
    •   Ensure that attached to the mother’s record are Fetal Monitoring Strips
        which have the baby’s name, the mother’s name, the sponsor SSN and the
        register number.
    •   Write From and To identifiers on each box.
    •   Write sequential box numbers, such as 1 of 3, on each box.
    •   Print the final index with box numbers indicated and include it in the first
        box.
Let’s exit the Box option. We are now ready to fill out the Shipment Data File.




                                                                                                      76
                           Enter Shipment Information
                WALTER REED AMC WASHINGTON DC                                   21 Jun 2001@0913
                                            CREATE SHIPMENT DATA FILE
                MTF POC: TRAINING,MANAGER
                MTF POC E-Mail Address:
                  BRANNANP@SAIC.COM
                MTF POC Phone #: 858-555-5555           MTF POC DSN Phone #: 858-565-5555
                MTF POC Commercial Fax#:
                ================================================================================
                User Authorizing Transfer: TRAINING,MANAGER
                Transfer Authorization Date: 21 Jun 2001
                Shipping MTF Address: TRAINING HOSPITAL
                                    :
                                City: SAN DIEGO
                       Modified City: SAN DIEGO
                    State: CA    ZIP: 92123

                Date of Last Patient Activity: 21 Jun 2001
                Medical Record Type: OUTPATIENT
                 Disposal Authority: F40
                 Type Description: OUTPATIENT

                  Disposal Date: 01 Jan 2050




           October 2008                        VC_MRT_Retire Records, v2                           77




Text:
We’re back to the initial action bar. I’ll show you how to fill out a Shipment Data File
which takes the place of the SF 135. You will fill this out for every shipment going to
the NPRC.
Ship: This action displays the Shipment Data Record to fill out. We will fill out all
the fields (all are required). Select <Ship>.
  MTF POC:                                 Enter the person who is in charge of retiring
                                           records. Enter TRAINING,MANAGER
  MTF POC E-Mail Address:                  Enter the POC’s e-mail. Enter training
                                           manager@anybase.mil.
  MTF POC Phone:                           Enter POC’s phone number. 555-555-5555
  MTF POC DSN Phone:                       Enter the DSN number: 555-555-5555
  MTF POC Commercial Fax#: Enter the fax#: 555-555-5555




                                                                                                        77
                   Enter Shipment Information (cont.)
                WALTER REED AMC WASHINGTON DC                                   21 Jun 2001@0913
                                            CREATE SHIPMENT DATA FILE
                MTF POC: TRAINING,MANAGER
                MTF POC E-Mail Address:
                  BRANNANP@SAIC.COM
                MTF POC Phone #: 858-555-5555           MTF POC DSN Phone #: 858-565-5555
                MTF POC Commercial Fax#:
                ================================================================================
                User Authorizing Transfer: TRAINING,MANAGER
                Transfer Authorization Date: 21 Jun 2001
                Shipping MTF Address: TRAINING HOSPITAL
                                    :
                                City: SAN DIEGO
                       Modified City: SAN DIEGO
                    State: CA    ZIP: 92123

                Date of Last Patient Activity: 21 Jun 2001
                Medical Record Type: OUTPATIENT
                 Disposal Authority: F40
                 Type Description: OUTPATIENT

                  Disposal Date: 01 Jan 2050




           October 2008                        VC_MRT_Retire Records, v2                           78




Text:
  User Authorizing Transfer:               Enter the person responsible for authorizing the
                                           transfer of records. Enter TRAINING MANAGER.
  Transfer Authorization Date: Enter the date the authorizing person signed the
                               transfer authorization. Today is usually good so
                               enter TODAY
  Shipping MTF Address:                    This should be the medical office last responsible
                                           for the records (not the shipping office). Enter
                                           Outpatient Records, Training Hospital.
  City:                                    You may leave this field blank if you enter the zip
                                           code.
  Modified City:                           If your city does not have a zip code, enter the
                                           city here.
  State:                                   You may leave this field blank if you enter the zip
                                           code.
  ZIP:                                     If you enter the zip, it fills in the city and state.
                                           Enter 92123.




                                                                                                        78
                       Enter Shipment Information (cont.)
                   WALTER REED AMC WASHINGTON DC                                   21 Jun 2001@0913
                                               CREATE SHIPMENT DATA FILE
                   MTF POC: TRAINING,MANAGER
                   MTF POC E-Mail Address:
                     BRANNANP@SAIC.COM
                   MTF POC Phone #: 858-555-5555           MTF POC DSN Phone #: 858-565-5555
                   MTF POC Commercial Fax#:
                   ================================================================================
                   User Authorizing Transfer: TRAINING,MANAGER
                   Transfer Authorization Date: 21 Jun 2001
                   Shipping MTF Address: TRAINING HOSPITAL
                                       :
                                   City: SAN DIEGO
                          Modified City: SAN DIEGO
                       State: CA    ZIP: 92123

                   Date of Last Patient Activity: 21 Jun 2001
                   Medical Record Type: OUTPATIENT
                    Disposal Authority: F40
                    Type Description: OUTPATIENT

                     Disposal Date: 01 Jan 2050




               October 2008                       VC_MRT_Retire Records, v2                           79




Text:
Date of Last Patient Activity: This field defaults to the date you entered on the index.
                          Accept the default.
Medical Record Type:                  The type of record from the index defaults here.
Disposal Authority:                   Enter the regulatory authority. I’ve provided a list below. Enter
                                      F40-66ccc
     Record Series                    Army                            Air Force      Navy
     Outpatient                       AR-25-400-2/40/66ccc            AF provides    Navy provides
     Inpatient (teaching facility)    AR-25-400-2/40/66ddda
     Inpatient (MTF)                  AR-25-400-2/40/66dddb
     Inpatient (non-fixed facility)   AR-25-400-2/40/66dddc

Type Description:                     Enter inpatient or outpatient. Enter Outpatient.
Disposal Date:                        Enter the destroy date according to regulations for that type of
                                      record. This is usually 50 years plus one day. Enter 1 Jan
                                      2050.
The second screen of the Shipment Data File displays.




                                                                                                           79
                    Enter Shipment Information (cont.)
                WALTER REED AMC WASHINGTON DC                                   21 Jun 2001@0916
                                            CREATE SHIPMENT DATA FILE
                Shipment Volume/Total: 4
                Important Information/Remarks:




                ================================================================================
                Date Created:
                Shipment Data Filename:
                Record Index Filename:


                ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
                File/exit    Abort     Edit
                File changes and exit.




            October 2008                     VC_MRT_Retire Records, v2                             80




Text:
Shipment Volume/Total:               This is the number of boxes that you are shipping.
                                     We’ll enter the number of boxes we’ve filled.
Important Information/Remarks: Enter any additional information that affects
                          these records.
Date Created:                        This field is blank until the Software Specialist
                                     creates the ASCII file. It is then filled in
                                     automatically.
Shipment Data Filename:              This field is blank until the Software Specialist
                                     creates the ASCII file. It is then filled in
                                     automatically.
Record Index Filename:               This field is blank until the Software Specialist
                                     creates the ASCII file. It is then filled in
                                     automatically.
We’ll file this screen and return to the initial action bar to continue to process our
list.




                                                                                                        80
                                      Process the Index
                 Medical Records Transfer and Retire

                MEDICAL RECORDS TRACKING                    User   : TRAINING,MANAGER
                OUTPATIENT RECORDS file room                 Created: 21 Jun 2001@0909
                R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                  WALTER REED AMC WASHINGTON DC                                    21 Jun 2001
                                               PRINT SHIPMENT DATA FILE
                  MTF POC: TRAINING,MANAGER
                  MTF POC E-Mail Address:
                     BRANNANP@SAIC.COM
                  MTF POC Phone#: 858-555-5555               MTF POC DSN Phone#: 858-565-5555
                  MTF POC Commercial FAX#:
                  ===========================================================================
                  User Authorizing Transfer: TRAINING,MANAGER
                  Transfer Authorization Date: 21 Jun 2001

                  Shipping MTF Address: TRAINING HOSPITAL
                                      :
                                  City: SAN DIEGO
                +        Modified City: SAN DIEGO
                F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
                Print   Edit   Notify   Send   Help   eXit
                Print or display the shipment data file.




            October 2008                     VC_MRT_Retire Records, v2                             81




Text:
We’re ready for the next step which is to process our index.
Process: This action opens a sub menu to process our Shipment Data File and to
notify the System Specialist that the list is ready to send to NPRC. Once the System
Specialist is done, the status of the records is changed to “Pending NPRC approval.”
Let’s select <Process>.
    Print: Enables you to print the Shipment Data File to send with the records.
    Edit:   Enables you to edit the Shipment Data File.
    Notify: When the Shipment Date File is ready and records are boxed, use this
           action to send a message to the Software Specialist who then creates an
           ASCII file of the data to send to NPRC. They send the data file to NPRC.
            If you are using the Retire menu to indicate records are gone, but you
            aren’t sending an electronic index to NPRC, you would skip this action.
    Send: Update record status as Pending NPRC Approval or transferred. We will
          explain this further when we use this action.
We’ll now press <Notify>.




                                                                                                        81
                           Notify the Software Specialist
                                Medical Records Transfer and Retire

                 MEDICAL RECORDS TRACKING                   User   : TRAINING,MANAGER
                 OUTPATIENT RECORDS file room                Created: 21 Jun 2001@0909
                 R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                   Movement Activity   : RETIRE RECORDS
                 ________________________________________________________

                      Number of Records: 483


                      Okay to Send Notification? NO// y


                 ________________________________________________________




                 F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
                 Print   Edit   Notify   Send   Help   eXit
                 Send notification bulletin.




            October 2008                       VC_MRT_Retire Records, v2                            82




Text:
Number of Records: The number of records on this list displays
Okay to Send Notification? NO//: We answer Yes.
This message is sent to the Software Specialist to create an ASCII file. The Specialist
then performs the functions to send this file on to NPRC.
Our screen defaults to <Exit>. Let’s stay at this action bar for a few moments.
Instructor Notes:
Ask if there are Software Specialists attending this course. If there are no Software
Specialists attending, continue in the application and go to slide 83 for text to speak
about the application. If there are Software Specialists present, return to the slides and
continue with the text below.
Text:
Our next two slides address Software Specialists’ duties regarding the retirement
process. If you haven’t retired records from your facility, you may want to ensure that
the Software Specialist understands what actions to take. You may copy the next two
slides and give them this information. The next slides address the job that the Software
Specialist must do regarding saving the file in an ASCII format.
We will exit out to the Retire menu now as our job is complete for a little while. You will
wait to hear from the NPRC.
Exit out to the Retire menu and return to the slides.



                                                                                                         82
                             For Software Specialists
                Medical Records Transfer and Retire

               MEDICAL RECORDS TRACKING             User     : TRAINING,MANAGER
               OUTPATIENT RECORDS file room          Date/Time: 21 Jun 2001@1536
                 file room        Index Date    NPRC Accn # User     Type   Sort    Entries
               R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                 OUTPATIENT RECO    21Jun01@1518 *********** MT        OUTP   ALPHA         1
                 OUTPATIENT RECO    21Jun01@0909 *********** MT        OUTP   TERM        483




               F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
               Mark   pgUp   pgDn   Ascii   Help   eXit
               Select an item to process.




          October 2008                     VC_MRT_Retire Records, v2                              83




Text:
The Software Specialist, or site manager, is responsible for creating an ASCII file
for the record index.
Menu path: SM > AMM > FRI
You would select the appropriate list and select the <Ascii> option.




                                                                                                       83
                          For Software Specialists (cont.)
                 Medical Records Transfer and Retire

                MEDICAL RECORDS TRACKING             User     : TRAINING,MANAGER
                OUTPATIENT RECORDS file room          Date/Time: 21 Jun 2001@1536
                  file room        Index Date    NPRC Accn # User     Type   Sort    Entries
                R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                  OUTPATIENT RECO    21Jun01@1518 *********** MT        OUTP   ALPHA         1
                 *OUTPATIENT RECO    21Jun01@0909 *********** MT        OUTP   TERM        483
                R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T


                  Are you sure you want to format the selected index into ASCIII? NO// y



                F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G




                F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
                Mark   pgUp   ASCIII   Help    eXit
                Format record index in ASCIII.




           October 2008                     VC_MRT_Retire Records, v2                              84




Text:
Once this file is made, you will use the System-Electronic Transfer Utility (SY-ETU)
to transfer the files. This utility sends an e-mail notice to a site-defined mail group
informing them the transfer was successful or unsuccessful. Ensure that your local
firewall allows the transfer.
It is suggested that these ASCII files be saved for future reference. Please
reference your standard operating procedures to save these files.
Let’s return to our application.




                                                                                                        84
                                  Update Record Status
                Medical Records Transfer and Retire

               MEDICAL RECORDS TRACKING                   User   : TRAINING,MANAGER
               OUTPATIENT RECORDS FILEROOM                Created: 21 Jun 2001@1040
               R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                 Movement Activity   : RETIRE RECORDS
               R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T

                  Enter the date the records on this index were shipped 21 Jun 2001//

                  NOTE: This option will process ALL records on a record index.
                        The record status will change from PENDING RETIREMENT to
                        PENDING NPRC APPROVAL when a retirement index is processed.

                          The record status will change to MOVE TO ANOTHER FILE AREA
                          when a transfer index is processed.

                  Is this the correct index? NO// y

               F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
               F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
               Edit   Send   Help   eXit
               Update record status as Pending NPRC Approval or transferred.




           October 2008                       VC_MRT_Retire Records, v2                           85




Text:
We are ready for the next step. This step can be taken now to update the record status to
“Pending NPRC Approval.” Or we can wait for NPRC to notify us with the accession number
and we could then ship the records. At that time we could use the <Send> action. You may
choose to do this either way – now or after you ship records.
  Send: This action updates the record status as Pending NPRC Approval (in this case) or
        Transferred (if you are moving records to another file area). Once we select the
        Send action, the following prompts display:
Enter the date the records on this index were shipped 21 Jun 2001// Today’s date
defaults here. We can enter a different date if we want. We’ll accept the default.
Is this the correct index? NO// We’ll enter Yes to continue.
Once you answer the prompt, the record comments on each record change to “Pending
NPRC approval.” If you are moving records, CHCS changes the home location of the record
to the new file room.
Our action defaults to Exit. Let’s go ahead and exit the screen and return to the Retire
menu.
Now, we would await approval from NPRC. When the approval comes back, we will return to
the Retire menu to update the list with the accession number that NPRC has given. That is
when you physically ship the records.




                                                                                                       85
                              Input Accession Number
                                   Medical Records Transfer and Retire

               MEDICAL RECORDS TRACKING                   User   : TRAINING,MANAGER
               OUTPATIENT RECORDS file room                Created: 21 Jun 2001@1406
               __________________________________________________________________________
                 Movement Activity   : RETIRE RECORDS
                 Type of Record      : OUTPATIENT
                 Destination         : NPR
                 Last Activity Date : 21 Jun 2001
                 NPRC Accession #    : 555-55-5555
                 NPRC Shelving Date :
                 Patient Category    : ALL CATEGORIES

                 Search Criteria     : TERMINAL DIGIT            From : 00
                                                                 To   : 39

                 Alpha(A) or Terminal Digit(T) Order: TERMINAL DIGIT
                 From : 00
                 To   : 39

               __________________________________________________________________________
               Print   Remove   Box   Add   Ship   proCess   NPRC   Help   eXit
               Print or display the record index




           October 2008                      VC_MRT_Retire Records, v2                      86




Text:
NPRC personnel will review the Shipment Data File and the Records Index. Once they
verify the information, they send an e-mail message containing shipping instructions
and the accession number to the POC designated on the Shipment Data File.
Whether approved or disapproved, the information will tell you what you need to do to
either ship or correct problems. Once you get approval, you will then return to the
Retire menu and update the record index to reflect the accession number assigned by
the NPRC. This number indicates that the index has been received and is under review.
Let’s access the EPR menu again and select our index we have been working with.
Once we have the index on our screen, we will select the <NPRC> action to enter the
accession number.
Let’s enter ?? here to see the format required. The correct format for this field is nnn-
nn-nnnn or nnn-nnAnnnn, where 'n' is a numeric character and 'A' is an upper or lower
case alpha character. Let’s enter 222-55-5555 as our number.
   Note: We would enter the shelving date into CHCS after the next step. (Besides,
   you don’t have the date that records were shelved from NPRC yet because we
   haven’t sent them.)
Let’s go back to the slides to talk about what we would do next – which is ship the
records. Exit to the Retire menu and return to the slides.




                                                                                                 86
                         Physically Ship Records




          October 2008             VC_MRT_Retire Records, v2           87




Text:
Now, we’re ready to ship the records. You will write the accession number on the
upper left corner of the front of each box in your shipment. If any records have
been removed from boxes since the preparation of the index, those must be
crossed off the index printout and annotated on the printout as “removed prior to
shipment” with the date it was removed.
You need to ship the records within 90 days of receiving the approval message to
avoid cancellation of the accession number. Overseas shipments must be received
within 120 days. You will enclose a Shipment Receipt Acknowledgement form in
box 1.
If you haven’t used the <Send> action yet to indicate the records are “Pending
NPRC Approval,” you would do so now.
NPRC reviews the boxes upon receipt and mails back the Shipment Receipt to you.
Once they have approved the shipment and have e-mailed their approval, you will
go back into the index to record the shelving date.
Let’s return to our application.




                                                                                    87
                                      Enter Shelving Date
              Medical Records Transfer and Retire

              MEDICAL RECORDS TRACKING                   User   : TRAINING,MANAGER
              OUTPATIENT RECORDS file room                Created: 21 Jun 2001@1406
              __________________________________________________________________________
                Movement Activity   : RETIRE RECORDS
                Type of Record      : OUTPATIENT
                Destination         : NPR
                Last Activity Date : 21 Jun 2001
                NPRC Accession #    : 555-55-5555
                NPRC Shelving Date :
                Patient Category    : ALL CATEGORIES

                Search Criteria     : TERMINAL DIGIT           From : 00
                                                               To   : 39

                Alpha(A) or Terminal Digit(T) Order: TERMINAL DIGIT
                From : 00
                To   : 39

              __________________________________________________________________________
              Print   Remove   Box   Add   Ship   proCess   NPRC   Help   eXit
              Print or display the record index




          October 2008                              VC_MRT_Retire Records, v2              88




Text:
Let’s access the EPR menu again and select our index we have been working
with.
We will select the <NPRC> action to enter the shelving date. Enter today’s date.
With this action, the status of the records changes to “Retire Record.” The records
will be locked from further transactions, and the record index will be finalized and
locked from further editing.
Let’s exit to the Retire menu.




                                                                                                88
                                Delete a Record Index
                 Medical Records Transfer and Retire

                MEDICAL RECORDS TRACKING             User     : TRAINING,MANAGER
                OUTPATIENT RECORDS file room          Date/Time: 21 Jun 2001@1050
                  file room        Index Date    NPRC Accn # User     Type   Sort    Entries
                R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                  OUTPATIENT RECO    21Jun01@1518 *********** MT        OUTP   ALPHA          1
                  OUTPATIENT RECO    21Jun01@1406 *********** MT        OUTP   TERM        482
                  OUTPATIENT RECO    21Jun01@1119 *********** MT        OUT    TERM          44




                F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
                Mark   pgUp   pgDn   deleTe   Help   eXit
                Select an item to process.




           October 2008                     VC_MRT_Retire Records, v2                              89




Text:
Let’s look at the Delete Record Index option. There may be a few reasons you
would select a list to delete. Perhaps there were many changes that had to be
made to an index because the NPRC didn’t accept the data. You may delete lists up
to the time that both the accession number and shelving date are entered.
If you wanted to delete an index, all you would do is select it and file the action.
We have completed our process for retiring a group of records. When we access
the Delete option, we notice our index is not there. Since it was finalized, it is no
longer editable and we cannot delete it.
That’s it for deleting an index. Let’s just exit out to the Retire menu.




                                                                                                        89
                         Move Records to Another
                               File Area




          October 2008           VC_MRT_Retire Records, v2             90




Text:
Earlier in this lesson, I mentioned that I would show you how to move records. Let’s
look at moving records from one file room to another.




                                                                                       90
                                             Move Records

                     TM      Transaction Menu
                     PL      Pull List Functions Menu
                     RR      Request Record Menu
                     IN      Record Information Menu
                     MA      Management Reports Menu
                     FE      Transfer/Retire Menu
                     SD      System Definition Menu

                  Select Medical Records Menu Option: FE   Transfer/Retire Menu


                     CRI     Create Record Index
                     EPR     Edit/Process Record Index
                     DEL     Delete Record Index

                  Select Transfer/Retire Menu Option: CRI Create Record Index
                  Select RECORD MOVEMENT TYPES NAME: MOVE RECORDS TO ANOTHER FILE AREA
                  ...




              October 2008                      VC_MRT_Retire Records, v2                91




Text:
Some sites will need to move records from one file room to another. Perhaps you need
to consolidate the records you want to retire from several file rooms to one file room.
We will access the CRI option again to generate a list of records to move. This is the
same option in the Retire menu that we’ve been using to retire. We will just select the
movement type of “Move to another file area.”
Our TDB does not work when we get past a certain point in CRI, but this process works
in the same way as the retirement of records.
We enter CRI just as we did to retire records.
Record Movement Types Name: The entries that display here are site defined. I’ll
enter a ?? to see the selections. Retire should always display as a selection. The
other selection that should display here is “Move to Another File Area.” Our TDB does
not display that selection, and will error if I select “Transfer,” so I will just press <Enter>
to return to the Retire menu.




                                                                                                  91
                                 Move Records (cont.)
                 CRI     Create Record Index
                 EPR     Edit/Process Record Index
                 DEL     Delete Record Index

              Select Transfer/Retire Menu Option: epr Edit/Process Record Index
              Do you want the entire RECORD TRANSFER-RETIRE LIST? YES// (Yes)

                                     Medical Records Transfer and Retire

              MEDICAL RECORDS TRACKING             User     : TRAINING,MANAGER
              OUTPATIENT RECORDS FILEROOM          Date/Time: 21 Jun 2001@1002
                Record Room        Index Date    NPRC Accn # User     Type   Sort     Entries
              _____________________________________________________________________
                OUTPATIENT RECO    21Jun01@1518 *********** MT        OUTP   ALPHA          1
               *OUTPATIENT RECO    21Jun01@1119 *********** MT        OUT    TERM          44




          October 2008                      VC_MRT_Retire Records, v2                           92




Text:
We’ll pretend that we’ve filled out the record index and go to the next step. I know
that there is an index in our TDB that we can work with.
Let’s go to EPR to process the list. We will accept the default of All and then select
the list that shows 44 records and press <Continue>.




                                                                                                     92
                                Move Records (cont.)
                 You may modify the range of the index by entering a different FROM - TO
                 range. This will allow you to work with a shorter list of records at a
                 time. The system will maintain the list in the original order.
                 Records can be added to the index that fall within the entire range for
                 the index but will not appear on the printed index if the record is outside
                 the modified FROM - TO range. Print the entire index to review added entries
                 that will appear at the end of the index in the order added.

                 "Terminal Digit Order"


              FROM : 08//
              TO : 09//


              Compiling the record index.   Please wait. .




          October 2008                      VC_MRT_Retire Records, v2                           93




Text:
You will see the same record ‘From’ and ‘To’ range prompts as we did in retire. And
you can select a smaller subset with which to work. We will just accept the
defaults.




                                                                                                     93
                                  Move Records (cont.)
               Medical Records Transfer and Retire

              MEDICAL RECORDS TRACKING                   User   : TRAINING,MANAGER
              OUTPATIENT RECORDS FILEROOM                Created: 21 Jun 2001@1119
              R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                Movement Activity   : MOVE TO ANOTHER FILE AREA
                Type of Record      : OUTPATIENT
                Destination         : NPR
                Last Activity Date : 21 Jun 2001
                Patient Category    : ACTIVE DUTY

                Search Criteria     : TERMINAL DIGIT           From : 08
                                                               To   : 09

                Alpha(A) or Terminal Digit(T) Order: TERMINAL DIGIT
                From : 08
                To   : 09



              F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
              Print   Remove   Add   proCess   Help   eXit
              Print or display the record index




          October 2008                     VC_MRT_Retire Records, v2                             94




Text:
You now see the list that we have selected. Notice the movement activity is ‘Move
to another file area.’ The destination is NPR because the generator of the list
selected that. When you generate a list in CRI you can enter a file room if moving
records to a file room is your goal.
We would normally go through the actions on the action bar and print the list and
then go to the shelves to pull the records. We can remove or add records to this list
just as you’ve seen in the Retire option. Once you have records added and
removed as necessary, you would then “Process” the list.
We’ll say that we have done everything and the next step would be to process the
list. So I’ll enter <Process>.




                                                                                                      94
                                  Move Records (cont.)
                 Medical Records Transfer and Retire

                MEDICAL RECORDS TRACKING                   User   : TRAINING,MANAGER
                OUTPATIENT RECORDS file room                Created: 21 Jun 2001@1119
                R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T
                  Movement Activity   : MOVE TO ANOTHER FILE AREA
                R,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,T

                   Enter the date the records on this index were shipped 21 Jun 2001//

                   NOTE: This option will process ALL records on a record index.
                         The record status will change from PENDING RETIREMENT to
                         PENDING NPRC APPROVAL when a retirement index is processed.

                          The record status will change to MOVE TO ANOTHER FILE AREA
                          when a transfer index is processed.

                   Is this the correct index? NO//


                F,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,G
                Send   Help   eXit
                Update record status as Pending NPRC Approval or transferred.




           October 2008                      VC_MRT_Retire Records, v2                             95




Text:
The action bar changes to <Send> as you see here.
Send: When we press <Send>, it will update the record status as ‘Pending NPRC
Approval’ or ‘Move to Another File Area.’ In this case, these records will be updated
to ‘Move to Another File Area.’ I’ll press <Send>. Once we select this action, we
see these prompts in the middle of our screen.
Enter the date the records on this index were shipped 21 Jun 2001// This is a
generic statement for a date entry. Today’s date defaults here. Of course this date
represents the date the records were moved to another file room. We can enter a
different date that the records were transferred if we want. I’ll just accept the
default.
Is this the correct index? NO// Once we enter Yes to continue, CHCS changes
the home location of the record to the new file room.
That’s all there is to moving selected records to another file room.
Let’s exit to the slides.




                                                                                                        95
                         Retrieve Records From NPRC
                                   I need a record.




          October 2008               VC_MRT_Retire Records, v2           96




Text:
The Medical Registry System (MRS) is a website interface that allows you to
request records online. This website allows you to request only inpatient and
outpatient records from 2003 and later. Users who have registered with NPRC, and
have a valid USER ID, may use this system to request records. Please see your
MRTR2 User Guide for the website address and details.
If the record you are requesting was retired before 2003, or is not on the website,
follow your Standard Operating Procedures (SOP) on manual requests.
Next, I have a question for you.




                                                                                      96
                                    Question
             When you generate a retire list using the CRI option,
             what does the record status change to?
                 a. Retired
                 b. Pending Retirement
                 c. Pending NPRC approval
                 d. None of the above




        October 2008             VC_MRT_Retire Records, v2           97




Text:
Answer: b.
When you generate a retire list through CHCS, the record statuses are
automatically changed to “Pending Retirement.”




                                                                          97
                                   Question
             When you use the <Send> action to update the record
             comments, what does it update to?
                a. Retired
                b. Pending Retirement
                c. Pending NPRC approval
                d. None of the above




        October 2008            VC_MRT_Retire Records, v2            98




Text:
Answer: c.
The <Send> action is used to indicate records are waiting approval from
NPRC. This action can be used after notifying the System Specialist to
generate the Ascii file or after you’ve received the accession number and
shipped the records.
This concludes our course today. Let’s summarize.




                                                                            98
                                Course Summary
                   In Lesson 1, we were introduced to record retirement.
                   In Lesson 2, we prepared our records for retirement.
                   In Lesson 3, we learned how to retire records.




           October 2008             VC_MRT_Retire Records, v2            99




Text:
In Lesson 1, we learned about security keys needed to retire records, the kinds of
records you will retire to NPRC using CHCS, and the regulations concerning
retirement.
In Lesson 2, we learned that we need to prepare our records for retirement and to
make sure we disposition records properly. We also learned that military records are
retired differently than family and retiree records.
In Lesson 3, we learned how to retire records using the Retire menu in CHCS.




                                                                                       99
                                    References
                   SAIC: MRT Implementation Guide: SAIC/CHCS Doc. TC-4.4-
                    0579, dated 18 Sep 1995
                   SAIC: Implementation Update Guide: Medical Records
                    Retirement And Retrieval Enhancements Updates From CHCS
                    S/W Version 4.6 to CHCS S/W Version 4.603 + CPET SAIC
                    D/SIDDONS Doc. D2-SIS0-5011, dated 10 April 2001
                   SAIC: (Attachment to) MRRRE Updates for MRT(4.603 +
                    CPET dated 10 Apr 2001 (SIS05011-MRRR-IUG_SY-ETU-
                    instructions.pdf
                   SAIC: Release Notes: Medical Records Retrieval and
                    Retirement Enhancements II (MRRREII), SAIC D/SIDDOMS II
                    Doc. D2-SSES-6019, Dated 21 Jan 2003
                   TRICARE: Medical Record Tracking, Retirement and Retrieval
                    (MRTR2) User Guide 28 Apr 2003
           October 2008               VC_MRT_Retire Records, v2             100




Text:
The SAIC documents are available through your Site Manager or through SAIC’s
Data Management website, with the exception of the MRT Implementation Guide.
• The MRT Implementation Guide is older than what is supplied by SAIC’s
  Data Management Department’s website. I can provide it via e-mail if your
  department does not have a copy.
• The MRTR2 User Guide should be available through the TRICARE
  Management Activity.
I will send you this Power Point slide presentation via e-mail. Please remember to
print the slides in Notes pages format so you can see the notes I used to speak
about this topic today.




                                                                                     100
                                 Questions?




         October 2008            VC_MRT_Retire Records, v2   101




Text:
Do you have any questions?
Thank you for attending today. This concludes our class.




                                                                   101